You use this program to assign passwords against various functions that can be performed within SYSPRO programs and to configure operator passwords.
Passwords are a series of secret characters that are used to authenticate operators before granting them access to a system.
Within SYSPRO, passwords form an integral part of establishing system security and enable you to restrict unauthorized access to SYSPRO companies, modules, programs and functions.
| Field | Description |
|---|---|
| Edit | |
| Edit Password | Use the Password System program to define or change the password for the entry currently highlighted in the listview. |
| Function | |
| Operator Password Setup | Use the Operator Password Definition program to configure the rules for operator passwords. |
Passwords can be assigned to the following functions within SYSPRO:
| Function | Description |
|---|---|
| AP Posting to a previous month | This password restricts access to posting Accounts Payable transactions to a previous period (see Multi-period accounting). |
| AP Entry of a GRN matching value exceeding permitted GRN variance |
This password restricts access to overriding the warning message displayed when the maximum GRN variance defined is exceeded (Accounts Payable Setup). A GRN variance occurs during GRN matching in the AP Invoice Posting program when there is a difference between the supplier's invoice value (net of tax, freight and miscellaneous charges), and the total merchandise value of the GRN line(s) selected to match. This applies to stocked and non-stocked items matched to GRNs. |
| AP Override on expected costs percentage variance (LCT system) | This password restricts access to overriding the acceptable cost percentage variance when using the AP Invoice Registration program to apportion LCT elements. The password is requested when you select Yes at the LCT Apportionment message indicating that the value of actual costs exceeds the expected costs percentage. The acceptable cost percentage variance is defined against the Expected for accounts payable posting field (Purchase Orders Setup). |
| AP Maintenance of credit management notes | This password restricts access to maintaining Management notes for a supplier using the Supplier Query or Suppliers program. This does not prevent the notes from being displayed. |
| AR Posting to a previous month | This password restricts access to posting Accounts Receivable transactions to a previous period (see Multi-period accounting). |
| AR Viewing of customer profits in customer query | This password restricts access to viewing customer profits using the Customer Query program. The Show Profits option in the Customer Query program is only enabled when this password is defined. |
| AR Maintenance of credit management notes | This password restricts access to maintaining Management Notes for a customer using the Customer Query or Customers program. This does not prevent the notes from being displayed. |
| AR Posting a payment in Payment and Adjustments | This password restricts access to posting a Payment transaction using the AR Payments and Adjustments program. |
| AR Posting an adjustment in Payments and Adjustments | This password restricts access to posting an Adjustment transaction using the AR Payments and Adjustments program. |
| AR Maintaining an invoice in the invoice browse | This password restricts access to maintaining entries in the AR Invoices for Customer listview. The password is requested once only during a run of the AR Invoices for Customer program. |
| AR Deletion of customers | This password restricts access to deleting a customer using the Browse on Customers or Customers program. |
| AR Re-establishing of invoices | This password restricts access to the Re-establish function of the AR Payments and Adjustments program, which enables re-entering details of an invoice that is no longer held on file. |
| CB posting to a previous month | This password restricts access to posting Cash Book transactions to a previous period (see Multi-period accounting). |
| GL Maintenance of auditors' adjustment journals | This password restricts access to adding and maintaining Auditor's adjustment type journals using the GL Journal Entry program. |
| Asset delete | This password restricts access to deleting an asset using the Browse on Assets program. Note that the password is only requested once for the run of the program, which means that once the correct password is entered, additional assets can continue to be deleted without re-entering the password until such time as the operator exists the Browse on Assets program. |
| Inv Posting to a previous month | This password restricts access to posting Inventory transactions to a previous period (see Multi-period accounting). |
| Inv Override on inventory cost variance | This password restricts access to making receipts and costs changes
which exceed the Acceptable cost variance percentage
defined in Inventory Setup. The password is requested for:
|
| Inv Purge function in serial tracking | This password restricts access to the Serial File Purge program, which is used to delete serial numbers and/or serial number transactions from the serial number file. |
| Inv Receipts | This password restricts access to the Receipts function of the Inventory Movements program. |
| Inv Adjustments | This password restricts access to the Adjustments function of the Inventory Movements program. |
| Inv Issues | This password restricts access to issuing items from inventory for miscellaneous purposes using the Expense Issues function of the Inventory Movements program. |
| Inv Physicals | This password restricts access to the Physical Countfunction of the Inventory Movements program. |
| Inv Cost changes | This password restricts access to changing the cost of stock items on hand using the Cost Changes function of the Inventory Movements program. |
| Inv Cost modifications | This password restricts access to the Cost Modifications function of the Inventory Movements program. |
| Inv Warehouse transfers | This password restricts access to the Transfers OUT, Transfers IN, Immediate Transfers, and No Destination Transfers functions of the Inventory Movements program. |
| Inv Backflushing | This password restricts access to the Backflushing function of the Inventory Movements program. |
| Inv Place GRN on hold when in Inspection | This password restricts access to placing a GRN on hold when selecting the Hold GRN option from the Inventory Goods in Inspection Query program. |
| Inv Override 'under receipt' from inspection into stock | This password restricts access to receipting a traceable item that
requires inspection into stock (using the Purchase Order Inspection program) when the
quantity accepted is less than the order quantity by the percentage defined
against the Acceptable quantity over/under supply
option (Purchase Orders Setup). The percentage variance is calculated as follows: ((Inspection qty advised - (Inspection qty accepted + qty being accepted)) / Inspection qty advised) x 100 Where the result is greater than zero, a warning is displayed that the entered receipt quantity is less than the order quantity by the percentage defined against the Acceptable quantity over/under supply option. When selecting OK to continue, the password defined here is requested. |
| Inv Override 'over receipt' from inspection into stock | This password restricts access to receipting a traceable item that
requires inspection into stock (using the Purchase Order Inspection program) when the
quantity accepted is greater than the order quantity by the percentage
defined against the Acceptable quantity over/under
supply option (Purchase Orders Setup). The percentage variance is calculated as follows: ((Inspection qty advised - (Inspection qty accepted + qty being accepted)) / Inspection qty advised) x 100 Where the result is less than zero, a warning is displayed that the entered receipt quantity exceeds the order quantity by the percentage defined against the Acceptable quantity over/under supply option. When selecting OK to continue, the password defined here is requested. |
| Product Configurator Library maintenance | This password restricts access to updating or adding a new configuration library when using the Configurator Wizard program. This does not restrict access to maintaining existing libraries using the Product Configurator Browse on Libraries program. |
| Product Configurator Override stocked parent list price | |
| PO Maintenance of purchase orders | This password restricts access to maintaining an existing purchase order using the Purchase Order Entry program. |
| PO Maintenance of purchase orders created by requisition system | This password restricts access to using the Purchase Order Entry program to maintain a purchase order which was created using the Requisition Create Purchase Orders program. |
| PO Maintenance of purchase orders which are 'in process' | This password restricts access to using the Purchase Order Entry program to maintain a purchase order which is in a status of 0. See Purchase order Status codes. |
| PO Maintenance of purchase orders which have been printed | This password restricts access to using the Purchase Order Entry program to maintain purchase order lines on a purchase order which has been printed. This includes adding lines, cancelling lines and changing lines. |
| PO Manual entry of a cost when receipting purchase orders | This password restricts access to the Cost basis - Manual Entry when receipting purchase orders using either the Purchase Order Receipts or Purchase Order Inspection program. |
| PO Maintenance of purchase order price | This password restricts access to changing the Price on a purchase order line for a stocked or non-stocked item when maintaining a purchase order using the Purchase Order Entry program. It is not requested when changing the Amount for a Freight or Miscellaneous charge line. |
| PO Override on 'under supply' of a purchase order | This password restricts access to setting a purchase order line to
Complete when the quantity received is less than the
purchase order quantity. The option to mark a purchase order line as
complete is displayed when using the Post function of
the Purchase Order Receipts program. This password is only applied when the Acceptable quantity over/under supply percentage is greater than zero (Purchase Orders Setup). |
| PO Override on 'over supply' of a purchase order | This password restricts access to setting a purchase order line to
Complete when the quantity received is more than the
purchase order quantity. The option to mark a purchase order line as
complete is displayed when using the Post function of
the Purchase Order Receipts program. This password is only applied when the Acceptable quantity over/under supply percentage is greater than zero (Purchase Orders Setup). |
| PO Override on early/late supply of a purchase order | This password restricts access to using the Purchase Order Receipts program to receipt a purchase order line when the receipt date is calculated to be over or under the number of Days permitted for early/late supply stipulated in the Purchase Orders Setup program. |
| PO Allow receipt into stock using a zero purchase order price | This password restricts access to using the Purchase Order Receipts program to receipt a purchase order line when the Receipt cost is zero. |
| PO Purge function in LCT system | |
| PO Allowing change of purchase order details in LCT system | This password restricts access to increasing and saving the Quantity shipped for a shipment line in the LCT Shipment Maintenance program. Increasing and saving the Quantity shipped automatically changes the related Purchase order. |
| PO Allow LCT 'calculate new cost' program to update costs | |
| PO Cancelling purchase orders | This password restricts access to cancelling an entire purchase order by selecting the Cancel P/order function in the Purchase Order Entry program. The password is not required when cancelling individual order lines. |
| PO Inspection | This password restricts access to using the Inspection function in the Purchase Order Receipts program to receipt purchased items into inspection. |
| SO Entry of detail lines for non-stocked items | This password restricts access to adding or maintaining a non-stocked item in the Sales Order Entry program. |
| SO Entry of credit authority on release of sales orders | This password restricts access to releasing an order from a status of Suspense in the Sales Order Entry or Dispatch Note Maintenance program. |
| SO Changing prices | This password restricts access to changing sales order prices when adding or maintaining a sales order using the Sales Order Entry program and adding or maintaining stocked quotation lines in the Quotations program. |
| SO Cancelling sales orders | This password restricts access to cancelling a sales order by selecting the Cancel Order function the Sales Order Entry program. |
| SO Changing sales order discounts | This password restricts access to changing sales order discounts when adding or maintaining a sales order using the Sales Order Entry or Quick Sales Order Entry program. This does not apply to non-stocked items. |
| SO Entry of credit notes | This password restricts access to processing a Credit note in the Sales Order Entry program. The password is only requested for the first credit note processed during the run of the program (i.e. it is not requested for each credit note processed). |
| SO Adding serial numbers in Sales Order entry | This password restricts access to the Add Serials function of the SO Lots, Bins, Serials Allocations program which allows you to add new serial numbers to allocate/reserve against the order line. This password applies when the SO Lots, Bins, Serials Allocations program is called from the Sales Order Entry program. It does not restrict the allocation of existing serials. |
| SO Change original sales value for hierarchical SO line | This password applies to hierarchical sales orders and restricts access to selecting to update the Sales value for the heads/sections of an hierarchy using the P&C Distribute Sales Order Value program. This does not restrict access to processing an Adjustment value in the P&C Distribute Sales Order Value program. |
| SO Changing customer request date for sales order | This password restricts access to changing the Customer request date field when adding or maintaining a sales order in the Sales Order Entry program. |
| SO Printing invoices in batch print | This password restricts access to printing and reprinting invoices in batch mode using the Document Print program. |
| SO Printing delivery notes in batch print | This password restricts access to printing and reprinting delivery notes in batch mode using the Document Print program. |
| SO Printing order acknowledgments in batch print | This password restricts access to printing and reprinting order acknowledgements in batch mode using the Document Print program. |
| SO Reprints in batch print | This password restricts access to reprinting any sales order
documents in batch mode using the Document Print program. Note that if a password is also set against printing a sales order document (including dispatch notes) then when reprinting the document, the password for printing the document is requested, followed by the password for reprinting the document. |
| SO Maintenance of sales orders | This password restricts access to maintaining sales orders using the Sales Order Entry or Sales Order Entry Express program. |
| SO Maintenance of sales orders 'in process' | This password restricts access to resetting sales orders which are in a status of 0 (in process) using the Sales Order Entry program. |
| SO Cost margin override in Sales Order Entry | This password restricts access to overriding the minimum price percentage above cost (defined in Sales Orders Setup) when adding a line on a sales order, and when adding a line with a zero unit cost on a sales order or on a quotation line. |
| SO Use expired contracts in Sales Order Entry | This password restricts access to applying an expired contract price
(if it is the lowest price) to a contract customer. It only applies when the Prompt for expired contracts option is enabled (Sales Orders Setup). When this setup option is enabled, and the lowest price selected/suggested is from a contract that has expired, the Price Lookup program (IMPPRC) prompts the operator to use the price from the expired contract. The password is requested when the operator selects to accept the contract price. |
| SO Maintenance of dispatch note lines | This password restricts access to using the Dispatch Note Maintenance program to change or cancel a dispatch note line, and to cancel an entire dispatch note. |
| SO Batch dispatch note print | This password restricts access to printing and reprinting dispatch notes in batch mode using the Document Print program. It does not restrict access to printing dispatch note SCT transfers. |
| SO Place dispatch note on hold | This password restricts access to changing the Dispatch note status to H -On hold using the Dispatch Note Maintenance program. |
| SO Release dispatch note on hold | This password restricts access to changing the Dispatch note status from H -On hold to another status using the Dispatch Note Maintenance program. |
| SO Allow credit in excess of original invoice | This password restricts access to increasing the value of a credit
note beyond the current value of the original invoice using the Sales Order Entry
program. For example: The original invoice value was 1000. The customer paid 700 off this invoice, leaving a balance of 300. If you try to raise a credit note (linked to this invoice) for more than 300, then this password is requested. This does not apply to credit notes created from the Return Merchandise Advice system (RMA Issues and Receipts). A password for RMA credit notes can be defined against the password option: SO RMA Allow credit in excess of original invoice. |
| SO Changing prices in Quick Entry | This password restricts changing sales order prices when adding or maintaining a sales order using the Quick Sales Order Entry program. This does not apply to non-stocked items. |
| SO RMA Allow credit in excess of original invoice | This password restricts access to increasing the value of a credit
note, created in the RMA Issues and Receipts program. For example: The original invoice value was 1000. The customer paid 700 off this invoice, leaving a balance of 300. If you try to raise a credit note (linked to this invoice) for more than 300, then this password is requested. |
| Counter Sales/Point of Sale Changing the float value | This password restricts access to using the Counter sales - Point of Sale Entry program to change the float value against a cash drawer. |
| Counter Sales Entering adjustments | This password restricts access to using Adjust option in the SO Counter Sales program to adjust payments received to match the invoice total. |
| Counter Sales Entering cash discounts | This password restricts access to using Discount option in the SO Counter Sales program to apply a cash discount as part of the payment. |
| Counter Sales/Point of Sale Paying cash out | This password restricts access to using the Counter sales - Point of Sale Entry program to pay money which is not attributable to a customer, or an invoice, out of a cash drawer. |
| Counter Sales/Point of Sale Taking cash in | This password restricts access to using the Counter sales - Point of Sale Entry program to receive money that is not attributable to a customer, or an invoice, into a cash drawer. |
| Counter Sales/Point of Sale Opening the cash drawer | This password restricts access to using the Counter sales - Point of Sale Entry program to open a cash drawer without printing an invoice. |
| Point of Sale Line maintenance | This password restricts access to the Change Line option of the Counter Sales - Point of Sale Entry program. |
| Point of Sale Cancel line/order | This password restricts access to cancelling a line or an entire Point of sale order when using the Counter Sales - Point of Sale Entry program. |
| Point of Sale Add non-stocked line | This password restricts access to adding a non-stocked line when using the Counter Sales - Point of Sale Entry program. |
| Point of Sale Change order discount | This password restricts access to changing the discount for a Point of sales order when using the Counter Sales - Point of Sale Entry program. |
| Point of Sale Change price code | This password restricts access to changing the price code for an order line when using the Counter Sales - Point of Sale Entry program. |
| Point of Sale Change price | This password restricts access to changing the price for an order line when using the Counter Sales - Point of Sale Entry program. |
| WIP Posting to a previous month | This password restricts access to posting Work in Progress transactions to a previous period (see Multi-period accounting). |
| WIP Completing a job if outstanding po's/materials/operations | This password restricts access to using the Job ReceiptsJob Closure or Part Billings program to set a job to Complete when there are outstanding materials or operations to be issued to the job, or outstanding purchase orders against the job. |
| WIP Override on gross profit check in Part Billings | This password restricts access to overriding the gross profit margin check warning in the Part Billings program. This applies when the Calculate and check gross profit option is enabled and the gross profit calculated is higher or lower than the percentages defined (Work in Progress Setup). |
| WIP Posting to a completed job | This password restricts access to posting transactions to a job which
is already set to Complete. This is a transactional
based password, which means the password is requested every time you try to
post to a closed (completed) job. Restricted transactions include:
|
| WIP Inspection | This password restricts access to posting from the listview of the WIP Inspection Maintenance program and changing any WIP inspection reference using the WIP Inspection program. |
| WIP Setting WIP inspection reference on hold | This password restricts access to changing the hold status of a WIP inspection reference from the listview pane of the WIP Inspection Maintenance program. |
| WIP Maintain scrap inspection quantity | This password restricts access to the Scrap function of the WIP Inspection program. |
| WIP Accept into stock as alternate stock code | This password restricts access to accepting a stocked item into stock as an alternate stock code when using the Accept function of the WIP Inspection program. |
| WIP Deleting a job | This password restricts access to deleting a job using the Job Review,
Browse on Jobs or WIP Query programs. A job cannot be deleted using the Job Entry program, as you cannot delete the job you are currently maintaining. This is a transactional based password, which means the password is requested for each job you try to delete. |
| MRP Initial build schedule extract | This password restricts access to the Processing options within the Initial Build Extract program. |
| MRP Preventing exclusion/inclusion of jobs in Job Review | This password restricts access to including jobs for action or excluding jobs from action in the Job Review program. |
| Lot Traceability Hold maintenance | This password restricts access to the Lot on hold option in the Lot Number Maintenance program. |
You can only configure or change operator passwords if you are assigned system administrator privileges (i.e. the group to which you belong must be defined as a System administrator).
To ensure that this program is used effectively, you should deny operators access to this program from within the Groups program.
To maximize the effective use of passwords, you can force operators to change their passwords at prescribed intervals as well as specify rules for defining passwords - see Operator Password Definition.