SYSPRO Ribbon bar > Setup > Security Activities

Security Activities

You use this function (within the Operators program) to configure the level of access an operator has to activities within SYSPRO.

List of activities

The available activities are listed by module in the sections below.

Accounts Payable

Activity Comment
AP Posting to previous period This applies to e.net only.
AP Invoices Controls whether an operator can process an Invoice transaction type using the AP Invoice Posting program.
AP Credit notes Controls whether an operator can process a Credit note transaction type using the AP Invoice Posting program.
AP Debit notes Controls whether an operator can process a Debit note transaction type using the AP Invoice Posting program.
AP Adjustments Controls whether an operator can process an Adjustment transaction type using the AP Invoice Posting program.
AP Register invoice Controls whether an operator can add a registered invoice using the AP Invoice Registration program. This does not prevent the operator from adding and changing debit and credit notes for registered invoices.
AP Approve invoices Controls whether an operator can process an Approve invoice transaction type in the AP Invoice Posting program.
AP Contra invoices Controls whether an operator can contra invoices using the AP Invoice Contra program.
AP LCT register invoice Controls whether an operator can select the LCT register invoice option in the AP Invoice Registration program to indicate whether or not an invoice is a LCT registered invoice.
AP Supplier EFT custom forms Controls whether operators can add custom fields to the EFT Additional Fields pane of the Suppliers program.
AP EFT supplier invoice payment Controls whether an operator can add or maintain an EFT payments type payment run in the Payment Cycle Maintenance program.
AP Supplier add Controls whether an operator can add a new supplier using the Suppliers program.
AP Supplier change Controls whether an operator can change the details against a supplier using the Suppliers program.
AP Supplier delete Controls whether an operator can delete a supplier using the Suppliers or Browse on Suppliers programs.
AP Supplier change defaults Controls whether an operator can assign/change the default values for selected fields (i.e. disables the Default Values function of the Suppliers program).
AP Untick GRN matching required

Controls whether an operator can deselect the GRN matching required option in the AP Invoice Posting program to bypass the GRN matching phase when posting an invoice. This prevents the operator from posting an invoice until at least one GRN line is selected when GRN matching is required for a supplier (Suppliers).

This does not apply to setting the GRN matching required option in the (Suppliers) program.

AP Delete payment run Controls whether an operator can delete a payment run using the Payment Cycle Maintenance program.
AP Change/remove/hold invoices from payment run

Controls whether an operator can:

  • use the Payment Cycle Maintenance program to:

    • use the Change option to maintain the Gross payment and Discount amount for an invoice
    • use the Remove option to remove selected invoices from being released for payment
    • use the Hold option to set an invoice in the Invoices Released for Payment listview on hold

  • access the following in the Invoices to Review listview of the AP Release Invoices to Pay by Review program:

    • Change

    • Released for invoices released in a prior run of the program.

    • On hold

    • Deselect All for invoices released in a prior run of the program.
AP Clear manual/void check payment information from payment run Controls whether an operator can use the Payment Cycle Maintenance program to:

  • use the Clear Manual Checks option to remove invoices from the payment run

  • use the Clear Void Check option to delete invoices from the payment run
AP Change exchange rate of invoices in payment run Controls whether an operator can use the Change Exchange Rate option in the Payment Cycle Maintenance program to change the exchange rate to use for a payment.
AP Update/add/remove Management/Supplier Notes Controls whether an operator can maintain Supplier and Management notes for a supplier using the Supplier Query program. This does not prevent the notes from being displayed.

Accounts Receivable

Activity Comment
AR Posting to previous period This applies to e.net only.
AR Deletion of customers This applies to e.net only.
AR Posting a payment in Payments and Adjustments This applies to e.net only.
AR Posting an adjustment in Payments and Adjustments This applies to e.net only.
AR Re-establishing of invoices This applies to e.net only.
AR Invoices Controls whether an operator can process an Invoice document type using the AR Invoice Posting program.
AR Credit notes Controls whether an operator can process a Credit note document type using the AR Invoice Posting program.
AR Debit notes Controls whether an operator can process a Debit note document type using the AR Invoice Posting program.
AR Payments Controls whether an operator can process a Payment transaction type using the AR Payments and Adjustments program.
AR Adjustments Controls whether an operator can process a Adjustment transaction type using the AR Payments and Adjustments program.
AR Miscellaneous receipts Controls whether an operator can process a Miscellaneous Receipt transaction type using the AR Payments and Adjustments program.
AR Option to write settlement discount notes Controls whether an operator can deselect the Create discount notes option in the AR Payments and Adjustments program. This activity applies only when printing credit or debit settlement discount notes As required (Accounts Receivable Setup).
AR Customer placed on hold Controls whether an operator can place a customer on hold within the Customers program.
AR Customer released from hold Controls whether an operator can release a customer's on hold status within the Customers program.
AR Customer placed on hold (e.net) This applies to e.net only.

Controls whether the operator can use the Accounts Receivable Customer Maintenance Business Object to place a customer on hold.
AR Customer released from hold (e.net) This applies to e.net only.

Controls whether the operator can use the Accounts Receivable Customer Maintenance Business Object to release a customer's on hold Status.
AR Update/add/remove Management/Customer Notes Controls whether an operator can add, remove and change customer notes and management notes for a customer within the Customer Query or Customers programs. Operators can still view these notes and maintain additional notes.
AR Allow to Recalculate Payment Amount to equal selected invoices Controls whether an operator can access the Recalc Amount function to recalculate the payment amount to equal the selected invoices during processing in the AR Payments and Adjustments program.
AR Change Trade Promotions deduction customer for payment Controls whether an operator can change the Deduction customer in the AR Payments and Adjustments and Deduction Review programs for customers defined as Trade promotions customers (Customers).

In the AR Payments and Adjustments program, this applies when the value of the payment amount is less than the invoices selected for payment.

In the Deduction Review program, the deduction customer can be changed to the master account or to any sub-account in the grouping. See Reclassify.
AR Collection Run Close Controls whether an operator can close a collector run using the AR Collector Run Maintenance program.
AR Collection Run Verification Controls whether an operator can use the AR Collector Run Maintenance program to verify a collector run after the collected payment information is entered.
AR Allow posting of Payment Run Controls whether an operator can post a payment run using the AR Payment Run program. When denied, the Post function is disabled.
AR Allow PD checks to be set to 'Void' Controls whether an operator can use the AR Post Dated Checks program to void a post dated check. When disallowed, the option to set the New status to Void is not displayed.
AR Allow closing of Payment Run Controls whether an operator can close a payment run using the Cancel function of the AR Payment Run program.
AR Allow authorization of Payment Run Controls whether an operator can approve/unapprove a payment run using the AR Payment Run program. When denied, the Authorize function is disabled.

Assets Register

Activity Comment
Assets Add

Controls whether an operator can add an asset using the Assets program.

[Note]

This does not prevent an operator from adding an asset using the Asset Initial Capture program.
Assets Change

Controls whether an operator can maintain an asset using the Assets program.

[Note]

This does not prevent an operator from maintaining an asset using the Asset Initial Capture program.
Assets Depreciation calculation update

Controls whether an operator can use the Asset Depreciation Calculation program to update the depreciation values for assets.

When denied, the operator can only calculate the depreciation and print the report.
Assets Count review Controls whether an operator can access the Asset Count Review program.
Assets Count import Controls whether an operator can access the Asset Count Import program.
Assets Count as counter Controls whether an operator can capture count details as a Counter using the Asset Count Capture program.
Assets Count as verifier Controls whether an operator can capture count details as a Verifier using the Asset Count Capture program.
Assets Capex line exceed budget

Controls whether an operator can use the Asset Capex Items program to add new capex requisition lines to a capex item when the item's budget is exceeded.
Assets Capex line approve when budget exceeded

Controls whether an operator can use the Asset Capex Items program to approve a capex requisition line when the capex item's budget is exceeded.
Assets Capex item add

Controls whether an operator can use the Asset Capex Items program to add a new capex item. This also controls access to the Add function of the Browse on Asset Capex Items program.
Assets Capex item change

Controls whether an operator can use the Asset Capex Items program to amend details for an existing capex item. This also controls access to the Change function of the Browse on Asset Capex Items program.
Assets Capex item delete

Controls whether an operator can use the Asset Capex Items or Browse on Asset Capex Items program to delete a capex item.
Assets Capex item change approval status

Controls whether an operator can use the Asset Capex Items program to approve a capex item.
Assets Capex line add

Controls whether an operator can use the Asset Capex Items program to add a new capex requisition line.
Assets Capex line change

Controls whether an operator can use the Asset Capex Items program to amend details for an existing capex requisition line.
Assets Capex line delete

Controls whether an operator can use the Asset Capex Items program to delete a capex requisition line.
Assets Capex change approval status

Controls whether an operator can use the Asset Capex Items program to approve a capex requisition line.
Assets Capex raise/link/unlink p-orders, reqs or jobs

Controls whether an operator can use the Asset Capex Items program to link a capex line to a requisition, purchaser order or job and to create a requisition, purchase order or job for a requisition line.
Assets Capex generate assets

Controls whether an operator can use the Assets in Suspense program to generate assets.

Bill of Materials

Activity Comment
BOM Access to Structure & Routings

Controls whether an operator can:

  • run the Structures and Routings program and
  • access the Where Used, Structure and Routing queries from the Production pane of the Inventory Query program.
[Note]

Denying this activity takes precedence over the setting defined for the Structures and Routings program in the Groups program.

Cash Book

Activity Comment
CB Posting to previous period This applies to e.net only.
CB Deposits Controls whether an operator can process a deposit or an interbank transfer using the Cash Book Deposits & Withdrawals program.
CB Withdrawals Controls whether an operator can process a withdrawal or an interbank transfer using the Cash Book Deposits & Withdrawals program.
CB Bank reconciliation

Controls whether an operator can reconcile and/or unreconcile Cash Book transactions in the Cash Book Deposits & Withdrawals program.

[Note]

This does not prevent access to the Automatic Bank Reconciliation program.
CB Adjustments in any selected period Controls whether an operator can adjust a Cash Book transaction in the Cash Book Deposits & Withdrawals program if the current posting period differs from the original posting period for the transaction.

The posting period for the current run of the Cash Book Deposits & Withdrawals program must match the posting period of the original transaction (i.e. the operator cannot change a transaction in a previous period).
CB Capture EFT transactions Controls whether an operator can process an EFT transaction using the Cash Book Deposits & Withdrawals program.
CB Change EFT transactions Controls whether an operator can change an EFT transaction in the Cash Book Deposits & Withdrawals program.

Contact Management

Activity Comment
CMS Add attendees for existing activities (e.net) This applies to e.net only.
CMS Delete attendees for existing activities (e.net) This applies to e.net only.
CMS Maintain list of attachments for existing activities (e.net) This applies to e.net only.
CMS Add attendees for existing activities Controls whether an operator can add attendees to activities using the Contact Activity Posting program.
CMS Delete attendees for existing activities Controls whether an operator can remove attendees from activities using the Contact Activity Posting program.
CMS Add attachments for existing activities Controls whether an operator can remove attendees from activities using the Contact Management to Outlook Sync program.
CMS Delete attachments for existing activities Controls whether an operator can delete attachments from activities using the Contact Activity Posting program.
CMS Delete activities Controls whether an operator can delete activities using the Contact Activity Posting or the Contact Query program.
CMS Change activities Controls whether an operator can change information against activities using the Contact Activity Posting program.
CMS Add unknown attendees for activities Controls whether an operator can add unknown attendees to an activity using the Contact Activity Posting program.
CMS Allow synchronization of CMS contacts to Outlook Controls whether an operator can synchronize SYSPRO Contact Management contacts from an organization list to Microsoft Outlook using the Contact Management to Outlook Sync program.
CMS to Outlook sync can copy all contacts (not restricted to org list) Controls whether an operator can synchronize all SYSPRO Contact Management contacts to Microsoft Outlook using the Contact Management to Outlook Sync program, irrespective of Contact Management organization list.
CMS Allow synchronization of Outlook contacts to CMS Controls whether an operator can synchronize Microsoft Outlook contacts to SYSPRO Contact Management contacts using the Contact Management to Outlook Sync program.
CMS Outlook to CMS contact sync allows new contacts to be added Controls whether an operator can synchronize new additions to Microsoft Outlook contacts to the SYSPRO Contact Management contacts using the Contact Management to Outlook Sync program.

Customization

Activity Comment
Custom form design Controls whether an operator can change the design of a custom form.
Custom form entry

Controls whether an operator can capture data for a custom form.

[Note]

An operator will not be able to complete a transaction when this activity is denied and a custom form with mandatory fields is linked to the transaction.
Listview/Forms - Export or print data Controls whether an operator can print the contents of a listview and/or output the contents of a listview to an HTML page, XML document or Excel spreadsheet.
Forms - Customization by operator  
Toolbars - Customization by operator Controls whether an operator can customize toolbars within SYSPRO.
VBScript editing Controls whether an operator can edit VBScripts or change customized panes. It also controls whether an operator can access the Visual Designer program (displayed from the submenu of the icon). This does not apply to importing customized panes, which is controlled by the Allow to import customized panes activity.
Docking panes - do not prompt when removing windows

This applies to closing docking panes using the 'x' on the pane.

If this option is not enabled, then the operator is prompted to confirm the closing of the pane.

In addition, the operator can select not to be reminded again until logging in again. If the operator selects not to be reminded, the panes are automatically closed without warning. However, the next time the operator logs in, the prompt is displayed.

When this option is enabled, the operator is never prompted to confirm the closing of the pane.
Save docking layout when using roles / industry / system-wide Controls whether operator changes to docking pane layouts are saved when the operator belongs to a role (Customization Management). This includes resetting the layouts for an application.

When using roles, changes to your personal view of the role are saved when you exit an application (e.g. pinning and unpinning panes and making changes to the splitter positions).

If access to this activity is enabled, then changes to the personal view of the role made by the operator are retained and displayed the next time the operator accesses that application. The system always attempts to load the operator's own docking layout first followed by any specifically designed role layout.

If access to this activity is denied, then any changes the operator makes to docking pane layouts are ignored once the operator exits the application. The standard role designed layout is restored when next the application is loaded.

This option does not apply to an Application Help Pane that has been added to a role.
Save list view layout when using roles / industry / system-wide Controls whether operator changes to listviews layouts are saved when the operator belongs to a role (Customization Management).

If access to this activity is enabled, then the operator can rearrange and resize columns, remove columns and add them back, and apply grouping and sorting to listviews. These settings are preserved when exiting the application when the user is linked to a role. In addition, the operator can reset the listview layout, even if roles are in use.

However, if the administrator changes the design of the listview layout for the given role, then the newly-designed layout is automatically applied when the operator re-launches the application. In other words, the operator can adjust the listview column settings for personal use until such time as the administrator specifically designs that listview layout, when the new layout is applied.

If a listview layout has been designed for the application at role level, then pressing Ctrl+F5 will reset the view to the default role-based layout.
Forms - Caption adjustments for group/company

This controls whether an operator can customize field properties at group and company level.

[Note]

  • If you are not allowed access to the Forms - Customization by operator activity, then you will be unable to customize field properties at group and company level, even if you have been granted access to the Forms - Caption adjustments for group/company activity.

  • If you allow this activity for an operator, then the changes made to captions can only be viewed by that operator while maintaining the captions.

    Only operators who cannot maintain captions are able to view the results of the changes made (i.e. it is assumed that the operator making the changes - the administrator - needs to be able to view all captions at all times).

    Therefore, if you customize a form at group, company or role level, you need to deny access to this activity for those operators who must use the customized form. Otherwise the form you design (customize) is not displayed for the operators.

  • If this activity was previously enabled for an operator and is now denied, then any caption adjustments previously made for the operator are replaced by the default captions for the company or operator group (i.e. all forms will ignore any settings applied at operator level for the operator and will apply the settings at either group or company level).
File Browse on server (C/S system) Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field.
File Browse - Allow right-click over files Controls whether an operator can access the functions displayed when typically using the right mouse button in the Browse on Files and Folders program.
Main menu - MDI functionality Prevents an operator from launching programs from the SYSPRO menu at the same time that another SYSPRO program is already loaded.

This avoids the situation where, for example, the same dispatch note is maintained simultaneously (Dispatch Note Maintenance) by different operators leading to duplicate dispatch invoices.
Main menu - 'Run any program' function

Controls whether an operator can launch a SYSPRO program by selecting the Run a program option from the SYSPRO Button, or by pressing Ctrl+R from within the SYSPRO Main Menu.

[Note]

This option only takes effect the first time the operator logs into SYSPRO after the activity was set to either allowed or denied.
Main menu - Customize options Controls whether an operator can access the Personalize function to configure desktop settings (SYSPRO Ribbon bar->Home->Personalize).
[Note]

This option only takes effect the first time the operator logs into SYSPRO after the activity was set to either allowed or denied.
Main menu - Run new SYSPRO instance

Controls whether an operator can select the New SYSPRO instance option from the SYSPRO Button of the SYSPRO Main Menu.

[Note]

A change to this activity is only recognized when the operator logs out of SYSPRO and then back into SYSPRO.
Main menu - Allow to design menus Controls whether an operator can create or modify menus on the SYSPRO Desktop (including access to the Navigation Pane toolbar functions).
Main menu - Allow to customize task dialogs Controls whether an operator can customize task dialogs and show dialogs with single buttons as auto-expiring messages (i.e. toast notifications). This must be enabled if you are not customizing at role level.
Main menu - Allow to design flow graphs by role Controls whether an operator can design flow graphs by role.

If this activity is disabled, but the Flow Graph – Allowed to design flow graphs activity is allowed, operators will be able to change their own flow graph but not any flow graphs for a role.
Main Menu - Allow to publish menu as HTML Controls whether an operator is able to publish the main menu as an HTML file. This is to prevent unauthorized access to system files when browsing for a location to save the web menu.
Main Menu - Allow to create system-wide search windows Controls whether an operator can set Search windows to be available system-wide. This affects the availability of the Apply system-wide option in Search windows defined from the Main Menu (Administration) and in SYSPRO Reporting Services.
Allow to import customized panes Controls whether an operator can import customized panes into any application with a docking layout when the operator does not belong to a Role.

This includes using the Click to Import Customized Panes function of the Executive View pane.

SYSPRO Browser - Manual URL address entry

Controls whether an operator can use the File Open option to manually enter an URL address when using the SYSPRO browser or to enter a URL address by selecting the Browse icon.

When denied, the operator cannot access the Internet using:

  • the File Open option from the SYSPRO Main Menu (SYSPRO Online option)

  • the SYSPRO Help (SYSPRO on the Web option)

  • the RW XML Report Viewer program

  • the GL XML Report Viewer program
Use saved windows printer when prompting for windows printer selection

If this activity is enabled, then whenever the operator is printing to a Windows printer and has enabled the Request Print Dialog option from the SYSPRO Desktop (SYSPRO Ribbon bar->Setup) then the print dialog (displayed just before the report is produced) defaults to displaying the previously saved/configured printer from SYSPRO.

If this activity is not enabled, then the print dialog that is displayed just before a report is produced always defaults to displaying your Windows default printer (regardless of any printer setup from within SYSPRO). Any previously selected printer is ignored and the current Windows default printer is always selected.

[Note]

This only affects Windows printing from within SYSPRO itself and only takes effect if you enabled the Request Print Dialog option (SYSPRO Ribbon bar->Setup).
Allowed to upload files to the server Controls whether an operator can copy files (using the Upload Files to Server program) from the client machine to the application server.
Maintain data in import programs Controls whether an operator can maintain import data in a data grid within any SYSPRO import program before the import is performed.
Allowed to import from client Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment).
Enterprise Search - Allowed to configure search settings Controls whether an operator can use the Settings function in the Enterprise Search window to modify Search Categories (i.e. which table columns to include in the search and the number of rows to return, or to add their own search categories).
Flow Graph - Allowed to design flow graphs Controls whether an operator can activate Design Mode within the Flow Graph pane.

If this activity is disabled, then operator cannot change their own flow graph or flow graphs by role, regardless of the setting against the Main Menu – Allow to design flow graphs by role activity, as the Design Flow Graphs option on the Administration tab of the Ribbon Bar will be disabled.
Import Master Data - Allow Record Count Controls whether records are counted when the operator opens the Import Master Data program. This can help to improve performance when loading the program.

Electronic Funds Transfer

Activity Comment
EFT Payment delete

Espresso

Activity Comment
ESP Allow maintenance of Espresso menu Enables the Design button (Gear icon) on the top right corner of the Espresso menu from where operators can add and maintain tiles within Espresso.
ESP Allow maintenance of Espresso applications Enables the Design button (Gear icon) on the top right corner of an application once the application is open in Espresso. This allows the operator to add or remove fields and components, as well as maintain how the component is displayed within the application.
ESP Allow maintenance of Espresso searches Controls whether an operator can maintain Espresso searches.

General Ledger

Activity Comment
GL Allow commitment over period budget Controls whether an operator can process a transaction which exceeds the commitment accounting's period budget.
GL Allow commitment over YTD budget Controls whether an operator can process a transaction which exceeds the commitment accounting's year-to-date budget.
GL Allow commitment over annual budget Controls whether an operator can process a transaction which exceeds the commitment accounting's annual budget.
GL journal capture

Controls the adding, copying and changing of journals using the GL Journal Entry program.

This activity is ignored when capturing journals using a business object (i.e. using e.net).
GL Journal authorize

Controls the authorizing and de-authorizing of journals in the GL Journal Entry and GL Recurring Journals programs.

The Authorize Journal and Cancel Authorization functions of the GL Journal Entry and GL Recurring Journals programs are disabled.

[Note]

For the setting of this activity to take effect, you must select the setup option: Authorization of journals before posting (General Ledger Setup).
GL Journal post

Controls the posting of journals using the GL Journal Entry and GL Post Multiple Normal Journals programs.

The Post function of the GL Journal Entry program is disabled and the GL Post Multiple Normal Journals program cannot be loaded.

This activity is ignored when posting journals using a business object (i.e. using e.net).
GL Journal print

Controls the printing of journals using the GL Journal Entry and GL Journal Report programs.

[Note]

For the setting of this activity to take effect, you must select the setup option: Limit view of journals to capturer (General Ledger Setup).

If you allow the activity: GL journal authorize, then disallowing this activity has no effect.
GL Create ledger code from structure

Controls whether an operator can automatically create a ledger code from the structure when using the Structured General Ledger definition system (see GL Structure Definition).

If this activity is allowed and the operator enters a ledger code which does not exist, but is valid according to the defined structure, it is automatically created in the General Ledger.

When the activity is not allowed and the operator enters a ledger code which does not exist a 'Ledger code not found' error is displayed and the account is not created.

This activity only applies when the General Ledger Structure definition system is enabled.
GL Show journal number created Controls whether the journal creation message is displayed each time the operator successfully processes a journal in a sub-module.

This message is only displayed in the modules for which the Post GL journal option is enabled (General Ledger Integration).

This activity is not enabled by default when the operator is not a Systems Administrator. The message is therefore not displayed by default.

If this activity is enabled, then the message is displayed.

Goods in Transit

Activity Comment
GIT Transfers In/Out Controls whether an operator can select the Transfers OUTand Transfers IN options of the Inventory Movements program when the Full Goods in Transit facility is in use. These options are not displayed in the Inventory Movements program when this activity is denied.
[Note]

This does not prevent the operator from processing Immediate Transfers or No Destination Transfers (see Inventory Movements).
GIT Transfer of lots on hold

Controls whether an operator can allocate a lot which is on hold when processing a Supply Chain Transfer (SCT) using the Sales Order Entry program or when processing a GIT Transfer Out transaction using the Inventory Movements program.

The following preferences are enabled when this activity is allowed:

  • Give warning if lot is on hold (SCT) (Sales Order Entry)

  • Give warning if lot is on hold (Inventory Movements)
GIT Over-receipt of GIT transfers

Controls whether an operator can:

  • set a GIT transfer to complete if the receipt quantity entered is greater than the outstanding quantity for the transfer in the Inventory Movements program.

  • increase the actual Quantity to receive when processing an Apportionment distribution in the GIT Receipt with Apportionment program and adjusting back to the source warehouse.
GIT Under-receipt of GIT transfers

Controls whether an operator can:

  • set a GIT transfer to complete if the receipt quantity entered is less than the outstanding quantity for the transfer in the Inventory Movements program.

  • decrease the actual Quantity to receive when processing an Apportionment distribution in the GIT Receipt with Apportionment program and adjusting back to the source warehouse or expensing partial receipts.
GIT and Wh Transfers Out (no destination)

Controls whether an operator can select the Out (no destination) transfer function of the Inventory Movements program.
GIT Overwrite cost multiplier/GL account in GIT In

Controls whether an operator has access to the following:

  • In the Inventory Movements program (when using the Transfer In function and the Goods in Transit facility is in use):

    • the Ledger code to which postings are made when partially receipting in stock and writing it off as an Expense issue.
    • the Apply transfer cost multiplier option when applying a transfer cost multiplier. When denied, the cost multiplier cannot be overwritten and a non-merchandise cost cannot be entered.
  • In the GIT Receipt with Apportionment program, the Ledger code field to which to post an expense issue.
GIT Warn if lot has different dates

Controls whether an operator can process a bin transfer transaction using the Inventory Movements program, when the same lot number is stored in different bins but the expiry date against the lot number is different in each bin.

If this activity is denied, then the preference: Warn if transferring lots with different dates is disabled in the Inventory Movements program.

Inventory Control

Activity Comment
Inv Posting to previous period This applies to e.net only.
Inv Override on inventory cost variance This applies to e.net only.
Inv Stock receipts Controls whether an operator can select the Receipts function of the Inventory Movements program to process stock receipts.
Inv Stock adjustments

Controls whether an operator can:

  • select the Adjustments function of the Inventory Movements program to process stock adjustments.

    When this is denied together with the activity: Inventory expense issues, then the operator cannot access the Transfer complete field when processing a Goods in Transit Transfer In.

  • select the Adjust back to source warehouse option in the GIT Receipt with Apportionment program to update the source warehouse with the difference in quantity when an over or under receipt is processed.
Inv Stock cost changes Controls whether an operator can select the Cost Changes function of the Inventory Movements program.
Inv Cost modifications Controls whether an operator can select the Cost Modifications function of the Inventory Movements program.
Inv Backflushing Controls whether an operator can select the Backflushing function of the Inventory Movements program.
Inv Wh transfer In/Out/Immediate and GIT Immediate

Controls whether an operator can select the Immediate transfer function of the Inventory Movements program when the Goods in Transit facility is in use.

When the Goods in Transit facility is not in use, then this controls whether an operator can select the Out, In and Immediate transfer functions of the Inventory Movements program.
Inv Bin transfers Controls whether an operator can select the Bin Transfers function of the Inventory Movements program.
Inv Physical count

Controls whether an operator can select the Physical Count function of the Inventory Movements program.
Inv Expense issues

Controls whether an operator can:

  • select the Expense Issues function of the Inventory Movements program to issue items from inventory for miscellaneous purposes.

    If you deny an operator access to this activity, together with the activity: Inventory stock adjustments, then the operator cannot access the Transfer complete field when processing Goods in Transit transfers In.

  • select the Expense partial receipt option in the GIT Receipt with Apportionment program to process an expense issue against the source warehouse when an under receipt is processed.
Inv Balance recalculate current cost (FIFO)

Controls whether an operator can select the Recalculate current cost from FIFO buckets option when performing the Balance function of the Inventory Period End program.
Inv Stock code on hold Controls whether an operator can change the hold status of a stock item within the Stock Code On Hold Maintenance program.
Inv Release stock on partial hold Controls whether an operator can issue or release stock items that are on a partial hold Stock Code On Hold Maintenance.
Inv Add stock code Controls whether an operator can add (or copy) a stock code using the Stock Codes or Browse on Stock Codes programs.
Inv Change stock code Controls whether an operator can change stock code details (including notes) within the Stock Codes program.
Inv Delete stock code Controls whether an operator can delete a stock code using the Browse on Stock Codes or Stock Codes programs.
Inv Allow receipts against expired lots

Controls whether an operator can receipt items into a lot that has expired using the Inventory Movements, Job Receipts, Purchase Order Receipts and Purchase Order Inspection programs.

When allowed, a warning is displayed if the operator receipts an item into an expired lot. The operator can cancel the transaction or process the receipt.
Inv Allow expense issues against expired lots Controls whether an operator can issue items from expired lots when processing expense issues using the Inventory Movements program.
Inv Allow bin transfers if lot is on hold
Inv Allow reuse of existing serial number

Controls whether an operator can:

  • return an existing manual serial number back into stock using the Inventory Movements and Serial Entry for Receipts programs, providing the option: Retain all serial information is enabled (Inventory Setup) and:

    • the last transaction for the serial was for a negative receipt and

    • there is no stock on hand available against the existing serial

  • process a negative issue of an existing manual serial using the Inventory Movements and Serial Entry for Receipts programs, providing:

    • the last transaction for the serial was for a positive issue and

    • there is no stock on hand available against the existing serial

  • process a positive adjustment transaction (using the Inventory Movements and Serial Entry for Receipts programs) for a manual serial that was sold providing the quantity available for the serial is zero.

    In addition, if the warehouse is not the same as the original warehouse for the sold serial, then the serial can be transferred.

When this activity is not allowed, a message is displayed indicating that the serial has already been used.

Inventory Optimization

Activity Comment
IO Allow update of current forecasts Controls whether an operator can update current (live) Inventory forecasts using the Batch Forecasting, IO Stock Levels Modeling and Manual Forecasting programs. This also affects the Target for results options that can be selected in the IO Selection Sets program.

Product Configurator

Activity Comment
Product Configurator Library maintenance This applies to e.net only.
Product Configurator Override stocked parent list price This applies to e.net only.

Projects and Contracts

Activity Comment
P&C User defined hierarchies

Controls whether an operator can selecting the User-defined hierarchies option in the Quotations and Job Entry programs when adding a hierarchical quotation or job. The option to select a user-defined hierarchy is disabled if access to this activity is denied.

You typically deny this activity if you only use standard hierarchies.
P&C Maintenance of job hierarchy Controls whether an operator can change a job hierarchy using the P&C Maintenance of Job Hierarchies program. The Add, Change and Delete options from the Edit menu of the P&C Maintenance of Job Hierarchies program are disabled.
P&C Add allocations with costs exceeding threshold

Controls whether an operator can add allocations to a head/section of a hierarchical job if the allocation would cause the threshold for that head/section to be exceeded.

Thresholds are defined against each head/section using the P&C Maintenance of Job Hierarchies program.
P&C Issue allocations with costs exceeding threshold

Controls whether an operator can issue allocations to a head/section of a hierarchical job if the allocation would cause the threshold for that head/section to be exceeded.

Thresholds are defined against each head/section using the P&C Maintenance of Job Hierarchies program.

Purchase Orders

Activity Comment
PO Manual entry of cost when receipting purchase orders This applies to e.net only.
PO Receipt into stock using zero purchase orders price This applies to e.net only.
PO Maintenance of printed purchase orders This applies to e.net only.
PO Override on early/late supply of purchase orders This applies to e.net only.
PO Override on under supply of purchase orders This applies to e.net only.
PO Override on over supply of purchase orders This applies to e.net only.
PO Override on under receipt from inspection into stock This applies to e.net only.
PO Override on over receipt from inspection into stock This applies to e.net only.
PO Allow change to purchase order details in LCT This applies to e.net only.
PO Req originator allowed to route requisition This applies to e.net only.
PO Override lot expiry date calculated from shelf life This applies to e.net only.
PO Print purchase order Controls whether an operator can print a purchase order using the Purchase Order Entry or Purchase Order Print programs.
PO Print requisition Controls whether an operator can print purchase order requisitions using the Requisition Entry or Requisition Print programs.
PO Copy - change codes Controls whether an operator can change either the Supplier or Warehouse fields when using the Purchase Order Entry program to copy a purchase order.
PO Inspection functions

Controls whether an operator can access the Inspection function in the Purchase Order Receipts program.

Disabling this activity prevents the operator from accessing the Purchase Order Inspection program.

You can enable this activity and use additional activities to prevent operators from accessing selective options within the Inspection function if required. These include:

  • inspecting items
  • scrapping items
  • rejecting items
  • returning items
  • accepting items
  • counting items

  • changing the scrap liability for scrapped items
PO Inspection inspect Controls whether an operator can access the Inspect option function in the Purchase Order Inspection program.
PO Inspection scrap Controls whether an operator can access the Scrap option function in the Purchase Order Inspection program.
PO Inspection reject Controls whether an operator can access the Reject option function in the Purchase Order Inspection program.
PO Inspection return Controls whether an operator can access the Return option function in the Purchase Order Inspection program.
PO Inspection accept Controls whether an operator can access the Accept option function in the Purchase Order Inspection program
PO Inspection count Controls whether an operator can access the Count option function in the Purchase Order Inspection program.
PO Inspection change scrap liability

Controls whether an operator can access the Liability for Scrapped Documents pane in the Purchase Order Inspection program.
PO Receipt override lot expiry date calculated from shelf life Controls whether an operator can change the lot expiry date calculated using the shelf life defined against the item (Stock Codes) when receiving lot traceable items into stock using the Purchase Order Receipts and Purchase Order Inspection programs. This is irrespective of whether the item requires inspection.
[Note]

This does not prevent the operator changing the lot expiry date from the Inspection screen.

Different operators would typically perform the functions of receipt and inspection and this option therefore only restricts the operator who is receipting the items.
PO Import warn only on under receipt of purchase order

Controls whether a warning is displayed when an operator imports Purchase Order receipts using the Purchase Order Receipts program and the receipt quantity is less than the order quantity. The receipt can be imported.
PO Import warn only on over receipt of purchase order

Controls whether a warning message is displayed when an operator imports Purchase Order receipts using the Purchase Order Receipts program and the receipt quantity exceeds the order quantity. The receipt can be imported.
PO Import ignore receipt variance during receipt of manual serial item

Controls whether a warning message is displayed when an operator imports Purchase Order receipts for a manual serialised item using the Purchase Order Receipts program and the receipt quantity differs from the order quantity. The receipt can be imported.
PO LCT change fixed exchange rate Controls whether an operator can change the exchange rate against a Landed Cost Tracking shipment when the exchange rate against the purchase order is set to Fixed.
PO LCT delete routes and elements

Controls whether an operator can delete LCT routes and associated elements defined against a stock item.

Within the Bill of Landed Costs program the Delete Route option is disabled.

[Note]

This does not prevent an operator from deleting elements held against routes, only from deleting entire routes together with their elements.
PO LCT change global exchange rate when associated sales order

Controls whether an operator can globally change the exchange rate for a shipment when the shipment is attached to a sales order.

If this activity is not enabled, then the Global Exchange Rate option is disabled in the LCT Shipment Maintenance program when the shipment is associated with a sales order.
PO LCT build shipment advice Controls whether an operator can access the Advice menu in the Shipment Tracking Entry program to maintain the consignment details for a shipment reference using the LCT Shipment Maintenance program.
PO Req create purchase order, issues and transfers from all users Controls whether requisition users can create purchase orders, issues and transfers from requisitions when they are not the current holder of the requisition.

When this activity is denied, the preference Creating Purchase orders, Issues and Transfers > Only select requisitions for current holder is disabled (see Requisition Entry - Preferences). When this activity is allowed, the preference can be selected as required by the operator.
PO Req change user Controls whether an operator can change the requisition user code when using the Requisition Entry, Requisition Create Purchase Orders and Requisition Stores Issues and Transfers programs.

The User field in these programs defaults to the Requisition user defined against the operator's code (Operators - Defaults). Therefore, the operator cannot use these programs if this activity is denied and the default Requisition user is not defined.
PO Req approve where no budget Controls whether an operator can use the Requisition Entry program to approve a requisition or requisition line when requisition budgets are in use (Purchase Orders Setup) but no budget is defined for the stock code or product class for the year/month (Group Budgets).

If this activity is allowed, then the operator can approve the requisition or requisition line if no budget is defined against the product class or stock code.
PO Req approve where over budget Controls whether an operator can use the Requisition Entry program to approve a requisition or requisition line when requisition budgets are in use (Purchase Orders Setup) and the requisition/line amount is more than the remaining budget for the stock code or product class for the year/month (Group Budgets).

When this is not allowed and the requisition/line is over budget, the requisition/line is routed to the next user in the chain, even if the amount is within the current user's maximum limit for approving requisitions/lines.
PO Req budget deletion Controls whether an operator can delete requisition budgets using the Group Budgets and Requisitions -Browse on Group Budgets programs.
PO Req create purchase order, issues and transfers from all users Controls whether requisition users can create purchase orders, issues and transfers from requisitions when they are not the current holder of the requisition.

When this activity is denied, the preference Creating Purchase orders, Issues and Transfers > Only select requisitions for current holder is disabled (see Requisition Entry -Preferences). When this activity is allowed, the preference can be selected as required by the operator.
PO Req approve reqn line when price is zero when approving entire req Controls whether an operator can approve requisitions that contain lines with a zero price when using the Approve > Requisition option of the Requisition Entry program.

The preference: Warn if price is zero when approving (Requisition Entry - Preferences) must be selected together with this activity for a warning message to be displayed when a requisition contains zero priced lines. The operator can then approve or ignore the lines.
PO Cancel partially received lines

Controls whether an operator can cancel a partially receipted purchase order line using the Purchase Order Entry program.

[Note]

This does not prevent the operator from marking the purchase order line as complete when processing a receipt using the Purchase Order Receipts program.
PO Complete partially received lines Controls whether an operator can set a partially receipted purchase order line to Complete using the Cancel line option in the Purchase Order Entry program.
[Note]

This does not prevent the operator from using the Purchase Order Receipts program to set a partially receipted line to complete.
PO Cancel order with partially received lines Controls whether an operator can cancel a purchase order that has been partially receipted in the Purchase Order Entry program.
PO Complete order with partially received lines Controls whether an operator can set a purchase order that has been partially receipted to Status 9 - Complete in the Purchase Order Entry program.
PO Allow use of any current supplier contract price for Blanket PO  
PO Include/Exclude in MRP calculation Controls whether an operator can exclude or include a purchase order (or order line) for stocked and non-stocked items from the requirements calculation:

  • when adding or maintaining purchase orders using the Purchase Order Entry program,

  • when creating purchase orders using the PO Creation program, or

  • when reviewing items using the Included/Excluded Item Review program.
PO Include/Exclude requisitions in MRP calculation Controls whether an operator can exclude or include a requisition line for a stocked or non-stocked item from the requirements calculation:

  • when adding or maintaining requisitions using the Requisition Entry Maintenance program, or

  • when reviewing items using the Included/Excluded Item Review program.

Quotations

Activity Comment
QOT Allow subsequent confirmation of confirmed quotes Controls whether unconfirmed detail lines in a partially confirmed quotation attached to a sales order can subsequently be confirmed using the Quotation Confirmation program. Only confirmed quotations that were attached to a sales order can be further confirmed.

Report Writer

Activity Comment
RW Create reports that update data

Controls whether an operator can create reports that update data files.

When this activity is denied, the Allow updates option is disabled when creating the report and when maintaining the report.

[Note]

  • The operator is not prevented from running an existing report that updates data (i.e. a report that already has the option: Allow updates set to Y).

  • The operator is not prevented from copying an existing report that updates data; changing the variables to be updated; and running the report.

  • The operator can still access the options from the Update tab for a field, but cannot run the report.

Reporting Services

Activity Comment
SRS Allow maintenance of SRS menu Controls whether an operator can modify the SRS menu in any way.
SRS Allow maintenance of SRS forms Controls whether an operator can create or maintain a report form.
SRS Allow maintenance of SRS themes Controls whether an operator can create or maintain report themes.
SRS Allow purging of SRS archived items Controls whether an operator can purge archived SRS reports.
SRS View operator group archived items This activity, together with the activity SRS View all archived items controls whether an operator can view archived reports.

  • If neither of these two activities is enabled, then the operator can only view archived reports that they have created.

  • If this activity is enabled and the activity SRS View all archived items is disabled, then the operator can only view archived reports generated by members of the operator group to which the operator belongs.

  • If this activity is disabled and the activity SRS View all archived items is enabled, then this activity has no effect and the operator can view all archived reports.
SRS View all archived items Controls whether an operator can view archived reports, regardless of whether the SRS View operator group archived items activity is enabled.
SRS Allow report scheduling Controls whether an operator can create, edit and deleting report schedules.
SRS Allowed to change report priority Controls whether an operator can change the priority of reports in the queue (server-side printing).
SRS Server Allowed to delete report Controls whether an operator can delete a report in the report queue (server-side printing). Only reports run by the logged in operator can be deleted.
SRS Server Allowed to view all reports in company Controls whether an operator can view the reports of all operators, in the report queue of a company (server-side printing).
SRS Server Allowed to purge reports in company Controls whether an operator can purge reports from the report queue of a company (server-side printing). This enables the Purge Manager button on the report queue toolbar from where an operator can purge reports by date, operator or report status.

Return Merchandise Authorization

Activity Comment
RMA Receipt - archive allowed Controls whether an operator can archive an RMA line using the RMA Issues and Receipts program.
RMA Receipt - credit allowed Controls whether an operator can issue a credit note using the RMA Issues and Receipts program.
RMA Receipt - exchange allowed Controls whether an operator can select the Exchange option from the RMA Issues and Receipts program to issue a credit note and a sales order.
RMA Receipt - fix in-house allowed Controls whether an operator can select the Fix in-house option from the RMA Issues and Receipts program to indicate that the product is being repaired.
RMA Receipt - inspect allowed Controls whether an operator can select the Inspect option from the RMA Issues and Receipts program to indicate that the product is being inspected.
RMA Allow creation of stocked job Controls whether an operator can create a stocked job using the RMA Issues and Receipts program. This applies when the Action is either Fix in-house, or Exchange followed by Repair.
RMA Cancellation Controls whether an operator can cancel an RMA using the RMA Issues and Receipts program.
RMA Reset Status from 0  
RMA Maintenance of custom forms for a completed RMA Controls whether an operator can maintain custom form data for an RMA which is in a status of Complete.
RMA Allow total quantity greater than original invoice Controls whether an operator can process an RMA against an invoice for a greater quantity than the original invoice quantity using the Return Merchandise Line Details program.

When this activity is not allowed, only the outstanding quantity on the invoice is displayed as opposed to the total invoice line quantity when processing an RMA against an invoice.

Sales Orders

Activity Comment
SO Price changes (e.net) This applies to e.net only.

This enables you to prevent operators from changing sales order prices when using e.net business objects.
SO Sales order discount changes (e.net) This applies to e.net only.

This enables you to prevent operators from changing sales order discounts when using e.net business objects.
SO Processing invoices in batch (e.net) This applies to e.net only.

This enables you to prevent operators from printing sales order invoices in batch mode when using e.net business objects.
SO Entry of credit authority on release of sales order (e.net) This applies to e.net only.
SO Maintenance of sales orders (e.net) This applies to e.net only.

This enables you to prevent operators from changing sales orders when using e.net business objects.
SO Allow decimal overflow on aum quantity (e.net) This applies to e.net only.
SO Cost margin override in sales order entry This applies to e.net only.
SO Reset customer credit status after credit invoice (e.net) This applies to e.net only.

Controls whether an operator can reset the customer's credit status when processing a credit note for that customer (Document Print) and the option: Reset credit status after invoicing is enabled (Sales Orders Setup).
SO Orders Controls whether an operator can process an Order using the Sales Order Entry or Sales Order Entry Express program, and create an Order from the Quotation Confirmation program.
SO Billing Controls whether an operator can process a Billing using the Sales Order Entry or Sales Order Entry Express program and create a Billing from the Quotation Confirmation program.
SO Scheduled order Controls whether an operator can process a Scheduled Order using the Sales Order Entry or Sales Order Entry Express program, and create a Scheduled order from the Quotation Confirmation program.
SO Credit note Controls whether an operator can process a Credit Note using the Sales Order Entry or Sales Order Entry Express program.
SO Debit note Controls whether an operator can process a Debit Note using the Sales Order Entry or Sales Order Entry Express program.
SO Forward order Controls whether an operator can process a Forward Order using the Sales Order Entry or Sales Order Entry Express program, and create a Forward order from the Quotation Confirmation program.
SO Counter sales Controls whether an operator can process a Counter Sale using the Sales Order Entry or Sales Order Entry Express program.
SO I.B.T. Controls whether an operator can process an Inter Branch Transfer using the Sales Order Entry or Sales Order Entry Express program.
SO Hierarchical order Controls whether an operator can process an Hierarchical Order using the Sales Order Entry or Sales Order Entry Express program, and create an Hierarchical order from the Quotation Confirmation program.
SO Create order with no lines Controls whether an operator can select the Create Order function from the Sales Order Entry program, and the Assign Order Number function from the Sales Order Entry Express program, to create a sales order with no order lines (i.e. to create a sales order header only).
SO Print delivery note Controls whether an operator can print delivery note documents using the Sales Order Entry or Document Print programs.
SO Print acknowledgement Controls whether an operator can print order acknowledgement documents using the Sales Order Entry or Document Print programs.
SO Print invoice Controls whether an operator can print invoice, debit note or credit note documents using the Sales Order Entry or Document Print programs.

This does not prevent the operator from previewing these documents.
SO Print credit note Controls whether an operator can print a credit note using the Sales Order Entry or Document Print programs.
SO Print debit note Controls whether an operator can print a debit note using the Sales Order Entry or Document Print programs.
SO Print dispatch note Controls whether an operator can print a dispatch note using the Sales Order Entry or Document Print programs.
SO Print dispatch inv Controls whether an operator can print a dispatch invoice using the Sales Order Entry or Document Print programs.
SO Print documents

Controls whether an operator can print sales order documents using the Document Print program.

[Note]

This does not prevent the operator from printing sales order documents online using the Sales Order Entry program.

If you set this activity to Denied, then the Reprint options of the Document Print program are selected by default and cannot be deselected by the operator. This means that the operator can only reprint sales order documents using the Document Print program.
SO Reprint documents Controls whether an operator can reprint sales order documents using the Document Print program.
SO Cancel dispatch note after printing

Controls whether an operator can cancel a dispatch after it has been printed.

The operator is prevented from using the Dispatch Note Maintenance program to cancel the entire dispatch note or to cancel individual dispatch note lines if the dispatch note is in a Status of 5.
SO Preview invoice Controls whether an operator can preview a sales order document on-line (or in batch mode) before it is printed.

You typically deny access to this activity for operators printing invoices in batch mode where no operator intervention is required before each invoice is printed. The invoices are then printed without first displaying the Print Preview screen.
SO Preview counter sales invoice

Controls whether an operator can preview a counter sales invoice document on-line from the Sales Order Entry or SO Counter Sales programs before it is printed.

In addition, the operator cannot change the printer when processing a counter sales payment from the SO Counter Sales program.
SO Reset customer credit status after credit invoice Controls whether an operator can reset the customer's credit status when processing a credit note for that customer (using the Document Print program) and the option: Reset credit Status after invoicing is enabled (Sales Orders Setup).
SO Supply Chain Transfer Controls whether an operator can process a Supply Chain Transfer using the Sales Order Entry or Sales Order Entry Express program.
SO Print SCT transfer Controls whether an operator can print supply chain transfer documents using the Document Print program.
SO Print dispatch note SCT transfer Controls whether an operator can use the Dispatch Note Maintenance or Document Print program to print a dispatch note created from a supply chain transfer.
SO Mark order complete Controls whether an operator can use the Sales Order Entry program to set a sales order or a sales order line to complete (Status 9).
SO Maintenance of custom forms for a completed order Controls whether an operator can use the Sales Order Query program to maintain custom form information for an order which is in a Status of 9 (complete).
SO Maintain sales order after delivery note print

Controls whether an operator can maintain order lines or cancel an order once the delivery note has been printed, or when it is ready to be invoiced.

It also controls whether an operator can maintain detail lines for credit notes, debit notes and billings (i.e. the operator won't be able to add, change or cancel lines or add comments to these order types).

This also includes:

  • using the WIP Inspection or Job Receipts program to accept an item into stock for a job linked to a sales order for which a delivery note has already been printed.

  • using the Part Billings program to part bill a job linked to a sales order for which a delivery note has already been printed

[Note]

  • This does not prevent the operator from maintaining the sales order header information.

  • This activity is applicable only if the Maintenance allowed option is enabled at the After delivery note print maintenance field (Sales Orders Setup).
SO Print quick quote online Controls whether an operator can print a document for a Quick Entry quote using the Quick Sales Order Entry program.
SO Allow pricing changes in Quick Entry

Controls whether an operator can change the price, the discount, or use one of the last prices paid for stocked items when adding or maintaining a quote using the Quick Sales Order Entry program.

This activity does not apply if your Pricing method is set to Manual (Sales Orders Setup).
SO Allow price change after line has been dispatched Controls whether an operator can override the price for a dispatched stocked line or change the price for a dispatched non-stocked order line using the Sales Order Entry or Sales Order Entry Express program.
SO Copy - change codes Controls whether an operator can change the Customer or Warehouse fields when copying a sales order using the Sales Order Entry or Sales Order Entry Express program. This therefore controls whether the operator can copy a sales order to a new customer and from a new warehouse.
SO Show cost/profit

Controls whether an operator can view the price and value of a sales order line and the order value, merchandise value and invoice total when creating, maintaining or querying sales orders.

In addition, the transfer cost is not displayed when creating supply chain transfers or when browsing on sales order lines.

[Note]

If the operator is allowed to print supply chain documents on-line (SO Print SCT transfer) then the value of the order is printed and costs are revealed.
SO Take payment Controls whether an operator can process a payment (including a deposit) against a sales order.
SO Allow negative quantities in MDN

Controls whether an operator can display and dispatch lines with a negative quantity when reviewing dispatch notes from within the Sales Order Entry program.

By default the Dispatch Note Review program only displays sales order lines that have an outstanding quantity. However, if you select the Dispatch Note function from Sales Order Entry and this activity is allowed, then you can view order lines that have no outstanding quantity and that have a negative quantity.

[Note]

  • This activity does not apply when you access the Dispatch Note Review program directly from the main menu; only when you access the Dispatch Note Review program from Sales Order Entry.

  • Kit items are unaffected by this option, as negative quantities for kit items are automatically disallowed.
SO Add lines to existing dispatch

Controls whether an operator can add additional lines to an existing dispatch note when reviewing dispatch notes within the Sales Order Entry program.

The operator is forced to create a new dispatch note each time items are dispatched, even if multiple dispatches are being made from one sales order.

This activity does not apply when you access the Dispatch Note Review program directly from the main menu; only when you access the Dispatch Note Review program from Sales Order Entry.

[Note]

If you allow operators to add lines to existing dispatch notes, then you must enable the Manual release to invoice option in the Dispatch Notes Setup program.
SO Maintenance of custom forms for a completed dispatch note Controls whether an operator can maintain custom form information for a dispatch note which is in a status of 9 -complete.
SO Allow change of automatically calculated dispatch delivery load  
SO and PO Reset order status from 0 Prevents an operator from maintaining sales orders, dispatch notes, or purchase orders that are still in process (i.e. status 0).

Alternatively, you can password-protect the maintenance of orders that are in process. This is achieved using the Password Definition program and configuring a password against the following functions:

  • PO Maintenance of purchase orders which are 'in process'
  • SO Maintenance of sales orders which are 'in process'
[Note]

When two or more operators maintain the same dispatch note (Dispatch Note Maintenance) a warning message is displayed. Ignoring the warning could result in duplicate dispatch notes. Denying operators access to this activity alters the warning message to an error message, which operators cannot ignore.
SO Allow decimal overflow on aum quantity

Controls whether an operator can save a sales order line if a decimal overflow is encountered.

This option applies only if:

  • multiple bins are installed (quantities in bins are always held to 6 decimal places)

  • the maximum number of decimals defined against the stock code is less than 6

  • sales orders are entered in the alternate unit of measure defined against the stocked item.

If you enable this activity, then a warning message is displayed when a decimal overflow occurs, but the operator is not prevented from saving the order.

[Note]

This could cause inventory and bin quantities to differ owing to rounding errors when the alternate unit of measure quantity is converted to the stocking unit of measure quantity.

Refer to Maximum number of decimals (Inventory Setup) for an example on how this activity is affected by that option and the Maximum number of decimals defined against the stock code (Stock Codes).

SO Allow maintenance of attached service charge

Controls whether an operator can change or cancel service charge lines attached to a stock item in the Sales Order Entry and Quotations programs.

[Note]

This does not apply to miscellaneous service charges (see Service Charges).
SO Allow job creation if insufficient stock Controls whether an operator can create a job from a sales order (see Insufficient Stock/Back Order) when the quantity ordered is greater than the quantity available.
SO Add merchandise lines in dispatch note maintenance

Controls whether an operator can select the Add from Sales Order function in the Dispatch Note Maintenance program. This function enables an operator to use the Dispatch Note Review program to review the original sales order, dispatch available quantities and add these dispatch lines to the current dispatch note.
SO Create p-order, requisition, or job if sales order in suspense Controls whether an operator can create a purchase order, requisition, or job from a sales order which is in a status of Suspense when the quantity ordered is greater than the quantity available (see Insufficient Stock/Back Order).
SO Allow change of quantity for labor service charge Controls whether an operator can change the quantity for a labor service charge using the SO Service Charges from Order Entry program.
SO Allow change of value for user defined service charge Controls whether an operator can change the amount in the Value field of a user defined service charge when adding or maintaining service charge lines from a sales order using the SO Service Charges from Order Entry program.
SO Order Entry - add line to delivery load where capacity is exceeded Controls whether an operator can use the Sales Order Entry program to add a sales order line to a delivery load if this would cause the capacity (volume/mass) of the load to be exceeded.
SO Order Entry - re-qualify Trade Promotions Controls whether an operator can use the Sales Order Entry, Sales Order Entry Express or Dispatch Note Maintenance program to apply a newly-created trade promotion (Promotion Code) to an existing sales order.
SO Allow override of reserve stock options when shipping sales orders Controls whether an operator can override the Reserve stock default ship status set in the Sales Orders Setup program when processing orders in the Sales Order Entry program.

When this activity is enabled, the operator is prompted to set the options for reserving stock when accessing the Sales Order Entry program (see SO Reserve or Ship Stock). In addition, the operator can indicate options for reserving stock when releasing items from backorder (Back Order Release) and when indicating demand criteria in the Inventory Demand Review program.
SO Serial allocation add new numbers when serials required on receipt This enables you to prevent an operator from using the SO Lots, Bins, Serials Allocations program to add new serial numbers for a stock item when the option: Record serial numbers - During receipt is enabled (Stock Codes) and the operator is processing a sales order for the item. The Add Serials function of the SO Lots, Bins, Serials Allocations program is disabled.

This activity also applies to receipting using the RMA Issues and Receipts program.

SO Allow override of minimum order validation rule Controls whether an operator can process a sales order for a customer when the order value after discount is less than the Minimum order value defined against the customer (Customers).

The minimum order value check is performed in the following programs: Sales Order Entry, Quick Sales Order Entry, Quotations and Quotation Confirmation.

This activity also controls whether an operator can change the value of the service charge applied to an order (by the SO Service Charges from Order Entry program) which does not meet the Minimum order value criteria.

Refer to Customers - General Details - Minimum order rules for details.

[Note]

This activity is disallowed by default.
SO Allow override of 'Invoice Whole Order' rule

Controls whether an operator can:

  • access the Invoice whole order field on a sales order.

  • produce a delivery note or an invoice (online or in batch mode) for a partially shipped order when the Invoice whole order only option is selected against the customer (Customers).

  • change the order status to <8> - to invoice while there are order lines containing a backorder quantity.

This applies in the Sales Order Entry, Quick Sales Order Entry and SO Counter Sales programs. This does not apply to Supply Chain Transfer orders.

This activity is disallowed by default.
SO Select individual kit component from invoice for credit Controls whether an operator can process a credit note against an existing invoice for individual components of Kit types S andK (i.e. Kit type and Sub type kits).

When this activity is not enabled, the operator cannot use the SO Sales Order Lines from Reprint or SO Dispatch Order Lines from Reprint program to select/deselect kit components for the credit note; only the entire kit can be credited.

This activity applies to credit notes for invoices, consolidated invoices, dispatch notes and consolidated dispatch notes as well as for returns using the Return Merchandise Line Details program.
SO Allow cancellation when dispatch global promotions on different DN Controls whether an operator can use the Dispatch Note Maintenance program to cancel a dispatch note line which affects global trade promotions, when more than one dispatch note exists for a single sales order. Global trade promotions are only added to the last dispatch note for an order and cannot therefore always be changed.
SO Allow insertion of lines on a partially invoiced sales order Controls whether an operator can insert lines into a sales order that has been partially invoiced and can change comment lines to be more than the original number of lines. The operator can insert any line type by selecting the Insert before line option from the Entered Order Lines listview of the Sales Order Entry program.
SO Cancel non-invoiced lines on a partially invoiced sales order Controls whether an operator can cancel a line which has not yet been invoiced on a sales order that has been partially invoiced.
[Note]

This activity works together with the option: After delivery note print maintenance (Sales Orders Setup) as follows:

  • If the setup option is set to Maintenance allowed, then the operator can cancel any line, irrespective of this activity.

  • If the setup option is set to No maintenance allowed, then the operator can cancel comment lines and non-invoiced merchandise, freight and miscellaneous lines if this activity is set to allowed. The operator cannot cancel partially invoiced lines.
SO Change Trade Promotions deduction customer in review Controls whether an operator can change the deduction customer when reclassifying deductions in the Deduction Review program.

For master and sub accounts, the deduction customer field in the Deduction Review program can be changed to the master account or any sub account in the grouping, even when this activity is denied.
SO Change Trade Promotions AP tax in promotion review Controls whether an operator can change the Tax code, Tax amount, QST code and QST amount fields when posting an AP Invoice in the Promotion Review program.
SO Change Trade Promotions AR tax in promotion review Controls whether an operator can change the Tax code and Tax amount for an AR credit in the Promotion Review program.
SO Allow change to geographic area if multiple ship-to-address in use Controls whether an operator can change the geographic area in the Sales Order Entry and SO Header Maintenance programs when multiple ship to addresses are in use. This is set to denied by default.
SO TPM Allow change to promotion code status Controls whether an operator can use the Promotion Code program to change the status of a trade promotion code in conjunction with the budget limit.
SO Include/Exclude in MRP calculation Controls whether an operator can exclude or include an entire sales order or a sales order line for a stocked or non-stocked item from the Material Requirements Planning calculation when adding or maintaining sales orders using the Sales Order Entry or Sales Order Entry Express program or when creating a SCT using the SO Supply Chain Transfer Creation program.

SYSPRO Analytics

Activity Comment
SAN SYSPRO Analytics Setup  

SYSPRO Document Services

These activities apply to documents generated using the stationery formats defined with the SRS document print method (i.e. SRS document printing). They do not apply to SYSPRO Reporting Services reports.

Activity Comment
SDS Allow viewing of PDF documents in archive viewer Controls whether an operator can view .pdf documents in the SRS Document Archive Viewer programs. This only applies when document archiving is enabled and the Archive type is set to PDF or Both (Maintain SRS Document Templates).
SDS Allow email from document archive Controls whether an operator can email documents from the SRS Preview screen (see SRS Preview).
SDS Allow print from document archive (crystal format only) Controls whether an operator can print .rpt documents from the SRS Preview screen (see SRS Preview).
SDS Allow export from document archive (crystal format only) Controls whether an operator can export .rpt documents from the SRS Preview screen (see SRS Preview).
SDS View operator role archived items

Controls whether an operator can view archived reports for other operators in the SRS Document Archive Viewer programs when operator roles are defined (Roles).

Enabling this activity enables all operators in the same role to view documents in the SRS Document Archive Viewer programs, irrespective of which operator in the role generated the document. When not enabled, only the archived reports generated by an operator are displayed when that operator accesses the SRS Document Archive Viewer programs.
SDS View all archived items

Controls whether an operator can view archived reports for all operators in the SRS Document Archive Viewer programs, irrespective of which operator generated the document.

When not enabled, only the archived reports generated by an operator are displayed when that operator accesses the SRS Document Archive Viewer programs.
SRS Allow prompt for email attachments Controls whether an operator is prompted to select the attachment type when emailing a document. This only applies to emailing using the Outlook Email client when previewing documents from client side document printing. This does not affect documents previewed from the document archive.

SYSPRO Office Integration

Activity Comment
SOI Allowed to design searches  

SYSPRO Workflow Services

Activity Comment
SWS Maintain workflows and activities  
SWS Maintain service settings  
SWS Allowed to reassign tasks  
SWS Allowed to claim tasks when being actioned by another operator  
SWS Allow workflow manual override  

Work in Progress

Activity Comment
WIP Posting to previous period This applies to e.net only.
WIP Posting to a completed job This applies to e.net only.
WIP Allow over-receipts for jobs Controls whether an operator can over-receipt a job using the Job Receipts and Part Billings programs and the WIP job receipts and WIP part billings business objects.

When denied, the operator cannot receipt in a quantity which is greater than the Quantity outstanding or which is greater than the Quantity outstanding less the Quantity in inspection for the job.
WIP Accept into stock as alternate stock code This applies to e.net only.
WIP Complete job if outst. P/O's, materials or operations This applies to e.net only.
WIP Override on gross profit check in Part Billings This applies to e.net only.
WIP Maintenance of scrap inspection quantity This applies to e.net only.
WIP Non-stock allocation allow zero cost Controls whether an operator can allocate non-stocked materials to a job at zero cost in the WIP Material Allocations - Maintenance program.
WIP Allow over-issue for allocations Controls whether an operator can enter a quantity greater than the quantity outstanding for an allocation when using the Job Issues program or the Kit Issues Business Object to process a specific allocation.
WIP Allow rev/rel change on job change

Controls whether an operator can change the ECC revision and/or release information against a parent stock code after material and labor issues have been processed to the job.

When this activity is allowed, a warning message is displayed when the revision and/or release information is changed.
WIP Inspection functions Controls whether an operator can access the Post function and the On hold option of the WIP Inspection Maintenance program and can Post, Inspect, Scrap, Rework and Accept items using the WIP Inspection program.
WIP Inspection inspect Controls whether an operator can receive an item into inspection using the Inspect function of the WIP Inspection program.
WIP Inspection scrap Controls whether an operator can scrap an item using the Scrap function of the WIP Inspection program.
WIP Inspection change scrap GL Controls whether an operator can change the General Ledger code that is debited with the cost of scrapping an item when using the Scrap function of the WIP Inspection program.
WIP Inspection rework Controls whether an operator can send an item to be reworked using the Rework function of the WIP Inspection program.
WIP Inspection accept Controls whether an operator can accept an item into stock using the Accept function of the WIP Inspection program.
WIP Inspection change accept GL Controls whether an operator can change the General Ledger code that is credited when accepting an item into stock using the Accept function of the WIP Inspection program.
WIP Changing reserved lots/serials for parent

Controls whether an operator can receipt made-in items into stock using different lots/serials than those reserved for the parent item when using the Job Receipts program. Lots and serials can be reserved for jobs using the WIP Reserve Lots & Serials Maintenance program.

You can deselect the option: Substitution of lots/serials for parent (Work in Progress Setup) to achieve the same result company wide (i.e. for all operators).
WIP Changing reserved lots/serials for allocation

Controls whether an operator can issue components to a job using different lots/serials than those reserved for the components when the job was confirmed. Lots and serials can be reserved for jobs using the WIP Reserve Lots & Serials Maintenance program.

You can deselect the option: Substitution of lots/serials for components (Work in Progress Setup) to achieve the same result company wide (i.e. for all operators).
WIP Allow view of labor rates

Controls whether an operator can view the operation Run rate, Set-up rate, Start-up rate and Teardown rate in the WIP Query program.

The operator can still view the Fixed and Variable overheads.
WIP Lots and serials tracking override Controls whether an operator can bypass the tracking of lots/serials or can only partially track lots/serials when using the WIP Track Lots and Serials program.

The operator must track the entire quantity for lots/serials issued when this activity is denied.
WIP Set material allocation as complete Controls whether an operator can select the Set as Complete option from the Edit menu of the WIP Material Allocations - Browse program.
[Note]

This does not prevent the operator from setting a material allocation to complete at the "Is this allocation complete?" prompt when posting a kit/specific issue.
WIP Allow Factory Scheduling SYSPRO update (e.net only) Controls whether an operator can update SYSPRO from Factory Scheduling.

Notes and warnings

C-ISAM considerations

  • Changes made to activities for an operator in a C-ISAM environment are applied immediately, regardless of whether the operator is logged in at the time the change is made. When not in a C-ISAM environment, the changes are only applied when the operator exits and restarts SYSPRO.

Role-based considerations

  • If the operator belongs to a role and the global configuration option: Access control always by role is enabled (Roles) then access to Activities is defined against the role (see Role Activities and Fields Maintenance).

Hints and tips

View additional functions

  • Press Ctrl+F1 within a listview or form to view a full list of functions available.

  • Right-click on a tile or a category header within either the Navigation Pane or Favorites to view a full list of functions available.

Column display in listviews

  • Use the Field Chooser option to add additional columns to the listview (right-click any of the listview column headings).

  • Drag columns to resequence them.

  • Change the width of a column by dragging the vertical bar between the column headings.

  • Maximize the width of the data in a column by double-clicking the vertical bar immediately to the right of the column's heading.

Sort and filter listview

  • Sort the displayed fields according to any column within the listview by clicking the mouse pointer in the heading of the column you want to sort.

  • Use the Filter Text function (Ctrl+F) to quickly find items containing the string of characters you enter.