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Account and Contract Security

Updated over a month ago

You can control which contracts or General Ledger accounts each user has access to. If a user is denied access to an account or contract, they will be unable to enter transactions, report or enquire on it, maintain it, and so on. The account or contract will not appear on their lookups, and if they enter the account code or contract code, Coins ERP+ issues a message informing them that they are not allowed to access it.

Use Contract Security and GL Security Maintenance. Memo Security and Employee Security operate in a similar way.

To set up account or contract security:

  1. A parameter defines which field on the account or contract record is used as the basis of security. For example, security could be based on the contract group field, or one of the account analysis sets.

  2. In the security maintenance function, for each user or group, you enter a can-do list of values for that field. The user then has access to all accounts or contracts on which the security field matches the list.

    You can also set up security for an individual user, across all companies, from within the user’s record in User Workbench. Click the Security tab menu, and choose the appropriate item.

    For example, if contract security is based on the contract group field, an entry of !CIVIL,* allows the user access to all contracts except those belonging to the group CIVIL.

  3. You can also specify a can-do list of individual accounts or contracts that you want to grant or deny the user access to.

    For example, to allow the user access to all contracts belonging to the group CIVIL except contract 1652, enter CIVIL in the Security List frame and !1652 in the Code frame.

If you change the security control field, or decide to implement security after the records (for example, the contracts or GL accounts) have already been set up, you need to regenerate the security file.

To regenerate the security file:

  1. Go to the appropriate Re-generate Security function (for example, Re-generate GL Account Security or Contract Security).

  2. tick the Continue? box and click.

  3. Coins ERP+ re-generates security based on the new control field.

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