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Use the Authorizations window to assign permissions to each user. Superusers have full permissions that cannot be altered. Regular users can have full or partial permissions, for each module and sub-module.

To access the Authorizations window, choose   Administration   System Initialization   Authorizations  .

Note Note

You have defined your users as either regular or superusers.

End of the note.
Authorizations Window Fields
Users

This tab displays authorizations for every SAP Business One user. We highly recommend that you follow the steps below to define authorizations for individual users:

  1. Assign each user to appropriate permission groups, based on the user's roles (for example, sales person, manager). For more information, see Defining Permission Groups.

  2. Define authorizations for each permission group first. Each permission group's authorizations are automatically applied to users within the group.

  3. Fine-tune each user's authorizations to arrive at appropriate effective authorizations.

For more information, see Defining Authorizations.
Permission Groups

This tab displays authorizations for every permission group. A permission group's authorizations are automatically applied to all users within this group. For more information, see Defining Authorizations.
Effective Authorization

The resultant authorization that a user has over an object or operation.

Various levels of authorization can be applied to a user at both the user and the permission-group levels. The effective authorization is the highest level of authorization that is applied to the user.

Example Example

User U001 is assigned to Group A and Group B. For a particular permission item:

  • U001 authorization = Read-only

  • Group A authorization = Full

  • Group B authorization = None

As a result, the effective authorization = max{Read-only, Full, None} = Full.

End of the example.
Max. Discount – Sales

Specify the maximum discount that the user is authorized to enter in sales business documents. If you enter 0, the user is not able to enter any amounts for which automatic rounding has been defined, because automatic rounding represents a discount.
Max. Discount – Purchasing

Specify the maximum discount that the user is authorized to enter in purchasing business documents. If you enter 0, the user is not able to enter any amounts for which automatic rounding has been defined, because automatic rounding represents a discount.
Max. Discount – General

Specify the maximum discount that the user is authorized to enter for the followings:

  • Business partner master data

  • Payment terms

  • Goods issue, goods receipt, and inventory transfer

  • Special prices

If you enter 0, the user is not able to enter any amounts for which automatic rounding has been defined, because automatic rounding represents a discount.
Max. Cash Amount for Incoming Payments

Select and enter the maximum cash amount the regular user is authorized to enter in an incoming payment (Payment Means window, Cash tab). This can be overridden for specific documents with a supervisor's permission.

This option is not active for superusers.
Full Authorization

Choose to grant full authorization to a user for all functions in all applications.

Read Only

Choose to grant read-only authorization to a user for all functions in all applications. The user can then display all data but cannot make any changes.

No Authorization

Choose to grant no authorizations for any functions in any application. The user will be unable to display or change any data.

Country-Specific Fields: Panama

Note Note

This option is available in other localizations as well, only if you have upgraded to SAP Business One 2007 from previous releases.

End of the note.
Use Encryption

Define encryption for a user for the following confidential data in the system.

  • G/L account balances

  • Price lists

When you select this option, SAP Business One displays the Encryption Table button. Choose to display the Encryption window for defining the encryption. A different display character can be defined for each character in the table.

Note Note

The encryption does not apply to financial reports.

End of the note.

More Information

Authorizations

Authorizations for the Cockpit