User Maintenance

Enter the user's logon, or click the Lookup button to list all users. The user logon must be unique for each user. This field is not case sensitive.

If you are implementing unified logon, users are not required to enter their logon name and password to access Sage 100 as long as they are set up in User Maintenance and the Windows logon and password are entered in the User Logon, Password, and Confirm Password fields. To enable unified logon, select the Use Unified Logon check box in System Configuration. For more information, see System Configuration - Fields.

When installing the software, if you migrate users from a previous version of Sage 100, this field defaults with the previous Windows logon or user code value. If you previously implemented the unified logon feature, this field displays the Windows logon.

If the Require all User Passwords to be System Defined Strong Passwords check box is selected in System Configuration, the password must contain at least eight characters and include a combination of letters, numbers, or special characters.

If the User Defined Passwords must be of a Minimum Length check box is selected in System Configuration, passwords must contain at least the value entered in the Length field in System Configuration.

If you are implementing unified logon, users are not required to enter their logon name and password to access Sage 100, as long as they are set up in User Maintenance and the Windows logon and password are entered in the User Logon, Password, and Confirm Password fields in User Maintenance. To enable unified logon, select the Use Unified Logon check box in System Configuration.

Enter the user's customization code. The customization code is used by the Customizer module and user lookups for group customizations.

Enter the date that you want the user's account to expire, or click the Calendar button to select a date from the calendar. If a date is entered in this field and the User Account Locked check box is cleared, the date will be cleared from this field.

Note User account and security information is not deleted when the user's account expires.

Select this check box to manually lock the user's account. Clear this check box if you do not want to manually lock the user's account.

The user's account will be locked automatically if too many incorrect logon attempts are made by the user or if the date in the user's Expiration Date field has passed.

Enter the company the user will have access to, or click the Lookup button to list all companies. Select All Companies if the user will have access to all companies. You can give the user access to more than one company by entering companies at additional rows in the grid.

Select the role to assign to the user for the company selected. If you assign multiple roles to a user, the least restrictive security permissions prevail.

Select ExternalSeats to assign the user to an External Seats license. An External Seats license allows you to access software data using a companion device, such as a Palm or Pocket PC. As an External Seat user, you connect to the software for only a short period of time to resynchronize data between the companion device and the software server. The ExternalSeats option is available only if you are registered to use the External Seats license.

The Default role comes with the software and allows for full rights to all modules except for security events.

Enter the date the role assigned to the user will take effect for the selected company, or click the Calendar button to select a date from the calendar. The role and all permissions set for the role will not take effect until the starting date is reached. If this field is left blank, the role assigned to this user for the selected company takes effect immediately.

Enter the date the role assigned to the user will end for the selected company, or click the Calendar button to select a date from the calendar. If this field is left blank, the role assigned to this user for the selected company will not expire.

Joe Paybills is assigned to the AP Clerk role. There are no starting and expiration dates, so the role will stay in effect until it is removed or until an expiration date is entered. Joe is also assigned to the AR Clerk role, which has an expiration date of 03/31/20; on 03/31/20, the AR Clerk role expires and the permissions in the AR Clerk role are no longer valid for Joe Paybills.

Joe's primary responsibility is as the AP Clerk in his office. When the regular AR Clerk goes on vacation, Joe takes over the duties of the AR Clerk. By setting an expiration date on the AR Clerk role, you do not need to remember when the AR Clerk is returning or remove the AR Clerk profile. This saves time and provides for a more flexible and secure system.

You can set up starting and expiration dates so that temporary employees are only active for a specific period of time. You can also set up temporary users but not link them to any role until doing so is needed. When needed, the Administrator can link a role to a temporary user and enter the starting and ending dates for the role so that the user's permissions are limited to the time they are expected to be working.

Select this check box to automatically log off the user after the number of minutes entered in the Automatic Logoff Delay in Minutes field has elapsed with no activity. Clear this check box if you do not want to automatically log off the user.

If this check box is selected and the specified number of minutes elapse with no activity, Sage 100 and any open task windows will automatically close with the exception of data entry windows with unsaved entries.

If there are data entry windows with unsaved entries open when the time has elapsed, a message with the following options appears.

Warning When a user is working in Sage CRM through the Sage 100 Desktop, the system does not recognize the Sage CRM activity for the purpose of determining whether to automatically log off the user. Therefore, if this check box is selected, and users are working exclusively in Sage CRM accessed through the Desktop, they may be logged out of Sage 100 without warning. The Desktop will close, and any unsaved changes in Sage CRM would be lost.

Select this check box to use an implied decimal point when entering numeric values. The system adds the decimal point automatically when you enter numeric values (for example, 123 = 1.23). Clear this check box if you do not want to use an implied decimal point (for example, 123 = 123.00).

Select this check box if this workstation is connecting through a low speed connection, such as a dial-up connection or virtual private network (VPN). Clear this check box to disable this feature if this workstation is connected directly to your network.

If the number of records in the data file is greater than the value entered in this field, no records will load in the lookup window. For example, if you type 5000 in this field and the data file for the lookup contains 5000 records or less, records will load when you perform the lookup; however, if the data file contains more than 5000 records, the lookup window will be empty. Use this setting when lookups on data files with a large number of records are causing network/system performance issues.

Select this check box to allow the ENTER key to function like the TAB key within grids. If this check box is selected, the ENTER key advances to the next field in the grid. Clear this check box if you want the ENTER key to advance to the next line within the grid.

Select this check box to display amounts that reduce the balance in red text. Clear this check box if you do not want to display amounts that reduce the balance in red text.

Select this check box to enable eBusiness Web Services for the selected user. Clear this check box if you do not want this user to have access to eBusiness Web Services. If this field is selected and the role for this user has the appropriate security setup in Role Maintenance, data requested from an external system that uses eBusiness Web Services can be modified by the user.

Enter a theme code or click the Lookup button to view a list of all theme codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Note If you access Theme Maintenance and make changes to an existing theme, the updates will affect everyone using that particular theme.

Type the number of minutes of activity after which you want the user to be logged off automatically. The default number of minutes is 20. This field is available only if the Automatic Logoff check box is selected.

Select this check box to print graphical reports. Clear this check box to print reports in character mode. This setting applies only to standard reports in the Job Cost, Material Requirements Planning, Payroll, Time Card, and Work Order modules.

Select this check box to prompt the user for a company code when logging on to the system. Clear this check box if you do not want to prompt the user for a company code when logging on to the system.

Enter the default zoom setting to preview reports, forms, and listings. You can type a value between 25 and 400 percent, or select a zoom setting from the list.

Note Reports, forms, and listings will preview at the zoom setting for the selected user in all modules except Job Cost, Material Requirements Planning, Payroll, TimeCard, and Work Order.

Select this check box to remain in the current module when changing companies. Clear this check box if you want to revert to Library Master as the current module when changing companies.

Note If you switch to a company in which the current module is not set up, Library Master will be the current module in the selected company.

Select this check box to enable the Client/Server ODBC driver for the user. Clear this check box to disable the driver for the user.

Note This field is available only in Sage 100 Advanced, and if the Enable C/S ODBC Driver check box is selected and the Enable for All Users check box is cleared in the System Configuration window.

Select this check box to launch tasks through the Application Server, which provides a stable connection between the Sage 100 Advanced server and workstation. Clear this check box to bypass the Application Server when launching tasks, which allows faster processing.

Note This tab is available only if the Enable Auto-Complete check box is selected in System Configuration.

This is the type of record for which the auto-complete feature will be enabled. It can only be viewed.

This is the description of the record type for which the auto-complete feature will be enabled.

Select this check box to enable the auto-complete feature for this type of record. Clear this check box to disable the feature. This feature can be enabled for this user only if the Enable Auto-Complete check box is selected in System Configuration.