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Security Model:
The Version 4.x security model is role-based. Previously, Sage 100 had a user-based security model, where users were created and security permissions (based on menu item position) were assigned to each user. Additionally, groups could be created and security permissions assigned to groups. Users were then assigned to groups, but a user could belong to only one group.
In the Version 4.x security model, defining roles and assigning roles to users eases the administration of security and adds flexibility and integrity to your system's security. Users can be assigned to multiple roles.
Note When upgrading your system to Version 4.x, the Level 3.x menu-based security is not brought over to the new Version 4.x system; however, you can migrate users.
Security Events:
Supervisor-level tasks for modules other than Material Requirements Planning and Work Order that were previously accessed using buttons in the software, such as the Recalculate button in Fiscal Year Maintenance, are now individual security events. These security events can be allowed or restricted on the Security Events tab in Role Maintenance.
The Material Requirements Planning and Work Order modules have an Allow Supervisor Rights check box on the Security Events tab in Role Maintenance. Selecting the Allow Supervisor Rights check box for a module grants access for all security events within that module. In future releases, these supervisor rights will be handled through security events in Role Maintenance. Additionally, in future releases, passwords entered in the Setup Option windows for override functions, such as the Work Order history purge option override, will be handled by security events in Role Maintenance.
Yes, setting up security is a requirement.
Roles are set up in Role Maintenance by the Administrator and are an integral part of your Sage 100 system's security model. Roles are created to reflect the functions that employees perform within an organization. For example, the Administrator could set up a role called AP Clerk and assign permissions to the role allowing access to certain modules, tasks, and security events needed to perform the daily tasks for an Accounts Payable clerk. Other examples of roles are: AR Clerk, Accountant, Salesperson, and Warehouse staff. Defining roles limits the areas that employees have access to within the system, in addition to allowing or restricting security permissions and events.
Roles are global to the Sage 100 system and are company-independent. A Default role is shipped with the software and allows access with full rights to all modules, except for security events.
Note Roles can be applied to all companies.
If a user has multiple roles assigned, the least restrictive security permissions prevail. For example, if one role allows the user to view data entry information and another role allows the user to create and modify data entries, the user will be able to create and modify data entries and not be restricted in any way by the view permission set in the first role.
For more information about defining roles, see Define Roles. For more information about creating users and assigning roles to users, see Create Users and Assign Users to Roles. For more information about security events, see Role Maintenance - Fields.
The following example provides settings for defining an Accounts Payable clerk role and an Accounts Payable Supervisor role. On the Menu Tasks tab in Role Maintenance, the following tasks are selected for the Clerk role and the Supervisor role.
Task
AP Clerk
AP Supervisor
Vendor Inquiry
X
X
Repetitive Invoice Selection
X
X
Repetitive Invoice Entry
X
Invoice Data Entry
X
X
Invoice Register
X
X
Manual Check and Payment Entry
X
X
Manual Check and Payment Register
X
Daily Transaction Register
X
Invoice History Inquiry
X
X
Payment History Inquiry
X
X
Invoice Payment Selection
X
X
Invoice Payment Selection Register
X
X
Check Printing
X
Check Register
X
Generate ACH File
X
Vendor Listing
X
X
Vendor Mailing Labels
X
X
Vendor Memo Printing
X
X
Aged Invoice Report
X
X
Trial Balance Report
X
Cash Requirements Report
X
Open Invoice by Job Report
X
Vendor Purchase Analysis
X
Monthly Purchase Analysis
X
Check History Report
X
Accounts Payable Analysis
X
Form 1099 Printing
X
X
General Ledger Posting Recap
X
Vendor Masterfile Audit Report
X
A/P Expense by G/L Account Report
X
Invoice History Report
X
Payment History Report
X
Sales Tax Report
X
A/P from A/R Clearing Selection
X
A/P from A/R Clearing Entry
X
A/P from A/R Clearing Register
X
Period End Processing
X
Accounts Payable Options
X
Division Maintenance
X
Bank Code Maintenance
X
Terms Code Maintenance
X
Vendor/Customer Link Maintenance
X
Sales Tax Account Maintenance
X
ACH Maintenance
X
Generate Pre-Note ACH File
X
Pre-Note Printing
X
Pre-Note Selection Register
X
Pre-Note Approval Register
X
Accounts Payable Utilities
X
Users can be mapped to the Windows logon allowing for unified logon to both Windows and your Sage 100 system with the same logon name and password. When using unified logon, separate logons and passwords are not stored within Sage 100; rather, Sage 100 authenticates the user's Windows logon and password. In this situation, users are not required to reenter their logon name when accessing Sage 100 after logging on to their computers. To implement unified logon, the user's Windows logon name must be entered in the User Logon field in User Maintenance.
Note The Unified Logon feature is all-inclusive. If implemented, all users must be set up to use unified logon.
For more information, see Set Up Unified Logon.
Unified logon is not required in your Sage 100 system. If you do not implement unified logon, passwords and logons are stored separately in Sage 100. When you launch the program, a dialog box prompts for a logon and password that are authenticated in Sage 100 instead of Windows.
