User Maintenance

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User Logon

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.

 

First Name

Type the user's first name.

 

Last Name

Type the user's last name.

 

User Code

Type the user's three-character user code.

 

Password

Type the user's password. Passwords are case sensitive.

If the Require all Users to Enter a Password check box is selected in System Configuration, a password must be entered. For more information, see System Configuration - Fields.

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 is entered in the User Logon, field in User Maintenance. To enable unified logon, select the Use Unified Logon check box in System Configuration.

 

Confirm Password

Re-type the user's password to confirm it.

 

Customization Group

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

 

Expires

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.

 

E-mail Address

Type the user's e-mail address.

 

Job Title

Select the user's job title.

 

User Account Locked

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.

 

1. Maintenance

 

Company

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.

 

Role

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.

 

Start Date

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.

 

Expiration Date

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.

 Example - An Employee Goes on Vacation

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.

 

 Example - Temporary Employees

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.

 

Exclude

Select this check box to exclude the user from the company selected in the Company field.

 

2. Preferences

 

Automatic Logoff

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, including data entry, will automatically close.

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

• Click Yes to save changes and close the window

• Click No to close the window without saving changes

• Click Cancel to close the message and leave the window open

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.

 

Automatic Logoff Delay in Minutes

Type the number of minutes of inactivity 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.

 

Suppress Expired Messages

Select this check box to suppress displaying expired license messages for the user.

Clear this check box to display expired license messages for the user.

 

Prompt for Company Code

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.

 

Retain Module on Company Change

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.   

 

Lookup Limit for Initial Display

Type the maximum number of records to load when performing a lookup.

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.

 

Partial Lookup Default

Select the method to display data when performing a partial lookup at a field.

• Select Begins with to display only records with matching criteria. For example, if "B" is entered as the partial lookup, only records that start with "B" appear.

• Select Greater than to display all records that start with the selected criteria. For example, if "B" is entered as the partial lookup, all records that start with "B" and greater than "B" appear.

 

[ENTER] Key Like [TAB] Key for Grid

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.

 

Implied Decimal Point

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 Map Service

Select the map service to use when the user clicks a Map button to view an address on a map.

 

Theme Code

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.

 

Reduction Amounts in Red

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.

 

S/O Ordered Qty in Red When

Select one of the following options to display the ordered quantity in red text on the Lines tab in Sales Order Entry (for standard orders and quotes) and S/O Invoice Entry (for standard invoices, debit memos, and cash sale invoices) when the quantity falls below a specific value.

Note This option applies to inventory items only (miscellaneous or special items are not included).

• Select None if you do not want to display S/O ordered quantities in red text.

• Select Ordered Qty Exceeds Available Qty to display S/O ordered quantities in red text when the item's ordered quantity on the line for the selected warehouse is greater than the available quantity in Item Maintenance.

  Note When this option is selected, the ordered quantities display in red regardless of the setting at the Check for Available Quantity check box in Sales Order Options.

• Select Ordered Qty Exceeds Qty on Hand to display S/O ordered quantities in red text when the item’s ordered quantity on the line for the selected warehouse is greater than the quantity on hand in Item Maintenance.

• Select Available Qty Lower than Reorder to display S/O ordered quantities in red text when the item’s available quantity on the line for the selected warehouse is lower than the reorder point quantity defined in Reorder Maintenance.

  Note When this option is selected, the ordered quantities display in red regardless of the setting at the Reorder by Warehouse check box in Inventory Management Options.

 

Use Graphic Report Format

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 legacy modules.

Note This field is not available for Sage 100 Premium.

 

Default Report Preview Zoom

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.

• Select Page Width to display the entire width of the report page in the Report Preview window.

• Select Whole Page to display the whole page of the report in the Report Preview window.

Note Reports, forms, and listings will preview at the zoom setting for the selected user in all modules.

 

Low Speed Connection

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.

Note This field is available only in Sage 100 Advanced.

 

Enable Web Services

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.

This field is available only if the eBusiness Web Services module is installed.

 

Enable C/S ODBC Driver

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.

Note This field is not available for Sage 100 Premium.

 

Spawn Tasks from Application Server

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 field is available only in Sage 100 Advanced.

 

3. Auto-Complete

 

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

Record Type

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

 

Description

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

 

Enable

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.