Customization DS1493
PO Entry User Control
Problem Definition
ACME is a privately owned mental health facility in the United States. As part of a requirement to increase controls in Dynamics GP, ACME would like to add the following functionality to the Purchase Order Entry:
- Users can access their own POs in PO Entry (if they created it, they can edit it).
- Managers have the same access as Users, plus they can access the POs for any user the manage.
- Power Users can access all POs.
The controls are to be applied only to the PO Entry window. It is OK if POs are visible to all users in the Inquiry windows, reports and SmartList.
Design Features
Managers:
Cards >> Payroll >> Employee
ACME does not use Payroll in GP. They will use the Employee Maintenance window to maintain the Manager-Employee relationship needed for the PO Entry controls. All users who enter or approve POs must be set up as an Employee in this window. Create employee records for all Purchasing employees first, then perform the Supervisor Setup.
Enter an Employee ID and Name. The SSN is a required field, but it can be all 9s. Create “default” Department and Position codes, as they are required to set up an Employee record but will not be used.
Supervisor: select a Supervisor Code. Each Supervisor Code is assigned to only one Employee ID, and each Employee can have only one Supervisor. An Employee who is a Supervisor can themselves have a Supervisor assigned to them. The PO Controls will check all levels of the management tree to determine is a Supervisor is allowed to access a User’s PO.
Click the ADDITIONAL INFORMATION button
Enter the GP User ID associated with the Employee ID. This must be entered for the PO Controls to function.
PO Controls:
User Control
When a Purchase Order is created, the GP User ID that created the PO is stored in the database (it is not visible on the PO Entry window). When a user creates a PO they will always be able to access it in the PO Entry window.
If a user attempts to select a PO that they did not create or are not given access to as a Manager or Power User, they will be given this warning: You are not permitted to access this Purchase Order. The PO will then be cleared from the PO Entry window.
Manager Control
If the PO was created by a user that is below the current GP User ID in the management hierarchy, they will be able to access the PO. There can be an unlimited number of management levels, the PO Manager Control will traverse the entire management hierarchy below the current GP User ID to see if they are allowed to access a PO.
Power User
Any user assigned to the Dynamics GP Power User Security Role will be allowed to access all POs.
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