Difference between revisions of "Setting up an account status"

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== Summary ==
 
== Summary ==
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As an administrator you may want to restrict particular accounts under certain circumstances. To do this you will need to set up an account status and its related security using the following steps:
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Account Status denote the status of a customer or supplier account e.g. NEW - New Customer, STO - On Stop or CRD - Credit Terms Apply etc.
  
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== Creating a new Account Status ==
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== More Information ==
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Adding a Status onto the system can be done from anywhere you can get to an account code, for example the top of the Invoicing and Customer Orders screen.  
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An account status can be used as a guide to users e.g. CRD to remind them Credit Terms are in place. It can also be used to restrict users from being able to invoice a customer who have exceeded their terms so have been placed On Stop.
  
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* Press{{KeyPress|S-F10}} to get into the details of the account.
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The steps in this article refer to applying a status to a customer account but the same principles apply to supplier records.
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* Click on the "Invoicing" Tab of the customer details window.
 
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* Click on the "Status" Box.
 
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* Type a 3 Character code in capitals that relates to the status you require.
 
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* Press {{KeyPress|S-F10}}. This will take you to the "Account status Properties".
 
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* Type in a Description for the status.
 
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{{Tip|title=Tip|text=If you want your staff to refer to someone before they go any further such as the Accounts department, you can add '''"- Speak to Acc Dept"''' to the end of the status and this will appear on the warning box that comes up.}}
 
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* You will also see "Background" and "Foreground" colours for your status - These are optional but useful in some cases.
 
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{{Tip|title=Tip|text=If you give your account status High contrast colours, for example Black text on a yellow background it will make the warning message stand out and also highlight any account with these colours on any account searches you do, making them easier to spot.}}
 
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* Click the "Parameters" Tab and set the {{DataPrompt|Override Level}} to {{DataValue|9}}.
 
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* Click {{Button|Done}}.
 
  
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== Creating a New Security Heading for the Account Status ==
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== Creating and Applying a Status ==
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Go to "Reports & Parameters" -> "Maintenance Options" -> "System Administrator" -> "Security Mask Headings".
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A status can be created and assigned to a customer from the {{Tab|Invoicing}} tab of their account properties.
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* Create a mask heading for Account Statuses by typing "Acc Status" in the spare slot right at the bottom of the list.
 
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* Press {{KeyPress|Esc}} to exit.
 
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{{Warning|text=There will be no accept or ignore, this is normal for a parameters screen in System Administrator.}}
 
  
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== Setting the Security Level In System Administrator for Account Status ==
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* Go to {{Menu|{{SL}}|Customer File Maintenance|Add or Edit Customers}}.
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Go to "Reports & Parameters" -> "Maintenance Options" -> "System Administrator" -> "Security & Print Configuration".
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* Find the customer and click {{Button|Edit}}.
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* Create a line at the bottom of the list with {{DataValue|SXPGR38}} (Account Status).
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* Click on the {{Tab|Invoicing}} tab.
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* Set the mask heading to {{DataValue|9}} and set the security to {{DataValue|8}}, a high level of security.
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* At the {{DataPrompt|Status}} field click the dropdown and select the status to apply.
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{{Note|text=This will mean that only users with a high level of security on the Account Status mask Number 9 will be able to remove or override it.}}
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** To add a new status click {{Button|Add}}.
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** Enter a 3 Character code in capitals e.g. CWO.
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** Enter a Description for the status e.g. Cash With Order.
  
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== Setting the Security Level of Users  ==
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{{Tip|text=If you want your staff to refer to someone such as the Accounts department before they go any further, you can add text such as {{DataValue|Speak to Acc Dept}} to the end of the status and this will appear on the warning box that comes up.}}
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Go to "Reports & Parameters" -> "Maintenance Options" -> "System Administrator" -> "User Maintenance".
 
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* Select the relevant user name by pressing {{KeyPress|F1}} or {{KeyPress|S-F1}}.
 
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* Press {{KeyPress|PG-DOWN}} to the second page.
 
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* On the mask heading (per user) set the security levels on the Account Status line to an appropriate level.
 
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{{Example|text=For Management users the levels would be {{DataValue|9}} on ''"Acc Status"'' and for regular users, it would be {{DataValue|1}}.}}
 
  
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== Setting the Security Level for the Different Parts of the program affected by Account statuses  ==
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** You may wish to set the {{DataPrompt|Background}} colour for your status to make them stand out.
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At this point we have only restricted users being able to add or remove the status from an account. If a user who could not remove the Status from an account tried to sell an item to that account marked with the status they would be confronted by a warning but '''WOULD''' be able to override it. To avoid this security needs to be set up on the relevant part of the system to correct this like so:
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** If this status is for information only click {{Button|Done}} and {{Button|Accept}}.
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** If this status is to restrict users form being able to process an invoice e.g. STO - Account On Stop, you are advised to click the {{Tab|Settings}} tab and set the {{DataPrompt|Override Level}} to {{DataValue|9}}.
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** Click {{Button|Done}} and {{Button|Accept}}.
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* Select the status to apply to the customer then click {{Button|Done}} and {{Button|Accept}}.
  
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Go to "Reports & Parameters" -> "Maintenance Options" -> "System Administrator" -> "Security & Print configuration".
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{{Tip|text=To remove a status from a customer account simply return to this field and blank it out.}}
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* Move to the first blank line, or find the programme relating to the area of the system for which you want this to apply if it is already in the list. Set the mask heading that relates to the ''"Acc Status" and a security level of {{DataValue|0}} .
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== Security Settings ==
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This section explains how to configure your system to prevent specific users being able to override a status such as STO - Account On Stop.
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Go to {{PlatinumSettings}}.
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* Enter {{DataValue|Mask}} at {{DataPrompt|Search on}} and click {{Button|Search}}.
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* Select {{DataPrompt|Security mask 9}} and click {{Button|Edit}}.
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* Enter {{DataValue|Acc Status}} and click {{Button|OK}}.
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* Click {{Button|Done}} and {{Button|Accept}} the changes.
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Go to {{PlatinumSettings|Security & Print configuration}}
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* Use your down arrow key to move down the screen. If you see an entry for {{DataValue|SXPGR38}} (Account Status) check the {{DataPrompt|Mask No.}} has been set to 9 and the {{DataPrompt|Security}} to {{DataValue|9}}.
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* If this entry does not already exist when you reach the bottom of the list you will be placed on the left of the screen.
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* Enter {{DataValue|GR38}} and set the {{DataPrompt|Mask No.}} to 9 and {{DataPrompt|Security}} to {{DataValue|9}}.
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=== Module Settings ===
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To prevent users being able to invoice a customer with a high security status set you will need to add the relevant entries into the Security & Print Configuration for the programs you use.
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* Following the previous steps, arrow key down the screen to the last row.
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* Depending on the modules you use enter the following programs and set their {{DataPrompt|Mask No.}} to {{DataValue|9}} but leave {{DataPrompt|Security}} to {{DataValue|0}}.
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** Invoicing & Customer Orders - {{DataPrompt|ST09}}
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** Point of Sale - {{DataPrompt|ST08}}
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** Unit Sales Ordering/Invoicing - {{DataPrompt|VS88}}
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** Workshop Jobcard Creation - {{DataPrompt|WS99}}
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** Sales Order Creation - {{DataPrompt|OP72}}
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** Sales Order Invoicing - {{DataPrompt|SO03}}
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* Press {{KeyPress|ESC}}.
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=== User Settings ===
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To prevent specific users being able to override the status e.g. to prevent them being able to raise a Unit Order or Parts sale for a customer who has been placed On Stop:
 +
 
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Go to {{UserSettings}}.
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* Find the user to amend and click {{Button|Edit}}.
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* Select the {{Tab|Security}} tab.
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* At {{DataPrompt|Acc Status}} set the security level to 8.
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* Click {{Button|Done}} and {{Button|Accept}}.
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This settings allows users access to the programs but prevents them being able to override the status message so are unable to continue creating a Unit Sales Order or Parts Sale until the accounts team remove the status from the customer account.
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They will also be unable to amend the status field on customer records.
  
 
== See also ==
 
== See also ==
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* [[Getting Started - Accounts
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* [[Creating a new customer or supplier]]
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* [[Creating a Customer}}
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* [[Creating a new account analysis code]]
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* [[How do I Find a Customer or Supplier?
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* [[How do I view customers by account status?]]
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* [[How do I Change the Customer Note Prompts?
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* [[How do I put a customer on stop?]]
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* [[How do I View Customer/Supplier Transaction History?
 
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* [[Setting up an Account status
 
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* [[Creating Stock Groups
 
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* [[How do I Create an Internal Account?  
 
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* [[How do I Know if a Customer has a Balance on their Account?]]
 
  
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{{KB_Tags|Account, Status, Security}}{{KB_SL}}{{KB_PL}}{{ZN_Admin}}
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{{KB_Tags|account, status, security, stat, sec, on stop}}
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{{KB_PL}}{{KB_SL}}{{ZN_Admin}}

Latest revision as of 17:28, 24 January 2022

Summary

Account Status denote the status of a customer or supplier account e.g. NEW - New Customer, STO - On Stop or CRD - Credit Terms Apply etc.

More Information

An account status can be used as a guide to users e.g. CRD to remind them Credit Terms are in place. It can also be used to restrict users from being able to invoice a customer who have exceeded their terms so have been placed On Stop.

The steps in this article refer to applying a status to a customer account but the same principles apply to supplier records.

Creating and Applying a Status

A status can be created and assigned to a customer from the [Invoicing] tab of their account properties.

  • Go to " Sales Ledger Customer File Maintenance Add or Edit Customers".
  • Find the customer and click [Edit].
  • Click on the [Invoicing] tab.
  • At the "Status" field click the dropdown and select the status to apply.
    • To add a new status click [Add].
    • Enter a 3 Character code in capitals e.g. CWO.
    • Enter a Description for the status e.g. Cash With Order.
If you want your staff to refer to someone such as the Accounts department before they go any further, you can add text such as 'Speak to Acc Dept' to the end of the status and this will appear on the warning box that comes up.
    • You may wish to set the "Background" colour for your status to make them stand out.
    • If this status is for information only click [Done] and [Accept].
    • If this status is to restrict users form being able to process an invoice e.g. STO - Account On Stop, you are advised to click the [Settings] tab and set the "Override Level" to '9'.
    • Click [Done] and [Accept].
  • Select the status to apply to the customer then click [Done] and [Accept].
To remove a status from a customer account simply return to this field and blank it out.

Security Settings

This section explains how to configure your system to prevent specific users being able to override a status such as STO - Account On Stop.

Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings".

  • Enter 'Mask' at "Search on" and click [Search].
  • Select "Security mask 9" and click [Edit].
  • Enter 'Acc Status' and click [OK].
  • Click [Done] and [Accept] the changes.

Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings Security & Print configuration"

  • Use your down arrow key to move down the screen. If you see an entry for 'SXPGR38' (Account Status) check the "Mask No." has been set to 9 and the "Security" to '9'.
  • If this entry does not already exist when you reach the bottom of the list you will be placed on the left of the screen.
  • Enter 'GR38' and set the "Mask No." to 9 and "Security" to '9'.

Module Settings

To prevent users being able to invoice a customer with a high security status set you will need to add the relevant entries into the Security & Print Configuration for the programs you use.

  • Following the previous steps, arrow key down the screen to the last row.
  • Depending on the modules you use enter the following programs and set their "Mask No." to '9' but leave "Security" to '0'.
    • Invoicing & Customer Orders - "ST09"
    • Point of Sale - "ST08"
    • Unit Sales Ordering/Invoicing - "VS88"
    • Workshop Jobcard Creation - "WS99"
    • Sales Order Creation - "OP72"
    • Sales Order Invoicing - "SO03"
  • Press <Esc>.

User Settings

To prevent specific users being able to override the status e.g. to prevent them being able to raise a Unit Order or Parts sale for a customer who has been placed On Stop:

Go to " Reports & Settings Maintenance Options System Administrator Add or Edit Users".

  • Find the user to amend and click [Edit].
  • Select the [Security] tab.
  • At "Acc Status" set the security level to 8.
  • Click [Done] and [Accept].

This settings allows users access to the programs but prevents them being able to override the status message so are unable to continue creating a Unit Sales Order or Parts Sale until the accounts team remove the status from the customer account.

They will also be unable to amend the status field on customer records.

See also


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Keywords AND Misspellings
account, status, security, stat, sec, on stop
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