Setting up an account status
Contents
- 1 Summary
- 2 More Information
- 2.1 Creating a new Account Status
- 2.2 Creating a New Security Heading for the Account Status
- 2.3 Setting the Security Level In System Administrator for Account Status
- 2.4 Setting the Security Level of Users
- 2.5 Setting the Security Level for the Different Parts of the program affected by Account statuses
- 3 See also
Summary
Statuses can be used to indicate specific information about customers or suppliers.
More Information
As an administrator you may want to restrict or provide guidance for 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:
Creating a new Account Status
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.
- Press<Shift+F10> to get into the details of the account.
- Click on the [Invoicing] Tab of the customer details window.
- Click on the "Status" Box.
- Type a 3 Character code in capitals that relates to the status you require.
- Press <Shift+F10>. This will take you to the "Account Status Properties".
- Type in a Description for the status.
 | If you want your staff to refer to someone such as the Accounts department before they go any further, you can add 'Speak to Acc Dept' to the end of the status and this will appear on the warning box that comes up. |
- You will also see "Background" and "Foreground" colours for your status - These are optional but useful in some cases.
| If you give your account status high contrast colours, for example "Black text" on a "Yellow background" "______" to give you "Highlighted account status". This 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. |
- Click the [Settings] Tab and set the "Override Level" to '9'.
- Click [Done].
Creating a New Security Heading for the Account Status
Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings".
- Create a mask heading for Account Statuses by typing "Acc Status" in the spare slot right at the bottom of the list.
- Press <Esc> to exit.
Setting the Security Level In System Administrator for Account Status
Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings Security & Print configuration"
- Create a line at the bottom of the list with 'SXPGR38' (Account Status).
- Set the mask heading to '9' and set the security to '8', a high level of security.
 | 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. |
Setting the Security Level of Users
Go to " Reports & Settings Maintenance Options System Administrator Add or Edit Users".
- Select the relevant user name by pressing <F1> or <Shift+F1>.
- Press <Page-Down> to the second page.
- On the mask heading (per user) set the security levels on the Account Status line to an appropriate level.
 | For Management users the levels would be '9' on "Acc Status" and for regular users, it would be '1'. |
Setting the Security Level for the Different Parts of the program affected by Account statuses
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:
Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings Security & Print Configuration".
- Move to the first blank line, or find the program 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 '0' .
See also
- Creating a New Customer/Supplier
- Creating a New Account Analysis Code
- How do I View Customers by Account Status?
