Setting up an account status

Summary

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:

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.

• Simply 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 Caps that relates to the status you require
• Then press <Shift+F10>. This will take you to the Account status Properties
• Type in a Description for the status

TIP: 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.

• You will also see "Background and forground colours for your status - These are optional but useful in some cases

TIP: If you give your acc 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

• Click the "Parameters" Tab and set the "Override Level" to '9'
• Click "Done"

Creating a New Security Heading for the Account Status

• Go to Reports & Parameters -> Maintenance Options -> System Administator -> Security Mask Headings
• Create a mask heading for Account Status's by typing "Acc Status" in any spare slot at the bottom of the list.
• Press <Esc> to exit

PLEASE NOTE: There will no accept or ignore, this is normal for a parameters screen in System Administrator

Setting the Security Level In System Administrator for Account Status

• Go to Reports & Parameters -> Maintenance Options -> System Administrator -> Security & Print Configuration
• Create a line at the bottom of the list with "SXPGR38" (Account Status)
• Set the mask heading to '0' and set the security to '9', the highest level of security

PLEASE NOTE: This will mean that only users with a high level of security on the Acc Status mask Number will be able to remove it

Setting the Security Level of Users

• Go to Reports & Parameters -> Maintenance Options -> System Administrator -> User Maintenance
• Select the Relevant username by Pressing <F1/S-F1>
• Press <Page-Down> to the second Page
• On the mask heading (per user) set the security levels on the Acc Status line to an appropriate level

E.G. For Management users the levels would be '9' on "Acc Status" on and regular user it would be '1'

Setting the Security Level for the Different Parts of the program affected by Account status's

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 overide it. To avoid this security needs to be set up on the relvant part of the system to correct this if required like so:

• Go to Reports & Parameters -> Maintenance Options -> System Administrator ->Security & Print configuration
• Then set particular parts of the program to have a mask heading that relates to the module and a security level of '0'

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Keywords AND Misspellings

Account, Status, Security