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Service Manager Security

Contents

You can specify what users can see and do when they use Service Manager.

Service Manager Security is implemented using Sage 300 Security Groups and User Authorizations. Refer to the Sage 300 System Manager User Guide for additional information on how to configure Sage 300 Security.

The use of Service Manager Security is optional.

Sage 300 Application Security

Service Manager security can only be implemented if Sage 300 application security has been enabled for the Company.

To enable security for the Company, from the Windows start menu, select All Programs » Sage Accpac » Database Setup. The Sign-on window will be displayed.

Type the Administrator Password and then click [OK]. The Database Setup window will be displayed.

Highlight the relevant System Database and then click [Edit]. The Database Profile window will be displayed.

Tick the Enable application security check box and then click [OK]. The Database Setup window will be displayed. Click [Exit].

Service Manager Security

Service Manager security is implemented using Sage 300 Security Groups and User Authorizations.

Service Manager security consists of two actions:

1.Set up one or more Security Groups that contain the required access.

2.Apply the Security Group(s) to Users, i.e., User Authorizations.

Security Groups

Security Groups are set up in Administrative Services » Security Groups.

Click . The Security Groups window will be displayed.

Select the Technisoft Service Manager Application.

Select an existing Security Group ID or create a new Security Group.

Grant access to the required Service Manager functions - tick the relevant check boxes.

Click [Add] or [Save], whichever is shown.

Click [Close] once you have set up all the Security Groups.

Security Options

Note:

Access to a program function also means access to a related report.

Security Option	Access Granted
Setup - General Options	Grants access to V/M Setup » V/M General, but does not include Options, Employees, Work Groups and Services. (Includes V/M Setup » V/M Equipment » Item Relationships.)
Setup - Employees	Allows access to V/M Setup » V/M General, Employees and Work Groups.
Setup - Equipment	Allows access to all of V/M Setup » V/M Equipment except Item Relationships.
Setup - Services	Allows access to V/M Setup » V/M General » Services.
Setup - Sites	Allows access to all of V/M Setup » V/M Sites. The V/M Sites menu disappears if not granted.
Setup - Misc/Utilities	Allows access to V/M Setup » V/M General » Options, V/M Setup » V/M General » G/L Integration and everything in V/M Utilities.
Custom Fields - Allow edit of Secured Fields	Allows entry on Custom Fields that are set up as Security Enabled. Security Enabled Custom Fields will not be visible if you do not have Secure Custom Fields enabled.
General - Import Processing	Allows Import.
General - Export Processing	Allows Export.
Document Entry - Allow	Allows access in Document Entry to Projects, Copy, Posting Schedules, Multi Post, Document Query, Posting Inquiry, Adjust Pricing, Job Manager, Time Manager, Notation Manager, Return Authorizations, Fault Analyzer and Monitor.
Document Entry - Job Entry	Allows entry to Jobs. If not granted, will be display only mode.
Document Entry - Sales Entry	Allows entry to Sales. If not granted, will be display only mode.
Document Entry - Quotation Entry	Allows entry to Quotes. If not granted, will be display only mode.
Document Entry - Template Entry	Allows entry to Templates. If not granted, will be display only mode.
Document Entry - Site Agreement Entry	Allows entry to Site Agreements. If not granted, will be display only mode.
Document Entry - Meter Agreement Entry	Allows entry to Meter Agreements. If not granted, will be display only mode.
Document Entry - Warranty Agreement Entry	Allows entry to Warranty Agreements. If not granted, will be display only mode.
Document Entry - Historic Jobs View	Allows inquiry on Historic Jobs.
Document Entry - Document Deletion	Allow the user to delete a Document in Service Manager.
Document Entry - Setup Options	Allows access to the Document Entry Options. The Tools menu, Options item disappears in Document Entry if not granted.
Document Entry - Change Item Location	Use this security setting to restrict users from changing the Item Location in Document Entry. If the Location is blank, however, the user will be allowed to specify a value. Note: If you use security then this option must be added for each user if you wish to allow them to change the Item Location.
Document Entry - Change Entered By Details	If the user does not have access to this security level, Employee/User code on several forms will be disabled. These include: •"Entered By" Employee in Notations •"Entered By" Employee in Document Header •"Entered By" Employee in Posting Schedules •"Entered By" Employee in Multi Post •Entered By Employee in Quick Document Entry •"Posted By" Employee when generating Jobs from Advanced Maintenance Worksheet Manager •"Entered By" Employee in Return Authorization Header •"Posted By" Employee when posting Invoices, etc.
Document Entry - Billing Entry	If you do not have this you cannot enter/insert Items and Services.
Document Entry - Item Line Entry	If not set, then the user will not be able to edit Item lines on Documents.
Document Entry - Service Line Entry	If not set, then the user will not be able to edit Service lines on Documents.
Document Entry - Allow Price List Change	If not set, then the user will not be able to modify the Price Lists for Service and Item lines in Documents or select the "Other" Price List option in Copy Documents
Document Entry - Allow Item Category Change	If not set, then the user will not be able to modify the Item Category for Item Lines
Document Entry - Post Cost Adjustments	If not set then the user will not be able to post cost adjustments
Document Entry - Budget Editing	If the user does not have access to this security setting, that user will not be able to Edit Budget (i.e., right-click Phase and select Edit Budget), or edit the original estimates when selecting properties on a Service or Item detail line.
Document Entry - Allow Unit Price Override	Allows operator to change unit price in Service or Detail Lines, otherwise uses defaults as set in various options.
Document Entry - Show Costs	Will display costs and profit analysis in the Totals tab, as well as any Custom Fields that have costs or Service and Item detail lines that include costs.
Document Entry - Non-SC Employees	If you do not have this and you use Service Centers, you will only be able to insert billing for employees that match the Service Center of the Document.
Document Entry - Unprotect Billing	Billing protection is on all billing lines, but managed at Document level. There is a check box on the Setup tab of the Document. This check box can only be cleared if the user has Unprotect Billing authorization. If not, a form will pop up requesting authorization to unprotect the Document. Any user who has Unprotect Billing authorization for the current Company, can unprotect the Document. That user must type his/her User ID and Password and then click [Accept] to continue.
Copy Documents - Allow	Check this option to allow users the right to use the Copy Documents program.
Projects - Allow creation of new Projects	Check this option to allow users the right to create new Projects in Service Manager.
Projects - Allow Project modifications	Check this option to allow users the right to modify existing Projects in Service Manager.
Credit Checking - Allow Document Entry	This security option applies in two cases: 1.If the Document Entry option Check Customer Credit Status on Document Load, is ticked. If the user does not have Allow Doc. Entry Credit Approval set, then whenever the user opens a Document or creates a new Document, the Customer Check Approval form will be displayed with two fields at the bottom of the form: Authorized by and Password. To be able to edit the Document, the User ID and Password of a user who has Allow Doc. Entry Credit Approval set, must be entered. If the user closes the Customer Check Approval form when editing a Document, the Document will be displayed in read-only mode. If the user closes the Customer Check Approval form when creating a new Document, the Document will not be created. 2.A user requires the Allow Doc. Entry Credit Approval level of security to be able to adjust the Customer Billing options for Terms, Tax Group and Price List in the header of a document.
Credit Checking - Allow Document Postings	The user must have this security option enabled to be able to post an invoice if the customer has exceeded their credit limit value. If the user does not have this security option enabled, the Customer Check Approval form will be displayed with two fields at the bottom of the form: Authorized by and Password. To be able to post the invoice, the User ID and Password of a user who has Allow Post Credit Approval enabled, must be entered.
Posting - Invoices	Allows access to Posting Schedules and Multi Post. Enables the Invoice tab when posting an Invoice in Document Entry. Also allows Historic Jobs to be moved to Current.
Posting - Cost Only	Allows access to V/M Posting Schedules, Multi Post, Adjust Pricing. Enables the Cost Only tab when posting Cost Entry in Document Entry.
Posting - Credit Notes	Allows access to Posting Schedules and Multi Post. Enables the Credit Note tab when posting in Document Entry.
Posting - Allow Held Customer Posting	Allows you to post Invoices, Credit Notes, etc., for customers that are on hold in Accounts Receivable.
Posting - Payment Remittance	When posting an Invoice, the Remittance tab will be visible and you can post a remittance.
Processing - Day End	Allows access to Day End Processing.
Processing - WIP Revenue and Expenses Recognition	Allows access to Post WIP documents
Processing - Meters/Maintenance	Allows access to Site, Equipment and Meter Maintenance.
Processing - Clear History	Allows access to V/M Statistics and History » Clear History.
Quick Document Entry - Allow	Allows access to Quick Document Entry.
Quick Document Entry - Include Jobs not Assigned to User	If this is not set then the user will only see their own Jobs.
Advanced Maintenance - Setup	Allows access to Advanced Maintenance Setup if using the Service Manager Advanced Maintenance Add-On.
Advanced Maintenance - Processing	Allows access to Advanced Maintenance Processing if using the Service Manager Advanced Maintenance Add-On.
Document Requests - Allow	Allows access to the Request Manager.
History - Show History and Statistics	Allows access to all the other V/M Statistics and History programs.
Inquiry - General	Allows the user to
Inquiry - Transaction	Can use the Posting Inquiry program to look up Invoices, Credit Notes, Cost Only entries that have been posted in the system.
Inquiry - View Employees GPS	Allows the user to see the GPS location stamped by employees
Faults - Allow access to Fault Management	Allows access to Fault Analyzer.
RA - Allow access to Return Authorization Management	Allows access to Return Authorizations.
Online Menu - Allow	Allows access to Event Manager and Synchronize Outlook programs. The Online menu disappears if not granted.
Notations - Notation Management	Allows access to Notation Manager.
Notations - Allow edit of ALL Notations	If not set, then the user can only edit Notations if they are the "Entered By" Employee. This is for the Notation Text field only. The same test is done in Document Entry on the Details tab for Notations.
Purchasing - Requisition Entry	Allows entry of Purchase Requisitions.
Purchasing - Requisition Post	Allows Posting of Requisitions or Purchase Orders to Sage 300 Purchase Orders.
Reports - Document Reports	Allows access to all Document reports and forms.
Reports - Transaction Reports	Allows access to all Transaction reports.
Reports - Resource Reports	Allows access to the Time Entry Summary Report.
Resources - Allow Resource Management	Allows access to Job Manager, Time Manager and Monitor.
Resources - Allow edit of ALL Time Entries	Allows edit of Time Entries anywhere in Service Manager. To provide access to the Time Entry Grid only, clear this option and tick the Time Entry Grid option.
Resources - Allow deletion of Time Entries	Allows the user to delete time entries.
Resources - Show Time Recorder	Displays the Time Recorder program on the V/M Management menu.
Resources - Use Time Entry Grid	Use this option to provide access to Time Entry without providing access to the other Resource Management programs.
Resources - User can see everyone's Jobs	This option allows the User to see Jobs that have been assigned to other Users

The following is a list of Service Manager programs and their respective Security Options:

Service Manager program	Security Option
Documents
Document Entry	Document Entry - Allow
Projects	Document Entry - Allow
Agreement Setup	Document Entry - Allow
Copy Documents	Document Entry - Allow
Posting Schedules	Document Entry - Allow and Posting - Invoices and Posting - Credit Notes and Posting - Cost Only
Multi Post	Document Entry - Allow and Posting - Invoices and Posting - Credit Notes and Posting - Cost Only
Document Query	Document Entry - Allow
Posting Inquiry	Document Entry - Allow or Inquiry - Transaction
Adjust Pricing	Document Entry - Allow and Posting - Cost Only
Quick Document Entry	Quick Document Entry - Allow
Request Manager	Document Requests - Allow
Management
Job Manager	Document Entry - Allow or Resources - Allow Resource Management
Time Entry	Document Entry - Allow or Resources - Allow Resource Management
Time Manager	Document Entry - Allow or Resources - Allow Resource Management
Time Recorder	Resources - Show Time Recorder
Notation Manager	Document Entry - Allow or Notations - Notation Management
Return Authorizations	Document Entry - Allow and RA - Allow access to Return Authorization Management
Fault Analyzer	Document Entry - Allow or Faults - Allow access to Fault Management
Monitor	Document Entry - Allow or Resources - Allow Resource Management
Search Custom Fields	Custom Fields - Allow edit of Secured Fields
Task Manager	Inquiry - Transaction
Job Budgets	Document Entry - Budget Editing
Online
Event Manager	Online Menu - Allow
Synchronize Outlook	Online Menu - Allow
Periodic Processing
Meter Processing	Processing - Meters/Maintenance
Basic Maintenance	Processing - Meters/Maintenance
Day End Processing	Processing - Day End
Create G/L Batch	Processing - Day End
Clear History	Processing - Clear History
Purchasing
Requisition Manager	Purchasing - Requisition Entry
Auto Create Requisitions	Purchasing - Requisition Post
Requisition List	Reports - Document Reports
Document Reports
Document List	Reports - Document Reports or Inquiry - Transaction
Posting List	Reports - Document Reports or Inquiry - Transaction
Aged Documents	Reports - Document Reports or Inquiry - Transaction
Outstanding Entries	Reports - Document Reports or Inquiry - Transaction
Item Reconciliation	Reports - Document Reports or Inquiry - Transaction
Work in Progress	Reports - Document Reports or Inquiry - Transaction
Posting Schedule List	Reports - Document Reports or Inquiry - Transaction
Agreement Listing	Reports - Document Reports or Inquiry - Transaction
Agreement Summary	Reports - Document Reports or Inquiry - Transaction
Notation List	Reports - Document Reports or Inquiry - Transaction or Notations - Notation Management
Overhead / Burden List	Reports - Document Reports or Inquiry - Transaction
Project Listing	Reports - Document Reports or Inquiry - Transaction
Payment Summary	Reports - Document Reports or Inquiry - Transaction
Job Summary	Reports - Document Reports or Inquiry - Transaction
Posting Summary	Reports - Document Reports or Inquiry - Transaction
Job Analysis	Reports - Document Reports
Job Listing	Reports - Document Reports
Employee Reports
Time Entry Summary	Reports - Document Reports or Reports - Resource Reports
Time Entry Totals	Reports - Document Reports or Reports - Resource Reports
Commissions	Reports - Transaction Reports
Employee Activity	Reports - Transaction Reports
Employee Summary	Reports - Transaction Reports
Billing Variance	Reports - Transaction Reports
Response Tracking Variance	Reports - Transaction Reports
Equipment Reports
Models	Reports - Document Reports
Equipment Listing	Reports - Document Reports or Inquiry - General
Equipment Summary	Reports - Document Reports or Inquiry - General
Equipment Billings	Reports - Document Reports or Inquiry - General
Meter Types	Setup - General Options
Meter Worksheet	Reports - Document Reports or Inquiry - General
Basic Maintenance Results	Processing - Meters/Maintenance
Item Relationships	Reports - Document Reports
Equipment Task Listing	Reports - Document Reports or Inquiry - Transaction
Fault Reports
Fault Listing	Reports - Document Reports or Faults - Allow access to Fault Management
Symptom Listing	Reports - Document Reports or Faults - Allow access to Fault Management
Symptom Listing	Reports - Document Reports or Faults - Allow access to Fault Management
Fault Registrations	Reports - Document Reports or Faults - Allow access to Fault Management
Forms
Customer Confirmation	Document Entry - Allow or Reports - Document Reports
Work Order	Document Entry - Allow or Reports - Document Reports
Equipment Labels	Document Entry - Allow or Reports - Document Reports
Return Authorization	Document Entry - Allow or Reports - Document Reports
Invoices	Document Entry - Allow or Reports - Document Reports
Consolidated Invoices	Document Entry - Allow or Reports - Document Reports
Credit Notes	Document Entry - Allow or Reports - Document Reports
Quotation	Document Entry - Allow or Reports - Document Reports
Shipping Label	Document Entry - Allow or Reports - Document Reports
Picking Slip	Document Entry - Allow or Reports - Document Reports
Agreement Contract	Document Entry - Allow or Reports - Document Reports
Transaction Reports
G/L Posting Journals	Reports - Transaction Reports
G/L Transactions	Reports - Transaction Reports
Sales History	Reports - Transaction Reports
Sales Activity	Reports - Transaction Reports
Warranty Claims	Reports - Transaction Reports
Amortization Schedules	Reports - Transaction Reports
Pricing Adjustment Audit	Reports - Transaction Reports and Document Entry - Allow and Posting - Cost Only
Setup and associated Reports
Models	Setup - Equipment
Equipment	Setup - Equipment
Meter Types	Setup - Equipment
Meters	Setup - Equipment
Basic Maintenance	Setup - Equipment
Item Relationships	Setup - General Options or Inquiry - General
Auto Create Equipment	Setup - Equipment
Faults	Setup - General Options
Symptoms	Setup - General Options
Solutions	Setup - General Options
Options	Setup - Misc/Utilities
Custom Fields	Setup - General Options
Class Types	Setup - General Options
Employees	Setup - Employees
Work Groups	Setup - Employees
Services	Setup - Services
Job Phases	Setup - General Options
Job Types	Setup - General Options
Schedules	Setup - General Options
Subcontractors	Setup - General Options
Agreement Plans	Setup - General Options
Ship Via	Setup - General Options
Tasks	Setup - General Options
Category Accounts	Setup - Sites
G/L Integration	Setup - Misc/Utilities
Site Profile	Setup - Sites
Site Contacts	Setup - Sites
Auto Create Sites	Setup - Sites
Statistics and History
Financial Statistics	Inquiry - Transaction
Job Statistics	History - Show History and Statistics
History	History - Show History and Statistics
Sales History	History - Show History and Statistics
Utilities
Import/Export	Setup - Misc/Utilities
Fix I/C Quantities	Setup - Misc/Utilities
Custom Field Integrity	Setup - Misc/Utilities
Special	Setup - Misc/Utilities
Tutorial	Setup - Misc/Utilities
Misc
Model Unit Costs	Processing - Meters/Maintenance and Document Entry - Show Costs

User Authorizations

Once you have set up the Security Group(s) containing the access rules, you need to assign the Security Group(s) to Service Manager Users.

User Authorizations are set up in Administrative Services, User Authorizations.

Click . The User Authorizations window will be displayed.

Select the User to assign the Service Manager Security Group to.

Select the Technisoft Service Manager Application.

Click the Group ID Finder. The Finder window will be displayed listing available Security Groups.

Highlight the required Security Group and then click [Select]. The selected Security Group will be shown in the User Authorizations window.