Applying Security to a Cost Centre

There are two ways in which security can be applied to a cost centre (or any) account.

• Define a minimum access level. Only users belonging to a user group with an access level greater than or equal to the chosen level are able to see the cost centre.

• Specify security roles, which restrict access to specific data functions, such as viewing, modifying, posting data to users with the selected security role.

You can also define users as approvers who are responsible for authorising purchasing documents. For more information, please see Assigning Security Roles to User Groups.

1. Go to Maintenance, then select Accounts from the menu.
   
2. Double-select to select the applicable location cost centre ledger from the Select a ledger dialog.
   
3. The Account Maintenance window is displayed. Select the required cost centre in the left-hand panel. Select the Security tab, then select EDIT.
   

Defining the minimum access level

Typically, most users in the system belong to a user group with an access level of 3, which means that most users are able to view and maintain data in this cost centre, if the default setting is left at 3.

If you want to prevent access to a majority of users, then you can simply increase the access level to 4 or above (levels 8 and 9 are used specifically for administrator access only).

In most circumstances, this access level would be left at 3, and security roles used to limit access if required.

Select Input allowed to ensure users with access can post documents to the account.

Restricting access using security roles

Security roles can be used to apply security restrictions to cost centres. Without them, any user with the applicable access level can view and maintain the cost centre and its associated data. Access to functions can be restricted by selecting an applicable security role - only users belonging to a user group with that security role are able to carry out the specified action.

When defining security roles for cost centres, the following options are available:

• View - users with the selected security role can view any documents posted to this cost centre.

• Modify - users with the selected security role can modify the properties of this cost centre (i.e. edit information via the Account Maintenance window)

• Post - users with the selected security role can post documents to this cost centre.

1. Select Drill (...) in each required security field.
   
2. Double-select to select the required security role from the Select a role dialog.
   
3. Once the required amendments have been made, select SAVE.
   
4. The Update complete message is displayed. Select OK to close the message and return to the previous window.