User Security and Access to the Sage 50 Navigation Centers

How Do I...

If you're an administrator responsible for setting up and maintaining user access to your Sage 50 company, you can choose settings that will limit access to information in Sage 50 Navigation Centers. For example, if you want a certain user to have limited access to company revenue information, you could make sure the user has no access to general ledger master list and transaction list reports or financial statements. However, you might want that same user to be able to view company budgets but not change them in any way.

When you set up Sage 50 security, you can fine-tune settings to give users exactly the kind of access you want them to have. The Selected Access Role Setup window has embedded Help for each security setting; just select a setting to see Help about it. This will aid you in deciding which areas you want users to have access to and which you don't.

For more information about security and access rights, see the following topics:

Minimum Settings for User Access to Information in the Navigation Centers

The following tables show you at a glance the minimum settings you will need to grant a user in order for that user to view and/or work with information in Sage 50 Navigation Centers.

Security Area	Specific Task or Tasks	Task Area	Minimum Security Level for Access to Data
Company	Change System Date	Options> Change System Date	Full
Company	Change Accounting Period	Tasks>Change Accounting Period	Full

Security Area	Specific Task or Tasks	Task Area	Minimum Security Level for Access to Data
Banking & GL	Account Balances table	Reports> Master Lists or Transaction Lists or Financial Statement	Full
Banking & GL	View Account list	Maintenance>Chart of Accounts	View Only
Banking & GL	View Balance Sheet/Statement of Financial Position	Reports>Financial Statements	Full
Banking & GL	Reconcile accounts, import bank statements	Tasks>Account Reconciliation	View Only
Banking & GL	Add new account (no previous account exists)	Maintenance>Chart of Accounts	View Only
Banking & GL	Drill down from GL cash account type	Reports>Transactions Lists	Full
Customers & Sales	Drill down from AR cash account type	Tasks>Receive Money	View Only
Vendors & Purchases	Drill down from AP cash account type	Tasks>Payments, Write Checks	View Only
Banking & GL	Drill down from account type other than cash	Maintenance>Chart of Accounts	View Only
Banking & GL	Maintain Chart of Accounts	Maintenance>Chart of Accounts	View Only

Security Area	Specific Task or Tasks	Task Area	Minimum Security Level for Access to Data
Banking & GL	Revenue line graph	Reports> Master Lists or Transaction Lists or Financial Statement	Full
Banking & GL	View Income Statement/Statement of Revenues and Expenditures	Reports>Financial Statements	Full
Banking & GL	Maintain Budgets, set up a budget	Maintenance>Budgets	Add
Banking & GL	Maintain Budgets, edit a budget	Maintenance> Budgets	Edit
Banking & GL	View Account Variance Report	Reports>Master Lists	Full

Security Area	Specific Task or Tasks	Task Area	Minimum Security Level for Access to Data
Customers & Sales	Aged Receivables graph/table	Reports> Master Lists or Transaction Lists or Other Reports	Full
Customers & Sales	Customers Who Owe Money	Maintenance>Maintain Customers	View Only
Customers & Sales	Receive Money at time of sale window	Tasks>Receive Money	View Only
Customers & Sales	View Aged Receivables Report	Reports>Other Reports	Full
Company	Drill down from aging category	Analysis>Collection Manager	Full

Security Area	Specific Task or Tasks	Task Area	Minimum Security Level for Access to Data
Vendors & Purchases	Aged Payables graph/table	Reports> Master Lists or Transaction Lists or Other Reports	Full
Vendors & Purchases	Vendors to Pay	Maintenance>Maintain Vendors	View Only
Vendors & Purchases	Make a payment	Tasks>Payments, Write Checks	View Only
Vendors & Purchases	Make multiple payments	Tasks>Payments, Write Checks	View Only
Vendors & Purchases	View Aged Payables Report	Reports>Other Reports	Full
Company	Drill down from aging category	Analysis>Payment Manager	Full

User Security and Access to the Sage 50 Navigation Centers

Minimum Settings for User Access to Information in the Navigation Centers

Change System Date/Accounting Period

Account Balances>

Revenue: Year to Date

Aged Receivables

Aged Payables

View Reports:

Customers & Sales

Vendors & Purchases

Employees & Payroll

Inventory & Services

Jobs

Banking

Account Reconciliation Reports

System

System Reports

Navigation Center Information Lists

What do you want to do next?

Security Area	Specific Report	Task Area	Minimum Security Level for Access to Data
Customers & Sales	Aged Receivables	Reports> Other Reports	Full
Customers & Sales	Cash Receipts Journal	Reports>Transaction Lists	Full
Customers & Sales	Customer Ledgers	Reports> Transaction Lists	Full
Customers & Sales	Customer List	Reports>Master Lists	Full
Customers & Sales	Customer Management Detail	Reports>Transaction Lists	Full
Customers & Sales	Customer Master File List	Reports>Master Lists	Full
Customers & Sales	Customer Sales History	Reports>Transaction Lists	Full
Customers & Sales	Customer Transaction History	Reports>Transaction Lists	Full
Customers & Sales	Invoice Register	Reports> Transaction Lists	Full
Customers & Sales	Items Sold to Customers	Reports>Transaction Lists	Full
Customers & Sales	Picklist Report	Reports>Other Reports	Full
Customers & Sales	Proposal Register (Sage 50 Premium Accounting and above)	Reports>Transaction Lists	Full
Customers & Sales	Proposal Report (Sage 50 Premium Accounting and above)	Reports>Transaction Lists	Full
Customers & Sales	Prospect List	Reports>Master Lists	Full
Customers & Sales	Quote Register	Reports>Transaction Lists	Full
Customers & Sales	Sales Backorder Report	Reports>Other Reports	Full
Customers & Sales	Sales Journal	Reports>Transaction Lists	Full
Customers & Sales	Sales Order Register	Reports>Transaction Lists	Full
Customers & Sales	Sales Order Report	Reports>Transaction Lists	Full
Customers & Sales	Sales Rep Report	Reports>Transaction Lists	Full
Customers & Sales	Sales Tax Codes	Reports>Master Lists	Full
Customers & Sales	Taxable/Exempt Sales	Reports>Other Reports	Full

Security Area	Specific Report	Task Area	Minimum Security Level for Access to Data
Vendors & Purchases	1099 Vendor Report	Reports>Transaction Lists	Full
Vendors & Purchases	Aged Payables	Reports> Other Reports	Full
Vendors & Purchases	Cash Disbursements Journal	Reports> Transaction Lists	Full
Vendors & Purchases	Cash Requirements	Reports>Other Reports	Full
Vendors & Purchases	Check Register	Reports>Transaction Lists	Full
Vendors & Purchases	Electronic Payment Register (Sage 50 Premium Accounting and above)	Reports>Transaction Lists	Full
Vendors & Purchases	Items Purchased from Vendors	Reports>Transaction Lists	Full
Vendors & Purchases	Purchase Journal	Reports>Transaction Lists	Full
Vendors & Purchases	Purchase Order Journal	Reports>Transaction Lists	Full
Vendors & Purchases	Purchase Order Register	Reports>Transaction Lists	Full
Vendors & Purchases	Purchase Order Report	Reports>Other Reports	Full
Vendors & Purchases	Vendor Insurance Report	Reports>Master Lists	Full
Vendors & Purchases	Vendor Ledgers	Reports>Transaction Lists	Full
Vendors & Purchases	Vendor List	Reports>Master Lists	Full
Vendors & Purchases	Vendor Management Detail	Reports> Transaction Lists	Full
Vendors & Purchases	Vendor Master File List	Reports>Master Lists	Full
Vendors & Purchases	Vendor Transaction History	Reports>Transaction Lists	Full

Security Area	Specific Report	Task Area	Minimum Security Level for Access to Data
Employees & Payroll	Current Earnings Report	Reports> Transaction Lists	Full
Employees & Payroll	Direct Deposit Pre-Sync Report (if Direct Deposit is activated for the company)	Reports> Transaction Lists	Full
Employees & Payroll	Employee Compensation Report	Reports> Master Lists	Full
Employees & Payroll	Employee List	Reports> Master Lists	Full
Employees & Payroll	Exception Report	Reports> Other Reports	Full
Employees & Payroll	Payroll Check Report	Reports> Transaction Lists	Full
Employees & Payroll	Items Purchased from Vendors	Reports>Transaction Lists	Full
Employees & Payroll	Payroll Journal	Reports>Transaction Lists	Full
Employees & Payroll	Payroll Register	Reports> Transaction Lists	Full
Employees & Payroll	Payroll Tax Report	Reports> Other Reports	Full
Employees & Payroll	Quarterly Earnings Report	Reports> Transaction Lists	Full
Employees & Payroll	Tax Liability Report	Reports> Transaction Lists	Full
Employees & Payroll	Yearly Earnings Report	Reports>Transaction Lists	Full

Security Area	Specific Report	Task Area	Minimum Security Level for Access to Data
Inventory & Services	Assemblies Adjustment Journal	Reports> Transaction Lists	Full
Inventory & Services	Assembly List	Reports> Master Lists	Full
Inventory & Services	Bill of Materials Report	Reports> Master Lists	Full
Inventory & Services	Buyer Report	Reports> Master Lists	Full
Inventory & Services	Component Use Report	Reports> Other Reports	Full
Inventory & Services	Cost of Goods Sold Journal	Reports> Transaction Lists	Full
Inventory & Services	Inventory Adjustment Journal	Reports>Transaction Lists	Full
Inventory & Services	Inventory Profitability Report	Reports>Master Lists	Full
Inventory & Services	Inventory Reorder Worksheet	Reports> Other Reports	Full
Inventory & Services	Inventory Stock Status Report	Reports> Master Lists	Full
Inventory & Services	Inventory Unit Activity Report	Reports> Master Lists	Full
Inventory & Services	Inventory Valuation Report	Reports> Master Lists	Full
Inventory & Services	Item Costing Report	Reports>Transaction Lists	Full
Inventory & Services	Item List	Reports>Master Lists	Full
Inventory & Services	Item Master List	Reports>Master Lists	Full
Inventory & Services	Item Price List	Reports>Master Lists	Full
Inventory & Services	Physical Inventory List	Reports>Master Lists	Full
Inventory & Services	Serial Number History Report (Sage 50 Premium Accounting and above)	Reports>Transaction Lists	Full
Inventory & Services	Shipment Register	Reports>Other Reports	Full
Inventory & Services	Work Ticket Register	Reports>Transaction Lists	Full

Security Area	Specific Report	Task Area	Minimum Security Level for Access to Data
Company	Cost Code List (Sage 50 Premium Accounting and above)	Reports>Jobs	Full
Company	Estimated Job Expenses	Reports>Jobs	Full
Company	Estimated Job Revenue	Reports>Jobs	Full
Company	Job Costs by Type	Reports>Jobs	Full
Company	Job Estimates	Reports>Jobs	Full
Company	Job Ledger	Reports>Jobs	Full
Company	Job List	Reports>Jobs	Full
Company	Job Master File List	Reports>Jobs	Full
Company	Job Profitability Report	Reports>Jobs	Full
Company	Job Register	Reports>Jobs	Full
Company	Job Retainage Report	Reports>Jobs	Full
Company	Phase List (Sage 50 Premium Accounting and above)	Reports>Jobs	Full
Company	Unbilled Job Expense	Reports>Jobs	Full
Company	Work in Progress	Reports>Jobs	Full

Security Area	Specific Report	Task Area	Minimum Security Level for Access to Data
Banking & GL	Account Reconciliation	Reports> Account Reconciliation	Full
Banking & GL	Account Register	Reports> Account Reconciliation	Full
Banking & GL	Bank Deposit Register	Reports> Account Reconciliation	Full
Banking & GL	Deposits in Transit	Reports> Account Reconciliation	Full
Banking & GL	Other Outstanding Items	Reports> Account Reconciliation	Full
Banking & GL	Outstanding Checks	Reports> Account Reconciliation	Full

Security Area	Specific Report	Task Area	Minimum Security Level for Access to Data
Company	Audit Trail Report (Sage 50 Premium Accounting and above)	Reports	Full
Company	Internal Accounting Review	Reports	Full

Security Area	Specific Task or Tasks	Task Area	Minimum Security Level for Access to Data
Customers & Sales	Customer list (Customers & Sales Navigation Center)	Maintenance> Customer Information	View Only
Vendors & Purchases	Vendor list (Vendors & Purchases Navigation Center)	Maintenance>Vendor Information	View Only
Inventory & Services	Inventory list (Inventory & Services Navigation Center)	Maintenance>Inventory Item Information	View Only
Employees & Payroll	Employee list (Employees & Payroll Navigation Center)	Maintenance>Employee Information	View Only
Vendors & Purchases	1099 Vendor list (Employees & Payroll Navigation Center)	Maintenance> Vendor Information	View Only
Vendors & Purchases	Bills to Pay list (Banking & GL Navigation Center)	Tasks>Sales/Invoicing	View Only
Company	Job List (Jobs Navigation Center)	Maintenance>Jobs	View Only
Payment Center	Apply for a credit card	Credit card application	Edit