Responsibility Center – Limiting Access to Data

A responsibility center; in definition, is quite different than a location, it provides administrative control over specific centers which could primarily be: cost centers or a profit centers. Practically speaking, it limits access to data based on the responsibility of the user, which is why it is  a configuration from user perspective. A responsibility center can be linked to any of the following:

• Customer
• Vendor
• Location

The following visualization represents how a responsibility center could group a set of customers, vendors and a specific warehouse under one umbrella in order to limit data access for a specific user.

In order to apply the theoretical concept illustrated above in Dynamics NAV, we will create a new responsibility center called “Central”

Creating Responsibility Center and Assigning a Location

1. Go to Departments > Administration > Application Setup > General > Responsibility Centers
2. Create a new responsibility center as shown below

   

3. Note that the Central RC is linked to the location code “Blue”

Linking a Customer / Customers to a Responsibility Center

1. Go to Departments > Financial Management > Receivables > Customers
2. Pick a specific customer from the list, and click on “Edit”
3. On the Customer Card, fill in the “Central” responsibility center as shown below

   

4. Repeat the same step above for the other customers, which are planned to be included in this responsibility center

Linking a Vendor / Vendors to a Responsibility Center

The same logic applied above is applied on the vendor card, through which you can assign a set of customers to a specific responsibility center.

Assigning a Responsibility Center to a User

On the user setup window, there are three options to link the user a responsibility center for (Purchase, Sales and Service)

Now as the user logs in the system, the data will be limited to this specific responsibility center as configured. For example, if you check the sales order, you can see that specific sales orders are shown for this user

Best Regards,
Mahmoud M. AlSaadi