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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Internal Controls--Acc...
Microsoft Dynamics GP (Archived)

Internal Controls--Access and Restrictions

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Posted on by Community Member

Hello All,

I am looking to find out how to set up general controls and access to not only certain modules, but perhaps certain processes within GP.

Here is what I am looking for specifically: We will set up a new customer with an approved credit limit. Down the line the customer may want to place additional orders that are more than the previous credit limit. The end user can enter a sales order for a customer and if that order is larger in amount compared to the credit limit, they will receive a message telling them as such. However the end user can proceed with entering the order.

How might we restrict the user from proceeding in placing the order in this circumstance until we increase the credit limit? I assume it is possible. This can be a universal question in other areas and modules to limit certain processes.

I greatly appreciate it.

Thanks,

John

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  • Suggested answer
    Bill Campbell Profile Picture
    Bill Campbell 12 on at

    John a problem like this is solved pretty easily by creating passwords on events like 'exceed credit limit'

    If you go to Sales >> Setup >> Receivables and look in the upper right hand corner there is a set of 4 passwords that can be entered.  Once entered and once Security is turned on on the Company window, then user will need to enter a password - some think of it as a verification password - to complete the transaction if the customer is over their limit.  Transactions have to be saved with out the transaction line that kicks them over their limit.

    Depending on how you want to work this - 1 would restrict the number of user that have the password and make that person verify with Accounting first before proceeding to unlock the order.  The other option is to only allow Accounting to change the credit limit for the Customer after they have done additional vetting of the customer.  At this point, the sales staff dont have the password and have to wait on Accounting to open the account.

    In Sales Order Process (GP2013) there is a whole section devoted to Customer Credit Limit Holds.  That is a very complete solution and requires a bit of configuration.

    Once Workflow is fully integrated with the GP2015 release and a few more workflows are defined, then the whole process of approve should be automated.

    Anyway, hope this helps.

  • Community Member Profile Picture
    Community Member on at

    Bill,

    I greatly appreciate your help. I had my Senior Accountant test this in the order entry and it worked. I appreciate it and let's keep in touch!

    John

  • Bill Campbell Profile Picture
    Bill Campbell 12 on at

    John I have always included my contact details on my posting, if you want there is a way to send private messages in this system, click on my user profile and ask for friend request.

    Otherwise, use my contacts details and reach me directly.

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