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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Security related quest...
Microsoft Dynamics GP (Archived)

Security related question for prospective customer

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Posted on by fiddycent 55

Hi,

I am looking for an ERP solution, and I need to be able to do the following:

1. Salespeople should not be able to see costs.  If needed, they can see the minimum price to sell an item for.

2. Salespeople should not be able to see Accounts Receivable for another product line.  We have two product lines, with different salespeople for each product line, and I dont want my salespeople from one product line to see how much business the other product line is doing.

Is this possible with a standard installation of GP, or would it require customized code?  If it is possible with the standard installation, then do I need to purchase the Business Essential edition, or the Advanced Management edition?

I am open to all suggestions, hacks, etc as long as I get the needed functionality.  Thanks in advance!

-VS

*This post is locked for comments

  • L Vail Profile Picture
    L Vail 65,271 on at
    Re: Security related question for prospective customer

    Hi VS,

    I do not think you will be able to satisfy requirement 2 with the 'out of the box' version of GP. I am assuming you have a group of salespeople who would be using GP. These salespeople are in two different groups. Salespersons of product A and Salespersons of product B. The two groups do not cross, meaning a single salesperson does not sell both products.

    The salespersons of product A should not be able to see anything about transactions related to product B. So you are really looking to restrict 'data' rather than functionality. This has been a common requirement in my world and I do not know of a good way to do it.

    How I have accomplished this in the past involved using different databases (different 'companies) for each product line. If neither your salespersons nor your customers deal in both product lines, then you can do it more easily. Separate companies bring up many other issues with reporting. Reporting requires consolidation of the two companies for detail - but it accomplished the objective. You would also have issues with checkbooks, payables, payroll, 1099 reporting, etc. SmartList Builder would be an absolute must when putting together your solution. Integration Manager was used to combine the transactions. Not all of the transaction detail could be combined, but it worked for this client.

    I looked at the Dynamics Genie website and I did not see a filtering restriction available. As my colleagues pointed out, Account-Level security only works with the General Ledger, it will not restrict access to the Sales transactions.

    Let us know if you find something that will allow security to be applied to a subset of data.

    Kind regards,

    Leslie

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at
    Re: Re: Re: Re: Re: Security related question for prospective customer

    The Accounts Receivable 'Ledger' is actually the Accounts Receivable Trial Balance, which reflects account activity by customer.  The General Ledger is a listing of all account activity in every financial account, which includes the Accounts Receivable account.

    One possible solution that wouldn't require any customization or 3rd party apps - you could setup two Excel reports or SSRS reporst, one for each product line, that would be secured by user.  You could use Customer Class to define the segrregation between the two product lines and restrict the results in the Excel reports to the respective product lines.  To eliminate the possibility of one group seeing the other's results, remove their access to other Sales inquiries and reports.

    Just a thought . . . there may be other ways to accomplish this.

  • fiddycent Profile Picture
    fiddycent 55 on at
    Re: Re: Re: Re: Security related question for prospective customer

    What is the difference between the Accounts Receivable and AR General Ledger?

    Let me clarify then...I dont want my salespeople for the first product line to be able to see the invoices of the other product line or the actual amount those other product lines are selling for (customer balances, etc).  Customers are separated by product line (no conflicts in that sense).  So I could also accomplish this by limiting them by customer instead of product line if that would be easier.

    Is this still something I would need the Dynamics Genie add-on product for?

    Thanks for the help so far.  I want to make a decision soon and try to take advantage of this $1 licensing deal if I go with GP =)

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at
    Re: Re: Re: Security related question for prospective customer

    I must be misinterpreting what was meant by AR account then.  I was referring to the AR GL account.

  • Richard Whaley Profile Picture
    Richard Whaley 25,195 on at
    Re: Re: Security related question for prospective customer

    Im sorry Frank but Account Level Security restricts access to GL accounts only and NOT AR accounts.  Dynamics Genie has several add on products that are inexpensive that will support the second requirement.

  • Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at
    Re: Security related question for prospective customer

    Field Level Security will handle the first requirement.  You can hide fields from specific users with FLS.

    Account Level Security will handle the second requirement.  You can restrict access by account to specific users with ALS.

    Both are included in AM but are not available in  BE.

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