Prevent Other User from Deleting Your Batch in Payables Transaction Entry

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Posted on by bewildered

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Can you prevent other user from deleting your batch in Payables Transaction Entry? We currently have 4 users accessing the Payables Module and nobody admits who delete my batch (it keeps happening). Our IT guy said that our batch is running as sharing base therefore it's not possible to lock it. I am not sure what that means.

If it is not possible to prevent it, is it possible to see who post/delete the batch in Payables module? We are using Microsoft Dynamics GP 2010. Any help is highly appreciated. Thanks.

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Mahmoud Saadi 32,738 on at

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Dynamics GP Controls access on a window level, which means that all the users who have access on a certain window will be able to access all associated tasks.

What you are requesting could be categorized as Data Level Security, which is not available as a predefined out of the box function in Dynamics GP (have each user access only certain set of transactions or master entities), it might be available for sure as third party products

To work this out, you could make use of the "Filed Level Security" in order to have the "delete" button disabled, hidden or locked with a password for specific users.

As for the user who posted or last modified a certain AP transaction, you could absolutely get this piece of information. Go to Payable Transactions Smart List under Purchasing, add both columns (Posted User ID and Modified User ID)

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bewildered 160 on at

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Bummer... I kind of know who did it, but I can't request for that user to be locked as she needs it to post/delete her own batch. I just wish she would stay off my stuffs. Why do they let people access to change each other work? Is that safe for audit reason?

I don't think I can view who delete my batch, as it hasn't even been posted to GP, but it'll work when she post my batch for me and not admitting it again. Thanks for your help! :)

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Mahmoud Saadi 32,738 on at

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Your case is quite logical and I understand the need to prevent other users from deleting the batches you created. Although, as I mentioned earlier, In Dynamics GP, if several users have access on the same window, they will be able to view, save and delete the content.

As for tracking, you can run "Activity Tracking" on certain functions of the system, in your case; Go to Tools > Setup > System > Activity Tracking.

Under (File Tracking), choose the required option of the below;

1- Deletion of TRX Files

2- Modification of TRX Files

3- Addition to TRX Files

Although, this is not to be activated on a user level, it will activate any addition, modification or deletion of Transaction Files on the System Level.

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Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

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Actually, you can set Activity Tracking by user. Check out Administration>>Setup>>Activity Tracking. The Help file will walk you through the setup steps. You can turn it on for Posting also, so you could track exactly which batches a specific user is posting, or look at all users who have posting privileges.

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Mahmoud Saadi 32,738 on at

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I've missed it up, Frank

After the Activity Tracking is setup, it is to be associated with specific user/users. Activity Tracking inquiry provides User Level filtration as well.

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bewildered 160 on at

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So the Activity Tracking will be able to record whoever delete the batch eventhough the batch has not been posted in Purchasing? I am not sure what is TRX file (shouldn't it be VCR?), but I'm guessing that is the file you need to post from Financial, after it's been posted from Purchasing? I haven't even get the chance to post in Purchasing yet so technically speaking the invoices are not really recorded into the system yet. If you look for that invoice number that was deleted, it won't give you any result at all.

If it can track the VCR invoice, can it track the past or just after it's been activated? Where do you go to check that after it's been activated?

I don't have access to the setup, so I need to make sure it will really cover what I need before I go trouble IT (it looks like it's a complicated process). For posting, thanks to Mahmoud's suggestion I can just check the status in Smartlist so I won't need the Activity Tracking.

Thanks so much guys!

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Mahmoud Saadi 32,738 on at

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Let me clarify one issue about the Activity Tracking.

To set Activity Tracking, you go to Dynamics > Tools > Setup > System > Activity Tracking. As follows, I setup an activity tracking on the "sa" user account, I have checked the following;

Addition to Transaction Files (records any new transactions/ batches that are created by this user)

Modification on Transaction Files (records any modification on saved transactions/ batches)

Deletion from Transaction Files (records any deletion for saved transactions/ batches)

To track these "Activity" by the "sa" user specifically, you go to Inquiry > System > Activity Tracking. Supposing that the "sa" user has created an AP Transaction (0000000000459) and saved it within a Batch (APBatch). Then, you can check that on the inquiry

Supposing that this batch has been deleted by the "sa" user later on, you can see the following on the inquiry.

One essential point to consider, if the batch was deleter by another user, it won't appear on the Activity Tracking since you need to set it up initially on the Activity Tracking setup window.

Please never hesitate to share any further inquiry.

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bewildered 160 on at

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Cool thanks so much Mahmoud. I hope my IT is willing to help. Thanks again!

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Mahmoud Saadi 32,738 on at

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Never hesitate to share any further inquiries.

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bewildered 160 on at

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My IT guy said he cannot turn it on because it will take a lot of space and slow the system (all users) down. :(

Anything else that I can do beside posting right away after I done inputting?

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