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What security role gets to override Sales Order Setup?

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Posted on by Jim F

Dynamics Version GP 2010 (11.00.2351 (SP4)

Under "Microsoft Dynamics GP" pulldown from the top menu -> Tools -> Setup -> Sales -> Sales Order Processing Setup -> (Sales Document Setup)

FOR ALL OPTIONS: Quotes, Orders, BackOrders, Invoices, Returns

We have unchecked the option to DELETE. Requiring users to VOID instead, so there is always a trail. We did this over a year ago.

Today I discovered some users STILL have the "DELETE" option under ACTIONS. Because a document was missing, not in open or history, we started a search.

So I compared a user with DELETE and a user without the DELETE option. Under "User Security Setup" both users have the exact same ROLES. And both CLASS ID's are blank. How can one still delete documents?

Where is this override setting?

Thanks

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Microsoft Dynamics GP

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Bill Campbell 22,647 on at

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RE: What security role gets to override Sales Order Setup?

So printing the pick ticket is programmatically considered an internal document - and likely then not subject to the audit trial rules of ORDER or PURCHASE ORDER printing - which creates an AUDITABLE document.

That is my speculation, having worked with this for a long time, I find there are a number of things that make you scratch your head and give long thought to, and for printing documents that is what I have divined for myself.
Jim F 10 on at

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RE: What security role gets to override Sales Order Setup?

Hi Derek,

So I sat with them just now and I think I found it. If you enter an ORDER and print just the Picking Ticket (on print window you have a checkbox for ORDER, checkbox for PICK TICKET) then you can still delete the order. Online orders they don't print the SOP ORDER, just print the Pick Ticket, while PO's and Telephone Orders they do print both the Pick Ticket and Order.

I'm thinking if ANY document is printed you should not be able to DELETE. So is there another setting for Pick Ticket somewhere I need to change?
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Derek Albaugh on at

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RE: What security role gets to override Sales Order Setup?

So, Sales >> Setup >> Sales Order Processing >> Sales Document Setup button >> select the Order option

....per document type you can say if you allow deletes or not.

Is it possible the users are both looking at different document types?
Jim F 10 on at

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RE: What security role gets to override Sales Order Setup?

Hi Derek,

You're actually hitting on my point, and the reason for the question. I'm not using security roles/tasks to remove the delete button, I'm doing that in Sales Order Setup.

Under each of the document types for SOP, I have unchecked the DELETE box. Which should remove that option from the ACTION menu dropdown.

I understand and agree, if the document has never been saved, DELETE should still be an option. But after Saving and Printing the document, it should no longer have DELETE, and they must VOID the document. (Leaving an audit trail)

But some users (while other users do not) still have the option to open an order document (selected from the open orders smartlist) and the ACTION -> DELETE is still available.

And that is the question. What is allowing the over-ride to give some users the DELETE option back? I looked in security roles and can not see a difference between a user who doesn't have the delete option and a user who does not have the delete option for those documents.
Bill Campbell 22,647 on at

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RE: What security role gets to override Sales Order Setup?

I have to agree with Derek, security rarly gets that far into the configuration of a single window.

My question would be to identify 'what type of document' is missing?

Secondly, when the one user can "Delete" has the document been printed or not?

I believe that until you print a document - even to screen - that the document itself can be deleted by a user. However, once printed, it then should only be 'voidable'

Derek, check me if that is not correct.
Derek Albaugh on at

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RE: What security role gets to override Sales Order Setup?

How are you removing the Delete option from these SOP options?

I ask because, usually GP user security is an all or nothing, meaning the user has access to the Sales Quote Setup window or the user does not. The user security rarely gets into where it gives the user access to the window but not the Delete button. The exception would be posting permissions, which users also get through security roles/tasks.

Field Level Security is usually what is used to remove objects like the Delete button from a window and changes such as that. So, I'm curious if some users may have FLS applied to them for certain windows where other users do not, and that would explain the difference, even though the users all have the exact same security roles/tasks applied to them?

Thanks