Dynamics Gp Security Practical Advices Plus Model Explained In Simple Terms

Dynamics Gp Security Practical Advices Plus Model Explained In Simple Terms

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In version 10.0 Microsoft Business Solutions redesigned security model in its Dynamics GP ERP system. In earlier versions your consultant had to grant the user access to forms, tables and reports where initially upon the creation user had access to all the resources. Behind the scenes this old concept is still present however two upper layers were introduced. In Task you do the same that you had to do in old security realm. Then you combine one or more tasks into Role and finally you assign Role to the user and company. Please note that such features as modified and alternate forms and reports are outside of Task scope. They are separated into Alternate/Modified forms and reports construction. It is more intuitive but old-good-days consultant or user typically recognizes it intuitively. One thing seems to be gone is security settings on the level of the class which was cool in the past as user class security is applicable to all the companies. User class is still in use but for such things as Organization Structure which is outside of the scope for this paper. Lets take a look at the security model and recommendations in some details:

1.What happens if we are upgrading from version 9.0 or earlier to current version of 2010? We are writing this publication in August of 2011 and current version is 2010 and if you are reading this page somewhere in the future you should check the current release number. In update procedure there is the choice to transfer existing user security and we recommend you to mark it. If you do then for each existing user and the company separate task will be created where existing access to forms, tables and reports is in fact copied from the old security settings. Plus Role will be created per company and user where the only Task from the previous sentence is checked. You can recognize these tasks and roles by CNV prefix (Conversion in abbreviation)

2.Elegant structure of recommended security roles. What is nice about new security model is the fact that default roles are created, such as AP Clerk, AR Clerk and others where access is granted with compliance to internal audit and managerial accounting theory recommendations. For example AR Clerk has the rights to enter sales invoice, apply customer deposit but no rights to post it. Think about the reasons. You do not want your salesperson to give unreasonable discounts or write offs in applying customer payment. You rather would like sales manager to review the invoices entered, approve and post the batch

3.How to re-haul our security? What we recommend to do is the following. Print the report Security Role Setup. This report gives you such precious information as Description where you can recognize if for example the included task allows posting or not. Then open the Role which you plan to apply to your set of users and verify assigned tasks with what they are really allow matching task ID with printed report. In some situations you may decide that your AR Clerk should be able to post Invoices so add missing tasks. GP Financials certification exam preparation materials were telling us that we can copy security role so you do not have to alter existing role placeholder but looks like functionality doesnt work with Service Pack 1 applied

4.Advantages. We believe that with new model the only thing needed is training for your management team. One hour or about that time and you should be able to do the rest of the work by assigned internal GP administrator

5.Should we expect additional steps if we have Dexterity customization? Yes just create one task where you enable its forms, tables and reports and assign it to the roles

6.We did see some internet posts where people are complaining about new security model. Well we believe that management team should come through the homework and familiarize itself with security settings in Corporate ERP application. The old model was probably too technical and black box for manager

7.For additional information, please feel free to call us 1-866-528-0577 or 1-630-961-5918 (this number works for international customers) or email us help@albaspectrum.com We serve you USA/Canada nationwide via remote support (web sessions and phone/Skype conferences). Local service is available in Western Michigan, Chicagoland, Southern California (LA, Orange County and San Diego) and Houston area of the state of Texas

About the Author:
Andrew Karasev, http://www.albaspectrum.com Great Plains Dynamics GP and eEnterprise Certified Master, Microsoft MVP and consultant with 15 years and plus experience and expertise. Alba Spectrum, 1-866-528-0577, help@albaspectrum.com. If you are thinking implement Dynamics GP in challenging environment, we recommend you to give us a call



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