User Rights: Restricting Overrides

A Cougar Mountain System Trainer answers Sandy’s question by relating the steps she must take to restrict override access to this salesperson on a customer account.

The first step in this process is to make sure you set correct rights in Order Entry for the Salesperson Code.

1. Select Options > Codes > Salesperson to open the OE Salesperson Codes window.
2. Make sure the Credit Limit Override check box is not checked.
3. Enter any Salesperson limits you want to set in the Maximum Discount and Maximum AR Credit Amount fields.
4. If you want the salesperson to be able to view but not edit information in AR or IN, select the Inquiry Only radio button in  the Customer and Inventory Query sections.

You must then make sure you remove the rights to Accounts Receivable for this user from the Main Menu. This ensures the salesperson cannot edit or override settings in Accounts Receivable.

1. In Main Menu, select Security.
2. In the Add/Change Users window, select the user for which you want to change rights, and select Change.
3. In the Change User window, select Rights.
4. When the Assign Rights for User window appears, select Accounts Receivable from the CMS Modules list on the right side of the window.
5. Select the options you wish to assign to this user from the Module Settings list on the left side of the window. In this list, each file folder represents a menu item. When you select a menu item that has a submenu, folders for each of the items on the submenu appear. An open folder means this user can access that menu item.
6. Double-click on the text next to a folder to open or close it and single-click on the folder or the text to list subfolders.
7. Select Save to save user’s rights.

Lastly, if you haven’t already set a credit limit for the customer(s), you should do so.

1. In Accounts Receivable, select Customer > Customer Maintenance.
2. In the AR Customers window, set a credit limit for the customer.

In this example, a customer owes us $942, but has a Credit Limit of $2000. Remember, the salesperson would be able to see this but not change it (Inquiry Only).

In Order Entry, a salesperson will be unauthorized when they enter a sale greater than they are allowed to enter ($1000), or if the customer is above their credit limit ($2000).

The error message that appears when a salesperson attempts to override either of these limits will explain that the salesperson (SP2) is exceeding the current AR Charge overage amount. They must go to the manager or owner for approval.

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