SAP 04 User Accounts and Authorizations

CMAM402_SURNAME_SEC_SAP04Topic:

1-1 Set the Password Policy

Choose Administration Setup General Security Password Administration.
Enter the following fields for Light & Music Ltd.:

Field Values
Security Level Select Custom.
Expiry After 60 days
Minimum Length 4
Minimum Number of Uppercase 0
Characters Leave all other settings 0
Password Example Choose Generate
Choose Update.

1-2 Define Deaprtments and User Accounts for Light & Music Ltd.
1-2-1 Define Departments
Choose Administration Setup General Users.
In the Department field, choose Define New from the dropdown list.
Enter the following departments for Light & Music Ltd.:

Field Values Then Choose

Department Accounting Update
Department Warehouse Update
Department Sales Update
Department Purchasing Update
Department Production Update
Department Service Update
Choose OK.

SAP AG TB1200 4-1

 1-2-2 Define User Accounts
Choose Administration Setup General Users
Enter the following users for Light & Music Ltd. from the Business Blueprint
section 13:

Field Name or Data Class Values

User Code michael
User Name Michael Smith
Superuser
Department General
Password Choose the browse button to the right.
Enter m123 as the password and confirm the
password.
Choose Add.

Field Name or Data Class Values

User Code claire
User Name Claire Thomas
Department Accounting
Do not enter a password for this user.
Choose Add.

Field Name or Data Class Values

User Code richard
User Name Richard Long
Department Production
Choose Add.

Field Name or Data Class Values

User Code sarah
User Name Sarah Miller
Department Sales
Choose Add.

Field Name or Data Class Values

User Code maggie
User Name Maggie Martins
Department Sales
Choose Add.

SAP AG TB1200 4-2

 Field Name or Data Class Values
User Code david
User Name David Burns
Department Sales
Choose Add.

Field Name or Data Class Values

User Code edward
User Name Edward Petty
Department Purchasing
Choose Add.

1-3 Set the Password for a New User.

Choose Administration Choose Company
Choose Change User.
Enter the user sarah in the User Code Field
Choose OK
Enter a new password for the user:

Change Password Values

Old Password Leave blank
New Password Enter a 4 digit password
____________________
Note: you will use this password later.
Confirm Enter the password again
Choose Update.
Open the Administration menu. If you try to open one of the sub-menus you will get an
error. The user does not have a license or authorization to the functions.
Choose Sales A/R.
Open a Sales Order.
You will see an error message. This is because the user does not have authorization to
the document numbering series.

SAP AG TB1200 4-3

1-4 Switch back to the superuser.
Choose Administration Choose Company
Choose Change User.
Enter the user manager in the User Code Field
Enter the password.
Choose OK

1-5 Define General Authorizations for Light & Music Ltd.

Note: General authorizations require careful planning with the client.

Choose Administration System Initialization Authorizations General

Authorizations.
Note: Michael Smith is set as a superuser so will receive Full Authorization to all
functionality.
1-5-1 Define General Authorizations for Sarah (Sales Manager).
Choose Sarah from the list on the left.
Enter the following values for Light & Music Ltd.:

Subject Authorization
General Full Authorization
General > Print Layout Designer No Authorization
General > Query Print Layout No Authorization
General > Document Settings No Authorization
General > Access to Confidential No Authorization
Accounts
General > Period Status: Closing No Authorization
Period
Administration >System Full Authorization
Initialization > Numbering Series
Sales Opportunities Full Authorization
Sales A/R Full Authorization
Business Partners Full Authorization
Business Partners > Internal No Authorization
Reconciliations Note: the authorization for Business
Partners changes to Various
Authorizations
Inventory Full Authorization
Reports Full Authorization
Enter 20% as the maximum discount for sales.
Choose Update.

SAP AG TB1200 4-4

 1-5-2 Define General Authorizations for Maggie (Sales)
Hold your mouse over Sarahs name until a rectangle appears around the name.
Move the rectangle to Maggies name in the list.
Release your mouse over Maggies name.
Choose Copy in the System Message window.
Maggie now has the same general authorizations as Sarah. However, Maggie
should not have access to all of the functions.
Enter the following values for Light & Music Ltd.:

Subject Authorization
Administration > System No Authorization
Initialization > Numbering Series > Note: The authorization will change to
Various Authorizations after you set
the authorization to the series group
Administration > System Full Authorization
Initialization > Numbering Series
>Series Group No. 2
Sales Opportunities No Authorization
Enter 10% as the maximum discount for sales.
Choose Update.
1-5-3 Define General Authorizations for David (Sales)
Hold your mouse over Maggies name until a rectangle appears around the
name.
Move the rectangle to Davids name in the list.
Release your mouse over Davids name.
Choose Copy in the System Message window.
David now has the same general authorizations as Maggie.
Make the following adjustments to Davids general authorizations:

Subject Authorization
Administration > System No Authorization
Initialization > Numbering Series
>Series Group No. 2
Administration > System Full Authorization
Initialization > Numbering Series
>Series Group No. 3
Choose Update.
David now has the same authorizations as Maggie, with the exception of the
document numbering series.

SAP AG TB1200 4-5

 1-5-4 Define General Authorizations for Claire (Chief Accountant).
Claire will be assigned a Professional license type, but there are some areas that
should be restricted using general Authorizations.
Hold your mouse over Michaels name until a rectangle appears around the
name.
Move the rectangle to Claires name.
Release your mouse over Claires name.
Choose Copy in the System Message window.
Claire now has the same general authorizations as Michael.
Change the authorizations for Claire:

Subject Authorization
General > Print Layout Designer No Authorization
General > Document Settings No Authorization
Administration > Data No Authorization
Import/Export
Administration > Approval No Authorization
Procedures
Production Read-Only
MRP Read-Only
Service Read-Only
Human Resources No Authorization
Claire now has the same authorizations as Michael, with the above exceptions.
Choose Update.

SAP AG TB1200 4-6

1-6 Set up Document Numbering and Series
The three sales employees, Sarah, Maggie, and David, each need a different numbering
series for sales documents. You will implement this by creating 3 document numbering
series. The default series will be used by Sarah, series 2 by Maggie, and series 3 by
David.
Choose Administration System Initialization Document Numbering.
Enter the following information for Light & Music Ltd.:

Document Numbering - Setup Values

Sales Orders Select the First No. field and change the value
to 100.
(default series)
Select the Last No. field and change the value
to 9999.
Double-click the row for Sales Orders. The Series Setup window opens.
Right-mouse click on the Primary series row, and choose Add Row.
Enter the following information for Light & Music Ltd.

Series - Setup Values

Name Series2
Note: the Name cannot exceed 8 characters.
First No. 10000
Note: the new series must follow the first
series numbering, with no gaps
Last No. 19999
Group Choose 2 from the list.
Note: you grant access to the group using
general authorizations.
Select the row for the series then choose Set as Default.
Choose Set as default for certain users.
Select the user Maggie from the list.
Choose OK.
Choose Update.
Choose Add Row.

SAP AG TB1200 4-7

 Enter the following information for Light & Music Ltd.:

Series - Setup Values

Name Series3
First No. 20000
Last No. 29999
Group Choose 3 from the list.
Select the row for the series then choose Set as Default.
Choose Set as default for certain users.
Select the user David from the list.
Choose OK.
Choose Update.
Choose OK to update the Document Numbering.

1-7 Test General Authorizations and Document Numbers

Note: You will need to login as users Sarah, Maggie, and Claire. Therefore you need to
first assign a license to each user before you login.
1-7-1 Assign a License to Sarah
Choose Administration License License Administration.
Select the user Sarah and check the selection box to assign the license type.
Note: Assign a Limited Logistics license to Sarah if you have one on your
system. This will allow you to see what functions are allowed by this license
type. If you only have one Professional license, you will need to switch that
license to each user before you logon as that user.
1-7-2 Test the authorizations for Sarah (Sales manager)
Open up a new copy of SAP Business One and login as Sarah. Do not close the
existing SAP Business One window.
If you are prompted to set a new password, leave the old password blank and
enter a new password for Sarah. Write the password here __________.
Choose Business Partners Internal Reconciliations. You should get an
authorization error.
Choose Sales A/R.
Open a sales order.
The sales order number should be 100.

1-7-3 Assign a License to Maggie

Switch to the SAP Business One session logged in as manager.
Choose Administration License License Administration.
Select the user Maggie and check the selection box to assign the license type. If
possible, assign a Limited Logistics license.
1-7-4 Login as Maggie (Sales)
SAP AG TB1200 4-8
 Switch to the SAP Business One session logged in as Sarah.
Choose Administration Choose Company.
Choose Change User.
Enter the login credentials for Maggie.
1-7-5 Test the authorizations for Maggie (Sales)
Choose Sales Opportunities.
The Sales Opportunity document will not appear in the menu.
Choose Sales A/R.
Open a sales order.
The sales order number should be 10000.

1-7-6 Assign a License to Claire

Switch to the SAP Business One session logged in as manager.
Choose Administration License License Administration.
Select the user Claire and check the selection box to assign the license type.
Assign a Professional license.
1-7-7 Test the authorizations for Claire (Accountant)
Switch to the SAP Business One session logged in as Maggie.
Change user and login as Claire.
Choose Human Resources.
The Employee Master Data will not appear in the menu.

1-7-8 Switch back to the super user

Switch to the manager session.
Note: if you assigned the Professional license to another user, remember to
assign it back to the user manager.

SAP AG TB1200 4-9

 SAP AG TB1200 4-10