Access Code and Its Restriction at Transaction Level

• ERPs are revolving at different level with respect to the new business ideas.
• The ERP creator make there system with full of new/useful feature to make the system user friendly and efficient to use.
• For an example in this era there are some businesses in which there are so many stages in 1 single cycle/process.
• e. in P2P(Procure-to Pay) modules there are some complex structure means there are many different  transaction to process for the managed product or not managed product i.e. Stock Item and Non-Stock item.
• So in every organization all the task are define to the different teams/ users. Accordingly they trained and processes there work.
• If in case there are 2 different team 1 team will perform transactions only for the Product which are managed into the inventory and another will perform Non stock item transaction which is not managed.
• If we assign all the access to all user then user might get confuse while performing the task according to their work role.
• So user wants the access of only those function rights on which they will execute their task.
• In modern ERPs we can assign the specific role to the user so that user can only perform the task which we have assign to them.
• There are so many feature/functions like this but defining “Access code” is one way to tackle this confusion and make user profile work role specific.

What is access code?

• Access code is a CODE which define/created in sage to allow/restrict from doing some specific task in the system.

What is the ROLE of access code?

• As sage system is very dynamic and there are numerous numbers of activity in sage to perform.
• We can shape our sage application in minimalistic and user friendly way by defining/creating access code.
• Access code can be create/define according to the business module/concept of the client i.e. we can create access code for transaction types, at user rights level, fields restriction, dimensions, screens and many more.
• In this we will look into the Access Code creation and its use at transaction level.

How to Create Access Code?

• Go to → Setup → User → Access Code

• Below screen will pop up it will show Access Code field and Description Field.

• Here you can define/create access code as highlighted below.
• As in this “PO1” is the code and its description it is basically created for transaction level of Purchase Order.

How to Setup Access Code?

• After creating “PO1” access code, we have to insert/place that access code for particular transaction level.
• As in this case PO1 is created for the purchase order transaction types.
• So, Go to Parameters/Setup → Purchasing → Entry Transaction → Orders

• After that select that transaction type of P. Order for which we have created this access code.
• Place the code in the access code field.

• Insert the access code then “SAVE” and “VALIDATE”.

• After mapping of access code for the transaction type then define this Access code in user master.
• Go to User master from setup/Parameter.

• Select the user for which you want to give transaction type access through access code.

• Go to access code Grid → Select “PO1” → then Tab → Give permission (YES/NO) related to the transaction type

(Inquiry, Modification, and Execution) then save.

• Here User can only see 2 transaction types which we have given rights in user master as above also restrict all transactions through access code.

• Now through access code, the user can only perform those task which we have define at user master level.
• Due to which Sage system looks user friendly/minimalistic.