Accounts Payable > Setting Up Accounts Payable > Accounts Payable Security Authorizations

Accounts Payable Security Authorizations

If security is turned on for your Sage 300 system, the system administrator must assign users security authorization for Accounts Payable screens.

For information on turning on security, setting up security groups, and assigning authorizations, refer to the Administration help.

To view records and to print reports in Accounts Payable, you must belong to a security group with Common Inquiry authorization. However, Common Inquiry authorization by itself does not let you edit any Accounts Payable records.

To edit records or perform processing tasks, the system administrator must grant the group access to additional tasks from the following list:

Accounts Payable Security Authorizations
Security Authorization	Description
Common Inquiry	View records and print reports for Vendor Groups, Vendors, and Remit-to Locations. Common Inquiry is automatically assigned with any other type of authorization, except: Import Processing Export Processing Transaction Optional Fields Set Ready To Post (for any type of batch) Check Printing
Setup Maintenance	Update setup choices and records using the A/P Options, Account Sets, 1099/CPRS Codes, Distribution Codes, Distribution Sets, Terms, G/L Integration, Payment Codes, Email Messages, and Optional Fields screens.
Control Payments	Process payment controls using the Control Payments screen.
Vendor Maintenance	Update records for Vendor Groups, Vendors, Remit To Locations, and 1099/CPRS Amounts (if the Allow Edit of 1099/CPRS Amounts option is selected on the A/P Options screen). Add or delete optional fields for vendor groups, vendors, and remit-to locations.
Vendor Analysis	View vendor information in Vendor Activity. Use the 1099 Electronic Filing screen. Print Vendor Transactions, Aged Payables, Aged Cash Requirements, Aged Retainage, 1099/CPRS Amounts, and Letters/Labels.
Invoice Batch Inquiry	View and print transactions in the Invoice Batch List and Invoice Entry screens. View and print recurring payables records. View records in the 1099/CPRS Amounts screens. View invoice records in the Vendor Activity screen. Print transaction reports for invoices from the Batch Listing, Batch Status, Posting Journals and Posting Errors, and transaction entry screens. Use the 1099 Electronic Filing screen.
Invoice Batch Entry	The same rights as Invoice Batch Inquiry, plus: Create, edit, and delete transactions using the Invoice Batch List and Invoice Entry screens. Create, edit, and delete records using the Recurring Payables setup screen, and create batches of recurring payable invoices using the Create Recurring Payable Batch screen. Create batches of retainage documents using the Create Retainage Batch screen. If you also have Payment Entry authorization, enter prepayments in Invoice Entry. If you also have Set Invoice Batch Ready To Post authorization, set batches ready to post on the Invoice Batch List screen.
Invoice Batch Posting	The same rights as Invoice Batch Inquiry, plus: Post invoice batches using the Invoice Batch List and Post Batches screens. Send transactions to the General Ledger automatically, if the Create G/L Batches During Posting option is selected on the A/P Options screen. If you also have Set Invoice Batch Ready To Post authorization, set batches ready to post on the Invoice Batch List screen.
Set Invoice Batch Ready To Post	If you also have Invoice Batch Entry or Invoice Batch Posting authorization, set invoice batches ready to post on the Invoice Batch List screen.
Payment Batch Inquiry	View and print transactions using the Payment Batch List, Payment Entry, Payment Inquiry, and Check Register screens. View payment records on the Vendor Activity screen. Print transaction reports for payments using the Batch Listing, Batch Status, Posting Journals, Posting Errors, and G/L Transactions screens. Use the 1099 Electronic Filing screen.
Payment Batch Entry	The same rights as Payment Batch Inquiry, plus: Create, edit, and delete transactions using the Payment Batch List and Payment Entry screens. Create payment batches automatically using the Create Payment Batch screen. Create, edit, and delete payment selection codes. Print transaction reports for payments using the Batch Listing, Batch Status, Check Register, and G/L Transactions screens. If you also have Set Payment Batch Ready To Post authorization, set batches ready to post on the Payment Batch List screen.
Payment Batch Posting	The same rights as Payment Inquiry, plus post payment batches using the Payment Batch List and Post Batches screens. Send payment transactions to the general ledger automatically, if the Create G/L Batches During Posting option is selected on the A/P Options screen. If you also have Set Payment Batch Ready To Post authorization, set batches ready to post on the Payment Batch List screen. Note: You cannot set a payment batch Ready To Post if it contains unprinted checks. You require Check Printing authorization to print the checks.
Check Printing	Print checks using the Payment Entry and the Payment Batch List screens. Note: You also require Payment Inquiry, Payment Entry, or Payment Posting authorization to print checks.
Set Payment Batch Ready To Post	If you also have Payment Batch Entry or Payment Batch Posting authorization, set payment batches ready to post.
Transaction History Inquiry	View vendor information on the Vendor Activity screen and the inquiry screens. Use the 1099 Electronic Filing screen.
Transaction Optional Fields	Add or delete optional fields on the Invoice Entry, Payment Entry, Adjustment Entry screens, and other Accounts Payable screens that create transactions automatically.
Clear History / Records / Stats	Do periodic processing using the Clear History, Clear Statistics, and Delete Inactive Records screens.
Period End Maintenance	Do periodic processing using the Create G/L Batch and Revaluation screens. Print revaluation transactions using the Posting Journals and G/L Transactions screens.
Year End Maintenance	Do periodic processing using the Year End screen.
Import Processing	Import records. Note: You also require update authorization for the types of records you want to import. For example, to import vendor records, you need both Import Processing and Vendor Maintenance authorizations.
Export Processing	Export setup, vendor, and transaction records. You also require Inquiry authorization for the types of records you want to export. For example, to export payment records, you need both Export Processing and Payment Inquiry authorization.