Purchase Orders Security Authorizations

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

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

Note: To change the print destination for forms and reports, you must have Change Print Destination security authorization for Administrative Services.

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

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

Purchase Orders Security Authorizations
Security Authorization	Description
Sage 300 Inquiry	Query Purchase Orders data in web screens. If you also have Export Processing authorization for Purchase Orders, print or export the results of these queries.
Common Inquiry	Print setup reports. View and print setup screens.
Cost Inquiry (in stand-alone P/O systems).	View default vendor cost during transaction entry. With Show Receipt Costing Information authorization, also view receipts.
Create POs Automatically	Automatically create purchase orders from requisitions, create POs from I/C, create POs from O/E (if you also have Transaction Inquiry authorization for O/E).
Credit/Debit Note Entry	View, add, and post in Credit/Debit Note Entry. (Requires additional authorization to edit quantities and costs for returns.) View Invoice Entry, Return List. View and print Invoice List, Credit Note List, Debit Note List. With Transaction Inquiry or Day End Processing authorization, view Purchase History. With authorization for A/P, view, add, edit, and delete Vendor records. With authorization for O/E, select O/E order numbers for item details.
Dashboard	View the Purchase Orders dashboard.
Day End Processing (Service)	In a stand-alone system, run Day End Processing. View and print Posting Journals, G/L Transactions, Payables Clearing Audit List, and Item Transaction History reports. Post Create G/L Batch and Post A/P Batch View, print, and—if Allow Edit Of Statistics is selected for P/O—edit statistics for requisitions, purchase orders, receipts, invoices, returns, credit/debit notes.
Edit Blanket PO Amount (requires Purchase Order Entry authorization)	Change the Original Amount field on blanket purchase orders. Add and post purchase orders.
Edit Credit Note Cost (requires Credit/Debit Note Entry authorization)	View, add, edit costs in, and post credit notes and debit notes. View Invoice Entry.
Edit Credit Note Quantity (requires Credit/Debit Note Entry authorization)	View, add, edit item quantity in, and post credit notes. View Invoice Entry.
Edit Invoiced Cost (requires Invoice Entry authorization)	View, add, edit costs in and post invoices.
Edit Invoiced Quantity (requires Invoice Entry authorization)	Allows users to view, add, edit quantity and post Add invoices, change item quantities on invoices to receipts.
Export Processing	Export the following records, if you are also authorized to use the corresponding screen: requisitions, purchase orders, receipts, invoices, returns, credit notes and debit notes, purchase statistics, ship-via codes, templates, additional costs, vendor contract costs, e-mail messages, and optional fields.
History Clearing	Clear history and delete inactive records (in a stand-alone Purchase Orders system).
Import Processing	Import, edit, and delete the following records, if you are also authorized to use the corresponding screen: ship-via codes, templates, additional costs, vendor contract costs, e-mail messages, optional fields, requisitions, purchase orders, receipts, purchase statistics (if Allow Edit Of Statistics is selected and you have Day End Processing authorization). Show Receipt Costing Information authorization is also required to edit costs on receipts.
Import Processing and Credit/Debit Note Entry	Import and add credit notes and debit notes. View posted credit notes and debit notes.
Import Processing and Invoice Entry	Import and add orders; view posted invoices.
Import Processing and Setup Maintenance	Print setup reports; import setup options.
Invoice Entry	View, add, and post invoices. (Requires additional authorization to edit quantities and costs entered for receipts.) View Purchase History if you also have Transaction Inquiry or Day End Processing authorization. View, add, edit, and delete Vendor records, if you have authorization for A/P. Select O/E order numbers for item details, if you also have authorization for O/E. View Receipt List. View and print Invoice List.
Item Maintenance (Service)	In a stand-alone system, view Items and Vendor Details.
Mailing Label Printing	Print mailing labels.
Purchase Order Entry	View, add, edit, delete and post purchase orders (default costs appear only if you also have Cost Inquiry authorization for I/C). View Purchase History, if you also have Transaction Inquiry or Day End Processing authorization. View, add, edit, and delete vendor records, if you also have authorization for A/P. Select O/E order numbers for item details, if you also have authorization for O/E. View, edit, delete, and post from Copy Purchase Orders. View and print Purchase Order List.
Purchase Order Printing	Print Purchase Orders (both from the P/O Forms folder and Purchase Order Entry).
Receipt Entry	View, add, edit, and post receipts. (Default costs appear only if you also have Show Receipt Costing Information for P/O or Cost Inquiry for in I/C (when no purchase order is referenced)). View Purchase History, if you also have Transaction Inquiry or Day End Processing authorization. Add and post invoices, if you also have Invoice Entry authorization. View, add, edit, and delete vendor records (if you also have authorization for A/P). View Pending Receipts Inquiry. View and print Receipt List.
Receiving Slip Printing	Print receiving slips (from the P/O Forms folder and the Receipt Entry screen).
Requisition Entry	View, add, edit, delete and post requisitions. View and print Purchase History, if you also have Transaction Inquiry or with Day End Processing authorization. View, add, edit, and delete vendor records (if you have authorization for A/P). Select O/E order numbers for item details, if you also have authorization for O/E. View and print Requisition List (from the Transaction List screen).
Requisition Printing	View and print a Requisition List (from the Transaction List screen).
Requisitions Manual Approval	Post approved requisitions. (Unapproved requisitions are placed On Hold.)
Return Entry	View, add, edit, and post returns. (Costs appear only if you have authorization for Cost Inquiry in I/C and you are entering returns without receipt numbers.) View Purchase History, if you also have Transaction Inquiry or Day End Processing authorization. View, add, edit, and delete vendor records, if you also have authorization for A/P. Select O/E order numbers for item details, if you also have authorization for O/E. View Receipt List, and view and print Return List.
Return Printing	Print returns (from the P/O Forms folder and the Return Entry screen).
Setup Maintenance	Vew and edit Options and G/L Integration. View, add, edit, and delete ship-via codes, vendor contract costs, e-mail messages, optional fields, templates, additional costs, and account sets. In a stand-alone system, view Items, vendor details, and weight units of measure.
Show Requisition/Receipt Costing Information	View costing information in Receipt Entry.
Transaction Inquiry	View and print purchase statistics. View and print purchase history and analytical reports. View Requisition Entry, Purchase Order Entry, Receipt Entry, Invoice Entry, Return Entry, Credit/Debit Note Entry, and Pending Receipts Inquiry.
Transaction Optional Fields	Add, edit, and delete optional fields in Requisition Entry, Purchase Order Entry, Receipt Entry, Invoice Entry, Return Entry, Credit/Debit Note Entry, and in Purchase Orders functions that create transactions automatically.
Sage 300 Web API	Use the Sage 300 Web API to process GET, POST, PUT, PATCH, and DELETE requests. Note: You must also have authorization to view and/or modify any records or transactions for which API requests will be processed.