Company administrators

As a company administrator, you can access the entire Sage 100 Contractor application while logged in.

The following is a list of actions only company administrators can perform:

• Create security groups in 7-2-1 Security Groups
• Use 7-2-1 Security Groups to assign access rights to windows and items like text boxes and grids
• Grant to non-administrative users the right to open a company exclusively
• Grant job-level security to specific users in the 7-2-2 User List
• Press F7 to open Field Properties and set security for text boxes, lists, checkboxes, grids, and menu commands
• You can also customize windows, set field defaults, and define system user prompts for enhanced control and usability
• Create user names and passwords, and assign user names to security groups in the 7-3-1 User List
• Create new companies in 7-1 Create New Company
• Make and save changes to the General Ledger in 1-8 General Ledger Setup
• Archive the accounting at the fiscal year-end using Archive Oldest Fiscal Year in Database Administration
• Archive payroll at the calendar year-end using Archive Oldest Payroll Year in Database Administration
• Restrict posting to specific accounting posting periods, for example, 4-2 Payable Invoices/Credits and other windows

Job-Level Security

Assign users to job-level security in the 7-2-2 User List to restrict access to jobs they manage. Users can see job-related information only for their jobs, if they're subject to job-level security.
 NOTE: You can assign a user to job-level security only if you log in as Administrator. 

1. Open 7-2-2 User List.
2. Select the Display Passwords checkbox.
3. For each user:
   • In the User Name cell, enter the user’s name
   • In the Password cell, enter a password
   • In the Subject to Job Security cell, type Y to apply job-level security to the user
4. Click File and Save.
5. Open 3-5 Jobs (Accounts Receivable).
6. Use the data control to find the job.
7. In the Contacts and Personnel tab:
   • Click the button next to Job Access List to edit users with security access to the job
   • Select up to five users with security access to this job
   • Click OK

Payroll Administrator Security

Turning on Payroll Admin security authorization enables you to hide certain personal records from users who don't have that authorization. Then, you select the Require Payroll Admin Access option in individual employee records to restrict sensitive payroll records in Payroll and other ledgers.
 TIP: Use Payroll Admin and GL Source Security together to block non-admins from viewing wages in the General Ledger.  

1. Open the 7-2-2 User List window, and then:
   • In the grid, double-click Payroll Admin for each employee needing access, then type Yes.
      NOTE: Granting Payroll Admin security to any employee turns on Payroll Admin security for the company. 
   • Close the window.
2. Open the 5-2-1 Employees window, and then:
   • For sensitive employee records (for example, executives), use the data control to select the appropriate employee.
   • On the General Information tab, select the Require Payroll Admin Access checkbox.
   • Close the window.

General Ledger Transaction Source Security

Assign GL source security so users see only permitted transactions in the 1-3 Journal Transactions window.

• To block AP clerks from viewing Payroll, set source permissions in their security group for General Ledger access.

1. Open 7-2-1 Security Groups.
2. Set up the security group as usual, or select an existing security group.
3. In the GL Transaction Source Security cell, press F5 or click the lookup arrow.
4. Sage 100 Contractor displays the Select Transaction Sources Allowed for Group window.
5. In the window, select each transaction source that this group can view in the General Ledger.
   
   TIP:

   If the group uses menu-level security, click the Use Menu Security button to auto-select all transaction sources.

    
6. Click OK to return to the 7-2-1 Security Groups window.
7. Click File and Save.