In order to create an account that has read only access to the asset data, two profiles must be created. One at the system level and one at the company level for each company the account will have access to. These profiles are not shared and can not be copied between companies at this time.

For more information on setting up security profiles, see How to set up Password Security.

Note: In the Sage Fixed Assets program, all functions in the profile which is set to None will be grayed out.

In Sage Fixed Assets - Depreciation:

1. Login with Supervisor account.
2. Go to File, Password Security, Define Profiles, Define System Profiles.
3. Click Add, give the profile a name (ex. Read-only), click OK.
4. Set the Security Level by placing a check in the following box:

• File
  • New Company - None
  • Open Company - Edit
  • Edit Company - Read
• Delete
  • Company - None
  • Database - None
• Company Utilities
  • Copy Company - None
  • Merge Company - None
  • Extract Company - None
  • Backup Company - None
  • Restore Company - None
  • Custom Import - None
  • Custom Export - None
  • Purge History - None
  • Setup History - None
  • Database List Manager - None
  • Preferences - None
• Password Security
  • Define Profiles - None
  • Assign User Privileges - None
• Print Assets
  • Print Asset List - Edit
  • Print Asset Detail - Edit
• Utility Reports
  • Access Utility Reports - Read

Company Profile

Note: The company must be open to create the company level profile and the profile must be built in each company.

1. Go to File, Open Company. Highlight the company for which the profile is being created,click OK.
2. Go to File, Password Security, Define Profiles, Define Company Profiles.
3. Click Add, give the profile a name (ex. Read-only), click OK.
4. Set the Security Level by placing a check in the following box:

• Edit
  • Cut - None
  • Copy - None
  • Paste - None
  • Find - Read
  • Replace - None
• Asset
  • Add Asset - None
  • Dispose - None
  • Transfer - None
  • Replicate Asset - None
  • Save Asset - None
  • Save as Template - None
  • Inactivate - None
  • Reactivate - None
  • Delete Asset - None
  • Delete Last Transaction - None
  • Apply Book Defaults - None
  • Copy Book - None
  • Save Selections - None
  • Bulk Dispose - None
  • Bulk Transfer - None
  • Export to Excel - Edit
• Depreciation
  • Depreciate - None
  • Set Period Close - None
  • Clear Period Close - None
  • Reset Depreciation - None
  • MACRS Convention Switch - None
  • 168 Allowance Switch - None
  • Audit Advisor - Edit
  • Annual Projection - Read
  • Monthly Projection - Read
  • Quick Projection - Read
• Reports
  • Depreciation Expense - Read
  • Tax Expense - Read
  • Depreciation Summary - Read
  • Period Close Summary - Read
  • Depreciation Adjustment - Read
  • Disposal - Read
  • Partial Disposal - Read
  • Transfer - Read
  • Partial Transfer - Read
  • Annual Activity - Read
  • Asset Basis - Read
  • File Listing - Read
  • Fixed Assets Summary - Read
  • General Ledger Posting - Edit
  • Net book Value - Read
  • Quarterly Acquisition - Read
  • Replacement Value - Read
  • Interest on RV - Read
  • Property Tax - Summary - Read
  • Property Tax - Detail - Read
  • Adjusted Current Earnings - Edit
  • Alternative Minimum Tax - Read
  • Midquarter Applicability - Read
  • FASB109 Projection - Read
  • Form 3468 - ITC - Read
  • From 4255 - ITC Recapture - Read
  • Form 4562 - Depreciation & Amort - Read
  • Form 4626 - Corporate AMT - Read
  • Form 4797 - Sale of Property
  • Assets Snapshot - Read
  • Batch Reports - Read
  • Current Reporting Period - Read
• Reporting
  • Customize Reports - Read
  • Create New Report - Edit
  • Open Existing Report - Read
  • Delete/Rename Customized Report - Read
• Customize
  • Customize Fields - Read
  • Depreciation Methods - Read
  • Replacement Value - Read
  • Group Manager - Read
  • Template Manager - Read
  • Batch Manager - Read
• Asset Detail
  • Main - Read
  • Notes - Read
  • Images - Read
  • History - Read

Once the profiles have been created the user account can be created and added to these profiles. The user account only has to be created once and added to the System Read Only profile only once. The user account will need to be added to each Company's Read Only profile individually.

To add the user account to the system profile:

1. Go to File, Password Security, Assign User Privileges, Assign System Privileges.
2. Click on New User, enter in the account name, click OK.
3. Highlight the new account in the user list, select the Read-only from the Profile Name drop down menu, click Add.
4. The username will now appear under the User List with [Read-only] following | Click OK to exit Assign System Privileges and save all changes.

To add the user account to the company profile:

Note: The company must be open to add a user to the company level profile. These steps must be repeated for each company the account will have Read Only access to.

1. Go to File, Open Company, highlight the company the account is being added to, click OK.
2. Go to File, Password Security, Assign User Privileges, Assign Company Privileges.
3. Highlight the new account in the user list, select the Read-only from the Profile Name drop down menu, click Add.
4. The username will now appear under the User List with [Read Only] following, click OK to exit Assign Company Privileges and save all changes.

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