Note: If setting up users for the first time, it is best to first make sure roles have already been created in Role Maintenance, as users will need to have roles assigned in order to have permission to access various tasks. See the Related Resources section for more information.

Access User Maintenance:

• If logging as the Sage 100 ERP Administrator:
  1. Launch Sage 100 via the installed short-cut
  2. At the Sage 100 ERP User Login screen:
     1. Enter Administrator for the User Logon field
     2. Enter the password for the Password field
     3. Click OK
  3. At the Administrative Tools window:
     1. Select User Maintenance
• If logging in as another user with role access:
  1. Open Modules, Library Master, Main menu, User Maintenance

Create or edit a new User Logon (User ID) in User Maintenance:

1. Open User Maintenance (as described in the steps above)
2. Enter a new User Logon, or use the Lookup (magnifying glass) icon to select an existing User Logon from the User List window.
3. Enter, review, or maintain the following fields:
   • First Name, Last Name
   • User Code: A unique 3-character identifier that will print on reports and display in system logs
   • Password and Confirm Password: Use this to change the password, if necessary
   • Customization Group: If Custom Office changes will be made to task windows for specific groups
   • Expires: Leave blank unless the User Logon is intended to be temporary
4. On the Maintenance tab, one or more roles may be assigned to the user. For each row, select:
   • Company: Select All Companies or a specific company
   • Role: Select Default or a specific role. Default should only be selected if the user is meant to have also have a role with full access.
5. On the Preferences tab, you may accept the default settings, or make changes as desired
6. Click Accept

Additional information

Sage 100 User Logons are stored in a system user file by assigned (internal) User Keys: a ten-digit number (e.g. "0000000003"). When records are posted or activity is logged, what's stored is the User Key.

If you delete a User Logon from User Maintenance, the User Key record for the user is removed from the system user file. Then, depending on the reports or lookups, the User Key - or at least the First Name and Last Name - would no longer be available.

It is possible to restore a deleted User Logon by entering it again in User Maintenance. The (internal) User Key record is also restored. However, it may be more preferable to mark a Sage 100 Logon as inactive by setting an Expires date or selecting User Account Locked for the user in User Maintenance.