For example, you can synchronize a Business Portal role with a SharePoint group, or you can synchronize a Microsoft Dynamics GP role with a web services role. The Security Synchronization Utility is a Microsoft Management Console snap-in that allows you to synchronize security permissions between applications. By default, the following applications can be synchronized:. You can synchronize from any supported application to any other supported application.
For example, you can synchronize members of a Business Portal role with members of a SharePoint group, or vice versa. Refer to the Microsoft Dynamics. Microsoft Dynamics GP uses passwords to control access to a company and selected parts of the accounting system. Passwords can contain uppercase and lowercase letters, numeric characters, spaces, and special characters. User passwords are initially set up in the User Setup window.
Users can change their own passwords using the User Password Setup window. System passwords The system password controls access to systemwide setup information, such as setting up new user records, assigning user security, or printing reports that contain that information. The system password is set up using the System Password Setup window. Only a few people should know the system password.
Task passwords Most Microsoft Dynamics GP modules have specific tasks that can be set up to require a password; each task can have a different password. Only main windows are listed if you select Windows. A main window is one you can open from a menu; it's also referred to as a parent window or a primary window. Many windows that you open by clicking a button in a parent window are child windows.
To deny access to a child window, deny access to the corresponding parent window. When you installed Microsoft Dynamics GP, you were asked to enter a system password. You can change the system password using the System Password Setup window. Open the System Password Setup window. Granting company rights to individual users allows you to control which users have access to the companies you've created. Be sure to set company access using the steps in this procedure each time you do either of the following things:.
Create a new user record If you don't set access, the user won't be able to access any companies in Microsoft Dynamics GP.
Create a new company If you don't set access, no users will be able to access the company. If you marked the Copy Access from Company option in Microsoft Dynamics GP Utilities when you created a new company, you've already specified the users who will have access to this company. Complete this procedure within the User Access Setup window only to modify the settings you copied. After you've set access, each company that a user has access to will appear in the Company Login window for that user.
Open the User Access Setup window. All the companies you've set up are shown in the Company Name list. If the user has a status of Lesson User, only the lesson company will appear in the list. If you do not have the necessary privileges, you cannot grant or remove access from a user that has a SQL Server login. When you've marked all the companies this user will access, repeat steps 2 and 3 to set access for other users, if necessary. You also can print this report using the User Report Options window.
Security tasks contain the windows, reports, and other resources that users need to access to complete tasks in Microsoft Dynamics GP. Refer to Items you can set security for 33 for a list of the types of objects that can make up a task. To save time, you can copy all security settings from an existing task into the task that you are about to create. Choose Copy to do this, otherwise, skip to step 6. The Copy Security Task window is displayed. Enter an existing security task ID to copy settings from.
Choose OK. The Copy Security Task window closes and the Security Task Setup window now contains the security settings of the task that you copied. Select a product from the Product list. In the Type list, select the type of item you want to limit access to. See Items you can set security for on page 33 for information about the types shown in the list.
Using the Series list, specify the series you want to set access to. For example, to grant access to a window, report or other resource in General Ledger, select Financial from the Series drop-down list. You can choose the Unmark All button to unmark all items that appear in the list, or Mark All to mark all items in the list.
You can mark the Display Selected Items option if you want the list to show only the items that you have granted access to.
Use the Security Role Setup window to create new security roles. Security roles can contain multiple security tasks and can be assigned to users to provide them with security access to groups of tasks in Microsoft Dynamics GP. Open the Security Role Setup window. To save time, you can copy all security tasks from an existing role into the role that you are about to create. The Copy Security Role window is displayed. Enter an existing security role ID to copy security tasks from.
The Copy Security Role window closes and the Security Role Setup window now contains the security tasks of the role that you copied. You can choose the Unmark All button to unmark all tasks that appear in the list, or Mark All to mark all tasks in the list. You can mark the Display Selected Roles option if you want the list to show only the items that you have granted access to.
Use this procedure to set up individual security settings for each user, in each company. Complete this procedure each time you create a new company or a new user record. If you marked the Copy Access from Company option in Microsoft Dynamics GP Utilities when you created a new company, you've already set up user security for this company. Complete this procedure using the User Security Setup window only to modify the settings you copied.
Security is defined for each user on a company-by-company basis; be sure to set security for each company accessed by the user. Security tasks and security roles already must be set up before you can set up individual user security.
Refer to Creating security tasks 6 and Creating security roles for more information. Open the User Security Setup window. In the User field, select the user ID of the person for whom you're setting security. Once you've selected a user ID, all the companies the user has access to are shown in the Company list. In the Company list, select a company.
The security you set for a company will apply to the user only when he or she accesses that company. Once you've selected a Company, all the security roles are listed.
You can mark the Display Selected Roles option to list only the roles for which access has been granted. By default, users have access to all Advanced Financial Analysis reports. However, users can only view an Advanced Financial Analysis report if they also are granted access to the Advanced Financial Analysis windows that are associated with that report. You also can print this report using the Security Report Options window.
Choose Copy to open the Copy User Security window if you want the user to have the same security access in other companies that the user has access to, otherwise skip to step In the Copy User Security window, a list of companies that the selected user has access to is displayed. Mark the companies that you want to copy this user's security settings to.
To begin using individual security, you be sure that the Security option in the Company Setup window is marked. User security doesn't function unless you activate it in that window.
User security doesn't affect passwords you've set up to allow access to Microsoft Dynamics GP, or to grant permission to perform certain accounting tasks such as overriding a price. Enter the system password and choose OK. A message will appear, indicating that user security is active. If you want to temporarily turn off your security system at some other time, you can open this window again and unmark the Security option, allowing all users unlimited access to the company.
After you install an integrating product, you must give users security access to that integrating product before it can be used.
You may have to modify existing security tasks and roles or create new security tasks and roles before you can modify a user's security settings. However, depending on the integrating product, there already may be default security tasks and roles that you can use when you modify a user's security settings in the User Security Setup window. Alternate forms and reports are forms and reports that have been incorporated into integrating products that you've installed. Modified forms and reports are existing Microsoft Dynamics GP forms and reports that have been modified using Report.
These IDs are then assigned to individual users. For more information, refer to Setting up individual user security. When your company purchases integrating products, you can modify security settings to include all alternate forms and reports for the product at once.
If you discontinue using a product that contains alternate or modified forms and reports, or are changing your security structure, you can change all settings to the original defaults. Select the series you want to set access for. This will narrow down the list of windows or reports in the list if you're setting access to specific windows or reports.
Select the integrating product in the Select list. The alternate forms or reports will appear in the list, with the Microsoft Dynamics GP option selected by default. Click Change All.
The access will be changed to the integrating product for all forms or reports. Select the series you want to restore original settings for, or select All to reset the original settings for all of your system. Choose Change All. The access will be changed to the settings from the time of your original Microsoft Dynamics GP installation.
Mark Display Selected. Changes can't be made when this box is marked. Open the Remove Security Setup Records window. Select Security Tasks to delete a group of security task IDs. You cannot delete a security task that is currently assigned to a security role. Select Security Roles to delete a group of security role IDs.
You cannot delete a security role if it is currently assigned to a user. Users should be added as members to the SQL Server roles that correspond to the reports or data connections that they need access to. There should also be links to procedures for setting security on the shared folders on the network or SharePoint, depending on how the sysadmin wants to deploy the excel reports.
Create new local groups on the server where the data connections and Microsoft Excel reports are deployed. For more information, refer to Chapter 40, "Excel report deployment," and your Windows Server documentation.
Assign each local group to the default SQL Server fixed database role that corresponds to the report that group will need access to. Dynamics GP data that is displayed in a report. Services, how to deploy predefined reports that are included in Microsoft Dynamics GP to a server, and how to set up security for reports. Assign each local group to the default SQL Server fixed database role that corresponds to the report that group needs access to. Add domain users or domain groups to the local groups that you set up in step 1.
For more information, refer to your Windows Server documentation. Many of the processes in Microsoft Dynamics GP, such as posting or printing, require that the user performing the process be able to access multiple windows and reports.
If you deny a user access to an item that's part of a process, the user won't be able to complete that process. A message may appear stating that the user isn't privileged to open the resource. However, Microsoft Dynamics GP may not always display a message indicating the problem; the process may simply not be completed. If a user encounters problems completing a process, verify that the roles that are assigned to the user in the User Security Setup window contain the tasks that the user needs to complete the process.
The problem may be caused by the user not having access to all the items used in the process. Field level security restricts access to any field, window, or form in Microsoft Dynamics GP. Use the Field Security Maintenance window to assign field level security IDs, which are necessary to define user passwords, and to lock, hide, or make windows, forms, and fields unavailable.
Open the Field Level Security window. You also can double-click an existing field security ID in the Field Security window to open the Field Level Security Maintenance and continue through this procedure. Select an object from the Resource Explorer window to apply security to. For more information refer to Resource Explorer. Apply or modify the security mode for the field, form, or window you have selected.
For more information refer to Security modes. If you selected a security mode that requires a password, enter or select a password ID in the Password ID field. You can now use the Field Level Security window to apply this field security ID to users and user classes. To create a new field security ID that will be similar to an existing field security ID, you can copy the existing field security ID as your new field security ID and then modify it.
Double-click on a field security ID in the field security object tree to open the Field Security Maintenance window. You can select the following security modes from the Field Level Security Maintenance window to give security to fields, forms, or windows.
Password After You must enter a password after modifying a field for the changes to be saved. Warning Before A warning will be displayed and access to that field will be denied.
Password Window You must to enter a password before access to the window is permitted. Disable Window Enter the system administrator's password to have access to the window.
Password Form Users or classes must enter the correct password before access to the form is permitted. Disable Form You must enter the system administrator's password to modify the form.
The objects tree is located in the left pane of the Resource Explorer window. Choose the plus sign next to an object to open it in the objects tree. Select an object in the right pane and choose OK to enter it into the Field Security Maintenance window. Use the Password Maintenance window to create and modify passwords that you assign to a field, form, or window.
You also can open the Password Maintenance window by opening the lookup window for the password field. You can either select a current password, or you can choose New to clear the fields. You can continue to create new passwords, modify existing passwords, or return to the Field Security Maintenance window. With shortcut navigation, you can organize shortcuts to the windows, macros, applications, and web sites you frequently use while working in Microsoft Dynamics GP.
The system administrator's or Microsoft Dynamics GP system administrator's shortcuts include a User Classes folder by default. For each user class in the Microsoft Dynamics GP system, a corresponding folder is located inside the User Classes folder. When you create a new user class, the corresponding user class shortcut folder is created automatically.
The shortcut folder is named the same as the description for the user class. To change the name of the user class folder, change the description of the user class in the User Class Setup window. When you assign a user to a user class, the corresponding user class folder appears in the list of shortcuts in the navigation pane for that user. User Classes folders can't be renamed or repositioned by non-administrative users. You can organize shortcuts to user-specific tasks by grouping them into user class folders in the list of shortcuts in the navigation pane.
Users can't delete or modify a user class folder that appears in their list of shortcuts. Open the User Class Setup window. Enter a description for the user class. This description will be the name of the user class folder in the list of shortcuts. By default, the new user class will have access to all resources in the system.
Deny access to selected portions of the system, if desired. In the User Classes folder, locate the folder for the user class you just created. Add shortcuts to the folder by dragging an existing shortcut from your list of shortcuts into the user class folder. As soon as you add a shortcut to a user class folder, users assigned to that user class can see the shortcut by closing and reopening their user class folder.
In the User Classes folder in the list of shortcuts, locate the folder for the user class you want to add shortcuts to. Drag an existing shortcut from your list of shortcuts into the user class folder. Activity tracking allows you to keep track of the activity in your Microsoft Dynamics GP system. You can track activities for each user, for each company, or both. For day-to-day activity monitoring, use the activity tracking procedures in the System Administrator's Guide.
The following types of activities can be tracked in Microsoft Dynamics GP. The selected activities will be tracked for all users and the companies selected in the Activity Tracking Setup window. Using the combination of tracking Successful Logins and Successful Logouts allows you to see the length of time that a user was logged into a company.
Using the Activity Tracking Setup window, you'll mark the activities you want Microsoft Dynamics GP to track for each user in each company they access.
The table used to store activity information can become large in a short time if you choose to track all activity. To keep the activity table size to a minimum, track only the activities you really need to track and periodically remove the information you no longer need.
Tracking successful window access and tracking any of the table activities will cause the activity tracking table to grow rapidly. For information. Open the Activity Tracking Setup window. In the Activity list, mark the box in the Track column next to each specific activity you want to track. To track all activities listed for an activity type, choose Mark All. To stop tracking any of the activities that may have been marked for an activity type, choose Unmark All.
In the Company Name list, mark the box in the Activate column next to the companies for which you want to track this user's activities.
Review the activity tracking information you've entered using the Activity Tracking Setup Report. Use the Remove Activity Tracking Detail window to remove records from the Activity Tracking Table, print a report that shows the information in the table, or both.
All activities you track are recorded in the Activity Tracking Table. The size of the table can increase very quickly, even if you track only a few activities, so you'll need to remove data from the table periodically. Open the Remove Activity Tracking Detail window. Using one or more of the following techniques, mark the activities you want to remove or print a report for. To remove or print all activity detail listed for an activity type, choose Mark All. Choose Unmark All if you don't want to remove or print all activity detail.
Choose Process to remove the activity detail. Use this information to customize each of your companies, including company addresses, the payment terms your business uses, the way posting reports are printed, and the format of your accounts. The information is organized in the order in which you should complete it. Company setup entries you make apply only to the company you're using when you enter the information. If, for instance, you've created records for three companies and are ready to specify information about each, you must be sure that you're applying that information to the correct company.
For additional information about setting up Microsoft Dynamics GP, detailed reference information is provided in help. Press F1 to view detailed reference information about the window that's currently displayed. Chapter 10, "Companies," explains how to specify where a new company's data will be stored and how to use default information for this company. Chapter 11, "Accounts," contains information about setting up an account format and chart of accounts for each company.
Chapter 12, "Fiscal periods," explains how to verify the default fiscal periods and make changes if necessary, and how to create fiscal periods. Chapter 13, "Posting setup," describes posting procedures and the terminology needed to understand posting. Chapter 14, "Shipping methods and payment terms," explains how to set up additional shipping methods and payment terms, and how to make changes to existing ones.
Chapter 15, "Financial information," describes how to set up currencies, bank records, and checkbooks for each company. Chapter 16, "E-mail setup for documents," describes how to set up e-mail functionality for each company. Chapter 17, "Document attachment setup," describes how to set up document attachment functionality for each company.
Chapter 18, "Intrastat setup," explains how to set up your system to track statistics for Intrastat, the method for collecting statistics on the trade of goods between European Union EU countries. This information explains how to specify where a new company's data will be stored and how to use default information for this company. In Microsoft Dynamics GP, you can set up an unlimited number of companies.
Each company tracks information for a particular organization such as a corporation or a partnership. In general, information from one company is not shared with other companies. All information for a company in Microsoft Dynamics GP is typically stored within a single folder on your computer or network, or in a single database. The process for creating your first company varies, depending on whether you installed the sample company, Fabrikam, Inc.
If you installed the sample company, that company is considered the "first company. Once you've created your first company, see Creating an additional company in Microsoft Dynamics GP to create more companies. This option is available if you have marked the Enable Remember User field in the System Preferences window.
Mark the Remember this company option to automatically log in to the company the next time you start Microsoft Dynamics GP. You should mark this option for the company you work with the most often. If you're using Microsoft Dynamics GP to track information for multiple companies, you can copy user access information to additional companies you create.
Be sure to completely set up your first company and assign user access before creating subsequent companies. You can copy two types of setup information from any other company including the sample company to the new company you're setting up:.
The users who will have access to this company, which you also can set up in the User Access Setup window. The individual items each user has access to within the company, which you can set up in the User Security Setup window. We recommend installing the default chart of accounts, shipping methods, and payment terms, unless you plan to import that information from your previous accounting system.
Using the default entries will streamline the setup process. You'll be able to make modifications to the default entries. You'll use the Create Company window to create additional companies. How you create additional companies will vary based on the type of database you're using.
You must be logged in as sa or as a system administrator to perform database and system functions within Microsoft Dynamics GP Utilities. Choose Next until the Additional Tasks window opens. In the Create Company window, enter a company ID and name. Once you save this company, this name can be changed in the Company Setup window, if necessary. Mark to install shipping methods and payment terms optional. If you don't mark this option, you can set up shipping methods and payment terms by following the procedures in Chapter 14, "Shipping methods and payment terms.
To load a default chart of accounts, mark the Load Default Data option, then select a business type and an industry type optional. To copy user access information from another company, mark the Copy Access From Company option and select a company to copy from optional. Copying user access includes all users and security for those users. Access information for lesson users, inactive users, and web client users will not be copied. In the Database Setup window, select a default location for new files that will be created and choose Next.
You'll use the User Access Setup window to assign access to the company or companies you just created to specific users.
To verify the company you're accessing, check the Microsoft Dynamics GP application window status bar; the current company is displayed there.
Once you've created a company, you'll need to enter additional information for it. Use the Company Setup window to enter addresses for the selected company. The main address entered in this procedure will appear on all documents, such as invoices and checks.
However, if your business has several locations or different departments and contacts, you can set up multiple addresses, which you can print on those documents instead. Skip the tax, user-defined and security fields for now; you'll return to this window after you've set up additional options for your company and you can finish entering the other information then.
The tax information you need to enter for your company differs depending on what countries or regions you do business in.
In addition, you'll need to set up tax details and tax schedules before assigning them to your company using the Company Setup window. To enter addresses for additional locations, departments or contacts, choose the Address button to display the Company Addresses Setup window. Repeat steps 5 through 7 for additional addresses. When you've finished entering addresses, close the window. The Company Settings List is printed, showing information that was entered using the Company Setup window.
To print a Company Addresses Report showing information for all the addresses you've set up for this company, use the Company Setup Report Options window. Use the Company Setup Options window to enter additional company setup options such as separating payment distributions, tracking Intrastat Statistics, and merging trade discount distributions.
Open the Company Setup Options window. Mark the options you want to include. See Part 4, Tax setup , for information about tax setup options. Schedule Specify whether or not you want to use the shipping method when selecting the default tax schedule on a transaction. Microsoft Dynamics GP calculates taxes at the point of exchange, using the shipping method assigned to a transaction to determine the point of exchange.
The shipping method will determine which tax schedule appears as a default schedule for the transaction. If you decided not to use the shipping method to determine the default tax schedule, the tax schedule assigned to the vendor's purchase address or the customer's ship to address will be the default tax schedule.
Calculate Terms Discount Before Taxes Mark this option to apply taxes only to the discounted amount, regardless of when the payment is actually made. Enable Intrastat Tracking Mark this option if your company is required to enter Intrastat Statistics. The Intrastat Trade Report is used to report this information.
When this option is marked, setup windows for Intrastat codes and Intrastat entry windows become available. Separate Payment Distributions Mark this option to separate document and payment distributions entered on the same transaction as if the document and payment were entered as separate transactions. You will be able to enter multiple distributions with the same distribution type and account. If you don't mark the option, the distributions that are of the same type with the same account number will be combined.
Merge Trade Discount and Markdown Distributions in Sales Mark this option to merge the trade discount and markdown distributions with the sales distributions. If you don't mark this option, the trade discounts and markdown distributions will be separated from the sales distribution. Merge Trade Discount Distributions in Purchasing Mark this option to merge the trade discount distributions with the purchase distributions.
If you didn't mark this option, the trade discounts and markdown distributions will be separated from the sales distribution. Calculate Tax Rebates Mark this option to allow correcting tax amounts for a transaction with a terms discount. Enable Posting Numbers in General Ledger Mark this option to assign each transaction a unique sequence number during posting, in addition to the journal entry number.
Use this option if you want solid numbering of transactions, without gaps. Solid numbering is a legal requirement in some countries, for auditing purposes. Enable GST for Australia Mark this option to set up information used to generate Goods and Services Tax GST calculations, designate default creditor IDs, enter tax schedules for items, and specify printing options for tax invoices and adjustment notes.
Enable Tax Date Mark to enter a tax date as you enter documents during transaction entry. If you mark this option, a tax date field will be available in the date entry windows and their inquiry windows for Sales Order Processing, Receivables Management, Invoicing, Payables Management and Purchase Order Processing. Reverse charge tax information also will be printed on tax reports. For example, a taxable reimbursement to an employee could be entered in General Ledger, rather than in Payables Management.
Allow Summary-Level Tax Edits Mark this option to allow edits to tax information in the tax summary window. Summary tax edits won't change the taxes calculated at the detail level. If this option isn't marked, you will have to edit tax information using the tax detail entry windows. Require Tax Detail Totals to Match the Pre-Tax Amount Mark to require the pre-tax amount to be fully distributed among the tax details of the transaction.
When tax details are required to match the pre-tax amount, you'll have to assign tax schedules so taxes are calculated or enter a tax detail during transaction entry so the goods value matches pre-tax amount. When this option is marked, you are required to enter a zero percent tax detail in the Tax Detail for System Processes field for receivables and payables documents that are automatically generated within the system.
The pre-tax amount is the sale or purchase amount less any trade discount plus freight and miscellaneous charges. If the module you're working with is set up to calculate terms discounts before taxes, the discount available amount is deducted from the pre-tax amount.
Specify Tax Details for Automatic Tax Calculation Specify whether or not you want specific tax details to calculate tax. When this option is marked, you can select which tax details assigned to a tax schedule in the Tax Schedule Maintenance window should calculate tax. You can select as many details as you want to calculate tax for the schedule in the Tax Schedule Maintenance window. The vendor's or customer's tax registration number will be printed on documents.
Enable DDR and European Electronic Funds Transfer Mark this option to enter electronic funds transfers for manual payments and computer checks in Payables Management, and to set up electronic funds transfer information for your checkbooks, vendors and customers.
For more information, refer to the "EFT checkbook setup" chapter in the Electronic Banking documentation. The following table lists the Dynamics for Customer Engagement installation files to use and their location once the download package is extracted. Install or upgrade Dynamics Server. Install Dynamics for Outlook. Skip to main content. This browser is no longer supported. Download Microsoft Edge More info. Contents Exit focus mode. Please rate your experience Yes No.
Any additional feedback? Install Microsoft Dynamics Server Verify that you have completed the necessary planning and that you have the required hardware and software components installed and running. Skip to main content. This browser is no longer supported. Download Microsoft Edge More info. Contents Exit focus mode. Please rate your experience Yes No.
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