Departmental Security
Enterprise & Corporate Edition Only
If the option Departmental Restrictions found under Security Options is set to any value above 0 (zero), certain security operating behaviours within CAPITAL change.
Unless a user has a high enough security access level, as specified by the restriction value, access to transaction data will be limited to the assigned department. This means that they will be unable to edit, add or delete transactions belonging to the department or departments they are not assigned to.
In the case of the Corporate Edition of CAPITAL Office, users in most cases will only be able to view the transactions related to their department. For other editions of CAPITAL, all transactions will be visible but addition and editing rights will be restricted if an attempt is made to open a transaction assigned to another department.
Reporting Restrictions
Reporting access is also limited if departmental restrictions are activated for a user. In most cases (with the exception of custom written reports using Visual Builder), users will only be able to view and print reports for transactions assigned to their department.
Account Assignment Restrictions
If a department code is assigned to a customer or supplier account, then users with departmental restrictions applicable to them, will not be able to create new transactions for those accounts. For example, if the customer account ABC is assigned to Department X and the user is restricted to working in Department Y, then he or she will be unable to raise invoices, quotes or sales orders for customer ABC. In a like manner, if supplier XYZ is assigned to Department X, the same user will be unable to raise purchase orders, stock receipts, stock returns or related transactions, for supplier XYZ.
However, the user will be able to access and change a transaction assigned to one of these customers or suppliers, if the department assigned to the transaction they wish to work on, has previously been assigned to their department.
Limitations of Departmental Restrictions
There are some exceptions to the above principle: accounts staff are still able to code expenses and other general ledger codes to differing departments, and operators entering cheques and general payment information, will be able to assign payments to transactions that may not relate to their assigned departments. Departmental restrictions do not apply to the Cash Management system either.
Department Installation Options
Several departmental options are ignored if departmental security restrictions are active. The Override Default Department option under Advanced Options - Departments, has no effect if a user's departmental access is restricted. As well, users will not be prompted to select a department, using the Prompt For Department option, if their department selection choice has been limited.
Restricting User Access to a Department
To restrict user access to a specific department, start CAPITAL Office and do the following:
1. From the main menu select Tables|Operators|Staff Profiles
2. Locate the user for which you wish to restrict department access, or create a profile for this user, if the profile doesn't already exist, by pressing the button.
3. If you are adding a user profile, enter a short code to represent the user in the Code field and press . (The code may be up to 9 characters wide.)
4. If you are adding a user profile, enter the user's name in the User Name field.
The
entry placed in the User Name field should match the user's name recorded
in the user's security
profile. (Upper and lowercase distinctions are ignored.)
5. Click on the tab button.
6. Enter the department code to restrict access to, in the Department field, or press F12.
7. Untick 
the Allow Change option if it is ticked.
8. Press the button to save your changes.
Only
users will level 9 access (administrators) may assign or change the department or location code of a user.
If a department code is specified, and Departmental
Restrictions are activated, then only level 9 users may then delete the user profile,
edit the department code assignment, or change the user's name.
Departmental restrictions do not apply to users with level 9 access (administrators). These users may always change a transaction's department or location code or access transaction information from other departments, regardless of their user profile restrictions.
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