Changing User Permissions in Sales Order Processing

When setting up new users, you may wish to apply Sales Order Processing User Permissions.

These step by step instructions will tell you how to adjust user permissions in Sales Order Processing. We’ve also provided brief descriptions of what each permission means.

If you would prefer to watch a tutorial, take a look at our YouTube video here.

Click to expand the images for easier viewing.

Navigate to:

Sales Order Processing > SOP Utilities > System Set Up > User Permissions

If the user you’re looking for isn’t in the list, press Add.

To edit the permissions of existing users, select the username and press Edit.

Ensure you have the correct username selected from the User name dropdown.

Tick the boxes next to the permissions you want to give to the user. (See a full list of each permission and what they mean at the bottom of this page.)

Use the dropdowns under User Default Warehouses to set up default warehouses for each order and invoice entry method for that user.

Once you are happy with the settings, press OK to apply and Close to save the changes.

Here is a description of what each setting does:

View profit values on invoices and orders – this enables Invoice Profit and Line Profit buttons when entering and amending sales orders, pro formas and quotes, as well as viewing invoices.

View discount calculations on invoice and order lines – this enables the View Discounts button on the order and order line to see which discounts are applied, including quantity, line and customer discounts, as well as adding a Discounts button to sales orders.

Override credit hold on invoices and orders – allows user to remove on hold status, which applies when the customer’s account balance is above its credit limit. The value of unposted sales orders and invoices are included when calculating this.

Override prices and discounts on invoice and order lines – allows the user to change the selling price or line discounts. Prices are taken from invoice and order item records, additional charge records and for stock items, this is taken from Price Book. If the default line discount is manually overridden, the discount entered is applied in preference to any stock item or product group discounts.

Override default stock fulfilment method on order lines – allows the user to change the fulfilment method set on the stock item when entering sales orders. This is where you choose how the stock is allocated to a sales order; ordered from the supplier and sent directly to the customer, or ordered from the supplier and sent to you.

Override default confirmation method on order lines – allows the user to change the confirmation method from the default when entering sales orders.

Override stock item unit cost price on invoice and order lines – allows the user to change the cost price of stock items, you can only do this for stock items that use the FIFO and Actual costing methods. Changing the cost price on an invoice or order only affects the estimated profit for that invoice or order. The cost price of the item at despatch (sales orders) or post (invoices) is used to calculate the realised profit. It doesn’t change the cost price on the stock item.

Generate purchase orders from sales orders – allows the user to create purchase orders for certain stock items when entering sales orders, this places a Generate PO button on the order. If this isn’t set, then these purchase orders must be created using the Generate Orders option in POP.

User default warehouses – this sets the default warehouse in the supply from box when the user enters orders and invoices, as well as the return to box when the user enters returns and credit notes. Use these settings if you want the warehouse to be automatically selected for that user, so they choose stock items from a particular warehouse first. Leave this blank if you don’t want to set a default, so the user must select a warehouse.

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NB: Be advised that the information/accuracy in this article may differ depending on which version of Sage 200 you use, as a result, some options and processes might look different. For all support queries please email [email protected].