Case Study: Users and General Authorizations

SAP Business One 10.0, version for SAP HANA

PUBLIC
CASE STUDY: USERS AND GENERAL AUTHORIZATIONS PUBLIC

INTRODUCTION

In this case study, you will perform the following tasks:

1. Create an account for a new user
2. Assign a license and authorizations to the new user
3. Manually refine the user’s authorizations
4. Define services and user defaults for the new user account
5. Designate the new user as a sales employee

PREREQUISITE:

• Use the demo database for SAP Business One 10.0, version for SAP HANA or SAP Business One 10.0
• Credentials: User code: manager

You will also create a new user account (Sam) and will login as this second user to validate the
authorizations and user defaults. Therefore you should keep both user sessions open.

GUIDELINES:

The screenshots provided here are for your reference only, and may differ from the actual screenshots in
your system.

Tip: You can use the Look Up Menus function in SAP HANA to find the relevant paths to the functions
mentioned.

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CASE STUDY: USERS AND GENERAL AUTHORIZATIONS PUBLIC

TASK 1
A new user Sam Yong has joined the company. Sam will work in the logistics department. As the
administrator, you need to give the user access to the SAP Business One system.

Create an account for the user.

TASK 2
Sam will be responsible for carrying out functions under the Sales – A/R menu so needs a license and
general authorizations to these menus.

Assign a license to Sam.

Create a new authorization user group called Logistics and assign Sam to this group. Then copy the
authorizations from the predefined Sales authorization group to the new group.

View Sam’s authorizations in the Authorizations window:

What is shown in the effective authorization column for a user? Select the correct answer below:

A. The effective authorization column shows only authorizations assigned to a user through an
authorization group
B. The effective authorization column shows the sum of all authorizations assigned to a user manually
and from an authorization group
C. The effective authorization column shows only the authorizations that were manually assigned to a
user

TASK 3
Sam also needs to create Purchase Requests.

Manually adjust Sam’s authorizations to provide Full Authorization to Purchase Request documents.

System check:

Open a new SAP Business One session and log in as the new user Sam. Leave the old password blank.
You will be prompted to enter a new password:

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CASE STUDY: USERS AND GENERAL AUTHORIZATIONS PUBLIC

Create a Purchase Request document.

TASK 4
IMPORTANT: Switch to the session for the user manager.

Sam wants to receive an alert for activities scheduled for the day.

Set up this service in Sam’s user account.

Sam also needs to automatically create a PDF copy of all sales quotations and sales orders when they are
added to the system.

Create a set of user defaults so that a PDF is automatically created when Sam adds sales quotations
and sales orders.
Assign the user defaults to Sam’s user account.

Note: The PDF will be saved in the Attachments folder. If this folder has not been mapped in your system,
you should map it now in the General Settings Path tab. Select an accessible folder on your computer or
server.

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CASE STUDY: USERS AND GENERAL AUTHORIZATIONS PUBLIC

System Check:

IMPORTANT: Switch to the SAP Business One session for the user Sam.

Create a Sales Order.

Why is a different user assigned as the Sales Employee in the order?

Open the saved PDF file.

Note: If the system does not prompt you to save the order as a PDF, investigate why this could have
happened.

TASK 5
Designate Sam as a sales employee.

IMPORTANT: Switch to the session for the user manager.

Designate the user Sam as a sales employee by entering the full name in the list of sales employees/buyers.

System Check:

IMPORTANT: Switch to the SAP Business One session for the user Sam.

Create a new business partner master data record for a customer. Select Sam as the Sales Employee.

Create a Sales Order for this new customer.

Notice this time that Sam is assigned as the sales employee in the sales order.

IMPORTANT:
If you assigned a license to the new user Sam, remember to remove the license assignment after you
finish the task!

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