Sage 50 keeps two years open at all times. Once you close a year using the Year End Wizard, you can no longer make changes to that year. But what about closed months in an open year? A user with unrestricted rights can still add, delete, or make changes to entries that are in a closed month within an open year. But with the right user settings you can make sure that previous months don’t get accidentally changed.
To make changes to user’s security settings you must (1) be logged into the company as an administrator and (2) be the only user logged into that company. Once you’re properly logged in, go to the Maintain menu and choose Users, then Set Up Security.
If you’re using Sage 50 Premium, select the user name from the list and click the Edit User’s Rights button. In the window that opens choose Selected Access and click Next. Click on the Company tab on the left side of the next window. Scroll down the list on the right until you reach the Tasks section. Now change the access level for Transactions In Prior Periods to View Only. Click the Save button to save your changes and return to the user list. Repeat the process for each user that you want to restrict from changing prior months.
If you’re using Sage 50 Quantum the process is slightly different because it makes use of security roles. Find the user name in the first column, then look in the 2nd column to find what role they have been assigned. Now click on the Roles List tab, find that role and select it, then click the View/Edit Role button. Click on the Company tab on the left side of the next window. Scroll down the list on the right until you reach the Tasks section. Now change the access level for Transactions In Prior Periods to View Only. Click the Save button to save your changes and return to the roles list. Repeat the process for each role that you want to restrict from changing prior months. All users with a particular role have the same rights. So if you want some users to have rights to change prior periods but not others, you’ll need to make sure they have been assigned different roles.
When you set a user’s “transactions in prior periods” right to “view only”, that user will no longer be able to reprint prior period invoices or other forms from the related transaction entry screen. To learn how to print prior period transactions see last month’s tip.
