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Job Cost uses the Microsoft Dynamics GP security functions for window- and report-level access. In addition to Microsoft Dynamics GP security, Job Cost provides password protection for certain functions based on a security level that is granted to each user. The purpose of Job Cost security is the ability to change passwords for specific functions based on security level.

Setting up security in Job Cost involves the following:

Table of Contents

Step 1: Enter a system password

You can either accept the default password or enter a new password to access Job Cost security functions.

  1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Security Setup > System Password.
  2. Enter the default system password of "access" and choose OK.
  3. Enter a new system password.
  4. Choose Save.

Step 2: Choose functions to password protect

  1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Security Setup >Password Setup.

  2. Enter the system password and choose OK. 

    Note

    Some functions are marked by default and cannot be changed.


  3. Use the drop-down list in the Password Setup window to view only those items in a specific functional area, such as Job Status or Job Maintenance.
  4. Choose the functions that require password-protection.
  5. Choose OK to close the window.

...

  • Print Reports: Allows access to Job Cost Reports menu.
  • Access Utilities: Allows opening Job Cost utilities.
  • Job Cost Routines: Allows access to Job Cost routines.
  • Access Setup Options Menu: Allows access to Job Cost Setup menu.

Step 3: Create security levels

You can set up different security levels to assign to individuals. For example, an "administrative clerk" level might have access only to data entry windows or functions, but a "supervisor" level might have access to every window and function.

  1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Security Setup > Security Levels.
  2. Enter the system password and choose OK.
  3. Enter a Security Level and Description.
  4. Choose Save.

Step 4: Set up password profile

For each security level, you can define a password profile for individual functions. You can accept the default password for all functions, enter individual passwords for the functions, or enter a password for an individual functional area.

  1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Security Setup > Password Profile.
  2. Enter the system password and choose OK.
  3. Enter an existing Security Level.
  4. Choose a functional area from the Password Function Group drop-down list.
  5. You can change all the passwords for an entire functional area or for individual functions.
    • For functional area: Enter the new password in the Default Password field and choose Apply All. All the passwords for that group change in the Password column.

    • For individual functions: Enter the new password in the Password column for an individual function. 

      Note

      All passwords must be UPPERCASE.


  6. Close the Password Profile Setup window for the changes to take effect.

Step 5: Create a user profile

The User Profile Setup window is used to assign each user ID to a security level. You can set up a one-to-one relationship between the Microsoft Dynamics GP user ID and the Job Cost employee ID.
Depending on the restriction chosen, the user can view payroll information for all employees, only those for which the employee is assigned as project manager, or for no employees.

  1. Choose Microsoft Dynamics GP > Tools > Setup > Job Cost > Security Setup >User Profile.
  2. Enter the system password and choose OK.
  3. Complete the following fields, as necessary.
  4. User ID: Choose Add Users and choose from the list of Microsoft Dynamics GP user IDs assigned to your company.
    • Security Level: Assign a security level to this user.

    • Employee ID: Choose the employee you are creating the ID for. 

      Note

      If you are using the Project Manager's Advisor (PMA) feature, we recommend that you enter an employee ID for security purposes.


    • Division: If you have the Project Manager's Advisor feature registered, you can enter a division. The View Divisions field becomes enabled after choosing a division.

    • Open Payroll Entry Zoom, View Job Status, View Job History, View

    5. Divisions  Note

    • Divisions: You must have the Project Manager's Advisor feature registered to enable the View Job Status, View Job History, and View Divisions fields.

      • All: The user can view job details for all employees.
      • Assigned Jobs: The user can only view job details of jobs that the user is assigned to as project manager. If the Project Level feature is registered, the project managers will be limited to viewing their own projects.
      • None: The user cannot view job details
        .
  6. Choose Save.
Note
Users who have a user profile set up in Service Management should have access to the following alternate Microsoft Dynamics GP windows: Customer Address Maintenance, Customer Class Setup, and Customer Maintenance. Users who only have a user profile set up in Job Cost should not have access to these alternate windows.

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