Microsoft Dynamics NAV allows you to put time limits on user IDs. If you are using Windows authentication, you can also put a time limit on passwords within a Windows Server 2003 network. If you have the required permissions, you can always delete a user’s ID from the system or cancel all their permissions. Alternatively, you can specify a limited time period during which a particular user ID is allowed to post in the program.
After you have created a user ID, you can specify that the user with that ID can post only during certain time periods (for example, June 1 – June 15) and that the program must keep track of the amount of time the user has been working in each company.
This can be used, for example, by accountants who post for others, to document the amount of time spent working on the accounts of the various companies. The User Setup and User Time Register windows are used for putting time limits on user IDs.
They are both found under General Ledger, Setup, Users.
User Setup
In the User Setup window, you define when each user will be allowed to post and whether the program will record the amount of time that they were logged on. You can also assign responsibility centers and warehouse locations to the user.
Click General Ledger, Setup, Users, User Setup and the User Setup window appears:
Fill in the fields in the User Setup window according to these guidelines:
Field Comments
User ID Enter the user ID for which you want to set up conditions. The user must have been set up already. If you cannot remember the user ID, click the AssistButton to the right of the field to see a list of the user IDs that have been set up in the current database.
Allow Posting From Enter the date on which the user will be allowed to start posting.
Allow Posting To Enter the last date on which the user will be allowed to post.
Register Time If you want to register the amount of time a user works on the company, enter a check mark by clicking the field or pressing the spacebar.
For more information about responsibility centers, see the online Help.
Note
Other fields for posting periods are found under General Ledger, Setup, General Ledger Setup, but those periods refer to the entire company and thus apply to all users.
Anything that you enter for a particular user under User Setup will take precedence over the general choices you made under General Ledger, Setup, General Ledger Setup, for that user.
User Time Register
If the Register Time field in the User Setup window contains a check mark, the User Time Registers window will contain information about when and how long individual users have been logged on to the company.
Sales Responsibility Center Filter
Enter the code for the responsibility center to which you want to assign the user. Click the AssistButton to the right of the field to see the responsibility centers that have been created.
This responsibility center will be the default responsibility center when the user creates new sales documents. The user will only see sales orders that are created from their responsibility center.
If you leave this field blank, the default responsibility center in Customer or Company Information (in order of priority) will be used.
Purchase
Responsibility Center Filter
Enter the code for the responsibility center to which you want to assign the user. Click the AssistButton to the right of the field to see the responsibility centers that have been created.
This responsibility center will be the default responsibility center when the user creates new purchase documents. The user will only see purchase orders that are created from their responsibility center.
If you leave this field blank, the default responsibility center in Customer or Company Information (in order of priority) will be used.
Service Responsibility Center Filter
Enter the code for the responsibility center to which you want to assign the user. Click the AssistButton to the right of the field to see the responsibility centers that have been created.
This responsibility center will be the default responsibility center when the user creates new service documents. The user will only see service orders that are created from their responsibility center.
If you leave this field blank, the default responsibility center in Customer or Company Information (in order of priority) will be used.
Field Comments
In the Navigation pane, click Administration, IT Administration, Users, Time Registers to open the User Time Registers window:
This window displays the time use registered for a number of users. The lines are generated automatically, but you can also enter information in them.
Time use is registered in whole minutes, rounded to the nearest minute. The program creates one line per user, per day. If the same user uses the company more than once on a day, the line displays the total time used on that day.
If a user finishes using the company after midnight, the time use will be registered to the date when work began – not the date it was completed.
User IDs on all entries All entries in Dynamics NAV contain a field displaying the user ID of the user who made the entry.
Identifying individual system setups
The current user ID always appears on the status bar at the bottom of the program window. If you save individual setup files for different users, it can be helpful to use the user ID as the setup ID. This is the only way that you will be able to see in the window which setup file has been used to start the program. For more information about setup IDs, see page 35.