Setting up Job Cost Security

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:

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

Step 2: Select Functions to Password Protect

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

2. Enter the system password and select OK. 

   

   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. Select the functions that require password-protection.
5. Select OK to close the window.

Description of Password Functions

The following lists each item by functional area and provides explanations of what happens when the item is marked as requiring a password. Functions that cannot be changed are marked as "permanent" in the descriptions.

Job Status

• Revise Estimate Cost
  Allows estimate cost revisions in the Job Status window.
• Revise Forecast Cost
  Allows forecasted cost revisions in the Job Status window.

Job Maintenance

• View Job Maintenance
  Allows opening of the Job Maintenance window.
• Edit Job Cost Code Profit Type & Amt
  Allows changes to the profit type and amount in the Job Cost Codes Setup window. (permanent)
• Edit Original Contract
  Allows changes to the original contract amount in the Job Maintenance window.
• Change Contract Type
  Allows changes to the contract type in the Job Maintenance window. (permanent)
• Add Job Cost Codes
  Allows saving new cost codes to a job.

Billing

• Create Job Invoice
  Allows entry of billing amounts in the Job Invoice Entry window.
• Override Billing Amount
  Allows billing in excess of the contract amount. (permanent)

Change Orders

• View Change Orders
  Allows change order additions in the Job Status window.
• Edit Change Order Profit Type & Amt
  Allows changes to the change order profit type and amount in the Change Order Cost Codes Setup window. (permanent)
• Edit Change Order Amt
  Allows changes to the change order amount in the Change Order Cost Codes Setup window. (permanent)
• Post Change Orders
  Allows posting change orders in the Job Status window.
• Revise Change Order Estimate Cost
  Allows changes to posted change order estimates.

Miscellaneous

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

Step 4: Set up a 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. Select Microsoft Dynamics GP > Tools > Setup > Job Cost > Security Setup > Password Profile.
2. Enter the system password and select OK.
3. Enter an existing Security Level.
4. Select 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 select 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. 

     

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

   • Employee ID
     Select the employee you are creating the ID for. 

     

     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 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.
4. Select Save.

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.