Customer Visibility: To Restrict Visibility to a New Company

The following activity will walk you through the process of restricting the visibility of a customer to a particular company with a base currency that is different from the base currency of the other companies in the tenant.

Story

Suppose that the management of SweetLife Fruits & Jams has decided to implement multiple base currencies in MYOB Acumatica. The implementation consultant has already set up a company with the CAD base currency and added all the companies that use the USD base currency to one company group. The company using the CAD base currency—SweetLife Canada—should work only with the Canadian customers.

Acting as the implementation consultant, you need to limit the visibility of EASYDINER (a Canadian customer) to the SweetLife Canada company. You then need to verify that this customer can be selected in the documents for this company. To do this, you need to process a document and review the transaction posted to the general ledger. You will then update the settings of the rest of the customers by using an import scenario.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Enable/Disable Features (CS100000) form, the Multibranch Support, Multicompany Support, Customer and Vendor Visibility Restriction, Multicurrency Accounting, and Multiple Base Currencies features have been enabled.
  • On the Companies (CS101500) form, the MUFFINS and SWEETLIFE companies have been defined.
  • On the Branches (CS102000) form, the MHEAD branch of the MUFFINS company has been created, and the HEADOFFICE branch of the SWEETLIFE company has been created.
  • On the Users (SM201010) form, for the gibbs login, the Branch SLCanada role is selected on the Roles tab. For the johnson login, the Branch SLCanada role is not selected on the Roles tab.
  • On the Customers (AR303000) form, the EASYDINER and ABAKERY customers have been configured.
  • On the Import Scenarios (SM206025) form, the Import Customers with Restricted Visibility import scenario has been configured.

Process Overview

In this activity, you will restrict the visibility of a customer to the SweetLife Canada company on the Customers (AR303000) form. You will then sign in as a user who does not have access to the SweetLife Canada company and make sure that the customer is not visible for this user. You will sign in as a user with access to SweetLife Canada company, and on the Invoices and Memos (AR301000) form, you will process a document for the EASYDINER customer, selecting SweetLife Canada as the originating branch.

Finally, on the Import by Scenario (SM206036) form, you will run a preconfigured import scenario to update the Restrict Visibility To setting for regular customers.

System Preparation

Before you begin performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website with the U100 dataset preloaded, and sign in as a system administrator Kimberly Gibbs by using the gibbs username and the 123 password.
  2. In the company to which you are signed in, be sure that you have configured the SweetLife Canada company, as described in Multiple Base Currencies: Implementation Activity, which is a prerequisite activity.
  3. On the Company Groups (CS102500) form, be sure that the USCOMP company group has been added. For details, see Company Groups: Implementation Activity.
  4. On the Branches (CS102000) form, for the SLCANADA branch, be sure that the Branch SLCanada role, which is associated with the branch, is specified in the Access Role box (Configuration Settings section) on the Branch Details tab.
  5. On the Branches form, be sure that the MHEAD branch has been extended as a customer. For details, see Intercompany Sales: Implementation Activity.

Step 1: Restricting the Visibility of the Customer

To restrict the visibility of the EASYDINER customer to SweetLife Canada, do the following:

  1. Open the Customers (AR303000) form.
  2. In the Customer ID box, select EASYDINER.

    Notice that the customer class of this customer is INTLCA (Canadian Customers).

  3. On the Financial tab, in the Restrict Visibility To box, select SLCANADA.
  4. In the Currency ID box, select CAD.

    Notice that multiple boxes in the Summary area, Financial Settings section, and Credit Verification Rules section now have the currency symbol of the Canadian dollar (C$) displayed next to them. This means that the system will store the balance of this customer in CAD.

  5. On the form toolbar, click Save.

Step 2: Reviewing the Visibility of the Customer

To review how the visibility of the customer has been restricted, do the following:

  1. Sign in to the tenant as a user who is not assigned the access role of the Branch SLCanada branch by using the following credentials:
    • Username: johnson
    • Password: 123
  2. Open the Customers (AR303000) form.
  3. In the Customer ID box of the Summary area, open the lookup table, and attempt to find the EASYDINER customer.

    Notice that the EASYDINER customer is not listed and that you cannot find it by using the Search box. This customer is not visible for the current user, because this user is assigned to the role that has access to the SweetLife Fruits & Jams company only and is not assigned to the Branch SLCanada role, which is the access role of the company specified for the customer.

Step 3: Processing an Invoice for the Customer with Restricted Visibility

To process an invoice for the EASYDINER customer, which has restricted visibility to the branch, do the following:

  1. Sign in to the tenant as a user who is assigned the access role of the Branch SLCanada branch by using the following credentials:
    • Username: gibbs
    • Password: 123
  2. On the Company and Branch Selection menu, on the top pane of the MYOB Acumatica screen, select the SweetLife Canada company.
  3. Open the Invoices and Memos (AR301000) form.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  4. Click Add New Record on the form toolbar, and specify the following settings in the Summary area:
    • Type: Invoice
    • Date: 1/30/2024
    • Customer: EASYDINER

      You can select this customer (whose visibility has been restricted to the SweetLife Canada company) because you are signed in to this company and the system has filled in the original branch of the document with SweetLife Canada.

  5. On the Financial tab, notice that in the Branch box, SLCANADA is selected. This is the originating branch of the document.
  6. On the same tab, specify the following settings:
    • Payment Method: WIRE
    • Cash Account: 10215SL
  7. On the Details tab, click Add Row on the table toolbar, and specify the following settings for the added row:
    • Branch: SLCANADA (inserted automatically)
    • Transaction Descr.: Online training
    • Ext. Price: 380
  8. On the form toolbar, click Remove Hold, and then click Release to release the invoice.
  9. On the Financial tab, click the link in the Batch Nbr. box to review the generated GL transaction on the Journal Transactions (GL301000) form.

    The transaction has been posted for the SLCANADA branch, and the transaction currency specified in the Currency box is CAD because you selected this currency on the Customers (AR303000) form.

Step 4: Updating Customer Settings by Using an Import Scenario

Because the Multiple Base Currencies feature has been enabled after some customers were created in the system and the Restrict Visibility To box became required, this box has to be filled in for all the customers. You can use an import scenario to fill in the box for multiple customers quickly and easily. To update the Restrict Visibility To setting for regular customers, do the following:

  1. Open the Import by Scenario (SM206036) form.
  2. In the Name box, select Import Customers with Restricted Visibility.
  3. On the form toolbar, click Prepare.

    The system has uploaded the records from the source Excel file on the Prepared Data tab.

    Note: This file is also attached to the Excel data provider on the Data Providers (SM206015) form and the Import Customers with Restricted Visibility import scenario on the Import Scenarios (SM206025) form.
  4. On the form toolbar, click Import to update the customer records.

    Notice that for all records on the Prepared Data tab, the system has selected the Processed check box.

  5. Open the Customers (AR303000) form.
  6. In the Customer ID box, select ABAKERY.
  7. On the Financial tab, notice that the USCOMP - US Companies option is now selected in the Restrict Visibility To box in the Financial Settings section. This setting means that this customer can be used in documents originating from companies in the USCOMP company group.
  8. In the Customer ID box, select MHEAD, which was not updated by the import scenario.
  9. On the Financial tab, notice that the Restrict Visibility To box, which is optional, is empty. This is because this customer has been extended from a branch, as described in Intercompany Sales: Implementation Activity, and can be used by all companies with different base currencies in the tenant.