Vendor Security

As your organization buys goods and services from external organizations, your accountants manage vendors' information and process documents. If your organization works with more than 10 vendors, accountants may work with particular vendors only. In this case, the accountants who do not work with particular vendors should not see them in the system for security reasons and to avoid entry errors. You can use restriction groups to make vendors visible to only the accountants who work with these vendors in the system, as described in this topic.

Note: In MYOB Advanced, you can configure groups with direct and inverse restriction. In this topic, for simplicity, groups with direct restriction are used in examples. You can use inverse restriction groups in the same way as you use direct restriction groups. For details on the types of restriction groups, see Types of Restriction Groups.

Visibility of Vendors by User

You can use restriction groups to configure and manage the visibility of vendors to users in the system. If each accountant in your organization works with specific vendors, you can hide these vendors from other users. For details about restriction groups, see Restriction Groups in MYOB Advanced.

For example, suppose that ABComputers is your vendor of computers and office equipment, and only the senior accountant is allowed to process documents from this vendor. To configure the visibility of this vendor, you do the following on the Vendor Access (AP102000) form:

You create a restriction group with direct restriction (for example, Group for ABComputers).
You add to the group the user account of the senior accountant.
You add to the group the ABComputers vendor.

If you have configured vendor classes, you can specify a default restriction group for a vendor class. With this setting, all new vendors of the class will be automatically added to the restriction group. For details, see Setting Up Default Restriction Groups for Vendor and Customer Classes in Operations with Restriction Groups.

Forms for Vendor Security

In the following table, you can find the list of the forms that you can use to manage restriction groups with vendors and the tasks that you can resolve by using each form.

Table 1. Forms for Vendor Security
Task	Form
To initially configure the visibility of a vendor to users	Vendor Access (AP102000)
To change the visibility of a vendor in multiple restriction groups	Restriction Groups by Vendor (AP102010)
To change the visibility of vendors to a user in multiple restriction groups	Restriction Groups by User (SM201035)

For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups.