Using Logicim XLGL with restricted Sage 50 Canada user permissions.

Introduction

Logicim XLGL can connect to Sage 50 Canada using a specific Sage 50 user account. This allows businesses to evaluate whether employees can run the Reports they need without receiving Full Accounting Rights.

This article applies only to Sage 50 Canadian Edition. Sage 50 US uses a different XLGL connection method.

How Sage 50 Canada access works

Sage 50 Canada supports Full Accounting Rights and Limited Accounting Rights. Limited rights can be assigned to areas such as Accounts & General Ledger, Customers & Sales, Vendors & Purchases, Inventory & Services, and Projects.

Sage 50 also provides a separate User's Rights with Third Party Products setting:

1. No Data Access: The user cannot access company data through a non-Sage 50 product.
2. Read Data: The user can read company data through a non-Sage 50 product, except for Sage Reports the user is not permitted to view.
3. Read and Write Data: The user can read and change company data through a non-Sage 50 product. Sage recommends against changing accounting data outside Sage 50 because accounting rules and warnings might be bypassed.

For reporting access, use the lowest level of access that successfully runs the required Logicim Report. Do not assign Read and Write Data solely for reporting unless there is a separately verified business requirement.

Verified Ready-to-Use Report examples

Logicim identifies Accounts & General Ledger access for the following Sage 50 CA Ready-to-Use Reports:

1. Transaction Report
2. Transactions Report
3. Transactions List
4. Detailed Cash Flow
5. Automated Balance Sheet
6. Automated Trial Balance by Department
7. Automated Project Income Statement
8. Project Budget by Period

The published articles identify the Sage 50 area but do not specify an exact minimum combination of View, Lookup, and Reports rights. Test the selected Report with the intended Sage 50 user before confirming that the access configuration is complete.

Relevant Sage 50 permission areas

Sage associates its own Reports with these security areas:

1. Financial statements and general ledger transactions: Accounts & General Ledger
2. Customer lists and sales activity: Customers & Sales
3. Vendor lists and purchase activity: Vendors & Purchases
4. Inventory lists and inventory activity: Inventory & Services
5. Project lists, income, allocations, and budgets: Projects

This Sage mapping can help plan permission testing, but it does not establish the exact minimum rights for an individual Logicim Report. A Logicim Report may use information from more than one Sage 50 area.

How to configure and test a restricted user

Step 1: Open the Sage 50 company as the system administrator.

Step 2: Select Setup > Set Up Users & Roles.

Step 3: Select the user and click Modify User.

Step 4: Assign the limited Sage 50 rights required for the employee's regular work.

Step 5: Review the User's Rights with Third Party Products setting. A user with No Data Access cannot read company data through a non-Sage 50 product.

Step 6: If Sage 50 Quantum Accounting or Accountant Edition is used, review any restrictions configured through Advanced Reports.

Step 7: In Excel, select the Logicim XLGL tab and click the Connect button.

Step 8: Create or edit the Sage 50 Canada connection and enter the restricted user's Sage 50 username and password.

Step 9: Run and refresh the required Report.

Step 10: Confirm that the Report displays only the expected information and that the user cannot access information outside the approved business requirement.

Custom Reports

The required permissions for a Custom Report depend on the Sage 50 data used by that Report. Do not determine the required rights from the Report's name alone.

Review the Custom Report's data sources and test it with a restricted user before providing a minimum-permission list. If the Report uses general ledger, customer, vendor, inventory, payroll, or project information, more than one Sage 50 permission area may be involved.

Common use cases

1. Allow purchasing employees to run approved purchasing Reports without granting Full Accounting Rights.
2. Allow operational employees to access approved project information.
3. Allow managers to review selected financial information while restricting unrelated Sage 50 functions.
4. Test whether a Custom Report requires access to more than one Sage 50 area.

References

1. Sage 50 Canada: User Rights and Non-Sage 50 Accounting Products
2. Sage 50 Canada: Security Access Rights
3. Sage 50 Canada: Security Options to Access Reports
4. Connecting to a Sage 50 Canadian Edition company with Logicim XLGL
5. Logicim Ready-to-Use Reports for Sage 50 Canada
6. Request a Custom Report