Set up access rights, logon names, and passwords for other users

Summary

How to add users with individual logins and passwords in Sage 50 Accounts, and manage their access permissions.

Description

Set up individual users in Sage 50 Accounts for each person processing. This helps you track each user's activity and control their access to account areas.

In network versions, setting up individual users enables simultaneous information processing by multiple people.

NOTE:

If you're using Sage 50 Accounts on a network, the user must also connect to the company data from their computer.

Resolution

Switch on access rights - single user only

If you have a multi-user version of Sage 50 Accounts, access rights is enabled by default. However, on single-user versions you have to enable this manually:

Select Settings, then choose Company Preferences.
Enter your password if required and select Parameters.
In the Others area, select the Access Rights checkbox, then press OK.
Enter the password you log on with to confirm the changes.

The default logon name is Manager with no password. If you previously used a password when accessing Sage 50 Accounts, use this password. If forgotten, you can change the manager password.

Create a new user

▼ Steps for Sage 50 Accounts v27 and above

Log into Sage 50 as Accounts Manager.
Select Settings then choose User Management and press Users.
Select New and chose the required user type:
- Standard - You can grant access for a standard user
- Accountant or Bookkeeper - Grant access to company data, allow them to create and manage other Accountant or Bookkeepers user types
- Administrator - This user has full access to company data and can perform all functions
- Read Only - This user has read-only access to the modules listed in the level of access section
Press Continue.

Complete the Created New User window as follows:

Create a user name	Enter a user or logon name.
Password not required	Tick this box if you don't need a password.
Require password change at next login	Select this box if you want the user to change their password the next time they login.
Create Password	Enter your password.
Confirm Password	Re-enter your password ensuring it matches the above entry.

Press Continue and select the areas in the software you want the user to have access to.
To do this, select the boxes for the required areas. Press the arrow next to an area to specify access to certain functions within that area.
To grant access to all areas, press Select All then press Continue.

NOTE:

For administrators, this window doesn't appear as they have full access by default.

If you have Remote Data Access set up, if required select Allow remote access to give this user access to connect to the company data remotely.
Check the User Summary, then press Save.
The user appears on the list, which states their User Type and Level of Access. To exit this window, press Close.

▼ Steps for Sage 50 Accounts v26.3

Log into Sage 50 Accounts as manager.
On the menu bar, select Settings then choose Access Rights and press New.

Complete the Created New User window as follows:

User or Logon name	Enter a user or logon name. This can be up to 32 characters long.
Password	Enter the password for the user. This can be up to 10 characters. Passwords are optional, except for the manager logon, which requires one.
Full Access / No Access	Full Access by default. If required, you can change this to No Access.

Press OK then press Close.

Amend access rights

You can amend each user's access level, allowing or restricting access to specific software areas as required. However, it's only possible to set up read-only access in v28.1 and above.

▼ Steps for Sage 50 Accounts v27 and above

NOTE:

These steps are how you give a user access to connect remotely with Remote Data Access.

Log into Sage 50 as Accounts Manager.
Select Settings then choose User Management and press Users.
Select the user whose access rights you want to amend then press Edit.
Select the required option you want to amend on the left:
- User Type - choose the type of user
- Profile - to change the password press Change Password
- Level of Access - select the areas in the software you want the user to have access to
- Remote Access - amend the users remote access settings. This is how to allow a user to access data remotely using Remote Data Access
- Confirmation - view the User Summary for the user
Once complete, press Finish then press Save.
You return to the User list, to exit this window select Close.

NOTE:

Withdrawing access from certain software options can automatically withdraw access from associated options.

▼ Steps for Sage 50 Accounts v26.3

Log into Sage 50 as Accounts as Manager.
Select Settings then Access Rights.
Select the user whose access rights you want to amend then press Edit.
Select or clear the relevant checkboxes according to the access you want to give to the user.

To give access to part of a particular module, select the adjacent plus sign. The list expands and you can select or clear the sub-categories as required.
Press OK then press Close.

NOTE:

Withdrawing access from certain software options can also withdraw access from associated options.

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Set up access rights, logon names, and passwords for other users

Summary

Description

NOTE:

Resolution

Switch on access rights - single user only

Create a new user

NOTE:

Amend access rights

NOTE:

NOTE:

NOTE:

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