Inventory Posting Permissions
For the ability to create posting responsibility lot- or serial number assignments (by entering an item tracking line or a reservation) it is necessary to complete setup in the Inventory Posting Permissions page. Blank fields indicate that there are no restrictions on posting authorizations. If a line does not specify any role or user, the setting is valid for all users.
To set up inventory posting permissions
- Choose the icon, enter Inventory Posting Permissions, and then choose the related link.
- Choose the New action.
- Fill in or update the remaining fields based on the descriptions below.
If selected, this data record is about permission or restriction. It specifies, for example, if a user or role is allowed to execute a posting or not.
Item Tracking Assignment Allowed
In contrast to the Posting Allowed field, this field determines if the creation of an Item Tracking line or the execution of a reservation is allowed. This means – that with the Posting Allowed and Item Tracking Assignment Allowed fields – a two-stage check can be set up:
- Item Tracking Assignment Allowed – determines whether a lot-/serial number assignment is permitted for the selected conditions.
- Posting Allowed – determines which restrictions apply to the posting of a material movement.
Determines for which entry type (document type) restrictions are valid. The options are:
- Purchase (Order, Invoice, Credit Memo, Return Order, Warehouse Receipt)
- Sale (Order, Invoice, Credit Memo, Return Order, Warehouse Shipment)
- Positive Adjmt. (Item Journal, Warehouse Item Journal, Physical Inventory, etc.)
- Negative Adjmt. (Item Journal, Warehouse Item Journal, Physical Inventory, etc.)
- Transfer (Picking, Put-away, Item Reclassification Journal, Transfer Order)
- Consumption (Consumption Journal, Production Journal)
- Output (Output Journal, Production Journal)
- Whse. Transfer (Bin transfers – Picking, Put-away, Item Reclassification Journal)
If this field is left blank, then the record is applicable for all entry types unless the settings are overruled by a record using a more detailed filtering.
Specifies if the record is about an inbound or an outbound material movement. Inbound material movements always describe a positive adjustment whereas outbound material movements describe a negative adjustment (for example, Purchase – Outbound = Purchase credit memo; Purchase – Inbound = Receipt).
Lot-/Serial No. Status
Limits the posting responsibility assignment of lot- or serial numbers to a certain lot or serial number status. Each status defined in the Lot-/Serial No. Status page are available.
Item No. / Variant Code / Item Category Code
Identifies an item, item variant, or item category for which a posting authorization is required. For example, it can be set that a certain user is not authorized to post this item, item variant, or item category.
Identifies location-specific restrictions and thus prevents or allows material movements to a certain location. For example, it can be set that a lot or serial number with the status Blocked cannot be posted to the picking location.
If locations are used that have the Directed Put away and Pick toggle turned on in the Location Card and thus zones can be entered for this location, a permission or restriction for the posting or assignment of lot- or serial numbers can be set up for certain zones.
If a warehouse is handled in bins, postings to a certain bin code can be restricted. Furthermore, a bin can be excluded from postings.
For example, it can be set that a lot- or serial no. with the status Blocked is only to be posted to the quarantine bin. It can also be set that blocked material must not be transferred to Manufacturing.
Role ID / User ID
Identifies a specific role or user that the stated specifications apply to. If no specific role and user is assigned, this authorization applies for all users.
Inventory Posting Permissions Setup - System Checks
In the Inventory Posting Permissions page, define users and roles (groups of users) for lot- or serial number-related postings and specify their posting authorizations in detail. The system checks of these posting authorizations are described for single and multiple data records.
System Checks – Single Data Record
If a user executes a posting or assigns a lot- or serial number, all actions that the role or user is permitted to execute are checked. Restrictions can be defined on several levels of detail. The settings are checked according to the following order, whereby the filters are set with "field content and/or blank" (for example, 4711|''):
|Item Category Code||5|
|Lot-/Serial No. Status||9|
User "WS" tries to post an inbound lot on location code BLUE. During the authorization check on level 1, the system finds a data record in the setup table. As a result, user "WS" is not permitted to execute lot postings on location BLUE. The transaction will be cancelled with an according error message.
User "COSMO" tries to post a lot of the item category Raw Materials to warehouse bin S-08-0003 in warehouse location SILVER. During the authorization check on level 5, the system finds a data record in the setup table. As a result, user "COSMO" is permitted to post the respective item on bin S-08-0003 in location SILVER. The posting can be executed without issue.
User "COSMO" tries to post an Outbound Consumption for a lot with the status Blocked. During the authorization check, the system does not find an appropriate data record within the table. As a result, the posting is interpreted as not permitted and cancelled with an according error message.
System Checks – Multiple Data Records
If several data records are detected after setting all filter options according to the recent posting activity, points are given that correspond to the priorities. The data record with the maximum number of points is the accurate one for this posting activity.
The following data records of the Inventory Posting Permissions setup remain after setting all filters:
|User||Role||Variant||Item No.||Item Category||Location||Zone||Bin||Lot-/Serial No. Status||Action Type||Entry Type|
After the allocation of points is carried out, every filled field gets a “1” and every blank field gets a “0”. The result is:
The data record in line 2 (with the highest score) is the crucial one to permit or decline the posting.
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