Restrict Item Visibility in Order forms

We are testing our new AI Assistant and ran your scenario through it, I hope this helps:

You're on the right track — you've implemented Item Class-based row-level security using Restriction Groups in a Single Tenant, Multi-Company environment in Acumatica. From your screenshots and description, the primary issue is:

New non-stock items still appear for all companies, even when their Item Class is restricted.

This is a known limitation in the way Acumatica applies Item Class restrictions: assigning a Restriction Group to the Item Class does not automatically cascade the restriction to newly created items unless manually triggered.

✅ Summary Diagnosis:

The issue occurs because row-level restriction inheritance is not enforced automatically for new items created under a restricted Item Class unless explicitly propagated.

🛠️ Resolution Steps

✅ 1. Manually Apply Restrictions to New Items

After creating a new item (Stock or Non-Stock):

1. Go to: Inventory → Preferences → Restriction Groups (CS101000).
2. Select the group (e.g., X or Y).
3. Go to the Group Details tab.
4. Under Entity Type, select Inventory Item.
5. Click + and add the new item(s) manually.

This makes the item visible only to the assigned group.

✅ 2. Use the “Apply Restriction Settings to All Items” Tool

If you want Acumatica to apply Item Class restriction inheritance:

1. Go to: Inventory → Preferences → Item Class (IN201000).
2. Select your Item Class (e.g., XNST).
3. On the Restriction Groups tab, confirm the correct group (e.g., X) is assigned.
4. Click ⋯ (Actions) → Apply Restriction Settings to All Items.

This forces the system to apply the current group restriction to all existing and future items under that class — including newly created ones.

⚠️ This is a manual step. It needs to be executed each time after a new item is added unless you implement an automation (see below).

🪄 Optional: Automate Inheritance via Customization

To fully automate restriction propagation for new items:

• Create a customization that hooks into the RowPersisted event on InventoryItem and applies the Restriction Group based on its Item Class.
• You can also trigger ApplyToAllItems logic programmatically.

This ensures no human step is missed during item creation.

✅ What You Did Right:

• ✅ Set up restriction groups properly
• ✅ Connected them to Item Classes
• ✅ Verified restriction enforcement works when manually updated

💡 ERP Pro Tips

💡 Tip for Admins: Add the “Apply Restriction Settings to All Items” as a dashboard shortcut or automation schedule if new items are being created frequently.

💡 Tip for Security Teams: Use a Generic Inquiry to list all inventory items that do not belong to any Restriction Group, to monitor gaps.

✅ Final Checklist