Sales Person to user set up

  • 23 March 2021
  • 8 replies
  • 235 views

I have a couple of questions regarding sales persons that are linked to employees which are linked to a user and how to use this set up conveniently in Acumatica. Basically I want the ability for the logged in user to only have access to the orders and customers which they are the default sales person for. This could be in reports, dashboards, GI screens, etc. @ME does not work as a value in the default sales person field.

How can I set up a filter on the sales order screen to view all sales orders with my logged in user as the sales person. I want this filter to automatically default to show the logged in users customers and sales orders without having to set the filter explicitly to that sales person. I’d like the system to detect the salesperson based on the logged in user and reflect this in filters for sales orders. I’ve tried setting Default Sales Person = @ME but that doesn’t work.

My Goal is to provide a filter to my sales persons so they can see all of the orders where they are the salesperson (regardless if they created them or not). I also don’t want them to be able to choose other salespersons. Really, the salesperson should only be able to see their sales orders and not have the ability to set the default salesperson filter to anyone but themselves, nor see other sales persons orders.

 

How can I accomplish this?


8 replies

Userlevel 4
Badge +1

@bimckenzie have you figured out how to accomplish this? Do you still need help?

I’d like to do this too. I know the Sales Orders GI have a ‘My Sales’ tab. However, I cannot hide the ‘All Orders’ tab in the users profile. How can I keep salespersons from watching office orders? 

Userlevel 1

Hi. I would suggest to hide the normal Sales Order GI from the sales team via access rights and then only give them access to GI with Condition on SOOrder.OwnerID = @me. Hope this helps, it worked for us.

 

 

Userlevel 1

We would love to be able to show our outside salespersons a list of the Sales Orders for which they are the default salesperson and hide all others. To this point, we have not figured out how to accomplish this. 

I’m happy to see other organizations would like to see this implemented. Since we’re unable to hide all sales orders that aren’t assigned to that specific salesperson, it means we have not been able to open up much of Acumatica to our outside sales staff which diminishes its value.

Hoping somebody comes up with a solution to this problem soon.

Userlevel 1

Hi @mtreske1 

Create a user profile for the outside sales person, then I would suggest to hide the normal Sales Order GI from the outside sales person via access rights and then only give them access to GI with Condition on SOOrder.OwnerID = @me (see screenshot below). Hope this helps, it worked for us.

 

Userlevel 1

@mtreske1 , just to add on you will need to create a user role that only has access to the limited screens/generic inquiries you would like the outside sales person to see and then link this role to the new user. Setting up access rights by roles is super easy in Acumatica and the Open University has loads of training material on this.

 

Userlevel 1

bheyns05,

Unless I’m misinterpreting your instructions, I do not believe your suggestion resolves the issue that the original post nor my organization has. The SOOrder.OwnerID ≠ SOOrder.SalesPersonID.

We would like to grant view only access to salespersons for sales orders in which they are the default salesperson. In this scenario, they are NOT the SOOrder.OwnerID--the Inside Sales Representative is that is actually creating and processing the order.

The “SOOrder.OwnerID = @me” condition would work to show the Inside Sales Representative a list of sales orders they have created, but they could already accomplish that by using the built-in filters on the standard SO generic inquiry.

What we’d actually want is something similar to this (I know this doesn’t work), but I’m not sure how to accomplish it.

I’ve tried the same with SOLine.SalesPersonID on a Sales Order line item level inquiry, but I run into the same problem. The @me doesn’t appear to actually connect to a salespersonID.

Userlevel 1

Hi @mtreske1 

Apologies I thought the external sales people captured their own sales in Acumatica. Ok if they dont then you will need create a user for the external sales people.Link their Sales Person ID to their employee profile. Below is an example, I created Employee with department “External Sales” and linked the Salesperson ID to this Employee.

 

and then on the sales order screen link the following table to the Sales Order GI by SalesPersonID

and add condition EPEmployee.UserID = @me. 

 

 

now it just shows the user’s  (that logged in) sales if they are listed under the commission tab of the sales order.

Attached is the Sales Order GI that worked on my side. Note I was playing around in 2021R1 so if you are in other versions then a change might be needed. 

 

Otherwise if you have a small list of external sales people then you can just create a condition SalespersonID = the ID of the applicable sales person. But then you will need to create a generic inquiry per external sales person and only give each access to the one applicable to them. This is just if you have a few external sales people, if there is a whole list then rather follow the steps above.

 

Hope this helps.

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