About stock item security

An organisation that distributes goods may have many items in stock.
In this case, users who work with stock items in the system may have specific tasks and work with only particular item classes.
When users create a sales order, they need to enter an item ID for each product.
You can define restriction groups to decrease the lists of stock items a particular user sees.

In this topic, you will read about managing the visibility of stock items to users in the system.

In Visma.net ERP, you can configure groups with direct and inverse restriction.
In this topic, groups with direct restriction are used in examples for simplicity.
You can use inverse restriction groups in the same way as you use direct restriction groups.
For details on the types of restriction groups, see: About types of restriction groups.

The list of stock items from which employees should select an item for the product can be very long, which increases the probability of an entry error.
By using restriction groups, you can reduce the list of stock items that users see on windows.
For more information about restriction groups, see: About restriction groups in Visma.net ERP.

For example: Suppose that your organisation sells furniture. Each sales manager works with furniture for a particular room, such as kitchen, living room, and bedroom.

When managers create a sales order, they should select items only from the list of furniture they sell to avoid entry mistakes.

Further suppose that User K sells kitchen furniture, User L sells living room furniture, and User M sells bedroom furniture.

To restrict the visibility of stock items to appropriate users in the system, you would create the following restriction groups with direct restriction in the Stock item access (IN103000) window:

  1. Group K: In this group, include User K and all item IDs for kitchen furniture items.
  2. Group L: To this group, add User L and all item IDs for items of the living room furniture.
  3. Group M: In this group, include User M and all item IDs for the bedroom furniture items.

As a result, the visibility of the stock items in sales orders will be restricted in the system as follows:

  • User K can view and select only stock items for the kitchen furniture.
  • User L can work with only stock items for the living room furniture.
  • User M can see and select only stock items for the bedroom furniture.
  • All other users cannot see the stock items added to the three restriction groups in the system.

In the following table, you can find the list of the windows that you can use to manage restriction groups with stock items and the tasks that you can solve by using each window.

Task Window
To initially configure the visibility of an stock item to users Stock item access (IN103000)
To change the visibility of an stock item in multiple restriction groups Restriction groups by item (IN103020)
To change the visibility of stock items to a user in multiple restriction groups Restriction groups by user (SM201035)

For information about how to add or remove objects from a restriction group, see: About operations with restriction groups.