Limiting order access to item master items

Does anyone have any experience with how to limit access to ordering some item master items in Lawson? We are on 9.0.1.5 and want to limit the ability of users to order some items, like small equipment.

Thanks,
Vince McNamar

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Legacy Contributor

We are on 9.0.1.4 & would like to know more about this as well. We have some items that should only be ordered by the Pharmacy buyers.

jon-athey

Funny you should ask. I was called into a meeting just yesterday and they were discussing how a few employees were having a reaction to the new gloves we switched to recently, so they're going to bring back the old gloves but want to limit the ability to order them to just a few requesters. We have done this in the past by creating a special Purchasing Class for the item and assigning ALL classes to those few requesters that need to order the restricted item. All other requesters are assigned all classes EXCEPT the one for the restricted item. If you have a lot of classes like we do the maintenance can be cumbersome but it can be maintained with MS-Addins.

What I'd like to do is set up a smart notification to trigger every time this item is ordered to notify the buyer. We have Smart Notifications but haven't really implemented it yet. Hopefully some training is in our future.

Legacy Contributor

Thanks Jon. I was hoping to enforce limited access at the item level & not the requester level. Is this possible?

kim-gonzalez

That would go for us too. Would be better to limit by the item and not the requester.

jon-athey

I don't think so. Once an item is in the item master it's available to be placed on a req. You can leave it off the templates but it's still searchable in RQC and if the item number is known it can be added through the express function. Other than creating a special rule in Lawson Security I don't know how to restrict an item other then using the Purchasing Class solution. It's not as bad as it sounds as long as you have Addins. Just another thing to remember when building new requesters. And I don't see anything coming down the pipeline in 10 that will help either.

kim-gonzalez

In your future, would Smart Notification trigger off the item or the class code?

Legacy Contributor

or maybe a user field with Smart Notification? I keep trying to think of an easy way...

jon-athey

I'm not very familiar with smart notes but I think it looks at a defined set of information created from a data source, like the REQLINE table, and if certain criteria exists, it will trigger the notification. So I think it would have to be data that was passed to the req line from the item master- like the purchasing class. This wouldn't stop the requester from ordering the restricted item but it could notify a buyer that it was ordered and be on the lookout for it to show up in PO23.

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kim-gonzalez

Thanks for all your input on this!

Vince

Legacy Contributor

You could assign the item(s) to an account or account / sub account combo that only select individuals can order from.

0712131256598360.doc

jon-athey

I thought about that. This will create an error in RQC (Error - [AU] is not included in account generation list). But all the requester has to do is change the account on the line to something valid and they're good to go.

Legacy Contributor

Very true.

Legacy Contributor

We restricted grants by requiring activites and then hiding the activities on the rqc config.xml. So you would have to do the same. If you have all items with a gl - hide the Account field on rqc. This will not work if they have rq10, but if you have a user order something from a "restricted" GL and the field is hidden, an RQC user could not fix that line.

jon-athey

We track capital purchases via activities so we allow end users access to the activity and account category fields.

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