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In this session we explain what Business Profiles are.

 

 

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Now a Profile, in the first instance, is a set of Privileges or Access Properties that a particular User has in the system. 

So when we talk about a Menu Profile then that will guide us as to which options in the system the User can perform or has access to.

 

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For Example, if I choose here Personnel, then on my menu I must have these actions, otherwise they will not appear.

 

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So on my Menu Profile, I have in the first instance the Personnel Module as a Business Module, and then under that I have these various actions.

 

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So when I choose File Maintenance, then I get these options and these options are all present on my Menu Profile.

Otherwise I cannot access them.

 

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When I choose Departments, then I get this particular screen.

Now this is a Menu Profile.

 

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It states what I can do or which options I have access to in the system.

 

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If I choose another application, for example the Cash Book, then I get a Wizard Screen.

 

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Now underneath all of these functions, lie also my Profiles.

 

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So if I choose to work with Recons and I choose Work with Recon.

 

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This will only work if I have access to the underlying Menu Option. So that is what a Menu Profile is about.

But now we want to explain what  Business Profiles are.

 

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The easiest way to understand the difference between a Business Profile and a Menu Profile is that the Menu Profile includes the Menu Options that a user has access to.

A Business Profile has additional or guiding principles or privileges once certain options are performed.

 

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So if I choose an Order Event Processing screen, like this for example.

 

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Now when I put in a Purchase Order No, then this screen is populated with that particular Purchase Order.

 

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So for example if I type 49 there, then I am working with Purchase Order no 49.

But I must have the Business Profile for purchasing, in addition to my Menu Profile, to allow me to get into this particular screen option.

My Business Profile is the one that states the various privileges that I have when I am working with a Purchase Order.

In other words it will state whether I can perform Goods Received action, and

whether I can perform Invoicing, Goods Return, etc.

 

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So the fact that any number of users may possibly have an access entry to this particular screen does not mean that all those users can do all the same things when they are on the screen, because some users may be able to perform Goods Received, but not Invoice Processing or Goods Returns.

So the Business Profile is about additional privileges that apply to certain applications and once we have on our Menu Profile access to certain options, then the Business Profile includes additional privilege levels of what we can do and perform in that particular menu option or application.

 

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So if we want to know what I am allowed to do on this Purchase Order screen for example, or if we want to set the privileges that will apply to me, then we will go to the User Master.

 

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In the Access Profiles application

 

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And we go to User Master Options

 

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Maintain User

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Maintain User

 

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And once we retrieve the Master Record for a particular User …

 

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We will choose Business Profiles.

And on the Business Profiles I will have here an option called Purchase Orders CP and ASO Profile.

Now this is for Central Purchasing and Automated Stock Ordering.

 

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So when I go to that, then this Profile shows what I can do in terms of these types of orders.

 

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Whether I can authorize my own orders etc.  Now you will see that I have all these options for the sake of being able to do the various demonstrations.  Usually it would not look like this because no single user will have access to all the options unless we talk about a very small setup where one person performs all the different steps.

But when there is a separation of controls, some users will do the goods received and others the invoicing etc. Then also in terms of authorization of new orders and so on, that will be different for every user.

So we are only looking at one Business Profile, but it is only to bring out the difference between the Business Profiles and the Menu Profiles.  The Menu Profiles include all the options that the user has access to from the menu system.

Whereas the Business Profiles include the privilege levels that apply inside the application or various options inside that application.

 

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So the Business Profiles are local to each Data Mart.

So if on my system I am working with 3 different companies that are all set up separately, i.e. not in one set, then I may have an entirely different profile for Purchase Orders in one company than what I have in the other.

So in each business setup Data Mart, my Business Profiles apply only to that particular Data Mart.

 

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There are various of these Business Profiles as we have seen and we are not going to look at them individually because we do that separately in separate tutorials.

 

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So that is then the difference between Menu Profiles and Business Profiles.