The first step in deleting or changing roes or permissions in NAV 2013 and NAV 2009 is to be sure you are working at the User level (Windows Logins) and not at the Main list of NAV Roles. If you delete a role from the wrong spot you could delete it from NAV completely. So make sure you are inside a specific user’s list of roles before you delete or modify a role – unless you want it to be a universal change.

Find the user and select their name.

I’ve included a picture of what the User Roles look like so you’ll know it when you see it!

Step 1 – Go to the Departments or Classic Client.

Step 2 – Select Tools, Security, Windows Logins

Step 3 – Find the User you want to make changes for and select their name. (Their name will be highlighted.)

Step 4 – Click on the Roles button. This will bring up a list of the Roles assigned to the User you have selected.

A list of all the Roles assigned to this specific User.

Step 5 – Select the Role you want to delete. And click the Delete button. In this example I want to delete the INVT-BOM JNL, POST role.

An updated list of active roles for this User.

You can see the INVT-BOM JNL, POST role has been removed for this User.

IMPORTANT NOTE: If you  drill in on the roles in NAV (see picture below) — and if you are a Super User — if you delete a Role it will be removed from the entire system. If that happens none of the Users assigned that role won’t be able to access the system.

NOTE: Don’t delete NAV Roles from this list. They will be removed from the entire system.

If you’re new to NAV 2013 you may not know one of the best shortcuts to save you entering data. Whether you’re on NAV 2013, NAV 2009 or Ceres 2009 Software for Food Banks you’ll want to take note of this great “Copy Document” shortcut.

The Copy Document feature allows you to copy a document instead of having to retype all the detailed information in again.  The Copy Document function is available in the Agency Invoice, Purchase Invoice, Agency Credit Memo and Purchase Credit memo areas just to name a few.  The reason the feature works wonders is not just because it creates the document with one click and no additional entry. It also is a safe way to make sure that you are hitting the same G/L accounts.  A great example of the benefits of the Copy Document feature: When you have an invoice that you need to credit out, but can be used with repeated monthly invoices as well.  Once in the credit memo you choose the copy document function.  Copy the Posted Invoice and include just the header … You don’t want to recalculate the lines of the Posted Invoice.

NOTE:  Recalculating the lines will redo the unit cost on the line if it has changed.

A credit memo is then created based on the Posted Invoice.  The great thing about using this feature is the system will automatically apply the credit memo to the posted invoice you copied.  The system holds the link between both the Posted Invoice and the Credit Memo during the copy document function.

If you were to create the credit memo manually you would then also have to go in and apply the invoice and the credit memo together to close out both of them manually. So this saves you retyping and shortens the process, too.

You can find the Copy Document function in the ribbon or header and you can find it in Actions\Functions then choose Copy Document.

Stay tuned for more NAV 2013 Tips and Ceres Tips on our blog. Want to see something specific? Send us a note!