Two customers asked me this question about the best way to delete a user in Sage 100.

Usually, I've just clicked the "User Account Locked".

While this does work, it also has two downsides: 

a. Companies that have a LOT of users that come and go will see this list expand (and who wants to keep seeing the names of old employees?)

b. The "User Account Locked" user accounts still appear in the Role/User Inquiry lookup, which makes it confusing to view because you're seeing locked accounts with no indication that the user account is locked.

I had always thought it was safer to flag the account as locked. However, Sage says you can delete and even restore the user account without issue.

How to delete a user in Sage 100

 

1. Log in as an administrator or user with access to User Maintenance. Ensure the user you want to delete is not currently logged in.

2. Open User Maintenance:

• If logged in with appropriate permissions: Library Master -> Main -> User Maintenance

• If logged in as administrator: Select User Maintenance

3. Locate the User: Enter the user's logon ID or select it from the user list.

4. Click the "Delete" button.

5. Confirm: Click "Yes" when asked if you are sure you want to delete the user.

What happens when you delete a user:

• The user becomes inactive.

• The user logon record is removed from the main system data table.

• The record is retained in a history table for reference or potential restoration.

• The user will no longer appear on the User Report unless "Include Inactive Users" is selected.

 

Link to how to delete a user Sage Knowledgebase: 

https://us-kb.sage.com/portal/app/portlets/results/viewsolution.jsp?solutionid=225924450089405

 

How to restore a deleted user:

1. Library Master, Main, User Maintenance

2. Type in the original User Logon,

3. Answer Yes to the prompt, "The user XXXX (where XXXX equals the user logon) has been deleted. Do you want to re-activate this user?"

4. Select the Company or All Companies

5. Select the Role

6. Accept

Link to instructions on how to restore a deleted user: 

https://us-kb.sage.com/portal/app/portlets/results/viewsolution.jsp?solutionid=225924450089405

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Wayne Schulz
wayne@s-consult.com
Schulz Consulting
(860) 516-8990
Moodus, CT
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Works as advertised.  Sometimes I will rename the user.  Just as easy but causes downstream issues if users want to know who really created the record three years ago.

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Jeff Schwenk
Bottomline Software, Inc.
(540) 221-4444
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