User Management Tips in Dynamics GP

User security in Dynamics GP is often more open than many organizations realize. The system uses role-based and task-based permissions, but default roles rarely fit every company’s workflow. This guide walks through practical steps to review existing access, build safer custom roles, assign users correctly, and validate permissions using GP’s built-in reports. You will also learn how to test changes safely with a non-production user account.

User Security in GP

We find GP Security settings for clients may be to open and not secure. There are ways to address this. Below we will walk through some information that are best practices and an example of how you may review security or adjust security within Dynamics GP.
GP User Security is Role and Task based
You can find these roles under Dynamics GP -> Tools -> Setup -> System -> Roles

Check the box above to display selected tasks. See results below.

This is a sample above.
Security and access should be assigned by giving the least access and adding permissions as needed.
We find that default roles do not fit all organizations or companies.
You should review security and access.
Users should not be set as Power Users as this gives them full access to all areas that do not require SA or SA equivalent
For our example, perhaps your company does not want the AP Clerk to print checks, post checks, or process remittances.
We would need a modified role
- Do not modify default roles as security in GP is more complex than it appears.
- Create a New Role and modify that role

We will fill in our new role, the role name, and role description. Then we will use the copy button from above. This will save some time.

Our new security role will now be created.
The new security role is now displayed and we can now modify the new role.
Check the security role display selected tasks
Now scroll down to the TRX tasks and uncheck the box on the print checks, post checks, and process remittances tasks.

Create Test User in GP

Create a new user in GP
Go to Dynamics GP->Tools->Setup–>System->User
Setup the user

Next assign company access

Go to Dynamics GP->Tools->Setup–>System->User Access
Assign company access as below

Assigning User Security

Now we need to assign the new role to the test user.

Go to Dynamics GP->Tools->Setup->System->User Security
Assign the role to the new user.

Testing the new user role and security

Login as the new user.
Test the AP functionality
You should have all functionality except what has changed

Reports on Security

To review security you should look at the default reports
Go to ReportsàSystemàSecurity
Use the drop down to select reports.
Role Setup Report – Review what we setup

Role Assignment Report –Select our parameter

Example below

There are also SQL queries that we can use to provide information on what security is setup currently in GP. Following these basic guidelines you can create your own security in GP independent of default roles. We are available to help you with your security needs.

Strengthening user management and security in Dynamics GP starts with clear roles, intentional permissions, and regular reviews. When you build custom roles, test changes with a dedicated user, and rely on GP’s security reports, your team gains a safer and more controlled environment. These steps help reduce risk, protect financial processes, and ensure that each user has only the access they truly need. If you want support evaluating or improving your current GP security setup, our team is ready to help.