Setting up Users

This is done from the Utilities > Global > User Level Security.

Basic: Adding a New User - User Security is not required

NOTES:

• If you only need to keep other users completely out of a system, use the password option found on the Maintenance screen in General Ledger and Payroll. Each set of books and major system can have its own password. However, be careful! If those passwords are lost or forgotten, they cannot be easily recovered.
• The user will be denied any access to that company after three unsuccessful attempts.

Click on Add to add users.

Advanced: Turning on System Security

In addition to the above information, the following will need to be set up. 

Step 1:  Setting up the individual users.

Step 2:  Enabling the security system: System Options.
WARNING! Make sure you have the users set up (step 1) BEFORE you enable the global security option (step 2)!  If you do step 2 first, there will be NO authorized users -- including yourself -- and everyone will be locked out.  Make sure you have a user authorized for everything, specifically the global file that sets up Security.

NOTES for User Security:

• If user-level security has been enabled and a user does not have access to a specific company, that company will not appear in the company drop-down list when that user logs in.
• A user cannot delete their own security account or remove their own ability to get into security maintenance.
• Right-clicking in the bottom half of the Security Maintenance screen and choosing List User/Company Access provides a Security Master Listing for one user or range of users, along with the options to print security for one or all companies and overridden details.

Edit Company Level Access

Double-click on *ALL* (or individual company if set up) to edit the company-level access

Edit Security for Modules and Menues

Once at the company level, set user access by individual screens within each system. 

1. Click on the Expand All or + button to expand the menu. 
2. To collapse the menu, click on the Collapse All or—button. 
3. Double-click on an item to bring up a pop-up box and specify the level of security for the current item. See the example below. 
   1. Notice the outline is the same as the menu tree in Pak. 
   2. Changing the security will change all sub-categories under the header by default. However, you can expand the header and set further security at the menu level. 
      

Edit Security for Accounts, Bank Codes and Journals

You can also restrict access by Account, A/P Coding Accounts, Bank Code, or Journal at the company level. Under Restrictions, double-click on the category and then select the items to restrict access.

• This is only available on the individual company-level setup. Not on the *ALL* company level setup
• The intent of restrictions is to limit viewing/reporting, not coding or input.

1. If it is necessary for a particular user to not view certain account(s), simply choose the account(s) in the View Accounts restriction and use the red/blue arrows (the red arrow will move one account at a time; the blue arrow will move all accounts) to move them to the right side of the Accounts Selection screen, and then save. When that user logs in, they will not be able to view the selected accounts in View Trend (F4), run a ledger listing, or view the restricted accounts in a journal listing. The user will be able to make an entry in General Ledger Entries or, if the restricted account is a cash account, choose that account to pay an A/P invoice.
   • The A/P Coding Accounts restriction allows for selected accounts to be restricted for coding A/P invoices.
   • The Bank Account restriction limits viewing to bank codes chosen to be excluded. The user will not be able to view a check register, export a positive pay file, or view cash disbursements for the excluded bank codes.
   • If selected journals are restricted, the user will not be able to view a journal listing for those journals. View Trend (F4)/View by Account level will blackout the detail on the part of the entry that pertains to the restricted journal. The "Detail by Journal" level will only allow the user to view the part of the entry that does not pertain to the restricted journal. The ledger listing will let them view the total amount for an entry that is restricted but will include a restricted entry on the ledger listing for the journal that is restricted.
   • The Sub-Tables restriction will allow the user to see the name/address only of the Sub-Accounts within the restricted Sub-Table(s). The security is consistent with the fields displayed within the lookup function.
2. Directly underneath the Restrictions menu is the Permissions menu. The permissions menu allows a user to have permissions for certain functions only regarding Account, Time Entry, Number Master, and Journal Entry.
   NOTE: The intent of permissions is to allow a user to have a certain capability.
   • The Account permissions allow the user to enter an account. The Account(s) that are moved to the right side of the screen via the red/blue arrows are the accounts that the user will have access to.
   • The Time Entry allows the user to enter time for selected employees. The employees moved to the right side of the screen via the red/blue arrows are the employees to whom the user will have access to enter time.
   • The Number Master Permission allows selected System IDs (modules) to be accessed in regard to the next number assignment. found in the Utilities module/Next Number Assignment. This is accomplished by moving the modules to the right side of the screen, where the user is allowed to change the next number assignment.
   • The Journal Entry Permission allows the user to access selected journals for journal entries by moving them to the right-hand side of the screen using the red/blue arrows. This allows the user to make entries to the selected journals.
     NOTE: Right-clicking on the User Security Maintenance screen will provide a list feature that shows the security listing, or tree, for that particular user.

Edit Security for View Trend

View Trend is divided into three screens:  Summary, Detail by Account, and Detail by Journal. The ability for a user to view or not view either of these screens is determined by this one setting:

If a user can view the [F4] view screen, the security on the Real-time change functions of both the Detail by Account and the Detail by Journal screens is based on the user's access to the Unpost Entries screen (General Ledger > Manual Entries > Unpost Entries).

List

The security listing provides information about each user's security settings, including the date the security originated and any changes.

Utility

 Utility to copy one user's security settings to another user.  

1. Can copy from a user in another company. This utility will also copy company-level security to another company for the same user.
2. Ticket Security.
3. Check Approval.

Also see: Alerts