This option enables the creation, review or edit of an individual user id permissions for the various areas of the Fleet Kompact system.
To access user permissions:
From the Master Menu, select the Fleet Kompact option and Company required.
The Kompact Menu is displayed.
Select the Miscellaneous Options option.
The Miscellaneous Options form is displayed.
Select the User Permissions option.
The User Permissions form is displayed.
The form is split into three areas. These are the Titlebar, the User Setup Dialogue Box and the column of Command Buttons down the right-hand side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
To create a new user id and associated permissions select the Create Command Button.
To view or amend existing user id permissions use the following procedure:
The cursor is located in the User ID field prompting selection of a specific user id for the purposes of editing an existing record. A single-left-click of the ellipsis button to the right of this field displays a Users search form that enables selection from the current available users. The cursor is located in the search field. Key part or all of the required user id and select the User command button. Users matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the User Setup form.
The following two tabs are displayed:
Allows the review or editing of specific user id access to the various areas of the system which are as follows:
Edit
Edit: A checkbox which, if ticked, denotes that the currently selected user has permission to edit records within the system. If this field is not ticked then the user may access the system in review mode only.
Orders
Orders: A checkbox which, if ticked, denotes that the currently selected user has permission to access the Orders forms.
Print Order: A checkbox which, if ticked, denotes that the currently selected user has permission to print an order.
Post Order: A checkbox which, if ticked, denotes that the currently selected user has permission to post an order.
Agreement
Agreement: A checkbox which, if ticked, denotes that the currently selected user has permission to access the Agreement forms.
Start Contract: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Start Contract option within the Agreement form to start an agreement and make it Live.
Edit Finance: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Edit Finance option within the Agreement form to edit the financial values within an agreement.
Raise Initial: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Raise Initials option within the Agreement form to raise the initial rental invoice for the agreement.
Misc Invoice: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Miscellaneous Invoice option within the Agreement form to generate a miscellaneous invoice which is linked to the currently selected agreement.
Suspend Contract: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Suspend Contract option within the Agreement form to suspend invoicing to the customer whilst allowing budget postings to go through to the Nominal Ledger each period.
Create New: A checkbox which, if ticked, denotes that the currently selected user has permission to create a new agreement by way of either the manual input wizard or from an existing quotation.
Amend Reg: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Amend Registration option within the Agreement form to edit the registration number of the vehicle.
Change Customer: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Change Customer option within the Agreement form to allocate an alternative customer/SL account code. Accounts postings are made to the new customer from this point forwards but there are no retrospective changes made to postings to the original customer.
Change Driver: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Change Driver option within the Agreement form to allocate an alternative driver to the agreement.
Edit Excess/Under: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Excess and Under Rates option within the Agreement form to view or edit the excess/under mileage rates and corresponding mileage breaks.
This option also enables the Periodic Excess Distance functionality. i.e. If this checkbox is ticked then the ??? (Excess Distance) icon is displayed in the Accounting Menu Bar in the Contact Management option for the selected user.
Edit RV: A checkbox which, if ticked, denotes that the currently selected user has permission to edit (more than once as required) the Internal RV value before the contract is started and becomes Live. After the contract has been started, this value cannot be edited. This is used for automatic adjustments to depreciation. If this checkbox is unticked then only one edit of the Internal RV is allowed by the relevant user prior to the contract being made Live.
Note: The Contract RV records the residual value used at the quotation stage and cannot be edited after the data from the Fleet quotation has populated the Kompact contract.
Edit Contract Services: A checkbox which, if ticked, denotes that the currently selected user has permission to access and edit the Contract Services form from the Tools menu within the agreement.
Maintenance
Maintenance: A checkbox which, if ticked, denotes that the currently selected user has permission to access the Maintenance forms.
Max Approval Limit: Allows entry of a monetary value. The currently selected user cannot raise an approval for a value that is greater than this amount.
Post Approvals: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Maintenance Authorisation Posting option within the Maintenance form to post the maintenance approval through to accounts.
Schedules Allowed:
Terminated approvals: A checkbox which, if ticked, enables users to create and post an approvals against agreements that are at Terminated Status. If this parameter is switched on then the user is able to operate the Maintenance Control process in the same way as for Live agreements. When costs are posted the system operates in the same way as it currently does for Live agreements i.e. using the Multi posting table/RTS masks.
Terminations
Terminations: A checkbox which, if ticked, denotes that the currently selected user has permission to access the Terminations forms.
Raise Charges: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Termination Charges option within the Termination form to post the termination charges through to accounts.
Sell Vehicle: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Vehicle Sale option within the Termination form to post the vehicle sale through to accounts and print the disposal invoice.
Close Contract: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Close Agreement option within the Termination form to close the agreement and prevent any further amendments or postings to the agreement. (The agreement moves from a status of Terminated to Closed).
Reverse Termination: A checkbox which, if ticked, denotes that the currently selected user has permission to reverse a terminated agreement back to a live agreement.
Customers have been known to incorrectly terminate Kompact agreements. This has led to software support calls asking for the termination to be reversed. This request leads to an operational delay while the call is logged, responded to and the reversal undertaken. The reversal process itself involves a changes of status from T to L and the removal of the newly created termination record (FK-termi). To prevent this delay this user id controlled option enables the customer to reverse the termination. On selection of this icon the system: change the agreement status to back to L; deletes the FK.termi record for the selected agreement number; and writes an FK.audit record to indicate that a reversal has been done. This process is permitted where the vehicle in question has not been sold.
Accounting
Accounting: A checkbox which, if ticked, denotes that the currently selected user has permission to access the Accounting menu and its associated options.
Invoices: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Initials, Regular and Recharges options within the Accounting menu to generate the appropriate invoices.
Renewals: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Renewals option within the Accounting menu to generate the RFL, Motor Club and MOT renewals.
Excess/Under: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Excess Mileage option within the Accounting menu to generate the end of month postings to accounts.
Postings Run: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Postings option within the Accounting menu to generate the end of month postings to accounts.
Finance Repayments: A checkbox which, if ticked, denotes that the currently selected user has permission to use the Finance Self Billing option within the Accounting menu to generate (and print to the currently selected printer) the self billing invoice to the finance house that is funding the agreement.
Allows the review or editing of specific user id access to the various areas of the Contract Funding area which are as follows:
Edit: A checkbox which, if ticked, denotes that the currently selected user has permission to edit records within the funding area of the system. If this field is not ticked then display only mode is assumed and the user may access the system in review mode only.
Create New: At the highest level, the first Edit checkbox denotes whether a user has any edit permissions at all. Subsequent checkboxes such as this further defined these permissions. This checkbox, if ticked, denotes that the currently selected user has permission to create a new contract funding agreement.
Create Postings: This checkbox, if ticked, denotes that the currently selected user has permission to create postings within the contract funding area.
Edit Funds: This checkbox, if ticked, denotes that the currently selected user has permission to edit funding table values within the contract funding area.
Command Buttons
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exit: Exits the form and returns to the Miscellaneous Options Menu.
Help: Provides online access to a context sensitive Help form.
Create: Enables the creation of an additional User by displaying a System Users List Box from which the user may be selected for creating a new permissions record. Mutually exclusive option buttons allow this to be done in one of the two following ways:
Blank: Used if a new User Setup record is to be set-up without utilising existing criteria.
Copy: Copies the values within an existing "nearest match" User Setup record so that only required values need be edited.
Amend: Provides the facility for editing the set-up options of the current User Setup record. No edits can be made to a record until the Amend button has been selected.
Delete: Deletes the currently selected User Setup record.
Confirm: On first accessing the User Setup form this command button is greyed-out. Following selection of the Amend button the Confirm option then becomes available to enable any edits to be confirmed.
Cancel: On first accessing the User Setup form this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
Message: This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK"
Ad-hoc: Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Setup: Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current User Setup record.