The User Details form enables you to maintain a user's employee profile by creating, amending, saving and deleting his or her personal information and system access criteria. For identification purposes there is an option to add a photograph. You can add a user ID to the list of authorisers in the Purchase Ledger Invoice Register using this form.
You can also grant users access to multiple locations. This is especially useful for people with high access levels who need to monitor users and terminate illegal activity. Users can be monitored from the Display Users form.
What do you want to do?
This form is displayed when you click System Utilities > Management Menu > User details.
Tabs
Field:
User ID: The User Identification of the employee
Name: Forename and surname of the user.
Position: Position held by the user in the company - for example: Accountant.
Location: Location of the office where the user is based.
Extension number: Internal telephone extension number of the user
Car registration: User's vehicle registration number
Car description: Model of the user's vehicle
Mobile phone number: Mobile phone number.
E-mail address: Electronic mail address for the user
Home address: Home address
Home postcode: Home post code of the user
Home phone number: Home telephone number of the user
PIN: Personal Identification Number of the user for Purchase Ledger invoice authorisation
Language code: Nationality of the user. Enter a Language code between 1 and 9, or select
a nationality.
Photograph: A picture of the user. Supported picture file types: BMP; JPG; WMF; ICO. Click on this link for help on transferring the user's picture to the User Details Form.
Utilities Button:
This controls what is displayed in the Utilities menu when you click the Utilities... button.
Administrator: Enter: M: Mail, D: Diary, B: Both, or N: Neither.
Fleet system: Enter either Y(es) or N(o), depending on whether the user should have access to the Fleet system.
CRM: Enter either Y or N, depending on whether the user should have access to the CRM module.
Fax queue: Enter either Y or N, depending on whether the user should have access to the facsimiles queue.
Spooler: Enter either Y or N, depending on whether the user should have access to the print spooler.
Display Users: Enter either Y or N, depending upon whether the user should have access to displaying users.
Enable Report Generator: Enter either Y or N to have access to the Report Generator via the Utilities... button from any main menu.
Cashbook Group:
Cashbook access: Your access level with regards the cash book. One of:
- N - No access. You have no access to the cash book functionality at all.
- Y - Access. You have access to the Cash Book Menu functions.
- A - Advanced Access. You have access to the Cash Book Menu functions. You need this access level to maintain cash book parameters.
Excel Setup:
Excel row identifier: User-defined field. R (row) for English versions of Microsoft® Office Excel® spreadsheet software, or equivalent for other languages
Excel column identifier: User-defined field. C (column) for English versions of Microsoft® Office Excel®, or equivalent for other languages
Miscellaneous:
Mandatory Cost Centre: Select this check-box to force a valid cost centre during Purchase Control verification.
NL cost centre: Enter the Nominal Ledger cost centre
Employee number: Enter the employee number
Print contact sheets: Whether or not contact sheets are to be printed for the user
E-mail hunt group: Electronic mail hunt group, if any, of which this user is a member
Prefer Front Page: Enter or select the drop-down arrow
- Default classic menu: Displays modules on the left side and companies on the right side. Use the mouse or keyboard to move forward or backwards in the menu structure.
Default Front page: Displays a collection of icon shortcuts to user menu options. This can save mouse clicks between modules and menus and users retain the ability to switch between this mode and Default classic menu mode. Default Front page must be used if the user wants to add shortcut icons to the desktop.
Force Front page: The same as Default Front page mode, but it does not allow users to add desktop icons or switch to classic mode. In this case, a system administrator would create the desktop icons for user.
Mobile user: This option is required to be enabled when Pocket PC/PDA (Personal Digital Assistant) devices are to be used. It assigns the menu type display and other controls used during the operation of this type of device.
Note: A specific userid will need to be assigned for each login required on PDA devices.
Auto-arrange Front Page: Set this check box to a tick if the icons are to be auto-arranged on the Front Page desktop.
Advanced system user: If selected, allows you access to advanced system options. As an advanced systems administrator of at least Priority 8, you must select this check box to see the System Utilities menu option, User management. The menu option lets you terminate users and processes to prevent illegal exit.
Automatic write-off variance: Enables users to settle (pay off) documents when the whole value of the document has not been received. For example, if the document is for £100.02 pounds sterling, and £100 pounds is received and the user details enable write offs of 10 pence: when the document is settled in Point of Sale, Sales-, or Purchase Ledger, the user is permitted to settle it without specifically saying they are writing off the 2 pence. The write off takes place automatically.
Note: If the amount to be written off in this example is more than 10 pence, the user will have to perform a write off deliberately. (The write off will not happen automatically.)
Employee start date
: Optional date for when user first started employment.
Employee leaving date
VSB sales exec: Select this check-box if this User id is a Vehicle Stock Book sales executive.
VSB reserve password: Enter the password for access to the Vehicle stock books Reserve Vehicle option.
Max reserve days: Maximum period of days for which this person can reserve a VSB vehicle.
Period/Profit target:
For reporting purposes only. Profit target for this user for the selected period [1-12].
Sales commission type: For reporting purposes only. The sales commission type code for this user.
CRM department: Enter the CRM cost centre.
Department type: Enter the Department type: S for Sales, A for Aftersales, or B for Both.
Spend analysis profitability: Code to show the profitability for Vehicle Sales, Aftersales, Both, or None.
Telephony user : Check the tick box if this user uses a Telephony system.
Note: If a Telephony system is installed users have access to direct dial customer from CRM, Point of Sale and Display Accounts. Access also depends on additional system set up in Terminal details and System controls.
Available locations: Enter the location available to this user.
Note: An asterisk * can be used to mask locations. For example, *** denotes all locations.
CRM Company No: Enter the CRM Company record number which holds the Sales Ledger account number to be entered by default into the main (Service/Parts) Point-of-Sale (POS) form when the Guest User logs in.
POS usage: Enter or select
- P - Parts
- S - Service
- B - Both
POS operator: Enter the Point-of-Sale Operator number. This operator code must be set up in the POS Operators file within the SO MISCELLANEOUS OPTIONS Menu.
Password: POS Operator password. Enter the password to be used by the Guest User when entering POS. This can be left blank if required.
POS terminal no: Enter the terminal number to be used by the Guest User. This terminal number must be set up in the Terminal details option on the SO MISCELLANEOUS OPTIONS Menu. This allows the Guest User always to print on a pre-defined printer when printing POS documents.
Mobile alias: Enter a valid userid when it is required that a specific user needs to be used when writing to any Autoline file when using Pocket PC/Mobile devices. The permissions on the alias must not be higher than the userid being updated. This field can be left blank if required and will therefore revert back to using the userid assigned for use on the Pocket PC/Mobile devices when writing to Autoline files.
More information on Guest User
Default CC: The default cost centre used to create orders. Enter the default cost centre used to analyze requisitions and orders for the selected user. This is not used for posting purposes but could be used to drive a Report Generator report.
Limits
Write-off: Write-off value allowed in order verification (also uses cash posting write-off priority). Enter the limit to which the selected user can write off goods values in Purchase order verification.
Specify write-off account?: Select this check-box to allow editing of the Nominal Ledger write-off account.
Order: Enter the Maximum allowed order value this user can create.
Authorise orders [lowest/highest limit]: The lowest and highest limits for order authorization. Enter the minimum and maximum values of requisition that this user can authorize for other users.
Requisition authorisors and limits: A user may have up to ten different authorizers held against them. When requisitions are created by this user, authorization must be obtained from whichever user's limit catches the requisition value, in order to advance the requisition onto New Order status.
Telephony diversion extensions: If the user is a Telephony user and is unable to take a call it can diverted to a different extension. There are 8 diversion extensions 4 of which are not used and labelled are spare.
Note: The Telephony diversion extensions are only suggested labels, any extensions can be entered.
Telephony user: Selected if this user uses a Telephony system.
Note: If a Telephony system is installed users have access to direct dial customer from CRM, Point of Sale and Display accounts. Access also depends on additional system set up in Terminal details and System controls.
Fields:
Code: Location code.
Location Description: Description or name of the location.
Access: Indication of what locations the current user has access to. (A tick indicates access has been granted).
This procedure transfers a user's photograph to the User Details Form. Supported picture types include: BMP, JPG, WMF, ICO.
To transfer a user's photograph to the User Details Form:
Load the required user ID and click Click to set in the Photograph box.
The Select picture [selected user] form is displayed.
The Pictures on PC field contains a non-editable path - for example, C:/rev8work, where pictures are stored and can be transferred and assigned to the individual user ID.
Within the Pictures on PC path, select the required picture - for example: abc.jpg.
The Transfer button is enabled.
Click Transfer.
Another form is displayed with the following message:
Enter a new picture file name without extension. This should be set to the User ID the picture is for.
The User ID of the person selected is entered by default - for example: abc.
Ensure that the User ID and the new filenames are the same, and click OK.
The picture is transferred from the PC (Pictures on PC window) to the User's server (Pictures on server), and held against that user.
You can view the picture on the selected User ID by clicking the file name in the large box under the Pictures on server field.
This form is displayed when you click Click to set in the Photograph box on the User details form. It enables you to transfer a user's photograph to the User Details Form.
Filename: The full path and file name of the picture to be opened.
Available pictures:
Pictures on PC: Location of pictures on the local personal computer, where pictures are stored and can be transferred and assigned to the individual user ID. A non-editable path - for example: C:/rev8work.
Supported picture types: Indicates picture file types that are supported.
Pictures on server: Location of pictures on the server. You can view the picture on the selected User ID by clicking the file name in the large box under the Pictures on server field.
[Preview]: Click this box to get a full-size preview if a picture is found by the system.
Buttons:
Delete: Deletes the Filename (that is, the user's picture).
Preview: Previews the user's picture.
Transfer: Transfers the user's picture from the personal computer to the user's server.
To add a user ID to the list of authorisers in the invoice register:
Select Management menu from the SYSTEM UTILITIES Menu.
The MANAGEMENT MENU is displayed.
Select User details from the MANAGEMENT MENU.
The User details form is displayed.
Enter the relevant user's ID, click Amend, and enter four digits into the P(ersonal) I(dentification) N(umber) field. Click Save.
The details are saved. Information messages may be displayed at this point.
Advise the user of this PIN.
This user is now able to authorise invoices.
File Maintenance: This is for information on how to change/sort records.
Ad-hoc: Construct queries and display, print, or produce a graph of the result
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