How to Create New User And All Control
Users menu provides the facility to
create unlimited number of users in a company. Creating different
users provides you
with the flexibility to delegate authority and responsibility to different
users and at the
same time restricting the users from having unauthorized access
to records. With the help of this option you can restrict/allow users for various
activities such as modifying vouchers, masters, company information, changing
price, discount in vouchers and so on. When you create a new company, by default
a Super User is
created. Super User
has the right to create other users, grant/deny them rights/access to
various modules of BUSY. You can compare the Super User to the Administrator of the
company who decides the authority, responsibility, and jobs to be given to all
other employees (Other Users in our case). Thus, in BUSY you
can divide the users in two categories. The categories
are:
|
|
A company in BUSY
can have only one Super User and any number of Other Users.
|
Let us
first discuss the different features that are available when you login as a
Super
User. When you login as Super User only then you can
create, modify or delete a user. To create, modify or delete a
user, the
Administration > Users menu provides you with the
different options. The options are:
Given here is a screenshot of
Users menu option.
On clicking the Add
option, a
User Profile -
Add window appears.
Given here is a screenshot of the User Profile -
Add
window.
User Profile - Add window
At the top left corner of the
User Profile -
Add window, there are
two buttons:
| · |
List - Click this button to list
all the existing users. |
| · |
Paste - Click this button to paste
the values copied from some other users
details. |
Details about a user such as name,
password and so on are required to be entered in different data fields. The data
fields that appear in the User Profile -
Add window can be
grouped into following groups:
Let us discuss these groups in
detail.
User Configuration
In this group various
data fields appear. The data fields are:
User Name
Enter the name of the
user in this data
field.
Password
Enter the password for
the user in this
data field. Using
this password the user will be able to access the
company.
Recheck
Password
Enter here the password
that you have specified in the
Password data field
for confirmation purpose.
Hierarchy
Level
Specify the Hierarchy
level of the User
in the company. The person having the highest authority should be assigned level
as 0 then the Users
subordinate to him should be assigned hierarchy level as 1 and so on. For
example, in a company following hierarchy is followed: Manager -- Asst. Manager
-- Team Leader -- Executives. In this case the hierarchy level will be as
follows: Manager (0) -- Asst. Manager (1) -- Team Leader (2) -- Executives
(3).
The advantage of specifying the
hierarchy level is with User Log and Message Centre. In Message
Center, while sending a message, a User can make that message as Note for
the Users having
hierarchy level lower than him. In User log, a User can view the User log activity of the Users having lower
hierarchy level. Continuing with the above example, a Manager can view User Log activity of
Asst. Manager, Team Leaders and Executives. An Asst. Manager can view User Log activity of Team
Leaders and Executives. A Team Leader can view User Log activity of Executives. An
Executive cannot view User Log activity of any other User as he is at the the
lowest hierarchy level.
Department
Enter the department name
of the User.
Specify Branch for
this User
This data field is active
only if you have enabled Enable Multi
Branch Details
feature in Administration >
Configuration > Features / Options > Enterprise Features tab. Specify 'Y' in
this data field to tag a Branch to the User.
Specify State for
this User
This data field appears
if you have enabled Sales Tax/VAT for the company and have not enabled the
Enable Multi
Branch Details
feature in Administration >
Configuration > Features / Options > Enterprise Features tab. Specify 'Y' in
this data field if you want user to work on a particular state. On
specifying 'Y' in this data field, a list with all the states will appear.
Select the state for which you want user to work. For example, you have
selected the state as Rajasthan, in such a case user will be able to view Invoice and
Report Formats only for the Rajasthan state.
Specify Voucher
Series Group
Specify 'Y' in this data
field to tag a Voucher Series group to the User. On specifying 'Y' in this data
field, a data field next to it appears in which you can select the required
Voucher Series group.
Disable Voucher
Series Group Filter on Report
This option gets active only on
specifying 'Y' in the Tag Voucher
Series Group data
field. Specify 'Y' in this data field if you do not want any check of Voucher
Series Group in the reports for the User. Basically, on specifying 'Y' in
this data field, the User will be able to view / print
report for all the Voucher Series Groups instead of viewing / printing reports
only for Voucher Series Group tagged with it.
Specify Master
Series Group
This data field gets
active only if you have enabled the Enable Master
Series Tagging
feature in Administration
> Configuration > Features / Options > Enterprise
Features window.
Specify 'Y' in this data field to tag a Master Series Group to the User. On specifying 'Y'
in this data field, a data field next to it appears in which you can select the
required Master Series group.
Disable Master
Series Group Filter on Report
This option gets active only on
specifying 'Y' in the Tag Master
Series Group data
field. Specify 'Y' in this data field if you do not want any check of Master
Series Group in the reports for the User. Basically, on specifying 'Y' in
this data field, the User will be able to view / print
reports for all the Master Series Groups instead of viewing / printing reports
only for Master Series Group tagged with it.
Bind User with specified
HDD(s)
Specify 'Y' in this data field to
bind User with
specified Hard Disk number. The User will be allow to work from only
those computers whose Hard disk serial number is tagged with it. On specifying
'Y' in this data field, a Configuration button appaers. On clicking the
Configuration button, a Hard Disk
Binding Configuration
window appears. In the window, following data fields appear:
| · |
Specify Hard Disk Serial No. -
Specify hard disk serial numbers to be tagged with the User. |
| · |
Specify Error message if accessed
through Invalid Hard Disk - Specify error message to be shown to the User when he tries to
access data from the hard disk to which he is not
bound. |
Specify
Executive
This data field gets
active only if you have enabled the Enquiry/Support Management feature in
Administration >
Configuration > Features / Options > Enquiry/Support Mgmt. tab.
Specify 'Y' and
select executive to be tagged with the user.
Bind Executive
with User
This data field gets
active if you specify
'Y' in specify executive and tag an executive with the user. Specify 'Y' in this data field to
enable tagged executive to enter call report voucher for other executives.
Read Control from
Other User
Specify 'Y' in this data
field to read control for this User from some other User. On specifying 'Y'
in this data field, a data field next to it appears in which you can select the
required User. All
the rights and controls as applicable for the User selected in the data field will
also be applicable for the Users you are creating. Once you have
specified 'Y' in this data field then all other groups in the window
disappear.
User Controls
In the User Controls
group, various data
fields are:
Allow Modification
of Company
Set this data field to
'Y' if you want to allow other user to make modifications in the
company information such as name, address and so on.
Allow Price Change
in Voucher
Set this data field to
'Y' if you want other user to make modifications in the price
of the item in different vouchers. On specifying 'N' in this data field, a
Disallow Price
Configuration window
appears in which you can select the vouchers for which price change is not
allowed.
Allow Discount
Change
Set this data field to
'Y' if you want to allow other user to make modifications in the
discount allowed on items. If you have enabled the option of Item Wise
Discount in
Administration
> Configuration > Vouchers Configuration > Voucher
Configuration
then an Item Price
& Markup window
appears at the time of voucher entry in which you can enter the markup for the
item. Now with this data field set to 'Y', the user will be able to change the markup
in the Item Price
& Markup window
at the time of modification or creation of relevant vouchers. Also if this
option is set to 'Y' only then the user will be able to use and modify
Discount Bill Sundry in the
voucher.
Allow Markup
Change
Set this data field to
'Y' if you want to allow other user to make modifications in the
markup charged on items. If you have enabled the option of Item Wise
Markup in
Administration
> Configuration > Vouchers Configuration > Voucher
Configuration
then an Item Wise
Discount window
appears at the time of voucher entry in which you can enter the discount for the
item. Now with this data field set to 'Y', the user will be able to change the
discount in the Item Wise
Discount window at
the time of modification or creation of relevant vouchers.
Allow Re-printing
of Documents
Set this data field to
'Y' if you want to allow the user to re-print the documents.
Re-printing of documents refers to a situation where a document such as sales
invoice has been printed once and it is printed again using the Print button or the Printing menu.
Hide Value of
Items in Reports
Specify 'Y' in this data
field if you do not want User to view value of item in the
reports. On specifying 'Y' in this data field, 'Show/Print Value of Items'
option will not appear in the Report/Printing
Options
window.
Hide Values of
Items in Vouchers
Specify 'Y' in this data
field to hide item's price and amount columns in pure inventory vouchers i.e.
Production, Unassemble, Stock Journal, Stock Transfer, Mat. Issued to Party and
Mat. Rcvd. from Party.
Maintain Notes
Manager
This data field appears
if you have specified 'Y' in the Maintain Notes
Manager data field in
the Administration >
Configuration > Features/Options > General tab. Specify 'Y' in this data
field, if you want to enable Notes Manager for the selected user.
Show Notes Manager
at Startup
This data field is active
only if you specify 'Y' in the Maintain Notes
Manager data field.
Specify 'Y' in this data field if you want Notes Manager screen to appear at the
time of the start of the company. If you specify 'Y' in this data field then
first of all Notes Manager screen will appear when the selected user login the
company.
Show User Dashboard at
Startup
This data field is active
only if you have configured Dashboard for the User. Enable this option to view
dashboard report at the start of company.
Show Approval
Entries at Startup
Show Rejected
Entries at Startup
Allow Email of
Reporting
Specify 'Y' in this data
field if you want to allow the user to Email reports through
BUSY.
Allow SMS of
Reporting
Specify 'Y' in this data
field if you want to allow the user to SMS reports through
BUSY.
Allow Export of
Reports
Specify 'Y' in this data
field if you want to allow User to export the reports.
Allow Data
Backup
Specify 'Y' in this data
field if you want to allow user to take backup of the
company.
Allow Printing of
Vouchers
Specify 'Y' in this data
field if you want to allow user to print the vouchers.
Restrict Back Date
Entry
Set this data field to
'Y' if you want to restrict other user from making back date entries.
Back date entries refers to entering back date vouchers or making modification
in the existing voucher details. On specifying 'Y' in this data field, a
Config. button gets activated. Click the
Config. button to configure restrictions
for back date entries. On clicking the Config. button, a Back Dated
Entries Restriction
window appears. Given here is a screenshot of Back Dated
Entries Restriction
window.
Back Dated Entries Restriction
In the Back Dated
Entries Restriction
window, you can set the number of back days entries to be allowed to the user for a particular
voucher type and series. In the window there is a grid and two options. The grid
and options are:
| · |
Allow Back Date
Entries |
| · |
Don't Allow Back Date
Entries |
Back Date Entries Grid
In the Back Date
Entries grid, there
are three fields. The fields are:
| · |
Voucher Type - Select the required
voucher type. |
| · |
Voucher Series - Select the series
on which you want to put the back date entry restriction. If you want to
restrict all the series of the selected voucher type then you can select the
All
Series
option. |
| · |
Back Days Allowed - Specify the
number of days for which back date entry will be allowed for the selected
voucher type and series. Back date entry is calculated from the voucher creation
date. Back days will be calculated from the last voucher date. For example, last
voucher entered for the selected voucher type and series is of 1/6/2008 and you
have allowed back date entry for 30 days. In such a case you can make
modification in only those vouchers that were entered after
1/5/2008. |
Allow Back Date Entries
Select this option if you
want to allow back date entries for all the voucher type and series that are not
configured in the Back Date
Entries
grid.
Don't Allow Back Date
Entries
Select this option if you
do not want to allow back date entries for the voucher types and series that are
not configured in the Back Date
Entries grid. For
example, a company wants to allow user Rupesh to make back date entries
for Main series of Sales voucher only and that also for
one month and not more than that. In such a case, it can select the Sales voucher type then select
Main option and specify 30 in the
Back Days
number allowed data
field. After this the company has to select Don't Allow
Back Date Entries
option to restrict user from making back date entries for
all other voucher types and series other than the Main series of the
Sales voucher
type.
Enable Message
Centre
Show Message
Centre at Start up
This option gets active if you
have specified 'Y' in the Enable Message
Centre option above.
Specify 'Y' in this option if you want to open Message Centre screen when the
User log on to the
company.
Display Thought of
the Day
This option appears if
you have specified 'Y' in the Thought of the
Day option in
Administration >
Configuration > Features / Options > General tab. Specify 'Y' in this data
field if you want to view thought of the day / motivational thought at the time
of company startup.
Maintain Data
Checklist
This data field appears
if you have specified 'Y' in the Maintain Data
Checklist option in
the Administration >
Configuration > Features/Options > General tab. Specify 'Y' in this data if
you want to maintain data checklist for the selected user. If you specify 'N' in this data
field then the data checklist for the user will not be maintained.
Maintain User Activity
Log
This data field appears
if you have enabled Enable User Log feature under Administration >
Configuration > Features / Options > Enterprise Features tab. Specify 'Y' in this data
field if you want to maintain User activity log for the User.
Auto Data Saving
Received from BO
This data field appears
if you have Enable HO/BO
Data Sync option in
Administration >
Configuration > Features / Options > Enterprise Features tab and you are at the Head
office. Specify 'Y' in this data field to allow user for auto data saving received from
BO.
Ask for
Data Sync
This data field appears
if you have Enable HO/BO
Data Sync option in
Administration >
Configuration > Features / Options > Enterprise Features tab and you are at the Branch
office. Specify 'Y' in this data field to allow user for data synchronization of HO and
BO.
SQL Query
Mode
Select the access rights
to be given to the user for SQL Query Executor. In the list
there are three options:
| · |
Don't Allow - If you select this
option then the user will not be able to use the
SQL Query
Executor option at
all. |
| · |
Execute Only - If you select this
option then user
will be able to only execute the already created queries in the SQL Query
Executor
option. |
| · |
Create and Execute - If you select
this option then user will be able to both create and
execute SQL Query
Executor
option. |
Show Last
Transactions during Sales
This data field appears
if you have enabled the option of Show Last
Sales Transactions in
Administration >
Configuration > Features / Options > Inventory tab. Specify 'Y' in this data field to
allow User to view
previous sales transactions while adding a Sales voucher.
Show Last
Transactions during Purchase
This data field appears
if you have enabled the option of Show Last
Purchase Transactions
in Administration >
Configuration > Features / Options > Inventory tab. Specify 'Y' in this data field to
allow User to view
previous purchase transactions while adding a Purchase voucher.
Can Regularize
PDC
This data field appears
if you have enabled the option of Post Dated
Cheques in Payment / Receipt voucher in Administration >
Configuration > Features / Options > Accounts tab. Specify 'Y' in this data
field to allow User
to regularize post dated cheques.
Can Reconcile
Ledger
This data field appears
if you have enabled the option of Ledger Reconciliation in Administration >
Configuration > Features / Options > Accounts tab. Specify 'Y' in this data
field to allow User
to do ledger reconciliation.
Allow Web Based
Reporting
This data field appears
if you have enabled the option of Web Based Reporting under Administration >
Configuration > Features / Options > Enterprise Features tab. Specify 'Y' in this data
field to allow user
to do Web Based Reporting.
Allow Modification
of Data Entry from Captions
Specify 'Y' in this data
field to allow user
to change caption during master/ voucher data entry.
Create Financial
Year
Specify 'Y' in this data
field to allow user
to Create financial year.
Allow Overwrite of
Data while Restoring Backup
Specify 'Y' in this data
field to allow user
to overwrite the data at the time of restoring backup.
Always send Email
in offline Mode
Specify 'Y' in this data field to
allow User to
always send Emails in offline mode, if an error occurs at the time of sending
Email.
Always send SMS in
Offline Mode
Specify 'Y' in this data
field to allow User
to always send SMS in the offline mode, if an error occurs at the time of
sending SMS.
Prompt for pending
Offline Email/SMS
Specify 'Y' in this data field to
prompt a message on regular intervals for sending Emails / SMS which are pending
in offline mode.
Allow
Customization of Reports
Specify 'Y' in this data
field to allow user
to customize the reports.
Restrict Grid
Entries Deletion in Sales
Specify 'Y' in this data
field to disallow User from using F9
key during Sales
voucher feeding. With this option enabled, User will not be allowed to delete any
item entry from Sales voucher and also will not be able to escape the Sales
voucher if any item entry is entered i.e. if an item is entered then User cannot escape the
bill without saving.
Set Master Controls
Data Entry
Click this button to set
Master Control for the user for the data entry part. You can
also set generalised Master Controls for all the users through Administration >
Configuration > Vouchers Configuration option. To set Masters Control
for a particular user, click the Master
Controls for This User button. Master Controls refer to
allowing/ disallowing user from using certain masters such as Party,
Bill Sundry, Item and so on. For example, user Rupesh makes entry for all the
sales made in credit and you never give discounts on the sales made in credit.
In such a case, you would want that under no circumstances, the
Discount Bill Sundry
should be used by user Rupesh in the CrdtSales series of Sales voucher. For putting this control
and many other control, you can use the Master Control
for This User option.
On clicking the Set Masters
Control Data Entry
button, a Master Control
For User window appears. In the
Master Control
For User window, list of all the voucher
types along with the voucher series is given. Select the required voucher series
on which you want to apply the Master Controls.
|
|
If you apply a
Master Control on a series then that series will appear in
Bold.
|
On selecting a voucher series, a
Set Master
Control button gets
activated. Click the button to set Master Controls for the selected series. On
clicking the button, a Set Master
Control for Voucher Type and Series window appears. Given here is a
screenshot of Set
Master Control for
Voucher Type and Series window.
Set Master Control for Voucher Type and Series window
In the Control Master
for Voucher Type and Series window, various masters appear
depending on the voucher type selected in the Master Control
For User window.
In the window there are primarily
six masters on which you can apply control. The masters are:
| · |
Party/Account/Source
MC |
| · |
Material Centre/Target
MC |
| · |
Sale Type/Purchase
Type |
To apply control on the masters,
perform the following steps:
| · |
Select the checkbox Apply
Control for the
Master for which you want to apply the controls. For example, you want to apply
control on Account master then select the Apply
Control option in the
Party
group. |
| · |
Select the Allow or Disallow option depending upon the type of
control you wish to apply. For example, you want to allow user to use only certain type of
accounts then select the
Allow
option. |
| · |
Select either One
Account/Item/CC/MC or Group of Account/Item/CC/MC option to specify the specific
master/masters on which you want to apply control. For example, you want to
allow user to use
only those accounts that fall under a certain Account group then you can select
Group of
Accounts
option. |
| · |
Select the specific Party/Item/CC/MC/Bill
Sundries/Sale Type on
which the control is applied. For example, you want to allow user to use only accounts of Sundry
Debtor Account Group then you can specify the Account Group as Sundry
Debtor. |
| · |
Specify 'Y' or 'N' depending upon
your need in the Apply Control
With-in Parent Group Only data field. If you specify 'Y' in
this data field then the control will be applicable only for the
Account/Items/MC/CC or Group of Accounts/Item/MC/CC falling under the selected
Master/Group of Master. This data field implies that whether you want to limit
the control to the Parent Group of selected Master/Group of Master or want to
apply control on all other masters or Group of Masters of the same Master Type.
For example You want to allow user Rupesh to enter
Sales voucher for
only Busy Infotech Sundry Creditors and not for any other Sundry Creditor. For
this purpose you can select the Busy Infotech account in the Party group and specify 'Y' in
the Apply Control
With-in Parent Group Only data field. With this user Rupesh can use only
Busy Infotech account from Sundry Creditors group but can also use all other
accounts that fall under Sundry Debtor, Cash and Bank group. It means that
control is applicable only for Sundry Creditors group and not for any other
group. |
Menu
Rights
This group allows you to
set the preferences for different users. By setting preferences we mean
giving/denying access to different menu and sub-menu options such as
Transaction,
Master, Configuration
and so on. Given here is a screenshot of User Profile - Add
window displaying
Menu
Rights.
User Profile - Add window
Using Menu
Rights option you can
allow/restrict the User from having access to different
menus and sub-menus. To allow access to any option, enable the required option
and to restrict the User from having access to any option
simply disable the required option.
| · |
To enable a option select the
checkbox against the required option and to disable the option deselect the
checkbox against the required option. |
For example, you want that user Rupesh should have
right to only view the Masters and not to make any addition or
modification in any of the Master. For this purpose you have to enable the
option
View in all the
Masters and disable all other options for the Masters.
Modify
| · |
On clicking the Modify option, a Select User To
Modify window
appears. |
| · |
Select the User that you want to modify and click
the Select button. If you select the Super
User, then a
Super User - Modify window appears. In the window,
there are various data fields. The data fields
are: |
| o |
SuperUser Name - This data field
displays the name of the Super User. You can change it as per your
requirement. |
| o |
Password - This data field
displays the password in asterisk form for the Super User. You can change it as per your
requirement. |
| o |
Recheck Password - This data field
displays the password in asterisk form of the Super User. If you have changed the password
in the Password data field then re-enter that
password in this data field. |
| o |
Maintain Notes manager - This data
field appears if you have specified 'Y' in the Maintain Notes
Manager option in the
Administration
> Configuration > Features/Options > General
tab. Specify 'Y' in
this data field if you want to enable Notes Manager for the Super User. |
| o |
Show Notes Manager at Startup -
This data field is active only if you have specified 'Y' in the Maintain Notes
Manager data field.
Specify 'Y' in this data field, if you want Notes manager screen to appear every
time Super User
login the company. On specifying 'Y' in this data field, whenever the Super
User opens the
company, first of all the Notes Manager screen will
appear. |
| o |
Show Message Centre at Start up -
This option gets active if you have specified 'Y' in the Enable Message
Centre option above.
Specify 'Y' in this option if you want to open Message Centre screen when the
Super User log on
to the company. |
| o |
Show User Dash Board at Start up -
This data field is
active only if you have configured Dashboard for the User. Enable this option to view User dashboard report at
the start of company. |
| o |
Always send Email in Offline mode
- Specify in this data field to always send Email to the Offline mode, if an
error occurs at the time of sending
Email. |
| o |
Always send SMS in Offline mode -
Specify 'Y' in this data field to always send SMS in the offline mode, if an
error occurs at the time of sending SMS. |
| o |
Prompt to send pending Offline
Email / SMS - Specify 'Y' in this data field to prompt a message at regular
intervals for sending Email / SMS which are pending in offline
mode. |
| o |
Bind Data with Specified HDD(s) -
Specify 'Y' in this
data field to bind data with specified Hard Disk number. The super user will then be working
only on those computers whose Hard disk serial number is tagged with it. On
specifying 'Y' in this data field, a Configuration button appaers. On clicking the
Configuration button, a Hard Disk
Binding Configuration
window appears. In the window, following data fields
appear: |
| · |
Specify Hard Disk Serial No. -
Specify hard disk serial numbers to be
tagged. |
| · |
Specify Error message if accessed
through Invalid Hard Disk - Specify error message to be shown to the User when he tries to
access data from the hard disk to which he is not
bound. |
If you select any User other than the Super
User then a
User Profile -
Modify window
appears. This window is similar to the User Profile -
Add
window.
At the top left corner of the
User Profile -
Modify window, there
are six buttons:
| · |
Delete - To delete a
record |
| · |
Next - To go to next
record |
| · |
Previous - To go to previous
record |
| · |
List - To list all the existing
records |
| · |
Copy - To copy the
record |
| · |
Paste - To paste the copied
record |
With the Modify option, you can make
modifications to the User details as per your requirements.
For example, you can change the name of the User or can restrict/add rights given
to him. For information on different data fields that can be modified, please
view the Add
option in the
Users menu. Now you can make
appropriate modifications in the user information.
| · |
After you have made the
modifications in the user details, click the Save button to save the
changes. |
List
List menu option allows you to
generate a list of all the users of your company.
| · |
Click the List option. On clicking the
List option, a List of Users window appears that displays the
list of all the existing users. |
Now let us discuss the
Other
User option. If you login as other
user i.e. other
than the Super User
then in the Users menu, only the Change
Password option
appears. Given here is a screenshot of Users menu options when you login as
other user.
User menu Options
On clicking the Change
Password option, a
User Password -
Modification window
appears in which the user can change the password by
entering the necessary details.
|
|
Super User has the authority to
change the password of any user at any
time.
|
Copyright © Busy Infotech Pvt. Ltd.,
Delhi
Comments