Maintain Users
The maintain users option allows the administrator to configure users, departments and cost centres. In the example shown via the screen shot, there are six users set up on this system. The system can handle as many users as you require along with departments and cost centres. The control functions within this system are designed to hand the control of the system back to you.
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Create New Users
To create additional users on the system select the option
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Fill in the blank configuration settings in order to create a new user. The settings are similar to that shown below.
| User Name | Users name they will use to log onto the system |
| User Password | Password Used to log on by user |
| User Fullname | This appears when the user first logs onto the system |
| User Phone Number | Contact Telephone Number |
| Email address | Contact email address for that person |
| Default Delivery Address | Address where goods are to be delivered |
| Department | Is this person attached to a department |
| Cost Centre | Is this person attached to a cost centre |
| Administrator | Is this person an administrator. Yes / No |
| Allow Orders | Full ordering / Template Orders / Browse Only |
| Allow Departmental Selection | Yes / No. Yes if orders for more than 1 dept |
| Allow Cost Centre Selection | Yes / No. Yes if orders for more than 1 cost centre |
| Allow Address Selection | Yes / No. Yes if orders for more than 1 address |
| View Credit Limit On Logon | Message underneath the users login name. NO |
| Consumer | Company name or account number |
| Authorise all orders | Yes / No. Do you want this person authorising all orders |
| Maximum product order value allowed | Set max product price a person can purchase |
| Maximum line order value allowed | Set max line order that person can buy |
| Maximum total order value allowed | The total order value that person can spend |
| Maximum spend and timeframe | Set the budget amount and time limit |
| Create |
Once you click on the create button it will create that user and take you back to the maintain users screen. You will now need to set any invalid product groups (products you don’t want an individual to order from, if required, and also set the advanced settings.
Set Invalid Product Groups
To set invalid product groups select the required user from the maintain users main screen. This takes you to the main configuration screen. Scroll down the page until you can see the options at the bottom of the screen showing SAVE, COPY, DELETE, SET INVALID PRODUCT GROUPS.
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Select the invalid product group button which takes you to the next screen.
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This screen lists all product groups associated with the product catalogue. If we did not want this user ordering Office Furniture, you would select the Office Furniture check box so a tick appears next to the description. Click on save for the settings to take effect. You will be taken back to the main configuration screen. The final item you must do is set the Advance Settings.
Advance Settings
As explained the last configuration setting is the advance settings. Advance settings can be found under the maintain user link, select the user, scroll down the page and advance settings can be found at the bottom left of the page.
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Upon selecting the advance settings link you are presented with a screen which you can leave as blank and allow the default settings to take effect or fill in the necessary information as shown below:-
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This screen allows you to set the following options:-
| Show pricing | Yes / No option (default setting is yes) |
| Budget control by | User/Department/Cost Centre - Default is User. Set this dependent upon how you want that users budget controlled. |
| Template user allow extra orders | Yes / No option (default yes) |
| Available product ranges | Leave Blank unless you want to give this person a specific product range |
| User specific product ranges | Yes / No option (default no) |
| Password timeout in days | Set period of time user password change deault 30 days if cell left blank |
| Use preventative budget control | This will stop users going over their budget limit. Default setting no |
| Preventative budget warning message | Message you want to appear when they use the preventative budget method above |
| Warning message when order contains products from invalid product groups | Yes / No option. Set this to yes and a red band appears on the order stating the message opposite. Default setting no |
| Can perform returns | Do you want all users to create returns. Default no |
| Can edit processed orders | Do you want all users to be able to edit old orders. Default setting no. |
Set the departments and cost centres settings for additional controls over users on the system.
Departments & Cost Centres
Departments and cost centres are another way that control can be applied
via this system. It allows the administrator to set up departments, cost
centres or both. It also allows the administrator to attach individuals to both
and budgets can be set against each one. To do this go through the
link and select the
button which will bring
up the following screen:-
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Fill in the department code, description and any budget figures you may wish to set for that department. Underneath the main departmental information, the administrator can put their email address. If this field is filled in, the administrator will be allowed to process purchase orders via their email system (providing their email system can read HTML files - outlook express will do this). It only works if users are set up on a departmental budget - as explained in the advance settings example above.
Cost Centres
Cost centres work in a very similar manner as departments. Select
link. Then select the
link from the top of the
screen and the following screen will appear:-
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Set the Cost Centre code, description and order values and click on create.
When setting up departments and cost centres you must remember to save users against them. To attach users to departments and cost centres can only be done via the maintain users link. Select the user you want to attach. From the main configuration screen, choose the department, cost centre or both then select the save link. The grid will show the users and the department that that user is associated with.
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