User Maintenance

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When you create and save a user, you can:

• Default the new user's preferences from a team or another user and then edit those preferences to suit the new user, or
• Choose None to set up the user's preferences separately.

Choosing to default from a team or another user also include setting the user's security privileges.

To view or set up User Preferences, click the More Preferences button on the User Maintenance form, and then access the Privileges form.

The Apply privileges to company field displays a dropdown list of all companies that have Advanced Security enabled. The default selection is the current company the one you are logged into. If the current company isn't using Advanced Security, the default is the first company found with Advanced Security.

Security privileges can be set once for <All Companies> or for each company if the Advanced Security module is in use.

Note: Selecting the All Companies option changes the user's settings for every company to match the changes made on the User Maintenance form. A warning message displays.

If the user belongs to more than one team, you can specify a Default team for the user in the Default team field on the User Preferences/Privileges form. The Default team is the team that are assigned to all new customers, suppliers and general ledger accounts as the user creates them.

The default team assignment also depends on the Assign default team on new flag option. For each masterfile type that the user has privileges to, you can specify which team it is assigned to when a new supplier, customer or general ledger account is created.

Module Default

When you enter a new customer, supplier or general ledger account, the system checks the settings on the Module Control form.

My Default Team

If this is specified or on the Module Control form, Greentree Desktop checks what team, if any, is assigned as the user's default team, and the new masterfile defaults to that team.

Unassigned

No team is assigned when a new masterfile is created. You can use this if a specific user has the authority to assign teams when a masterfile is created.

Privileges

Privileges can be set up for each of these masterfiles:

• Accounts Payable suppliers.
• Accounts Receivable customers.
• General Ledger accounts.
• Cash Management bank accounts.

Access to privileges is set up using the structure on the left side of the Privileges form. Each masterfile has an All and a Team mode:

All

Allows the user access to all the masterfiles of that type depending on the edit privileges that follow it.

Team

Allows the user access to only the masterfiles of that type that belong to the same team or teams as the user belongs to, depending on the edit privileges that follow it.

Note: If a privilege under the All mode is selected, it changes any Team setting for that privilege.

You can set these privileges beneath the access modes:

Read

This gives the user access to view masterfile information without being able to change it.

Add

This enables users to add this type of masterfile.

Change

This enables users to change (edit) this type of masterfile.

Delete

This enables users to delete this type of masterfile.

Post

This gives the user the right to post transactions against a masterfile.

The masterfile exception to these privileges is the Cash Management Bank Account, which only has the Add, Change, and Delete privileges.

The masterfile Add privilege can only be set under the All mode. You cannot restrict a user to only adding masterfiles that belong to their team; they can either add all masterfiles or none.

Transactions

Access privileges can be set against these transaction types:

Accounts Payable

Invoices, Credit Notes, Journals, Payments

Purchase Orders

Orders, Receipts

Accounts Receivable

Invoices, Credit Notes, Journals, Receipts

Sales Orders

Orders, Packing Slips

General Ledger

Journals

Cash Management

Bank Accounts, Inwards Cash, Outwards Cash

Transactions have these access privileges:

Add

Allows the user to add this type of transaction to any masterfiles to which they have post privileges.

Change

Allows the user to change this type of transaction for any of the masterfiles to which they have post privileges.

Delete

Allows the user to delete this type of transaction from any of the masterfiles to which they have post privileges.

Note: You cannot set editing privileges against PO shipments. Access to shipments depends on supplier and general ledger account post privileges.

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