Differences

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--- moneyworks:po_authorisation:adding_a_new_moneyworks_user [2012/08/07 19:32] – john
+++ moneyworks:po_authorisation:adding_a_new_moneyworks_user [2012/08/09 05:10] (current) – [Installing scripts] Craig Drown
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-...
 ==== Add a new user to Moneyworks ====
 This section describes how to add a new usercode to Moneyworks.
@@ Line 61: / Line 61: @@
 ==== Adding the authorisation columns ====
+This section describes how to add two columns to the Purchase Order tab so that a user can see whether a Purchase Order has been authorised or not.  If you have copied the User Preferences from an existing user to make the new usercode, then you probably will not have to do this step.
+  - Make sure you are on the //Purchase Order// tab
+    * To get to this tab, click on View by Orders, then click the Purchase Order.
+  - Right click anywhere in the list of transactions.
+    * A popup menu will be displayed.
+  - Select //Customise List View// from the popup menu
+  - Add two new columns by adding the //Heading// [your calculation here] to the list of fields to be displayed.
+  - Edit each new column in turn so they are named “Auth 1” and “Auth 2” respectively.
+  - Edit the //Auth 1// column so it displays the first authorisation field.
+    * The column value should be:
+      * Upper(Slice(lookup(SequenceNumber,”User.data”),1,”*”))
+  - Edit the //Auth 2// column so it displays the first authorisation field.
+    * The column value should be:
+      * Upper(Slice(lookup(SequenceNumber,”User.data”),2,”*”))
+  - Click //OK// to save your changes.
 ==== Turning off filters ====
+This section describes how to turn off the privilege called ‘Select Filters’.  It is vital that this is turned off for each user once the correct filter has been set.  If it is not, then the user will have access to all Purchase Orders.
+  - Log on to a usercode with access to //Sharing & Users//
+  - Select //Sharing & Users// and double click on the user you are dealing with.
+  - Turn off the //Select Filters// for the user you’ve just set up.
+    * You must do this otherwise the user will be able to view transactions they don’t have the privilege to view.
+  - Click //OK// to save your changes.
 ==== Installing scripts ====
+In addition to Moneyworks, each user requires additional scripts installed to prevent them modifying authorised Purchase Orders and to allow them to authorise Creditor Invoices.  These scripts are listed below but you will need to refer to the [[moneyworks:po_authorisation:setup|separate documentation]] for information on how to install them.
+=== Authorisation Script ===
+    * This script needs to be installed for users who authorise Purchase Orders — e.g. head of the Finance Department.  This is a Windows only script.
+    *
+=== Helper Script ===
+    * There are two versions of this script — a Windows version and a Mac version.  The appropriate one should be installed for each user who will be entering Purchase Orders, generally the teaching staff.  It is essential this is installed as it warns the users if they modify an authorised Purchase Order plus it will delete the authorisation if they do.
+=== Emailer ===
+    * This script should be installed for staff in the Finance office.  It allows the user to email details of creditor invoices to the originator of the Purchase Order so that they can authorise them.
+=== Authorise Invoice ===
+    * There are two versions of this script — a Windows version and a Mac version.
+It should be installed for each user who has access to enter Purchase Orders.  It allows the user to authorise a creditor invoice based on the details of the invoice that has been emailed to them.