Ideal Online Documentation

29146 GENERAL SYSTEM GUIDE SECURITY SYSTEM
GS7-04 Adding and Deleting Users

 

PURPOSE

 

The supervisor is responsible for ensuring that each user of the system has access to those programs and features necessary to perform all the functions required by his or her job position. In order to permit legitimate users access to the system and to prevent unauthorized intruders, the first level of security is the user name (Operator Code) and password. Ideal software requires that each user of the system logon with a unique user name and password that has been verified by the security system.

 

The Operator Code associated with a password used at the main login screen is tracked in the system. For example, during sale order entry, the operator code is automatically associated with any sales that are created or modified and therefore the last operator to modify a sale is tracked and displayed. The operator code is displayed to the right of the salesman's description. The operator code is also used as the default in the following programs: Inventory Receipts Posting, Inventory Adjustments, Inventory Stock Count Posting, and Purchase Ordering.

 

Users must also be assigned security profiles. Since profiles are detailed in the section entitled SECURITY SYSTEM - CREATING AND MAINTAINING PROFILES, they will be discussed here only as they relate to adding a user name.

 

 

PROCEDURE - ADDING A NEW USER

 

At the Ideal Utilities menu select Salesman Master Maintenance, the following screen will be displayed:

 

SALESMAN/OPERATOR/CASHIER MASTER MAINTENANCE

┌────────────────────────────────────────────────────────────────────────────────┐
│07/16/96                  IDEALWARE BUILDING SUPPLIES                           â”‚
│                  SALESMAN/OPERATOR/CASHIER MASTER MAINTENANCE                  â”‚
│                                                                                â”‚
│     OPERATOR CODE         _____                                                â”‚
│     STORE                                                                      â”‚
│                                                                                â”‚
│ 1.  OPERATOR NAME                                                              â”‚
│ 2.  SALESMAN (Y/N)                                                             â”‚
│ 3.  CASHIER (Y/N)                                                              â”‚
│ 4.  USUAL CASH TERMINAL                                                        â”‚
│ 5.  USUAL CASH DRAWER                                                          â”‚
│                                                                                â”‚
│F2 TO SCAN; F4 TO END; F9 FOR SALESMAN BALANCES;                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

OPERATOR CODE

 

Enter a 5 character code for the new user

 

Ideal suggests using the first 3 characters of the person's last name followed by the first 2 characters of the person's first name: thus Mary Smith would become SMIMA, etc.

 


STORE

 

Enter the store code where this user normally works or does processing

 

In the case of a salesman who travels you could use either the store where the salesman normally works out of or maintains an office, or use the head office code.

 

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add the user name to the system.

 

[F2] to not add the user name to the system.

 

1. OPERATOR NAME
 
Enter the new user's full name (up to 30 characters).

 

2. SALESMAN (Y/N)

 

"Y" to confirm the user is a salesman.

 

If you enter "Y" the system defaults to "Y" in the CASHIER field.

 

 

"N" for no, the user is not a salesman.

 

3. CASHIER (Y/N)

 

"Y" to confirm the user is a cashier.

 

"N" for no, the user is not a cashier.

 

If you enter "N" here and you also entered "N" in the SALESMAN field, the system will bypass the CASH TERMINAL and CASH DRAWER fields and prompt you to update.

 

 

4. USUAL CASH TERMINAL

 

Enter the cash terminal normally assigned to this user.

 

[F5] to display cash terminalcodes for selection.

 

***** NOT ON FILE *****

 

This error message is generated by the system if you press [Enter], you must enter a cash terminal if the user is a salesman/cashier.

 

 

5. USUAL CASH DRAWER

 

Enter the cash drawer normally assigned to this user.

 

The system displays the available cash drawers at the bottom of the screen.

 


Example Salesman/Operator/Cashier Master Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/16/96                  IDEALWARE BUILDING SUPPLIES                           â”‚
│                  SALESMAN/OPERATOR/CASHIER MASTER MAINTENANCE                  â”‚
│                                                                                â”‚
│     OPERATOR CODE         SMIMA                                                â”‚
│     STORE                 01 IDEALWARE BUILDING SUPPLIES                       â”‚
│                                                                                â”‚
│ 1.  OPERATOR NAME         Mary Anne Smith                                      â”‚
│ 2.  SALESMAN (Y/N)        Y                                                    â”‚
│ 3.  CASHIER (Y/N)         Y                                                    â”‚
│ 4.  USUAL CASH TERMINAL   1  CASH TERMINAL '1'                                 â”‚
│ 5.  USUAL CASH DRAWER     A                                                    â”‚
│                                                                                â”‚
│** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):                    â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept the new user name and update the security file.

 

[F2] to modify field information.

 

** FIELD NUMBER (CR TO CONTINUE):

 

Enter the number of the field you wish to change.

 

[Enter] to accept fields as displayed.

 

[F4] to cancel the addition of the new user.

 

The display is cleared and you are returned to the OPERATOR CODE field where you have the option of adding more users or exiting and proceeding to password maintenance. Press [F4] to return to the Ideal Utilities menu. At the Ideal Utilities menu select Security/Password Maintenance, the following screen will be displayed.

 

 

SECURITY PROFILE MAINTENANCE
┌────────────────────────────────────────────────────────────────────────────────┐
│07/16/96            ***** SECURITY PROFILE MAINTENANCE *****                    â”‚
│                   COMPANY: 01 - IDEALWARE BUILDING SUPPLIES                    â”‚
│                                                                                â”‚
│     1 SECURITY PROFILE  _____                                                  â”‚
│                                                                                â”‚
│F1 TO TOGGLE TO EMPLOYEE CODE. CR TO CONTINUE.                                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F1 TO TOGGLE TO EMPLOYEE CODE. CR TO CONTINUE.

 

[F1] to switch to password maintenance

 

The following screen will be displayed:

 

PASSWORD MAINTENANCE

┌────────────────────────────────────────────────────────────────────────────────┐
│07/16/96                ***** PASSWORD MAINTENANCE *****                        â”‚
│                   COMPANY: 01 - IDEALWARE BUILDING SUPPLIES                    â”‚
│                                                                                â”‚
│       EMPLOYEE CODE     _____                                                  â”‚
│       STORE CODE                                                               â”‚
│                                                                                â”‚
│     1 PASSWORD                                                                 â”‚
│     2 SECURITY PROFILE                                                         â”‚
│                                                                                â”‚
│F1=TOGGLE TO SECURITY PROFILE, F5=EMPLOYEE INQUIRY, F10=PASSWORD INQUIRY.       â”‚
│CR TO CONTINUE.                                                                 â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

FIELDS

 

EMPLOYEE CODE

 

Enter the operator code of the new user you just added.

 

STORE CODE

 

Enter the store code associated with the new user.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add the user code to the system.

 

[F2] to not add the user code to the system.

 

1 PASSWORD

 

Enter the default password for this user.

 

Ideal suggests using the operator code as the default password until the user selects his or her own password. Currently all password changes must be made by the supervisor, so it is important that the user select a new password quickly and notify the supervisor to change the default.

 

 

2 SECURITY PROFILE

 

Enter the appropriate security profile for this user.

 

If you have not yet created security profiles (see 29145 - Creating and Maintaining Security Profiles) use one of the default profiles that most closely matches the work requirements of the new user.

 

 

[F5] to display list of default profiles for selection.

 

Example Password Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/17/96                ***** PASSWORD MAINTENANCE *****                        â”‚
│                   COMPANY: 01 - IDEALWARE BUILDING SUPPLIES                    â”‚
│                                                                                â”‚
│       EMPLOYEE CODE     SMIMA                                                  â”‚
│       STORE CODE        01                                                     â”‚
│                                                                                â”‚
│     1 PASSWORD          SMIMA                                                  â”‚
│     2 SECURITY PROFILE  CLERK                                                  â”‚
│                                                                                â”‚
│** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS): _                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept the new password and profile.

 

[F2] to modify field information.

 

** FIELD NUMBER (CR TO CONTINUE):

 

Enter the number of the field you wish to change.

 

[Enter] to accept fields as displayed.


[F4] to cancel the new password and profile.

 

The display is cleared and you are returned to the EMPLOYEE CODE field where you have the option of adding passwords and profile codes to more users or exiting to the menu, by pressing [F4].

 

 

 

PROCEDURE - MODIFYING/DELETING A USER

 

At the Ideal Utilities menu select Security/Password Maintenance, the following screen will be displayed:

 

SECURITY PROFILE MAINTENANCE

┌────────────────────────────────────────────────────────────────────────────────┐
│07/16/96            ***** SECURITY PROFILE MAINTENANCE *****                    â”‚
│                   COMPANY: 01 - IDEALWARE BUILDING SUPPLIES                    â”‚
│                                                                                â”‚
│     1 SECURITY PROFILE  _____                                                  â”‚
│                                                                                â”‚
│F1 TO TOGGLE TO EMPLOYEE CODE. CR TO CONTINUE.                                  â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
F1 TO TOGGLE TO EMPLOYEE CODE. CR TO CONTINUE.

 

[F1] to switch to password maintenance.

 

The following screen will be displayed:

 

PASSWORD MAINTENANCE

┌────────────────────────────────────────────────────────────────────────────────┐
│07/16/96                ***** PASSWORD MAINTENANCE *****                        â”‚
│                   COMPANY: 01 - IDEALWARE BUILDING SUPPLIES                    â”‚
│                                                                                â”‚
│       EMPLOYEE CODE     _____                                                  â”‚
│       STORE CODE                                                               â”‚
│                                                                                â”‚
│     1 PASSWORD                                                                 â”‚
│     2 SECURITY PROFILE                                                         â”‚
│                                                                                â”‚
│F1=TOGGLE TO SECURITY PROFILE, F5=EMPLOYEE INQUIRY, F10=PASSWORD INQUIRY.       â”‚
│CR TO CONTINUE.                                                                 â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

EMPLOYEE CODE

 

Enter the operator code of the user you wish to access.

 

[F5] to display list of users for selection.

 

STORE CODE

 

Enter the normal store code associated with this user.

 

[F5] to display list of store codes for selection.

 

The program displays the current password and security profile of this user.


Example Password Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/17/96                ***** PASSWORD MAINTENANCE *****                        â”‚
│                   COMPANY: 01 - IDEALWARE BUILDING SUPPLIES                    â”‚
│                                                                                â”‚
│       EMPLOYEE CODE     SMIMA                                                  â”‚
│       STORE CODE        01                                                     â”‚
│                                                                                â”‚
│     1 PASSWORD          SMIMA                                                  â”‚
│     2 SECURITY PROFILE  CLERK                                                  â”‚
│                                                                                â”‚
│** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE: _                              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:

 

[Enter] to clear the display and return to the EMPLOYEE CODE field.

 

"M" to change password and/or security profile.

 

** FIELD NUMBER (CR TO CONTINUE):

 

"1" to change the password.

 

"2" to change the profile.

 

[F5] to display a list of security profiles for selection.

 

[Enter] to accept displayed values and exit edit mode.

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update the security file.

 

[F2] to re-enter edit mode.

 

[F4] to cancel changes and exit to security profile maintenance

 

"D" to delete the name and password.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the name and password.

 

"N" to not delete the name and password.

 

The display is cleared and you are returned to the EMPLOYEE CODE field.

 

 

At the Ideal Utilities menu select Salesman Master Maintenance.

 

OPERATOR CODE

 

Enter the operator code of the user you wish to access.

 

[F2] to scan through list of users one at a time.

 

[F5] to display user list for selection. 


STORE

 

Enter the user's normal store code.

 

When you select the operator code, the system displays the default store code for the user.

 

 

[Enter] to accept the displayed default store code.

 

The program displays the remaining field information.

 

Example Salesman/Operator/Cashier Master Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/17/96                  IDEALWARE BUILDING SUPPLIES                           â”‚
│                  SALESMAN/OPERATOR/CASHIER MASTER MAINTENANCE                  â”‚
│                                                                                â”‚
│     OPERATOR CODE         SMIMA                                                â”‚
│     STORE                 01 - IDEALWARE BUILDING SUPPLIES                     â”‚
│                                                                                â”‚
│ 1.  OPERATOR NAME         Mary Anne Smith                                      â”‚
│ 2.  SALESMAN (Y/N)        Y                                                    â”‚
│ 3.  CASHIER (Y/N)         Y                                                    â”‚
│ 4.  USUAL CASH TERMINAL   1                                                    â”‚
│ 5.  USUAL CASH DRAWER     A                                                    â”‚
│                                                                                â”‚
│** FIELD NUMBER TO MODIFY; 'P' FOR PRINTOUT; 'D' TO DELETE; 'B' FOR BALANCES: _ â”‚
│   CR TO CONTINUE.                                                              â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** FIELD NUMBER TO MODIFY;'P' FOR PRINTOUT;'D' TO DELETE;'B' FOR BALANCES:
   CR TO CONTINUE.

 

Enter the number of the field you wish to modify.

 

** FIELD NUMBER (CR TO CONTINUE):

 

Enter the number of the field you wish to modify.

 

[Enter] to accept changes and exit edit mode.

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept the changes and update.

 

[F2] to modify field information.

 

** FIELD NUMBER (CR TO CONTINUE):

 

Enter the number of the field you wish to modify.

 

[Enter] to accept changes and exit edit mode.

 

[F4] to cancel the changes.

 

[Enter] to clear the display and return to the OPERATOR CODE field.

 

"P" to print the displayed information.

 

The information is printed when you exit to the Ideal Utilities menu.

 


"D" to delete the user name.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the user name.

 

"N" to not delete the user name.

 

The display is cleared and you are returned to the EMPLOYEE CODE field.

 

 

"B" to display sales balances for the user.

 

Example Salesman/Operator/Cashier Master Maintenance Balance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│07/17/96                  IDEAL BUILDING SUPPLIES LTD.                          â”‚
│                  SALESMAN/OPERATOR/CASHIER MASTER MAINTENANCE                  â”‚
│                                                                                â”‚
│     STORE CODE            01      IDEAL BUILDING SUPPLY LTD                    â”‚
│     OPERATOR CODE         BARJO   JOHN BARKER                                  â”‚
│     SALESMAN (Y/N)        Y                                                    â”‚
│     CASHIER (Y/N)         Y                                                    â”‚
│                                                                                â”‚
│                           MTD       YTD        LYR                             â”‚
│ INVOICING SALES $       2,459    24,554     52,879                             â”‚
│ INVOICING CARTAGE $         0        15        125                             â”‚
│ INVOICING C.O.G.S.      1,750    18,089     36,255                             â”‚
│ GROSS PROFIT $            709     6,465     16,624                             â”‚
│ GROSS PROFIT %           28.8      26.3       31.4                             â”‚
│                                                                                â”‚
│ DIRECT SALES $            275       580      2,246                             â”‚
│ DIRECT CARTAGE $            0         0        175                             â”‚
│ ADJUSTMENT $                0         0          0                             â”‚
│ PAYMENT $                 154     2,920      3,467                             â”‚
│ DISCOUNT $                  0         0          0                             â”‚
│ SERVICE CHARGE $            0         0          0                             â”‚
│                                                                                â”‚
│** ENTER CR TO CONTINUE, F4 TO END:                                             â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** ENTER CR TO CONTINUE, F4 TO END:

 

[Enter] to clear the display and return to OPERATOR CODE field.

 

[F4] to exit to the Ideal Utilities menu.