User Profiles

User ID

A unique ID for the user of up to eight characters. This is the ID that must be entered in the User I.D. box on the Logon form. It also appears on reports and other documents to identify the user.

User Name

The user's full name. This is to help you identify the person to which the user profile record belongs.

Password

A password used for authorization when the user logs on. If the box is left blank, no password input is required in the Password box on the Logon form. Users can change their existing password using the Preferences command in the System Manager. When you enter a new password you must verify the entry in the Verify box.

If the number of days in the Password Expiry Days box on the System Preferences form is more than zero, all users will need to change their password every so often. When you do this you must ensure that the password is different to before. If you enter the same password or you enter an empty password, the message 'The password you entered has failed validation checks. Make sure the password is different and is not blank'. will be displayed.

Expiry

Your password can have an expiry date. If it does you are warned when you log on to the application if there are ten or fewer days before it expires. If you do not change your password before it expires you will not be able to log in to the application until your administrator resets your password.  

The 'ADMIN' user can change any user's password expiry date. Users with 'Manager Rights' can change any users without 'Manager Rights'. Users without 'Manager Rights' cannot change the expiry date.

Manager Rights

If you have 'Manager Rights' in Opera, you can use some commands and see information that other users cannot see. If you do not have 'Manager Rights', there are some restrictions:

• You cannot use the User Profiles, Company Profiles, Backup & Restore commands in the System Manager.

• On the System Manager - Spooler Control form, you cannot view spool files created by other users.

• On the System Manager - Utilities - System Preferences form, you cannot change the Reverse Charge De-Minimus level.

• On the Stock Control - Processing form, you cannot see the cost price for each stock record.

• On the SOP/Invoicing - Maintenance - Product Files form, you cannot see the cost price for each product record.

• On the Nominal Ledger - Journals form, you cannot re-post journals that have already been posted.

Access Private Details

An option that determines whether the user can see 'Private' accounts on the Accounts form in the Nominal Ledger.

• If this box is not ticked on the User Profile, the user will not see 'Private' accounts. These accounts are also excluded from the Nominal Ledger reports, except the Chart of Accounts. Some reports that include transactions and balances may seem to have inaccurate totals if private accounts are not included.

• If this box is ticked on the User Profile, the user will be able see 'Private' accounts and the related balances and transactions for the account.

Any user can still post journals to private accounts, even if they do not have this box ticked on their User Profile.

Continuous Posting

An option that determines whether the application re-selects the posting command you have used to complete a transaction entry. For example, if you have posted one sales receipt in the Sales module, the input form is presented for another receipt posting. This might be useful if you want to enter batches of the same transaction type. The facility affects transactions that can be posted through the Sales, Purchase, Cashbook and Stock Processing menus. If this option is not selected, you must re-select the posting command for each separate transaction you want to enter.

SOP doc default

An option that determines the default transaction type available when you use the Processing command in the SOP module. You can select from a list.

SPM Access Rights

An option that determines the user's access permissions in Sales Pipeline Management, Service Management, and Helpdesk modules. The access rights can be set to one of the following:

• Full access to all records. Records owned by all internal contacts are displayed and can be modified.

• View access to other records. Records owned by all internal contacts are displayed but only those owned by the user can be modified.

• No access to other records. Only records owned by the user are displayed and can be modified.

This option controls the access to records in the Sales Pipeline Management, Service Management, and Helpdesk modules only. It does not affect the Reporter module, Pegasus XRL or Pegasus Instant Messenger.

Allow Access to Companies

A list of companies to which the user can be granted access rights. Where more than one company profile exists, you can control access to companies for each user. If the check box is selected, access to the corresponding company is granted. It is important to remember that company access must be specified for users with manager rights — including the system default MANAGER user record — otherwise access will be limited to the demonstration data company only.

Make Member of Groups

A list of groups to which the user can belong. Groups can be used by administrators on the System - Maintenance - Messages form and the System - Maintenance - Shutdown forms when they create messages to be sent to users as desktop alerts. So, for example, there may be a group called 'HR' for Payroll and Personnel users, or a group called 'Finance' for users working in the finance department. If users are added to one or more of these groups, an administrator can easily choose groups when they create a message and be sure all relevant people will receive it.