Users

In this section, Admin has the ability to create, edit, view and disable users per clients request.

How to Create an User

  • On the navigation bar, select Users

  • Click the Add User button in the top right-hand corner

  • The user setup page, would be displayed.

  • Enter all information in the section called General with an “*”

  • Based on the requested permissions, you can set the User’s Landing Page to another landing page. If no landing page is selected, once the user logs in they will be directly go to the Dashboard.

  • To the right next to General section is the Filter section, select the Client/s the user should have access to from the Client Filters.

  • From the Requisition Filters enable/disable the necessary permissions, based on the user permissions.

  • From the Display Filters section, display both the Purchases and Requisitions filters. This hides the filter boxes on both the Purchases and Requisitions List pages.

  • From the Reset Password section, always tick the Reset Password button, so users are prompted to reset their passwords when they login.

  • In the Roles Section, select the applicable roles based on instructions given from the requester.

  • In the Purchase Authorization, select the authorization manager/s based on the instructions given from the requester.

  • Click the Update button to save any changes made on this page.

Explaining the User Setup Page

  • When you view or create a new user, the user setup page is displayed. See below the functions on the page and their purpose.

General

  • Display Name

    • Enter the User’s full name in this field. i.e Paul King

  • Title

    • Enter the User’s job title in this field.

  • Username

    • The current format used: First letter of the user’s first name and their last name. i.e pking

  • Password

    • The current format used: The Username and the current year we are in. i.e pking2023

  • Repeat Password

    • The current format used: Re-enter the password in this field. i.e pking2023

  • Contact

    • If provided, enter the user’s telephone number in this field.

  • Email

    • If provided, enter the user’s email address in this field. If the user being setup has to authorize Purchases or Requisitions, their email is required.

  • Notifications

    • Email

    • SMS

    • Push Notifications (Mobile)

  • Two Factor Authenthication

    • This adds another level of security to the user’s profile. After they have entered their username and password and click the login button, they will be prompted to enter a security code which can be found in their emails or using the Google Authenticator App.

  • Landing Page

    • If users are limited to only do certain task, this allows them to be directed straight to the page they use mostly once they have logged in.

Reset Password

  • Reset Password on Login

    • The Reset Password on Login button should always be clicked when a new user is added to the system. When users initially login to the system they will be prompted to reset their password.

  • Send Reset Email

    • The Send Reset Email button could be used to send a password reset email to the user. N.B. An email address should be added to the user for this feature to work.

API Token

  • Regenerate

    • Before the user can access the IMS Companion App, and API token should be generated. Click the Re-generate button to generate an API Token.

User Signatures

  • Signature Name

    • A copy of the user’s Signature Name is displayed once the user sets up their signature name on their User Profile.

  • Signature

    • A copy of the user’s Signature is displayed once the user sets up their signature on their User Profile.

Filters

  • Clients

    • Here is where you would select which client/outlet the user is allowed to access. If they only have one client/outlet, then select that one. If there is more than one client/outlet the manager indicates which one/s to give access to.

  • Location Filters

    • You can select which Location/Cost Centre the user has the ability to view and create Requisitions/Issues for.

  • Created By Filters

    • This limits the transactions to which the user can see displayed on both the Purchase Order and Requisition list pages based on who created the transaction.

  • Requisition Filters

      • You can select if the user has the ability to create external or internal requisitions, moves, transfers or kits.

  • Display Purchase Search Filters

    • This stops the filter boxes from automatically displaying on the Purchase Order List Page

  • Display Requisition Search Filters

    • This stops the filter boxes from automatically displaying on the Requisition Order List Page

  • This displays the list of devices the user has signed onto using the IMS Companion App.

Reports

  • This allows for Administrators to set which Reports each user can view if they are not required to view all Reports.

Roles

  • Admin

    • Assigns the user with access to all buttons and functions present on the site including the IMS Admin section. Only IMS Staff should be assigned with this permission.

  • Chef

    • Assigns the user with access to create Kits/Receipe Templates feature once the feature is enabled on the clients site.

  • Credit Edit

    • Assigns the user with access to create and edit Credit Notes.

  • Credit List

    • Assigns the user with the access to view the Credit Notes List Page.

  • Credit View

    • Assigns the user with the access to view Credit Notes transactions.

  • Dispense_Reference

    • Assigns the user with the access to view the Reference added to a Dispense transaction.

  • Fund Edit

    • Assigns the user with the ability to view and edit the Funds Management tab

  • Fund View

    • Assigns the user with the ability to view the Funds Management tab

  • IMS Staff

    • When assigned to an user, it removes the user from displaying in the User List Report. This per should only be assigned to IMS personnel.

  • Item Adjust

    • Assigns the user with the access to the Adjustments tab and the ability to create Adjustments.

  • Item Create

    • Assigns the user with access to the Create Item tab and allows the user to create new items.

  • Item Edit

    • Assigns the user with access to edit items on the Inventory List. Also, it allows users to edit item quantities, apply par levels and shelves in the Inventory -> Locations and Inventory -> Cost Centres sections. Users are also able to Export the Locations files to excel and Import them back into the system.

  • Manage Customers

    • Assigns the user with access to view, edit and create Customers only in the Manage section.

  • Manage Item Codes

    • Assigns the user with access to view, edit and create Item Codes only in the Manage section.

  • Manage Locations

    • Assigns the user with access to view, edit and create Locations only in the Manage section.

  • Manage Misc

    • Assigns the user with access to view, edit and create Misc only in the Manage section.

  • Manage Shelves

    • Assigns the user with access to view, edit and create Shelves only in the Manage section.

  • Manage Types

    • Assigns the user with access to view, edit and create Types only in the Manage section.

  • Manage Uoms

    • Assigns the user with access to view, edit and create Uoms only in the Manage section.

  • Manage Users

    • Assigns the user with access to view, edit and create Users only in the Manage section.

  • Manage Vendors

    • Assigns the user with access to view, edit and create Vendors only in the Manage section.

  • Manager

    • Assigns the user with access to all buttons and functions present on the site except the IMS Admin section.

  • Month_End

    • Assigns the user with the access to view and close the Month End feature.

  • Po_Auth

    • Assigns the user with the access to Authorize Purchase Orders. However, users assigned this permission will also need to have an email address added to their user profile so they can be selected in the Purchase Authorization section.

  • Po_Close

    • Assigns the user with the access to Process and Cancel Purchase Orders.

  • Po_Deauth

    • Assigns the user with the access to Deauthorize Purchase Orders.

  • Po_Direct_Receive

    • Assigns the user with the access to directly create receive notes.

  • Po_Edit

    • Assigns the user with the access to Create, View and Edit Purchase Orders.

  • Po_Export

    • Assigns the user with the access to View and Export Purchase Orders.

  • Po_List

    • Assigns the user with the access to View the Purhcase Order List.

  • Po_Manager

    • Assigns the user with the access to all the buttons and funtions associated with Purchase Orders.

  • Po_Purchase

    • Assigns the user with access to view the Inventory List, Locations and Cost Centres.

  • Po_Receive

    • Assigns the user with access to partially or fully receive Purchase Orders.

  • Po _Send_Vendor

    • Assigns the user with access to Send Purchase Orders to Vendors. However, Vendor emails need to be added to the Vendor as well so the Send to Vendor button is displayed on Purchase Orders.

  • Po_View

    • Assigns the user with the access to only View Purchase Orders transactions.

  • Report

    • Assigns the user with the access to View and Export Purchase Orders.

  • Ro_Auth

    • Assigns the user with the access to Authorize Requisitions. However, users assigned this permission will also need to have an email address added to their user profile so they can be selected in the Requisition Authorization section.

  • Ro_Close

    • Assigns the user with the access to Process and Cancel Requisitions.

  • Ro_Deauth

      • Assigns the user with the access to Deauthorize Requisitions.

  • Ro_Edit

    • Assigns the user with the access to Create, View and Edit Requisitions.

  • Ro_List

    • Assigns the user with the access to View the Requisition Order List.

  • Ro_Manager

    • Assigns the user with the access to all the buttons and funtions associated with Requisitions.

  • Ro_View

    • Assigns the user with the access to only View Requisitions transactions.

  • Sales_Edit

    • Assigns the user with the access to Create, View and Edit Sales.

  • Sales_List

    • Assigns the user with the access to View the Sales Order List.

  • Sales_Manager

    • Assigns the user with the access to all the buttons and functions associated with Sales.

  • Sales_View

    • Assigns the user with the access to only view Sales transactions.

  • Stock

    • Assigns the user with the access to Create, View and Edit Stock Counts.

  • Transfer

    • Assigns the user with the access to Create, View, Edit and Process Tranfers In and Out.

Purchase Authorization

  • Assigns the user with Authorization Manager/s.

  • How it Works

    • The Manager would only be displayed in the list if they have Manager, Po_Manager and Po_Auth and an email address added to their user profile.

  • How to Add a Purchase Authorization Manager

    • Edit the user profile for the User the Manager needs to be assigned to

    • Scroll to the Purchase Authorization section.

    • Click the check box next to Manager being assigned.

    • Click the update button to save.

  • How to Add multiple Purchase Authorization Managers with sequence

    • Edit the user profile for the User the Manager needs to be assigned to

    • Scroll to the Purchase Authorization section.

    • Click the check box next to Managers being assigned.

    • Use the up and down arrows next to the user and select 1 to set them as the first authorizer.

    • Click the check box next to the Manager being assigned.

    Use the up and down arrows next to the user and select 2 to set them as the second authorizer. - Continue assigning Managers until all required Managers are selected. - Click the update button to save.

  • How to Add multiple Purchase Authorization Managers without sequence

    • Edit the user profile for the User the Managers needs to be assigned to

    • Scroll to the Purchase Authorization section

    • Click the check box next to Managers being assigned

    • Click the update button to save.

  • N.B - For this process to be complete so any selected manager can authorize the Any Selected Manager can Authorize Purchases must be enabled in the Config section

Requisition Authorization

  • Assigns the user with Authorization Manager/s.

  • How it Works

    • The Manager would only be displayed in the list if they have Manager, Po_Manager and Po_Auth and an email address added to their user profile.

  • How to Add a Requisition Authorization Manager

    • Edit the user profile for the User the Manager needs to be assigned to

    • Scroll to the Requisition Authorization section.

    • Click the check box next to Manager being assigned.

    • Click the update button to save.

  • How to Add multiple Requisition Authorization Managers with sequence

    • Edit the user profile for the User the Manager needs to be assigned to

    • Scroll to the Requisition Authorization section.

    • Click the check box next to Managers being assigned.

    • Use the up and down arrows next to the user and select 1 to set them as the first authorizer.

    • Click the check box next to the Manager being assigned.

    Use the up and down arrows next to the user and select 2 to set them as the second authorizer. - Continue assigning Managers until all required Managers are selected. - Click the update button to save.

  • How to Add multiple Requisition Authorization Managers without sequence

    • Edit the user profile for the User the Managers needs to be assigned to

    • Scroll to the Requisition Authorization section

    • Click the check box next to Managers being assigned

    • Click the update button to save.

  • N.B - For this process to be complete so any selected manager can authorize the Any Selected Manager can Authorize Requisitions must be enabled in the Config section

Quotation Authorization

  • Assigns the user with Authorization Manager/s.

  • How it Works

    • The Manager would only be displayed in the list if they have Manager, Po_Manager and Po_Auth and an email address added to their user profile.

  • How to Add a Quotation Authorization Manager

    • Edit the user profile for the User the Manager needs to be assigned to

    • Scroll to the Quotation Authorization section.

    • Click the check box next to Manager being assigned.

    • Click the update button to save.

  • How to Add multiple Quotation Authorization Managers with sequence

    • Edit the user profile for the User the Manager needs to be assigned to

    • Scroll to the Quotation Authorization section.

    • Click the check box next to Managers being assigned.

    • Use the up and down arrows next to the user and select 1 to set them as the first authorizer.

    • Click the check box next to the Manager being assigned.

    Use the up and down arrows next to the user and select 2 to set them as the second authorizer. - Continue assigning Managers until all required Managers are selected. - Click the update button to save.

  • How to Add multiple Quotation Authorization Managers without sequence

    • Edit the user profile for the User the Managers needs to be assigned to

    • Scroll to the Quotation Authorization section

    • Click the check box next to Managers being assigned

    • Click the update button to save.

  • N.B - For this process to be complete so any selected manager can authorize the Any Selected Manager can Authorize Quotations must be enabled in the Config section

Update Button

  • If changes are appiled to a User Profile, use the Update button to save those changes.

Disable Button

  • Users are to be only disabled once requested by Client. When a User’s Profile is disable they will no loinger have access to the system nor will their User Profile be displayed in the list of Active Users.

User List Button

  • Allows the person editing the user to return to the full User List.

Edit Button

  • Allows the pseron updating a User’s Profile to view and update the required fields.