Steps for Users to Change PasswordNote: Only supervisors and Web Link administrators have the ability to add a new user by accessing the User Security option, and a Web Link administrator can only add a new user for rights to the Web Link module.
From the School Accounting System screen, click the User Controls button and then select User Security.
At the User Security screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Click the General tab to complete the general security settings and preferences for the user.
Enter a unique ID for the user in the User ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Select the Active field to stipulate the user is currently active and works at the district. A checkmark will appear in the box if the field is selected. When adding a new user, the Active field is selected by default.
Enter the name for the user in the User Name field. The name can be up to 40 characters long.
Select the Supervisor field if the user will be a supervisor for the School Accounting System. A checkmark will appear in the box if the field is selected.
Note: If a Web Link administrator is adding a user, the Supervisor field is disabled.
Select the Database Administrator field if the user should have access to the technical options in the School Accounting System which are typically only available to supervisors, including the Database Utilities option and the Web Link Setup Options option (if applicable). A checkmark will appear in the box if the field is selected.
Tip: If desired, to set up a user for a tech at your organization with rights to the technical options only, complete the User ID field, select the Active field, complete the User Name field, select the Database Administrator field, and select either Full Access or Read Only Access for SAS Main Screen under the User Permissions List; leave all other fields blank or unselected, and leave the remaining items in the User Permissions List set to No Access. If the user is set up in this manner, the user will be able to log into the School Accounting System and only have access to the following options: Activity Log, Backup button, Change Password, Check for Updates, Database Utilities, Email Manager, Help Menu, Login Different User, System File, Upload Database to SUI, User Options, and Web Link Setup Options (if applicable).
Note: If a Web Link administrator is adding a user, the Database Administrator field is disabled.
Only if your organization has licensed the Web Link module, the Web Link Administrator field is enabled. If applicable, select the Web Link Administrator field if the user should have access to the Web Link Setup Options option and also have limited access to the User Security option in order to add, view, edit, or inactivate Web Link users. A checkmark will appear in the box if the field is selected. This field will be selected by default (and cannot be changed) if the Supervisor field is selected.
Tip: If desired, to set up a user to be a Web Link administrator at your organization, complete the User ID field, select the Active field, complete the User Name field, select the Web Link Administrator field, and select either Full Access or Read Only Access for SAS Main Screen under the User Permissions List; then complete the other fields and options as desired if the Web Link administrator will have rights to other modules, or else leave the other fields and options blank or unselected. If the user is set up in this manner, the user will be able to log into the School Accounting System and have access to the following options: Activity Log, Backup button, Change Password, Email Manager, Help Menu, Login Different User, System File, Upload Database to SUI, User Options, User Security (with limited access only for adding, editing, viewing, or inactivating Web Link users), and Web Link Setup Options.
Note: If a Web Link administrator is adding a user, the Web Link Administrator field is disabled.
If desired, select the Print Federal ID field to include (print) the Federal ID when the user prints reports containing the Federal ID field (as either a regular or masked field on the report or a selected optional field). A checkmark will appear in the box if the field is selected. If this field is not selected, when the user prints reports containing the Federal ID field (or a masked field), [Restricted] will print in place of the ID.
Note: This field does not apply when printing 1099s, W2s, 1095 C forms, or 1095 B forms, as the federal IDs will print on those forms no matter if this field is selected or not.
Select the Allow AP Data Entry Employee Selection field to allow the user to enter (or select) any employee for the Employee ID field when entering purchase orders and requisitions in Accounts Payable and Web Link (if applicable). A checkmark will appear in the box if the field is selected.
Note: If this field is not selected and the Employee ID field is completed for the user, then every purchase order and requisition that the user enters will be tied to the specified employee and cannot be changed.
Tip: Only select the Allow AP Data Entry Employee Selection field for users who will be entering purchase orders and requisitions for other employees, such as building secretaries or business office personnel.
If desired, enter the ID of the employee as defined in Payroll for the user in the Employee ID field, or click the down-arrow button to select the correct one. The employee specified here will be used in the following ways:
Appears in the Employee ID field when the user enters purchase orders and requisitions in Accounts Payable and Web Link (if applicable) and will or will not be able to be changed, depending on whether the Allow AP Data Entry Employee Selection field (above) is selected or unselected.
Designates the employee for whose email addresses (with the Other Communication field selected) to be utilized when sending emails from within the School Accounting System (for example, when sending notification emails for requisitions).
If applicable, designates whose payroll and reimbursement information (check history/reimbursements, employee data, leave balances, leave requests, 1095s, W2s, employee payroll reports, and employee documents) the user should have access for viewing in Web Link.
Note: If applicable, the Employee ID field must be completed if the user will have access to the Check History/Reimbursements, 1095s, W2s, Leave Balance, Leave Request, and/or View/Add File Documents options in Web Link, view/edit Personal Information, or be able to print employee reports in Web Link (if the Employee Groups tab is not completed).
Only if your organization has licensed the K12Docs module, the Document Management User ID field is enabled. If the user is also set up as a K12Docs user (from within the Host Site Manager application), enter the K12Docs User ID in the Document Management User ID field, if applicable. By completing the Document Management User ID field, the user will then be able to access (open) the K12Docs module from within the School Accounting System, using the K12Docs link under the Document Management section on the main module screens or clicking the Manage Documents button on the applicable screens, or using the K12Docs link from within the Web Link module, if applicable. If this field is left blank, the Manage Documents button will be disabled for the user and the K12Docs link will not open the module.
Only if your organization has licensed the K12Docs module, the Allow Report Upload to K12Docs field is enabled. If applicable, select the Allow Report Upload to K12Docs field to permit the user to be able to upload reports from within the School Accounting System to K12Docs. A checkmark will appear in the box if the field is selected. If the Allow Report Upload to K12Docs field is selected, the Upload to K12Docs button on the Report Printing Options screen will be enabled for reports.
Tip: A K12Docs user is not required in order to allow a user to upload reports in the School Accounting System to K12Docs (the Allow Report Upload to K12Docs field can be selected if the Document Management User ID field is blank).
If desired, click the Account Groups tab located in the lower left corner of the screen to restrict the user to be able to utilize only designated account numbers from the Chart of Accounts for the data entry options within Accounts Payable and General Ledger (and Web Link, if applicable), and run reports within Web Link for only certain account numbers. To assign an account group to a user, enter the account group(s) for the employee to use in the Account Groups List. To do this, in the blank line (indicated with an asterisk) at the bottom of the Account Groups List, enter the ID of the account group in the Account Group ID field (column). If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Then specify the uses for the account group by selecting the appropriate usage fields (AP & WL Data Entry, GL & WL Data Entry, and Web Link Reports); a checkmark will appear in the box if the usage is selected for an account group. Repeat this step until all the desired account groups are listed. Leave the Account Groups List blank to allow the user to utilize all account numbers.
Note: If the usage of Web Link Reports is selected for an account group, only the reports assigned to the user that contain a parameter or report selection for account groups will be limited to the designated accounts. If needed, to remove an account group from the Account Groups List, click the Delete button to the left of the desired account group.
If desired, click the Vendor Groups tab to restrict the user to be able to utilize only vendors included in designated vendor groups when entering invoices, purchase orders, and requisitions in Accounts Payable (and purchase orders and requisitions in Web Link, if applicable), and vendor information in Fixed Asset Inventory (if applicable). To assign a vendor group to a user, enter the vendor group(s) containing the desired vendors for the employee to use in the Vendor Groups List. To do this, in the blank line (indicated with an asterisk) at the bottom of the Vendor Groups List, enter the ID of the vendor group in the Vendor Group ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Repeat this step until all the desired vendor groups are listed. Leave the Vendor Groups List blank to allow the user to utilize all vendors.
Note: If needed, to remove a vendor group from the Vendor Groups List, click the Delete button to the left of the desired vendor group.
If desired, click the Ship To Addresses tab to restrict the user to do the following: 1) be able to utilize only designated ship to addresses (and require a ship to address to be used) when entering requisitions and purchase orders in Accounts Payable and Web Link (if applicable); 2) only be able to convert requisitions to purchase orders that are tied to designated ship to addresses; and 3) enter receivings for purchase orders tied to designated ship to addresses. To assign a ship to address to a user, enter the ship to address(es) for the employee to use in the Ship To Addresses List. To do this, in the blank line (indicated with an asterisk) at the bottom of the Ship To Addresses List, enter the ID of the ship to address in the Ship To Address ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Repeat this step until all the desired ship to addresses are listed. Leave the Ship To Addresses List blank to allow the user to utilize all ship to addresses, or if ship to addresses are not used.
Tip: If only one ship to address is entered for a user, then all purchase orders and requisitions entered by the user will be assigned to the designated ship to address and cannot be changed. If multiple ship to addresses are entered for a user, the user will be required to select one of the designated ship to addresses when entering purchase orders and requisitions.
Note: If needed, to remove a ship to address from the Ship To Addresses List, click the Delete button to the left of the desired ship to address.
If applicable, click the Approval Trees tab to designate which approval trees the user can utilize when entering requisitions in Accounts Payable and Web Link (if applicable). To assign an approval tree to a user, enter the approval tree(s) for the employee to use in the Approval Trees List. To do this, in the blank line (indicated with an asterisk) at the bottom of the Approval Trees List, enter the ID of the approval tree in the Approval Tree ID field (column), or click the down-arrow button to select the correct one. Repeat this step until all the desired approval trees are listed. The Approval Trees List must be completed for each user who will enter requisitions if the Allow Override of Approval Tree field in the Requisition Options option is not selected.
Tip: If only one approval tree is entered for the user and the Allow Override of Approval Tree field in the Requisition Options option is not selected, then all requisitions entered by the specified user will be assigned to the designated approval tree and cannot be changed. However, if only one approval tree is entered for the user and the Allow Override of Approval Tree field in the Requisition Options option is selected, the approval tree entered here will appear as the default for requisitions entered by the user but can be changed as needed.
Note: If needed, to remove an approval tree from the Approval Trees List, click the Delete button to the left of the desired approval tree.
Only if your organization has licensed the Web Link module, the Employee Groups tab appears in the lower left corner of the screen. If applicable, click the Employee Groups tab to designate the employees (based on employee groups) for which the user can print their information on the Payroll, Human Resources, and/or Negotiations employee reports generated in Web Link, and/or designate the employees for which the user can enter leave requests in Web Link. To assign an employee group to a user, enter the employee group(s) in the Employee Groups List. To do this, in the blank line (indicated with an asterisk) at the bottom of the Employee Groups List, enter the ID of the employee group in the Employee Group ID field (column). If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Then specify the uses for the employee group by selecting the appropriate usage fields (PR WL Reports, HR WL Reports, NG WL Reports, and/or WL Leave Request Entry); a checkmark will appear in the box if the usage is selected for an employee group. Repeat this step until all the desired employee groups are listed. Leave the Employee Groups List blank to restrict the user to only print the information on employee reports generated in Web Link, and also only enter leave requests in Web Link, for the employee stipulated in the Employee ID field above. (Note: The System Group field indicates if the employee group is the standard one defined for all employees; the field cannot be changed.)
Note: Only the employee reports for the selected modules that contain a parameter for Employee Group ID (or Substitute Employee Group ID, if applicable) will use the employees in the designated employee groups. If needed, to remove an employee group from the Employee Groups List, click the Delete button to the left of the desired employee group.
Only if your organization has licensed both the Fixed Asset Inventory and Web Link modules, the Fixed Asset Inventory Rooms tab appears in the lower left corner of the screen. If applicable, click the Fixed Asset Inventory Rooms tab, and enter the rooms for which the user is responsible for completing the inventory from within Web Link in the Fixed Asset Inventory Rooms List. To do this, in the blank line (indicated with an asterisk) at the bottom of the Fixed Asset Inventory Rooms List, enter the ID of the room in the Room ID field (column). If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Repeat this step until all the applicable rooms are listed. Leave the Fixed Asset Inventory Rooms List blank if the user is not responsible for completing the inventory for any rooms.
Tip: If a room is entered here but the user does not have rights to the Room Inventory option in Web Link, a warning icon will appear to the right of the room ID; if needed, to give the user the appropriate rights, select Full Access for Edit Room Inventory under the Web Link module in the User Permissions List.
Note: If needed, to remove a room from the Fixed Asset Inventory Rooms List, click the Delete button to the left of the desired room.
Only for users who are not supervisors, the User Permissions List appears on the right side of the screen. The modules the organization has licensed will appear in the User Permissions List. (Note: If a Web Link administrator is adding a user, only the Web Link module is enabled in the User Permissions List.)
For each module, specify the rights (Batch Entry Access, Full Access, No Access, Read Only Access, or Requisition Access (applicable for Accounts Payable only)) the user will have to the module in the Screen Permission field, or click the down-arrow button to select the correct one. The default of No Access will appear for all modules, but can be changed.
Note: The SAS Main Screen module includes the access to the following options: Activity Log, Email Manager, and System File. In order for a user to log into the School Accounting System and access a module, the SAS Main Screen must be set to Full Access or Read Only Access. If a user is defined with No Access to the SAS Main Screen, the user will not be able to log into the School Accounting System. If a user is defined with No Access to a module, the user will not be able to access the particular module.
The Report Permission field for each module cannot be changed on this screen, but can be changed on the Reports tab (screen) (see Step 5 below).
If desired, to override the rights to a specific option within a module, click the plus sign (+) in the box to the left of the module to expand the record; then for each desired option, specify the rights (Full Access, No Access, or Read Only Access) the user will have for it in the Permission field, or click the down-arrow button to select the correct one. The default rights as set for the module will appear, but can be changed.
Note: For the Negotiations module, if applicable, the options located under the Payroll menu (for example, employees) are not listed on this screen as the rights for those options are based on the access to those options as defined for the Payroll module. For the Web Link module, if applicable, the Approve Leave Requests option allows a user to access the Leave Request Approvals option in Web Link (and the user must also be defined as an approver in an approval path); the Approve Requisitions option allows a user to access the Requisition Approvals option in Web Link (and the user must also be defined as an approver in an approval tree); the Edit Leave Request Substitutes option allows a user to access the Edit Leave Request Substitutes option in Web Link (and the user must also be defined as an approver or set up as a user to edit substitutes for an approval path); the Edit Received Froms option allows a user to add or edit received froms from within Web Link while entering cash receipts; the Edit Room Inventory option allows a user to access the Room Inventory option in Web Link (and the user must also be assigned to one or more rooms); the Edit Vendors option allows a user to add or edit vendors from within Web Link while entering purchase orders, and entering or approving requisitions; the Enter Cash Receipts option allows a user to access the Cash Receipts option in Web Link; the Enter Leave Requests option allows a user to access the Leave Request Entry and Leave Request Inquiry options (and the Leave Request Entry - FMLA option, if applicable) in Web Link; the Enter Purchase Orders option allows a user to access the Purchase Orders option in Web Link; the Enter Receiving option allows a user to access the Receiving option in Web Link; the Enter Requisitions option allows a user to access the Requisition Entry and the Requisition Status options in Web Link; the View 1095s allows a user to access the 1095s option in Web Link for the employee specified in the Employee ID field; the View Check History/Reimbursements option allows a user to access the Check History/Reimbursements option in Web Link for the employee specified in the Employee ID field; the View/Add File Documents option allows a user to view employee documents from K12Docs in Web Link for the employee specified in the Employee ID field (applicable for documents in the subfolders designated in the Web Link Setup Options) and upload employee documents, if applicable (as defined within the Web Link Setup Options); the View Leave Request Calendar option allows a user to access the View Leave Request Calendar option in Web Link; the View Leaves option allows a user to access the Leave Balance option in Web Link for the employee specified in the Employee ID field; the View W2s option allows a user to access the W2s option in Web Link for the employee specified in the Employee ID field; and the View/Edit Personal Information option allows a user to view and edit (if applicable) certain categories of employee data (as defined in the Web Link Setup Options) from within Web Link for the employee specified in the Employee ID field.
If desired, to override the rights for a specific option accessed within other options, or for a specific screen in an option with multiple screens, such as the Employee File, first click the plus sign (+) in the box to the left of the module, and then click the plus sign (+) in the box to the left the main option to expand the record. Then for the specific option or screen, enter the rights (Full Access, No Access, or Read Only Access) the user will have for it in the Permission field, or click the down-arrow button to select the correct one. The default rights as set for the main option will appear, but can be changed.
Note: The Federal ID field, listed with the screens under the Employees option for the Payroll module and the Human Resources module (if applicable), is the Social Security Number field on the Employment screen in the Employee File and the Federal ID field on the Dependents screen; if the rights to the Federal ID field is changed in one module, the rights are automatically updated to be the same in the other module. The Active Check Box field, also listed with the screens under the Employees option for the Payroll and Human Resources modules, is the Active field on the Name & Address screen in the Employee File; the rights for the field can be defined separately for each module (the rights are not automatically updated in both modules if changed in one area). The Document Management Add/View option only appears under the applicable options (as noted for the Add Document button and the View Documents button) if the K12Docs module is licensed, and is used to set the override rights for the Add Document button and/or the View Documents button for an option for a user; select Full Access to have both the Add Document button and the View Documents button enabled for the user within the particular option, Read Only Access to have the Add Document button disabled but the View Documents button enabled, or No Access to have both the Add Document button and the View Documents button disabled.
Click the Save button.
Click the Reports tab to complete the security settings for reports for the user and select reports as favorites, if desired.
Only for users who are not supervisors, the Reports Security List appears in the upper left side of the screen. All the modules the organization has licensed (except Web Link, if applicable) will appear in the Reports Security List. (Note: If a Web Link administrator is adding a user, the Reports Security List does not appear.)
For each module, specify the rights (Full Access or No Access) the user will have to the reports within the module (and Report Writer, if applicable) in the Report Permission field, or click the down-arrow button to select the correct one. The default rights will appear, but can be changed.
The rights in the Screen Permission field for each module will be disabled on the Reports tab (screen), but can be changed on the General tab (screen), if needed.
If desired, to override the rights to a specific group of reports (referred to as a view group) within a module (and Report Writer, if applicable), click the plus sign (+) in the box to the left of the module to expand the record; then for each desired group, specify the rights (Full Access or No Access) the user will have for it in the Permission field, or click the down-arrow button to select the correct one. The default rights as set for the module will appear, but can be changed.
Tip: If a user was set up with Requisition Access to Accounts Payable, Full Access was set as the default for the Accounts Payable reports initially; therefore, if the user should not have rights to print all the Accounts Payable reports, be sure to edit rights for the various view groups in Accounts Payable for the user at this time.
Note: For view groups that appear in multiple modules (for example, the GL Check Registers view group), if the rights for the view group are changed in one module, the defined changes will be reflected for the view group in all the applicable modules.
If desired, to override the rights for a specific report, first click the plus sign (+) in the box to the left of the module, and then click the plus sign (+) in the box to the left the view group to expand the record. Then for the specific report, enter the rights (Full Access or No Access) the user will have for it in the Permission field, or click the down-arrow button to select the correct one. The default rights as set for the view group will appear, but can be changed.
Note: For reports that appear in multiple modules (for example, Check Register by Type), if the rights for the report are changed in one module, the defined changes will be reflected for the report in all the applicable modules.
The Favorite Reports List appears in the upper right side of the screen (top half of the screen for users who are supervisors) showing all the standard and custom reports available in the modules for which the user has access. Only the custom and standard reports that display under the Reports menus of the main screens for the applicable modules appear here (for example, State Retirement Reports would not appear here as they are accessed from the Government Reporting menu). Select the reports to have displayed in the Favorites grouping for the user (for example, show in the "SAS Favorites" grouping for the user with an ID of SAS) under the Reports menu on the main screen for the applicable module. To select a report, click the box under the Selected column to the left of the desired report. A checkmark will appear in the box if the report is selected. If desired, change the filters to modify the reports displayed here. (Note: If a Web Link administrator is adding a user, the Favorite Reports List does not appear.)
Note: If a report has report selections, the default report selection can be set for the favorite report in the Report Selection Description field (column) by clicking the down-arrow button and selecting the desired one. The Favorite Reports List is also available within the User Options option and a report can also be designated as a favorite when generating; a change made to a favorite report for a user in one area updates the other areas automatically.
Only if your organization has licensed the Web Link module, the Web Link Reports List appears at the bottom of the screen showing all the standard and custom reports in the modules that are licensed. Only the custom and standard reports that display under the Reports menus of the main screens for each module in the School Accounting System will appear here (for example, State Retirement Reports would not appear here as they are accessed from the Government Reporting menu). If applicable, select the reports the user will have access to in the Web Link module by clicking the box under the Selected column to the left of the desired report. A checkmark will appear in the box if the report is selected. To select all the reports, click the Select All button located above the Web Link Reports List. If desired, change the filters to modify the reports displayed here.
Note: If the Standard Agreement Form - Contract Employee report or the Standard Agreement Form - Unit Employee report are selected for a user, any signature images defined within the Agreement Form Setup - Contract Employee option or the Agreement Form Setup - Unit Employee option will not print on the report when generated from within Web Link.
Click the Save button.
Note: When adding a new user, if the new user is not a supervisor (the Supervisor field is not selected) and the new user has rights to one or more modules (other than the Web Link module) but has No Access set as the rights to the SAS Main Screen, a prompt will appear stating the user must have at least Read Only Access rights to the SAS Main screen in order to log into the software; click OK and edit the rights to the SAS Main Screen for the user to be either Read Only Access or Full Access and then save the changes.
A prompt will appear stating the new user was created and note the format of the password; click OK. The password for the new user will be as follows: 1) if the Employee ID field is not completed for the user, the password will be the user ID; or 2) if the Employee ID field is completed for the user, the password will be the last four digits of the specified employee's social security number (if a social security number is not entered in the Employee File for the specified employee, the password will be the user ID).
Note: If desired, a user is able to change his/her password after logging into the School Accounting System or the Web Link module (if applicable), or a supervisor or Web Link administrator can reset a user's password if needed. If the password does not meet the complexity as defined on the Password Policy screen in the System File, a user will be forced to change the password after initially logging in.
Steps for Users to Change Password
Steps
for Supervisors or Web Link Administrators to Reset User Password