Steps
to Add a UserBelow are examples of users you may want to set up to access the School Accounting System and the typical settings to define the rights for each within the User Security option.
The items listed under the "Optional Rights" section for a user (example) are items not necessary for you to give to the user, but you may want to if desired. Keep in mind, override rights can also be defined within a module for a specific option, screen, or report.
For step-by-step instructions on adding and changing users, refer to the Adding a User and Changing a User topics in the Help File.
Example 1: User as a Supervisor (such as the Business Manager)
Rights Needed:
Supervisor field selected
Print Federal ID field selected
Allow AP Data Entry Employee Selection field selected
Employee ID field completed
If K12Docs licensed, Document Management User ID field completed and Allow Report Upload to K12Docs field selected
Tip: By selecting the Supervisor field, the user will have full access to all modules, options, and reports in the School Accounting System and the add-on modules licensed by the organization.
Example 2: User with Full Access and a Web Link Administrator (such as an Assistant Business Manager or Assistant Bookkeeper)
Rights Needed:
Web Link Administrator field selected
Employee ID field completed
If K12Docs licensed, Document Management User ID field completed and Allow Report Upload to K12Docs field selected
User Permissions: Screen Permission set to Full Access for Accounts Payable, General Ledger, Payroll, SAS Main Screen, Web Link, and if applicable, Accounts Receivable, Fixed Assets, Human Resources, Negotiations, and Report Writer
Reports Security: Report Permission set to Full Access for all modules, including SAS Main Screen
Optional Rights:
Print Federal ID field selected
Allow AP Data Entry Employee Selection field selected
Tip: By selecting the Web Link Administrator field (and a Screen Permission of Full Access for SAS Main Screen), the user will also have access to the options for Email Manager, Reset User Password, User Security (with limited access only for adding, editing, viewing, or inactivating Web Link users), and Web Link Setup Options.
Example 3: User with Read Only Access (such as the Superintendent)
Rights Needed:
Employee ID field completed
If K12Docs licensed, Document Management User ID field completed
User Permissions: Screen Permission set to Read Only Access for Accounts Payable, General Ledger, Payroll, SAS Main Screen, and if applicable, Accounts Receivable, Fixed Assets, Human Resources, and Negotiations
Reports Security: Report Permission set to Full Access for all modules, including SAS Main Screen
Optional Rights:
If K12Docs licensed, Allow Report Upload to K12Docs field selected
User Permissions: Screen Permission set to Full Access for Report Writer, if applicable
Example 4: User as a Database Administrator (such as a Tech)
Rights Needed:
Database Administrator field selected
User Permissions: Screen Permission set to either Full Access or Read Only Access for SAS Main Screen, and then No Access for Accounts Payable, General Ledger, Payroll, and if applicable, Accounts Receivable, Fixed Assets, Human Resources, Negotiations, and Report Writer
Reports Security: Report Permission set to No Access for all modules, including SAS Main Screen
Optional Rights:
Employee ID field completed
If K12Docs licensed, Document Management User ID field completed
Tip: By selecting the Database Administrator field (and a Screen Permission of Full Access for SAS Main Screen), 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).
Example 5: User with Access for Operating Activity Fund Only (such as a Secretary or Administrative Assistant)
Rights Needed:
Employee ID field completed
*Account Groups List completed with AP & WL Data Entry field and GL & WL Data Entry field selected
User Permissions: Screen Permission set to Full Access for Accounts Payable; Batch Entry Access to General Ledger; either Full Access or Read Only Access for SAS Main Screen; and then No Access for Payroll, and if applicable, Accounts Receivable, Fixed Assets, Human Resources, Negotiations, and Report Writer
Override Settings for User Permissions: In General Ledger, override Permission set to No Access for Budgets and Full Access for Check Reconciliation
Reports Security: Report Permission set to Full Access for Accounts Payable and General Ledger, and No Access to all other modules, including SAS Main Screen
Optional Rights:
Allow AP Data Entry Employee Selection field selected
If K12Docs licensed, Document Management User ID field completed and Allow Report Upload to K12Docs field selected
Ship To Addresses List completed
Override Settings for User Permissions: In Accounts Payable, override Permission set to Read Only Access for Vendors (only applicable if want to restrict the user from adding and/or editing vendors)
*The account group entered on the Account Groups List should be one that includes only the account numbers within the Activity Fund. If needed, for instructions on adding a new account group, refer to the Adding an Account Group topic in the Help File.
Example 6: User with Only Batch Entry Access for Accounts Payable (such as a Secretary or Administrative Assistant)
Rights Needed:
Employee ID field completed
User Permissions: Screen Permission set to Batch Entry Access for Accounts Payable; either Full Access or Read Only Access for SAS Main Screen; and then No Access for General Ledger and Payroll, and if applicable, Accounts Receivable, Fixed Assets, Human Resources, Negotiations, and Report Writer
Reports Security: Report Permission set to Full Access for Accounts Payable, and No Access to all other modules, including SAS Main Screen
Optional Rights:
Allow AP Data Entry Employee Selection field selected
If K12Docs licensed, Document Management User ID field completed and Allow Report Upload to K12Docs field selected
Account Groups List completed with AP & WL Data Entry field selected
Vendor Groups List completed
Ship To Addresses List completed
Example 7: User with Only Batch Entry Access for General Ledger (such as a Secretary or Administrative Assistant)
Rights Needed:
Employee ID field completed
User Permissions: Screen Permission set to Batch Entry Access for General Ledger; either Full Access or Read Only Access for SAS Main Screen; and then No Access for Accounts Payable and Payroll, and if applicable, Accounts Receivable, Fixed Assets, Human Resources, Negotiations, and Report Writer
Reports Security: Report Permission set to Full Access for General Ledger, and No Access to all other modules, including SAS Main Screen
Optional Rights:
If K12Docs licensed, Document Management User ID field completed and Allow Report Upload to K12Docs field selected
Account Groups List completed with GL & WL Data Entry field selected