Steps to
Add a UserBelow are examples of users you may want to set up for access to Web Link and the settings to define the rights for each within the User Security option in the School Accounting System.
The items listed under the "Optional Rights" and "Optional Reports" sections for a user (example) are items not necessary for you to give to the user, but you may want to if desired. For example, if you would like a user who enters purchase orders for others (user in Example 1 below) to have the ability to enter new vendors or make changes to existing vendors, give the user rights to have Full Access to Edit Vendors.
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 to Enter Purchase Orders for Others (such as a Building Secretary)
Rights Needed:
Full Access to Web Link
Full Access to Enter Purchase Orders
Reports Needed:
Purchase Order Listing - Detail
Purchase Order Listing - Summary
Optional Rights:
Allow AP Data Entry Employee Selection field selected
Employee ID field completed
Account Groups List completed
Approval Trees List completed
Ship To Addresses List completed
Full Access to Edit Vendors
Optional Reports:
Custom Purchase Order Format to print actual purchase orders (report name will start with “ POF-“)
Example 2: User to Enter Requisitions for Only Himself/Herself (such as a Teacher)
Rights Needed:
Full Access to Web Link
Full Access to Enter Requisitions
Optional Rights:
Account Groups List completed
Approval Trees List completed
Ship To Addresses List completed
Employee ID field completed
Full Access to Edit Vendors
Optional Reports:
Requisition Listing - Detail
Requisition Listing - Summary
Example 3: User to Approve Requisitions (such as a Principal or Superintendent)
Rights Needed:
Full Access to Web Link
Full Access to Approve Requisitions
User assigned to an Approval Sequence (User ID field completed) on an approval tree within the Requisition Options option in the School Accounting System
Optional Reports:
Requisition Listing - Detail
Requisition Listing - Summary
Account Inquiry
Activity Fund Balance Report
Example 4: User to View Check History/Reimbursements, 1095, and W2 Information (such as a Teacher or Other Employee)
Rights Needed:
Full Access to Web Link
Full Access to View 1095s
Full Access to View Check History/Reimbursements
Full Access to View W2s
Employee ID field completed
Example 5: User to View Check History/Reimbursements, 1095, W2, and Leave Balances (such as a Teacher or Other Employee)
Rights Needed:
Full Access to Web Link
Full Access to View 1095s
Full Access to View Check History/Reimbursements
Full Access to View Leaves
Full Access to View W2s
Employee ID field completed
Example 6: User to Enter Cash Receipts (such as a Building Secretary)
Rights Needed:
Full Access to Web Link
Full Access to Enter Cash Receipts
Reports Needed:
Cash Receipt Listing by Receipt Number
Optional Rights:
Full Access to Edit Received Froms
Optional Reports:
Cash Receipt Listing by Entry Date
Cash Receipt Listing by Fund
Cash Receipt Listing by Received From
Example 7: User to Print Financial Reports (such as a Board Member or Superintendent)
Rights Needed:
Full Access to Web Link
Reports Needed:
Balance Sheet
Revenue Summary Report
Custom Flexible Financial Reports (such as Expenditure Report by Function/Object, Cash Flow Report, Revenue/Expenditure Summary Report, etc.)
Optional Reports:
Account Inquiry
Activity Fund Balance Report
Example 8: User to Enter Receivings (such as a Building Secretary or Other Employee)
Rights Needed:
Full Access to Web Link
Full Access to Enter Receiving
Optional Rights:
Ship To Addresses List completed
Optional Reports:
Receiving Report - Detail
Receiving Report - Summary
Asset Details Report for Receiving
Example 9: User to Complete Room Inventory (such as a Teacher or Other Employee)
Rights Needed:
Full Access to Web Link
Full Access to Edit Room Inventory
Fixed Asset Inventory Rooms List completed
Example 10: User to View 1095 and W2 Information (such as a Teacher or Other Employee)
Rights Needed:
Full Access to Web Link
Full Access to View 1095s
Full Access to View W2s
Employee ID field completed
Example 11: User to Approve Leave Requests (such as a Principal)
Rights Needed:
Full Access to Web Link
Full Access to Approve Leave Requests
Employee ID field completed
User assigned as an approver on an approval path within the Leave Request Options option in the School Accounting System
Optional Reports:
Daily Leave Request Absence Report
Daily Substitute Assignment Report
Leave Request Report
Leave Request Status Report
Example 12: User to Enter Substitutes for Leave Requests (such as a Building Secretary)
Rights Needed:
Full Access to Web Link
Full Access to Edit Leave Request Substitutes
Employee ID field completed
User assigned in the Edit Substitutes List on an approval path within the Leave Request Options option in the School Accounting System
Optional Rights:
Full Access to View Leave Request Calendar
Optional Reports:
Daily Leave Request Absence Report
Daily Substitute Assignment Report
Leave Request Report
Leave Request Status Report
Example 13: User to Enter Leave Requests for Only Himself/Herself (such as a Teacher)
Rights Needed:
Full Access to Web Link
Full Access to Enter Leave Requests
Employee ID field completed
Optional Reports:
Leave Request Report
Example 14: User to Enter Leave Requests for Others (such as a Building Secretary)
Rights Needed:
Full Access to Web Link
Full Access to Enter Leave Requests
Employee ID field completed
Employee Groups List completed
Optional Reports:
Leave Request Report
Example 15: User to View (and Edit, If Applicable) Personal Information (such as a Teacher or Other Employee)
Rights Needed:
Full Access to Web Link
Full Access to View/Edit Personal Information
Employee ID field completed
Example 16: User to View and Upload Employee Documents in K12Docs (such as a Teacher or Other Employee)
Rights Needed:
Full Access to Web Link
Full Access to View/Add File Documents
Employee ID field completed