Sample User Setups for Web Link

Below 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 included with the School Accounting System.

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, Leave Balances, 1095s, and W2s (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