Sample
User Setups for Web LinkFollow the steps below to set up and utilize the Web Link module.
Step 1: Install Web Link
Install the Web Link program on the school district's web server following the Web Link Installation Instructions below.
Web Link Installation Instructions: https://docs.su-inc.com/sales/pdf/SQL-WLInstallationInstructions.pdf
Note: This step is not applicable for those school districts using the School Accounting System-Online version.
Step 2: Activate Web Link
Activate the Web Link module within the School Accounting System following the instructions provided at the Web Link training, or else contact the Marketing Department for assistance in activating the module.
Step 3: Complete Web Link Setup Options
Complete the Web Link Setup Options option in the School Accounting System. Refer to the Completing Web Link Setup Options topic in the Help File included with the School Accounting System for step-by-step instructions.
Step 4: Set Up System for Emailing Notification Messages, If Desired
If desired, set up the system to send email messages for the automatic password retrieval option or multi-factor authentication in Web Link and notification email messages for requisitions, receivings, leave requests, employee information changes, and uploaded documents, by completing the following:
1) Open the Email Manager option in the School Accounting System and then do the following:
Complete the General Options tab (if not already done) by selecting the Enable Email Manager field and completing the remaining fields.
Click the Email Addresses tab, and add an email address to when emailing the various notification emails.
Click the Accounts Payable tab, and complete the Requisition Options section and the Receiving Options section, if applicable.
Click the Web Link tab, and complete the General Options section and the Leave Request Options section, if applicable.
Note: Refer to the Completing the Email Manager topic in the Help File included with the School Accounting System for step-by-step instructions.
2) Verify that the employees who will be using Web Link have a valid email address entered in the Employee File in Payroll with the appropriate usage field(s) selected, if applicable. The usages do not have to be selected for the automatic password retrieval option or multi-factor authentication for Web Link, but the Other Communication usage field must be selected in order for an email address to be used for the other notification messages. If needed, email addresses for employees can be imported; also, the Adjust Email Addresses option in Payroll can be utilized to update the usage fields for the email addresses for employees.
Step 5: Complete Requisitions Setup Checklist, If Applicable
If users will have access to enter requisitions in Web Link, complete the Requisitions Setup Checklist to implement using requisitions in the School Accounting System if not previously done. To access the checklist, refer to the Requisitions Setup Checklist topic in the Help File included with the School Accounting System.
Note: If requisitions will not be tracked within the School Accounting System (and Web Link) but purchase orders will be entered, complete Steps 1, 2, and 3 on the Requisitions Setup Checklist in order to define account groups, vendor groups, and ship to addresses for use with purchase orders, if desired.
Step 6: Complete Leave Requests Setup Checklist, If Applicable
If users will have access to enter leave requests in Web Link, complete the Leave Requests Setup Checklist. To access the checklist, refer to the Leave Requests Setup Checklist topic in the Help File included with the School Accounting System.
Note: If leave requests will not be utilized but users will have access to view their leave balances in Web Link, complete Step 4 on the Leave Requests Setup Checklist in order to define which leaves display in Web Link.
Step 7: If Using Check Writing Software for Checks, Verify Applicable Fields Completed
Only for school districts who use a check-writing software to print Payroll checks, if users will have access to view their check history and reimbursements in Web Link, do the following:
1) In the Check Writing Software option in Payroll, verify the following fields are completed: Employee Check Format for Viewing field and Payee Check Format for Viewing field. If the fields are not completed, create new formats within the Check Setup - Employees and Check Setup - Payees options for use with viewing checks in Web Link (do not define the new formats as a default for any checking account) and then complete the fields within the Check Writing Software option.
2) In the Check Writing Software option in Accounts Payable, verify the following field is completed: Check Format for Viewing field. If the field is not completed, create a new format within the Check Setup - Vendors option for use with viewing checks in Web Link (do not define the new format as a default for any checking account) and then complete the field within the Check Writing Software option.
Step 8: Define Users for Web Link Access
Define the users to have access to the applicable options in Web Link by changing the desired users within the User Security option in the School Accounting System and adding new users if needed. Refer to the Adding a User topic and Changing a User topic in the Help File included with the School Accounting System for step-by-step instructions.
Note: If desired, utilize the Add Employees as Web Link Users option in the School Accounting System to create new users for employees with access to the Web Link module, or use the View/Adjust Users option in the School Accounting System to update (add or remove) rights to the Web Link module for existing users. The Add Employees as Web Link Users option and the View/Adjust Users option are available from within the User Security option in the School Accounting System. Refer to the Adding Employees as Web Link Users topic and Viewing/Adjusting Users topic in the Help File included with the School Accounting System for more information on using these options.
Tip: If you will be allowing all employees to access one or two options in Web Link, but only a few employees will be allowed to complete additional options, utilize the Add Employees as Web Link Users option to set up all employees for the appropriate options in Web Link; then manually make the necessary changes for the additional Web Link access options directly in the User Security option for the applicable users.
Refer to the Sample User Setups for Web Link topic in the Help File for examples of users you may want to set up for access to Web Link and the settings to define the rights for each.
Sample
User Setups for Web Link
Tip: If desired, define the policy and complexity of passwords used with the School Accounting System and Web Link by completing the Password Policy tab (screen) in the System File from within the School Accounting System. Refer to the Completing the System File topic in the Help File included with the School Accounting System for detailed instructions.
Step 9: Verify Web Link Options
Log into Web Link to verify the appropriate options are set up and working properly.
Tip: SUI recommends to verify several different users to ensure only the appropriate options and/or reports are available in Web Link for each user.
Step 10: Print and Distribute Web Link Instructions to Users (Employees)
Print the Web Link Instructions for Users report (accessed from the Reports menu within the User Security option in the School Accounting System) and distribute to the users (employees). The Web Link Instructions for Users report includes the website address to access Web Link, the ID and password for the user, the options and reports available in Web Link for the user, and tips for using Web Link.
Note: Users must have the web browser on their computers set to allow pop-up windows in order to use all functions in Web Link properly. The settings to allow pop-ups can be defined for just the web server used for Web Link if desired. Contact your Technology Coordinator for assistance with allowing pop-ups.
Tip: SUI recommends that you advise all users (employees) to change their password after initially logging into Web Link.
Step 11: Users (Employees) Access and Utilize Web Link
Users (employees) access and utilize the options available within Web Link.
Tip: When navigating in Web Link, use the Tab key or mouse to move from field to field, and when exiting Web Link, always click the Logout option on the menu bar to ensure your user ID does not get "locked" by the system (act as though you are still logged in). Also, if users will have rights to enter purchase orders and/or cash receipts, remember that the purchase order and cash receipt batches can only be posted from within the School Accounting System.
Step 12: If Applicable, Complete the Room Inventory Setup and Completion Checklist As Needed
If your organization has licensed the Fixed Asset Inventory module, complete the Room Inventory Setup and Completion Checklist as needed (for example, yearly or semi-annually), in order to complete an inventory of the assets in Fixed Asset Inventory using the Room Inventory option in Web Link.