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You are here: Tools > User Setup
User Setup
Function
Set up user names and passwords for the purpose of creating access levels to menu items.
Operating Instructions
User Setup
New: Click this button to add a new user.
User Name: Enter a user name up to 50 characters. (letters and/or numbers)
Password: Enter a password. It must be 5 or more characters. (letters and/or numbers) For security reasons the password will be masked during data entry.
(You will only see a series of asterisks as you type.) You will be asked to enter it twice to assure you have entered it correctly.
Note: Should you wish to give an employee the ability to change their own password they need to have rights to the tools menu but no specific items within the Tools Security menu need to be checked.
Save: Click this button to save new user.
Edit: Select Edit to change a user’s password. After changing, click on Save Edit.
Note: There is a table in your database that stores a code that represents the number of licenses you have purchased. A license is purchased for each user name you wish to have. If the number of user names you have entered equals the number of licenses you have purchased, when you click on new user you will get the message "Contact GMS to request a new license agreement". Once we send the revised license agreement and receive the signed one back, we would then send you a new code for the new number of licenses. You will be given instructions to go to Tools, User Setup, select the Update Licenses tab and enter this new code.
For agencies that have a contract with GMS for 10+ licenses, there is no limit to the number of user names and passwords. GMS populates the License table with the rights to 50 users. However, the Security menu and Security Supplement menu need to be maintained and edited based on staff turnover. For example, if you have several program managers who only have access to certain financial reports, they can use the same user name and password to login into the GMS Accounting System.
That way when there is staff turnover, nothing needs to be changed in the security settings.
Month End Period: You have the ability to allow a user to designate a posting period. In all books of entry, it would check that table and not allow anyone to create, edit or post batches that have a posting period equal to or earlier than the designated date.
Update Licenses: This tab is used when you have signed a contract addendum with GMS to increase/decrease the number of user licenses. Upon receipt of the new code, you will enter it here and click on the Update button.
Delete: Select Delete to remove a user name and password from the system. This will then make one user name available within the confines of the license agreement with GMS. After deleting the user you must log out of GMS and then log back into GMS before attempting to replace the former user.
Set up user names and passwords for the purpose of creating access levels to menu items.
Operating Instructions
User Setup
New: Click this button to add a new user.
User Name: Enter a user name up to 50 characters. (letters and/or numbers)
Password: Enter a password. It must be 5 or more characters. (letters and/or numbers) For security reasons the password will be masked during data entry.
(You will only see a series of asterisks as you type.) You will be asked to enter it twice to assure you have entered it correctly.
Note: Should you wish to give an employee the ability to change their own password they need to have rights to the tools menu but no specific items within the Tools Security menu need to be checked.
Save: Click this button to save new user.
Edit: Select Edit to change a user’s password. After changing, click on Save Edit.
Note: There is a table in your database that stores a code that represents the number of licenses you have purchased. A license is purchased for each user name you wish to have. If the number of user names you have entered equals the number of licenses you have purchased, when you click on new user you will get the message "Contact GMS to request a new license agreement". Once we send the revised license agreement and receive the signed one back, we would then send you a new code for the new number of licenses. You will be given instructions to go to Tools, User Setup, select the Update Licenses tab and enter this new code.
For agencies that have a contract with GMS for 10+ licenses, there is no limit to the number of user names and passwords. GMS populates the License table with the rights to 50 users. However, the Security menu and Security Supplement menu need to be maintained and edited based on staff turnover. For example, if you have several program managers who only have access to certain financial reports, they can use the same user name and password to login into the GMS Accounting System.
That way when there is staff turnover, nothing needs to be changed in the security settings.
Month End Period: You have the ability to allow a user to designate a posting period. In all books of entry, it would check that table and not allow anyone to create, edit or post batches that have a posting period equal to or earlier than the designated date.
Update Licenses: This tab is used when you have signed a contract addendum with GMS to increase/decrease the number of user licenses. Upon receipt of the new code, you will enter it here and click on the Update button.
Delete: Select Delete to remove a user name and password from the system. This will then make one user name available within the confines of the license agreement with GMS. After deleting the user you must log out of GMS and then log back into GMS before attempting to replace the former user.
