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User Setup
Function
Set up usernames and passwords for the purpose of creating access levels to menu items.
Operating Instructions
User Setup-tab
Set up usernames and passwords for the purpose of creating access levels to menu items.
Operating Instructions
User Setup-tab
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.
Note: Should an employee need 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.
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.
Note: Should an employee need 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.
Click this button to save the new user.
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, GMS must be logged out of and then logged back in before attempting to replace the former user.
Select Edit to change a user’s password. After changing, click on Save Edit.
Note: A license is purchased for each user name to be used. If the number of user names created equals the number of licenses you have purchased, when clicking on new user, a message will appear stating "Contact GMS to request a new license agreement". Once GMS sends the revised license agreement and receive the signed one back, a new code for the new number of licenses will be sent. Instructions will be in the email 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. However, the Security menu and Security Supplement menu need to be maintained and edited based on staff turnover. For example, if there are 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 – tab
This function allows a user to designate a posting period that will stop data entry to batches having a posting period equal to or earlier than the designated date. For example, March has been closed and 3/31/22 has been entered in this field. Any data entry to a batch with a posting period of 3/31/22 or earlier will trigger a message “You cannot unpost this batch. The month end has been processed for this posting period.”
Update Licenses- tab
This tab is used when a new contract addendum with GMS has been signed to increase/decrease the number of user licenses. Upon receipt of the new code, enter it here and click on the Update button.
For agencies that have a contract with GMS for 10+ licenses, there is no limit to the number of user names and passwords. However, the Security menu and Security Supplement menu need to be maintained and edited based on staff turnover. For example, if there are 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 – tab
This function allows a user to designate a posting period that will stop data entry to batches having a posting period equal to or earlier than the designated date. For example, March has been closed and 3/31/22 has been entered in this field. Any data entry to a batch with a posting period of 3/31/22 or earlier will trigger a message “You cannot unpost this batch. The month end has been processed for this posting period.”
Update Licenses- tab
This tab is used when a new contract addendum with GMS has been signed to increase/decrease the number of user licenses. Upon receipt of the new code, enter it here and click on the Update button.
