This is an AnyPO II and III feature.

You have a choice of whether or not to set up the program with an program administrator.  There are a couple of reasons why you might want to do this: 1) You may wish to limit access so that only you are able to log into the program.  2) You may wish to limit access so that you AND one or more designated users are able to access the program.  (The users you designate can have varying levels of access to the program.)  3) You may wish to set up the program with an electronic approval system so that PO's can only be approved by certain designated individuals.

Note that it is not necessary to set up an administrator.  If you don't set-up an administrator, you'll continue to have full access to the program.

Setting Up the Program Administrator

The way that you set-up an Administrator is by entering a user name and password. That's done in the Administrator's dialog box reached by selecting SECURITY >> SET-UP PROGRAM ADMINISTRATOR & OTHER ADMIN. TASKS. The following dialog box appears:

Click on "Set-up Password."  Enter the log-in name and password.  Write them down somewhere.  The administrator's name and password are extremely important.  If a user loses their password, administrator can recover it, but the administrator's password can not be recovered.  You'll want to carefully record how you enter the name and password.  Remember: they are case sensitive and you'll want to be careful to record the capital and lower case letters.

The administrator's password can be changed at any time.  To do so, click on the "Change Password" button.  In order to change the password, you'll need to enter the current password.

Removing an Administrator

If you'd like to go back to using the program without an Administrator, it's just a matter of removing the Administrator's log-in name and password.  To do so, select SECURITY >> SET-UP PROGRAM ADMINISTRATOR  & OTHER ADMIN. TASKS.  Click on "Change Password."  You'll need to log-in with the current Administrator's name and password.  This will open a dialog box on which you can change the password -- or you can remove password protection completely.  To remove the name and password, click on "Remove."

The Administrator's Log-in Area

You'll notice on the Administrator's dialog box that blanks are provided for Logging-in.  These serve two purposes:

1. You can use the Administrator Log-in to make changes to the Administrator's options (explained in more detail below).

2. Or you can use the Administrator log-in to gain full access to a user's computer.  Let's look at this closer.  You can set-up users on each of the workstations in your network.  The users can be configured so that they have varying amounts of access to the program.  If you need to work on one of the user's computers, you'll need full access to the program.  To gain full access, it's just a matter of selecting SECURITY >> SET-UP PROGRAM ADMINISTRATOR and logging in.  Once you have logged-in as administrator, you'll have full access.

Administrator's Options

Note that in a Department - Head Office configuration (available in AnyPO III), the following options are only available from the head office computers.

Require Password to Start AnyPO.  Many business find that it is not necessary to use a password to start AnyPO.  AnyPO allows you to set-up an Administrator and even set-up users with varying levels of access without having to log-in.  Logging-in can be intrusive and waste time.  Users may have already logged into their computers and it would be repetitious for them to log into programs as well.  The choice of whether to require a log-in or not is completely up to you.  If you do decide to log-in, then each the users (if any) will be required to log-in as well.

Administrator's Initials.  Generally most people will leave this field as the default "ADMIN."  However, if you are using the electronic approval system and you are specifically using levels for the electronic approval system, you may wish to assign the administrator one of the levels.  In many cases, you'll assign the administrator to Level 1 which is a special designation which allows one approval no matter how many approvals are required in the normal process.

Levels are assigned by adding a number to the end of the initials.  To assign Level 1 to the administrator, you would use "ADMN1" as the initials.  If Level 1 is not appropriate, you can assign the administration to a different level.  Or, if the administrator does not participate in approvals, then leave it as "ADMIN."   When logged in, the initials will appear near the bottom of the Main Purchase Order Screen (just above the Notes area).

Note: if you change the administrator's initials and if you use the approval system, be sure to make the same change to the initials in Basic Program Set-up.

Show User Name But Not Password on Log-in Boxes.  If you require a log-in, this makes things a bit easier.  Your log-in name will show, but you'll still need to enter your password to gain access to the program.  This setting also applies to all users.  The log-in name of the most recent individual using the program will appear in the start-up log-in box (but not the password).  The log-in name can be changed if someone else needs to log-in.

Administrator's Options for a Department - Head Office Configuration

This is an AnyPO Level III feature.

If you have configured the program for a Department - Head Office configuration, upon logging in as the head office administrator, the following button will appear:

Re-set of Change Departmental Administrator Passwords:  Departmental Administration

Let's look at some background.  Under the Department - Head Office configuration, there are two types of program administrators.  The first is the head office administrator who can log into the program from his computer or any departmental computer.  The other type of program administrator is the departmental administrator who can log-in to any computer in his/her department.  The departmental administrator, however, can not log into the head office computer nor can they log into any other department other than his/her own.

This option allows the head office administrator to make changes to department administrator.

After clicking on the "Department Administration" button (above), you'll need to answer a question about whether you are working on the department administrator's computer or from a computer elsewhere in the system.

If you answer "Yes" (which means you are working from a computer other than the Department Administrator's), a dialog box appears asking for the location of the administrator's computer.  Click on the "Browse" button, find the list of computers on the network, and select the AnyPO directory from the appropriate computer.  Once you select the directory, you'll be able to enter a descriptive phrase to identify the computer.  You could enter something like:  "Research Dept."  The name and the location will be saved so that if you need to make change at later time, you can pick it from a list.

In either case, whether you are working on the administrator's computer or elsewhere, the "Department Administrator: User Name and Password" dialog box will appear.  From this dialog box, you can view the existing user name and password - or you can enter a new password.  You also have the normal administrator options (explained above) which you may use if appropriate.