This is an AnyPO II and III feature.

AnyPO allows you to set-up users which have varying amounts of access to the program.  For example, you may wish to set up a clerical worker with the capability of creating new PO's, but you may not want him or her to have the ability to delete PO's or open a PO once it is closed.  All that and more can be accomplished by setting up users.

For the most part, users are set-up on networked systems.  With AnyPO, however, you can set up a user on a Single User system for the purpose of approving PO's.  More information: Electronic Approval System.  Setting up a user on a Single User System follows the same procedures as described below for networking.

Start by Setting-up an Administrator

In order to set-up users, you must first have a program Administrator.  The administrator is set-up by selecting SECURITY >> SET-UP PROGRAM ADMINISTRATOR (more information: Administrator.)

Once you've set-up the program administrator, you'll be able to access the User dialog box.  The User dialog box is reached by selecting SECURITY >> SET-UP USER ACCESS, shown below:

Once you're logged in, the following dialog box appears:

More details on setting up users are found below.

Setting up a User on a Workstation

You can set-up the user in one of two locations.  You can work directly on the user's computer.  Or, you can work from your own computer.

To start, select SECURITY >> SET-UP USER ACCESS.

Type in your administrator's log-in name and password.  You must be the administrator to set-up a user.

Once you've entered your log-in information, click on one of the two buttons:  "Logging in from the User's Computer" OR "Logging in From Another Computer"

If you click on "Logging in from Another Computer, a dialog box will appear asking for the location of the user'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:  "Front Office Secretary."  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 logging in from the user's computer or another computer, the "Set-up User" dialog box will appear.

When the User dialog box shows, place a checkmark beside:  "Yes.  Set-up a user for this computer."

Next, decide on whether or not you want to use a log-in system.  In a log-in system, the user must log into the program before the program starts.  Some businesses find the log-in intrusive, and you may want to make it easy for your users and not have to deal with a log-in box.

If you choose not to use the log-in system, the program will start up without going through a log-in procedure.  The user's access level will be automatically selected.  Let's look at an example. Let's say you have set up the user so that he or she has the "Some" access.  When that user starts AnyPO on their computer, even without logging in, they will have only "Some" access to the program.  (If needed, however, you can re-gain full access by logging-in as the Administrator after the program has started.  To do that select SECURITY >> SET-UP PROGRAM ADMINISTRATOR and log-in with the Administrator's password.  Full access will now be available.)

As long as you are not requiring the Administrator to log-in at program start-up, you can set-up the same situation for your users.  (The Administrator's log-in option can be turned on or off in SECURITY >> SET-UP PROGRAM ADMINISTRATOR ).

However, if the Administrator is required to log-in at program start-up, then the users will be required as well.  The "Log-in Required" option in the User dialog box will automatically selected in that case.  (Note, also, if you wish to have a global user, as described above, you will need to use the "log-in required" option.  The only way for a global user to access all computers on the network is to do it through a start-up log-in.)

If you select the "Log-in Required" option you must set-up a log-in name and password.  To do so, click "Set-up Password."  Enter the log-in name and password.  Both are case sensitive.  You'll want to carefully record how you enter both the name and password.

The initials are important.  Be sure to include them.  Also, you want to make sure that you don't duplicate the initials of another user.  Generally two or three letter initials work fine.  Unless you are using levels (see next), use letters only and no numbers.

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

If you are using the electronic approval system and this user has the authority to approve PO's, place a checkmark beside: "Allow this user to approve PO's."

If you are specifically using levels for the electronic approval system, then you'll also want to assign the user to one of the levels.    Levels are assigned by adding a number to the end of the initials.  To assign Level 3 to the user shown in the illustration above, you would use "LBJ3" as the initials.  If the user does not participate in approvals, then it should be all letters (LBJ) and no numbers.

Level 1 is a special designation and is the highest approval level.  It allows for one approval no matter how many approvals are required in the normal process.  You may or may not use it.  If you use it, it should only be assigned to individuals like the chief financial officer, the owner of the company, or an individual with appropriate responsibility.  More information on Level 1 is found here.

Once the above information has been entered, you can, then, indicate the user's level of access.  You have several options:  Full, Moderate, Some, Lowest.  (See below for more information on User Access Levels.)

Setting up a Global User

The Administrator has the capability of logging on to any computer on the network.  But, addition to the Administrator, you can also set-up a global user that can log on to any computer. To do so, you must start-up the program on the server (or the machine on which the Common Data Directory resides).  Once the program starts, select SECURITY >> SET-UP USER ACCESS.

You'll need to log-in as the administrator.  When the User dialog box appears, place a checkmark beside:  "Yes.  Set-up a user for this computer."

If you want the user to have global approval status, you must use the log-in system.  In other words, "Log-in Required" must be selected.  It will be automatically selected if the Administrator is required to log-in.  (The Administrator can control whether a log-in is required, see Administrator for more information).

Since you'll be using the log-in system, you must set-up a log-in name and password.  To do so, click "Set-up Password."  Enter the log-in name and password.  Both are case sensitive.  You'll want to carefully record how you enter both the name and password.

Once you have the password entered, indicate the user's level of access.  You have several options:  Full, Moderate, Some, Lowest.  Select the option that you want.

You can also indicate whether you want the global user to be able to approve PO's.  More information on the approving PO's is found here: Electronic Approval System.

Note that if you are using the electronic approval system and you are specifically using levels, you may wish to assign the global user to one of the levels.  Levels are assigned by adding a number to the end of the initials.  To assign Level 2 to the user shown in the illustration above, you would use "WLT2" as the initials.  Or, if the global user does not participate in approvals, then it should be all letters (WLT) and no numbers.

On the lower part of the dialog box, indicate the what sort of access is assigned to the global user (next section, below).

User Access Levels

On the User dialog box, you'll be able to indicate how much access you want to provide to the user.  You have several options:  Full, Moderate, Some, Lowest.

Here is more information on each of the levels:

Full Access

This individual has full access to all parts of the program with only two exceptions.  A user with full access can NOT set-up new users NOR change user passwords.  Both of these are administrator only functions.

Moderate Access

An individual with moderate access can create PO's and edit any and all PO's.  They can lock AND unlock PO's.  However, they can NOT change set-up values.  They also can NOT delete records from any database.  Additionally, you have the option of providing this individual with the ability to edit the Stock and Vendor databases.  If you'd like to provide them with such access, place a checkmark beside:  "Allow editing of stock and vendor databases;" otherwise, leave it unchecked.

Some Access

An individual with some access can create purchase orders.  They can edit purchase orders, but only if they are unlocked.   They can lock purchase orders but they can NOT UNLOCK them.  They can NOT change set-up values, nor can they delete records from any database.  Also, you have the option of providing this individual with the ability to edit the Stock and Vendor databases.  If you'd like to provide them with such access, place a checkmark beside:  "Allow editing of stock and vendor databases;" otherwise, leave it unchecked.

Lowest Access

An individual with the lowest access can view purchase orders only.  They can NOT create new PO's.  They can NOT edit or delete of any data.  They can NOT change set-up values.  This user may, however, create mailing lists and reports via the Export and Report Generator feature.

Users on a Department - Head Office Set-up

The program can configured so that a head purchasing office receives requisitions (or purchase orders) from one or more departments.  The final processing of the requisitions or PO's generally occurs at the head office level. More Information.

When the program is configured for a Department - Head Office Set-up, the users are separate for each department.  In other words, if you set-up a user for Department A, the user can only access Department A's requisitions.

Changing the User Password

The user's password can be changed.  Either the user or the administrator can change it:

Changes by the User.  The administrator establishes the initial user password.  The user, however, can change the password when desired.  To change the password, select SECURITY >> CHANGE USER PASSWORD.  More information is found here: Changing User's Password,

Changes by the Administrator.  If the administrator needs to change (or view) the user's password, select SECURITY >> SET-UP USER ACCESS.  Log-in as the Administrator.  When the Set-up User dialog box appears, click on the "Change Password" button.  The Administrator can by-pass the user log-in by clicking the "By-pass" button.  In the next dialog box that appears, the Administrator can view the existing password by click on the "View" button.  Or he or she may change the existing password by entering an entirely new one.  (It is also possible to completely remove the current individual as a user by clicking on the "Remove" button.)