Creating CO Users

Users will need to be created in the Financials Company module where they need access to any of the following modules in Financials:

This will include Trust Users, Business Managers, Budget Holders and Large Spend Approvers.

Trust and Business Managers will need access to these modules to input transactions, for example creating invoices in the Creditors module, journals in the General Ledger module and Income Receipts in the Cashbook Management module.

Budget Holders will need read only access to the General Ledger module in order to use the Enquiry facility to view Actuals v Budget figures.  This allows them to drill down to the transaction level for all transactions that have gone through their budget.  This includes Purchase Orders as Commitments, Debtor and Creditor invoices, GL Journals and Cashbook receipts/payments.  When a Budget Holder accesses the General Ledger module they will see the following menu:

All Users needing access to the modules in Financials are created in the same way on the Finance Company module.  The options selected when creating Users in this module will be based on their role and will determine what they can see when they access these modules.

It is recommended that the copy facility is used to create the User, copying an existing User who has the same role and with the same Department (Academy/School) as the User being created, e.g. a Trust User, Business Manager Budget Holder or Large Spend Approver.

To create a User in the Financials Company module follow the steps below:

• Enter CO User in the Menu search field:

Then click on the  button

• Select CO User Maintenance from the results list and the CO User Maintenance form will open
• Click on the  button

• A CO New User form will be displayed.  Add the User's first name to the Domain User Name field  the and click on the  button:

The User's name should appear in the list.

Where the required User does not appear in this list then try searching by their surname or full name e.g. instead of adding Jenny, add Jennifer.

• Select your new user from the list and click on the  button.  Further fields will become available on the form
• Add the email address of the User in the Email field
• Select the Copy security from another User option and further fields will be displayed

In the From User field add an existing User that has the same role as the User you are creating - particularly a User that has the same Department (Academy/School)

Where a Budget Holder is being created then add an existing Budget Holder to this field.

Deselect the Copy FW Access option as Financials Web access will be provided to the User when they are created in the FW User Maintenance form, as detailed in the Creating FW Users section.

• Click on the  button and a CO User Maintenance form will be displayed.
• On this form select the Company Selection tab and then select your organisation's name in the Company Access Grid at the bottom of the form:

• A CO User Company Module Maintenance form will open:

• In the Module drop-down field, select the GL option
• Click on the  button - further details will be displayed on the form and the following items will need to be changed:

• In the Privacy Group field select the User’s specific Privacy Group.  This will be the same Privacy Group that was added when the User was created in the Purchasing module, as detailed in the Creating Purchasing Users section.
• The Access column in the Grid at the bottom of the form will default from the User that has been copied.

For Budget Holders this should set to Read, which means they can only enquire in the General Ledger and not add/amend any transactions.

For all other Users, this should be set to Update so that they can post transactions into the General Ledger.  Where the User needs access to any other Department displayed in the Grid, ensure these are also set to Update.

• Where the User needs to run Reports, click on the  button.  The Report Style Group Security Maintenance form will open.

Select the tick box in the Access Right column.  Click on the  button and then the  button to close the form:

You will be returned to the previous form.

• Where you have created additional Report Master Groups for the module, select the relevant Group in the Report Master Group drop-down field.  Otherwise leave this field with the default option.

Further steps may be required dependent on the type of User, as detailed below:

• Budget Holder/Large Spend Approvers

Where a Budget Holder or Large Spend Approvers is being created, no further action is required.  The User has been created in the Financials Company module.

• Trust/Business Manager

Where a Trust User or Business Manager is being created, please follow the steps below:

• On the CO User Company Module Maintenance form, click on the  button:

Only the following fields will be displayed:

These Users will need access to all the models in Financials and you will need to provide access to all the modules individually, ensuring that the correct Privacy Groups is added, access to the Report Style Group is provided and that the relevant Department access is set to Update.

• In the Module field, select another option other than the GL option, e.g. Creditors, and click on the  button:

• Then follow the steps detailed above to add the User's Privacy Group, Department access and Report Group Style access as was set for the GL module
• Select the  button again and repeat the process for each module, i.e. for each option in the Module drop-down field.
• Once all the modules have been selected and updated the User set up is complete in the Financials Company module.  Certain Trust and Business Managers may also need access to Bank Accounts in the Cashbook Management module.  This is further detailed in the Bank Account Access section.