Creating FW Users

Users need to be created in Financials Web in order to be granted access to the FinanacialsLIVE modules, e.g. Creditors, Debtors, Purchasing etc.

For Trust and Business Managers access to FTP (File Transfer Protocol) can also be granted which will allow them to download BACS files and upload Bank Statements.

To create a User follow the steps below:

• Enter FW User in the Menu search field:

Then click on the  button

• Select FW User Maintenance from the results list and the User Maintenance: Find User form will open
• Click on the  button
• Enter the Users first name in the Domain ID field and click on the Search for Domain button located to the right of this field, , and the form will expand.
• The Domain field will display FINANCIALS for customers that are hosted by Civica.  For non-hosted customers this should default to your organisation's Domain.
• Click on the  button and select the required User from the list of options displayed.

Where the required User is not displayed on the list try searching using their surname or their full first name, e.g. rather than adding Jenny, add Jennifer.

• Enter the Users email address
• In the Primary Role Name field:

Add the User’s main role.  Trust and Business Manager Users primarily work in the Financials modules such as Creditors and Debtors so their main role will be General User, whereas CANREQ Users, i.e. Requisitioning Users, only need access to the Purchasing module so their main role will be Purchasing Only.

Select one of the following options dependent on the User:

• BHs/Large Spend Approvers: For Budget Holders and Large Spend Users select the General User option
• Trust/Business Managers: For these Users select the General User option
• CANREQ: For Requisitioning Users select the Purchasing Only option.
• In the Manager field select the Users Line Manager if they exist as a User in the drop-down list.  Where they do not exist as a User select the Dummy Manager option from the drop down list.
• Click on the  button and a Users Maintenance: Users Details form will be displayed:

Please note: The above illustration is for a CANREQ Users, i.e. a Requisitioning User - different options will have been added for other Users.

Further steps are required for each User, as detailed below:

• CANREQ
• Requisitioning Users also need access to the Purchasing module

Click on Add Module in the User Modules section:

Select the Purchasing option from the drop down list and click on the Insert option.

Purchasing will now be on the list in the User Modules section.

• Budget Holders/Large Spend Approvers
• These Users need access to the Purchasing module as well as the modules in Financials.

Click on the Add Module option in the User Modules section:

• Select the Purchasing option from the drop down list and click on the Insert option.

Purchasing will now be on the list in the User Modules section.

• These Users will need access to the General Ledger Enquiry menu in the General Ledger module so will need access to the modules within Financials.

Click on Add Module option again and select Financials from the drop down list.  Click the Insert option.

Financials will now also be on the list in the User Modules section.

• Trust Users and Business Managers
• These Users need also need access to the Purchasing module as well as the modules in Financials.

Click on the Add Module option in the User Modules section:

• Select the Purchasing option from the drop down list and click on the Insert option.

Purchasing will now be on the list in the User Modules section.

• Click on Add Module option again and select Financials from the drop down list.  Click the Insert option.

Financials will now also be on the list in the User Modules section.

In addition these Users may also need access to FTP (File Transfer Protocol) in order to upload Bank Statements and to download BACS files.

Where this is the case click on the Add Role option in the User Roles section:

Select the FTP option that is followed by their Department (academy/school number) and click on the Insert option:

The selected FTP option will now also be on the list in the User Roles section.

The User has now been created in the FW User Maintenance form.

The Username used to log into FinancialsLIVE will be as per the User's DomainID, e.g. Financials\Eesa.Khan.  The password will be provided by Civica where you are our hosted client, or if not hosted, by your administrator, e.g. by your IT Department.