User Maintenance How to Guide
This Guide will help you create the following Users in FinancialsLIVE.
BHs will be provided with access to a limited set of Cost Centres and can approve Requisitions with these Cost Centres. They will need access to the Purchasing module to approve these Requisitions and also in order to enquire on Purchase Orders. They will also need access to the General Ledger module in order to enquire on Actuals V Budget against their allocated Cost Centres including transactional data.
Large Spend Approvers are members of your Senior Management Team that will approve Requisitions of large amounts as defined in the delegation of duties in your organisation. They will need access to the Purchasing module to approve these Requisitions - they will also need access to the General Ledger module to perform enquiries.
Business Managers, which include all Finance staff, and Trust Users will need access to the Purchasing module in order to enter and approve Requisitions. They will also need access to the modules in Financials, such as Creditor, Debtors etc.
CANREQ Users, i.e. Requisitioning Users, will only need access to the Purchasing module in order to create Requisitions.
Please note: all Users will be assigned a Privacy Group in the relevant User Maintenance forms. This determines the Cost Centres, Details Codes and Classification Codes that they can post to as well as enquire against. There is a standard set of Privacy Groups for Business Managers, such as BM101, BM102 etc., and Privacy Groups that are pre-defined with individual Cost Centres that will be useful for Users that need access to only one Cost Centre.
A new Privacy Group will have to be created for any User that requires a bespoke Privacy Group of more than one Cost Centre. These will need to be created before the User can be created. Creating Privacy Groups is further detailed in the Creating Privacy Groups section.
Within FinancialsLIVE there are 3 User Maintenance forms where Users are created. The type of User will determine which of these forms will need to be completed and the User must be created in all the required User Maintenance screens.
The following Users should be set up in the following User Maintenance forms:
The first task of creating any User is ensuring they are set up in the active directory.
Where Civica host your FinancialsLIVE application please log a service request on Civica's Landesk detailing the User’s full name. Once this is created by Civica our Support team will provide you with the credentials for the User, including the password, at which point the User can be created in FinancialsLIVE.
Where your application is "on Premise", that is it is administered by someone other than Civica, e.g. your IT Department, then the User account should already exist in your organisation's domain and the User can be created in FinancialsLIVE. In this case the User's password should be provided by the administrator, e.g your IT Department.
Creating Users in the CP User Maintenance form is further detailed in the Creating Purchasing Users section.
Creating Users in the FW User Maintenance form is further detailed in the Creating FW Users section.
Creating Users in the CO User Maintenance form is further details in the Creating CO Users section.
Once Trust and Business Managers have been created in the User Maintenance forms, they will need access to Bank Accounts in the Cashbook Management module. This is further detailed in the Bank Account Access section.