UTILITIES

    User Rights  

    How to add additional users:

 

1.  From the Supervisor Master File, click FILE, UTILITIES, USER RIGHTS and the screen User Information and Rights will appear. Click Add () located at the top of the screen and your fields will now be blank to add the new user ID as seen in the following screen;

Figure 13

                           

2.  The user ID must be entered and the user has the option of enabling the rights one by one by checking off each box or clicking on Enable All and all the rights will be enabled/active (ü) for all modules for that user.

 

3.  These rights are the modules and screens that the user will have access to on a daily basis. Click on each applet and proceed by checking the boxes under each main module. The following are all the main modules:

 

                                 
  • Main Ledger
  • Receivable
  • Payables
  • Inventory
  • Parts
  • Orders
  • F&I
  • Payroll
  • Sales
  • Service
  • Marketing
  • Tables
  • Appointments
  • System
     

 

 

4.  If the User is only allowed access to certain areas of the program, the Supervisor will click only on that particular module(s) and check off the access box in that section.  You may Disable All if you do not want a particular User to have access to the program;                                           

 

5.  Once all the rights are established, a password must be generated for each user. Click on Change Password, located under File, and the following screen will appear. Type in the new user password and tab to the next line, re-type the password to confirm and then click OK.

Figure 14

NOTE:

     If you click on List (top of screen), you will view all available users.  If you need to make modifications to an exiting user, hi-light the user and click on Select.  You will be displayed the User Information & Rights screen with the name of the user in the User ID box. (refer to the section called  ‘How to change User Information’.)

 

6.  To assign a salesperson to a new user, click on User Id, the following screen will be displayed.

Figure 15

                                   

7.  Click New and the Salesperson Code box will be highlighted. If you click on the arrow beside the box, the list of sales people and their ID codes will be displayed.  Pick the appropriate salesperson and click on Accept, then click Exit to return to the User Information and Rights menu. If all the information is complete, click on X or Exit () to return to the main menu.

 

NOTE:

    If the person is a new salesperson, the salesperson must first be entered in the TABLES – Salesperson File section.

 

    How to change User information:

1.  From the Supervisor Master File, click FILE, UTILITIES, USER RIGHTS and the User Information and Rights screen will be displayed.  Click List (top of screen) and all the existing users will be listed. Highlight the user for which the information is to be changed and click on Select and that user will be displayed with all the corresponding information for the user;

 

2.  If the user rights need to be changed, you now have the option of enabling or disabling the rights one by one or click on Enable All or Disable All and all the rights will be enabled or disabled;

 

3.  If the user password needs to be changed, click Change Password, figure 14 will be displayed. Enter the new password and re-enter it again to confirm the new password. Click OK to accept or Cancel to exit without saving.

 

 

4.  To change a salesperson assigned to a user, click on User Id.  Click New and the Salesperson Code box will be highlighted. If you click on the arrow beside the box, the list of sales people and their codes will appear (salesperson). Pick the appropriate salesperson, click Accept then Exit to return to the User Information and Rights menu. If all the information is complete, click on X or Exit () to return to the main menu.

 

NOTE:

    If it is a new salesperson, refer to TABLES – Salesperson File section.

 

Login Journal

     The login journal keeps track of which users are logged into in the Auto Xperts system. This includes the time they entered and exited the system. This function can also be used when an error occurs and the system terminates abnormally. e.g. When the user is “kicked” out of the Auto Xperts system abnormally. The system supervisor will be able to do the following:

    How to view currently Logged in Users:

 

1.      From the Supervisor Master File, click FILE, UTILITIES, LOGIN JOURNAL and the Login Journal window will be displayed;

Figure 16

 

2.  Highlight ¤ Currently Logged In Users to view the users currently connected to the Auto Xperts system. This screen will also show the system supervisor what time the users logged in and out of the Auto Xperts system.

    How to clear users if an error occurs: 

1.  Repeat steps 1 & 2 above;

 

2.  Highlight the user(s) that need to be cleared with your cursor and click Clear. The system will ask you Clear (user id)? Click on Yes to clear or No to return to the Login Journal screen. There should now only be the current or necessary users on the system;

 

3.  Highlight ¤ All Records to view all users;

 

4.  Click Purge and the Create Purge Conditions screen will appear;

 

5.  Enter in the field needed to purge and enter the value;

 

6.  Click OK and the system will be updated and will return to the login journal screen;

 

7.  If all the information is complete, click on X or Exit () to return to the main menu.

 

 

NOTE: The system supervisor should always re-index files after an error occurs and users are cleared. Refer to the section called OPTIONS.

 

 

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