User Master File
(Users.exe) This program allows the user to create and maintain users on the system. This is the first master file that the user will need to set up in your system. There are check boxes within each tab to allow or prohibit the user rights to specified functions within the system. The first tab is the User Info tab.
Mandatory Fields
User Name: This is the EHS User Name. This will be the name that a user employs to log in to the EHS SQL System
First Name / Last Name: Given name for User
Confirm Password: Must match password field
Password Expiration Date: Will default to system setting but can be changed per user
Active: Activate or Inactivate Users. Only Active users can access the EHS System
Other Fields
M.I.: Middle Initial for current User
Employee Id: Free Form Field. Used in inquiries and reports if requested
Override System Auto Shutdown – can be checked if utilizing and an amount can be entered in the adjacent (Minutes) box.
Last Password Change: Set by System. Cannot be edited
Temp User Expiration Date: Date to Expire temporary user
Last Login Date: Set By System. Cannot be edited
Department: May enter in a valid department number here. For reporting and inquiry purposes only.
Email: E-mail address when setting up E-mail notification on the On-line Reqs tab.
User Phone Number: May enter a phone number where the user may be contacted.
User Fax Number: May enter a fax number where the user may be contacted.
Memo: This button will open a memo screen where information may be entered. (This Memo button will appear on all tabs.)
User Locked Out: May temporarily lock out a user from the system or to display if for some reason the user has been locked out by a breach of System rules.
Temporary User: May create temporary users that will automatically expire at a certain date.
Employee Terminated: Indicates if the user has been terminated. When marking the user as terminated the system will automatically remove the Active flag via a Confirm screen which will display asking about the Termination listing and changing the Active status. To find out the date and username of the person who marked the Employee Terminated box double click in the Terminated column of the grid marked True for that user which will reveal an Information box containing that information.
Profile: This drop down field can be utilized to assign a users profile to a user. To create a users profile, select View on the Applications menu and then select Profiles. Next, select the New icon, File then New on the Applications menu or CTRL+N to create a new users profile and then enter the Profile name and permission settings and the save. When assigning a profile to a user access the Profiles drop down field and then save.
Default Location: May assign a Default Location for use with the Issue Inventory and Review Stock Requisitions programs.
Default Entity: May assign a Default Entity if multiple entities exist..
IMF, AP, Rec, Equip, PO, Images, System tab
Item Master Files
Can Only View IMF: When checked the user can only View the IMF tab. The user may not edit this tab.
Can Only View Item Vendor: When set the user can not edit the ItemVend tab of the Item (Inventory) Master File.
Can Update On Hand: When checked will allow the user to change the On Hand amount on the Unit of Issue tab of the Inventory Master File.
Can Update On Order: When checked the user may change the On Order amount on the Unit of Issue tab of the Inventory Master File.
Can Update Consignment: When set will allow the user to enter an Original Consignment Quantity on the Unit of Issue tab of the Inventory Master File.
Can Access Contract from IMF: - When checked, the user has the ability to double click in the Contract field (items will display in red when checked) in the Inventory Master File on the ItemVend tab and the designated contract will display and open the Contract Master File program for that item.
AP/ Invoice Matching
Can access Invoice Matching PO - allows the user to access PO information only
Can access Invoice Matching AP - allows the user to access AP information only
Can Update Contract from Matching - allows the user to update contract information from Invoice Matching Entry program.
Override PO Cost % Check – allows the user to override the allowable amount that the user may change in the percentage check against the purchase order cost if employing the System Option, Allowable Percent Change, as set in the Accounts Payable module. Please note that the System Option, Validate PO Cost Change Percent, in the Accounts Payable module works in conjunction with the System Option, Allowable Percent Change.
Can Inquire All Invoice Matching – allows the user to view information on the Accounts Payable Inquiries without having the Can Access Invoice Matching PO or Can Access Invoice Matching AP being checked.
Cannot Release Checks – checking this box will prevent users from releasing checks.
Receiving
Cannot View Costs in Receiving - user not able to view cost field in the Purchase Order Receipt program.
Cannot Receive in UOI – when checked, the user may not utilize the Receive in UOI (Unit of Issue) or F3 under Tools in the Purchase Order Receipt program.
Cannot Receive All – when checked, the user may not utilize the Receive All or F2 function under Tools in the Purchase Order Receipt program.
Allow Oty Order On Over Recpt - It will only display if the prior System Option, Allow Over Receipt, in the Rec module is set to Y (Yes). When the user option is checked , if a user answers Yes to over receive, the Purchase Order quantity will also be updated to reflect the over receipt.
Equipment Tracking
Can only modify events – if checked will allow the user to modify events in the Equipment Tracking program
Purchasing
Can Add Items – if checked user will be allowed to Add items in the Purchase Order Entry program if Enable Add Items under the Purchasing module of the System Options is utilized
Can View Patient Memo – if checked user may view Patient Memos.
Can View Patient Cost – if checked will allow the user to view the Patient Cost field in the Inventory Master File on the Unit of Issue tab, as well as in the Patient Charging program.
Can Update Contract – if checked will allow users to update Vendor and Manufacturer Catalog numbers, if System Option, Allow Master Update from the Purchasing module is set.
Receive Emails for Overnight POs – if checked the user will receive E-mail notification of Overnight Purchase Orders. User must be assigned to Department on the Purchase Order.
Can Insert MFG (POEntry, IMF) - when unchecked, will not allow the user to add a Manufacturer directly to the Manufacturer Master File from Purchase Order Entry or the Inventory Master File. If adding from Purchase Order Entry the user will be allowed to enter a free form Manufacturer Name but it will not be added in the Manufacturer Master File. If adding from the Inventory Master File when saving on the Item Vend tab an Information box will display stating that the Manufacturer does not exist in the Manufacturer Master File and to use the lookup to choose the Manufacturer.
Dollar Limit: When set will limit the amount that the user may use on a purchase order.
Images
Cannot Delete Scanned Images – if checked a user will not have rights to delete scanned images. There is a System Option, Users Default Cannot Delete Images, under the System module. This option will determine if the checkbox is defaulted to True or False when creating a new user.
System
Receive Edi/Fax Monitor Emails – when checked will allow the user to receive e-mails when using EDI/Fax Monitor program.
Receive Interface Monitor Emails – when checked will allow the user to receive e-mails when using the Interface Monitor program.
Receive Fax Failed Emails – when checked the user will receive an e-mail anytime a fax has a status of "Failed."
Vendor Master File
Can Only Edit Reps – when checked will only allow access to the Reps tab of the Vendor Master File.
Can Only Change Phone – when checked will allow access to only the Phone and Fax number fields on the Vendor tab of the Vendor Master File.
Scan N Count, Stock Reorder, Returns, Auto Transfers tab
Can Do Issues - user may issue with RSL Scanner Upload and Processing programs.
Can Create PO's - user may Create Purchase Orders in RSL Scanner Upload and Processing programs.
Stock Reorder
Can Calculate Quantities - user may run Calculate Reorder Quantities in Stock Reorder
Can Create PO's - user may Create PO's in Stock Reorder.
Returns
Can only view Released Returns – if checked user may only view Released returns.
Receive Emails for Released Returns – if checked user will receive an e-mail whenever a return is released (Tools/Release Return or F2) provided an e-mail address is listed in the Users Info tab under E-Mail.
Can Update Vendor Address: if checked the user may change and update the Address in the Vendor Master File from the Returns program. A confirm box will display to affirm this change.
Auto Transfers
Can Create Transfers – user may create a transfer, in Automatic Transfer Inventory program, if the System Option, Autotran Rights, in the Purchasing module, is set to Yes.
Can Calculate Quantities - user may calculate quantities in Automatic Transfer Inventory program, if the System Option, Autotran Rights, in the Purchasing module, is set to Yes.
Online Reqs tab
Requisition Purchasing Review - ability to Review Stock Requisitions and Review Non Stock Requisitions from the Purchasing level.
Requisition Department Review - ability to Review Stock Requisitions and Review Non Stock Requisitions from a Department level.
Allow Add Non-File to Req - allows user to Non-File items to a requisition
Can Change UOP - user has the ability to change the Unit of Purchase if there are multiple Units of Purchase.
Can View Patient Memo - user may view Patient Memos.
Override System Show Cost – user may override the System Option, Show Cost OLR, from the Requisitions module by checking this flag if it is set to N and allow the specified user to view the cost.
There are two choices for User Cat Master.
"Allow Add To Cat - User Cat Mstr" - This option allows users to add items to catalog via the User Catalog Master Program
"Allow Delete To Cat - User Cat Mstr" - This option allows users to Delete items to catalog via the User Catalog Master Program
There is one choice for Add Non-File Function
"Allow Add To Catalog From Add Non-File" - This option turns on the function which will ask user if they want to add the item to their catalog if they find it via the Vendor Catalog or MFG Catalog Number in the system, while adding a Non-File item to the requisition.
Allow Add Non Stock – the user may add Non Stock items to the requisition, from Locations that they are assigned to in the Assign Users to Location program.
Receive Emails for Req Approval – if checked user will receive E-mail notification that a requisition needs approved from the Departments that user has been assigned to in the Assign Users to Departments for OLR program, and their E-mail address must be listed on the User Info tab. There is a System Option, Include Exe Link In Emails, in the Requisition module, which when set will display a link to the review programs (Review Stock and Non-Stock Requisitions) in the e-mail. The System Option, Exe Path, in the System module must also be set with the Include Exe Link In Emails option.
Receive Emails for Overnight/2nd Day Requisitions – if checked the user will receive E-mail notification that a requisition has been activated with an Overnight or 2nd Day designation provided the user’s E-mail address is listed in the User Info tab, and the user is assigned to the department in the Assign Users to Departments for OLR program.
Receive Emails for Processed Reqs – if checked will allow the user to receive an e-mail notification that a requisition has been processed. There is a System Option, Send Processed Email, in the Requisitions module, which will send a "Processed" notification e-mail to the user who originally activated the requisition.
Allow Zero Cost Non-File Items – if checked will allow the user to create a Non-File item with 0.00 cost.
Can Change Stock Location – if checked will allow the user to change the stock location in Review Stock Requisitions. This would display in the Tools menu.
Default Deliver To – may assign a default Deliver To for use in Enter Requisitions program.
The OLR Approval Limits are as follows:
Approval Level – may assign a numerical approval level to a user in the Approval Hierarchy process for activating and approving requisitions. The process is controlled by the System Option Use Approval Levels under the Requisition module when set to Y. The value that is set is the maximum approval level as well as the default approval level.
User Stock Dollar Limit - if checked, limits the user to the specified amount in the Stock Dollar Limit field.
User Non-Stock Dollar Limit - if checked, limits the user to the specified amount in the Non Stock dollar Limit field.
Contracts tab
Purchasing Contracts
Notify User of contracts that need attention:
When logging into Main Menu – when checked will display a popup window at Login displaying Contracts That Need Attention. Also may access when clicking on the Contract System module and clicking on Tools then Check for Contracts That Need Attention. May set Days to give notice to the user for that number of days based on when the Roll date is reached.
Via E-mail – if checked will notify by E-mail at the E-mail address listed on the User Info tab when the E-mail Contract Notifications program is set on the End of Day Master File program or is run manually. May set Days to give notice to the user for that number of days based on when the Roll date is reached
Notify user of contracts near or at next tier level – when checked will notify users when the contract has reached a user defined percentage of the contract and also when it reaches 100% of the level based on the tier levels set in the Contract Master File on the Contract Tier tab. The percentage is set with the System Option, Tier Notification Level I the Contracts module.
General Contracts
Notify User of General Contracts that need attention
When logging into Main Menu – when checked will display a popup window at Login displaying Contracts That Need Attention. Also may access when clicking on the Contract System module and clicking on Tools then Check for General Contracts That Need Attention. May set Days to give notice based on Roll date.
Via E-mail – if checked will notify by E-mail at the E-mail address listed on the User Info tab when the E-mail Contract Notifications program is set on the End of Day Master File program or is run manually .
Contract Options
Classification Maintenance – if checked will allow the user to perform maintenance of the Contract Classification table of the Contract Master File under Tools and then select Class/Product Maint. The System Option, Control Class Product Maintenance, in the Contracts module must be set to Y.
Product Line Maintenance – if checked will allow the user to perform maintenance in the Product Line table of the Contract Master File under Tools and then select Class/Product Maint. The System Option, Control Class Product Maintenance, in the Contracts module must be set to Y.
GPO Maintenance - if checked will allow the user to perform maintenance of the GPO Maintenance table of the Contract Master File under Tools and then select GPO Maint. The System Option, Control GPO Maintenance, in the Contracts module must be set to Y.
Cap Req Tab
May set and assign signatures for up to 16 Authorization Levels. These may be designated in the System Options, under the Capital Requisitions module.
Can Delete Capital Requisitions – if checked will determine if the user has rights to delete Capital Requisitions.
Creating a New User
When creating a new user, you may choose to copy similar permissions and assign entities, locations, departments and groups from an existing user. To do this, go to Tools, Copy User Settings, this will open a program Copy User Permissions which will facilitate this. Enter the New User then enter the User Name to Copy from, select which permissions to copy (Copy User Permissions, Copy Assigned Entities, Copy Assigned Locations, Copy Assigned Departments, Copy Assigned Groups, Copy Assigned Departments for Reports/Inquiries, Copy Assigned PO Groups, and Copy Assigned Contract Classes) and then press the Copy button. After doing so, close the program and then when you re-open it to the new user the copied information will appear.
Under Tools, there is a Rename User feature that will allow a change to the Username. When accessing, a Warning box will display because it will rename the user throughout the system, including all transactions and history. Then a Rename User box displays, enter the New User Name and press OK to effect the change.
Also, the user may Clear All User To Files under Tools. This will allow the user to remove all instances where this Username is assigned to Entity, Location, Department, Groups, etc.
Under View on the Applications menu, and then selecting Profiles, the user may create a user profile with specific permissions. These may be assigned to a user in the Profile field using the combo box on the User Info tab. (See the Profile section on User Info tab)
Deleting a User
Select the user you wish to delete (see the section Adding, Saving And Deleting Records). You may want to consider inactivating the user to keep prior records pertaining to that user.