Adding Users

Let’s add a new user for the role we just created. Navigate to [i] Administration, then [d] User Entry.

To add a new user go to the Details tab and use the Add action.

[i] Administration | [d] User Entry
user

Each user signs onto Abio with a unique user id. By convention we use the first six characters of the last name followed by the first two characters of the first name. So if the users name is Stephen Johnson, for example, his user id should be JOHNSOST.

Name

Enter the user’s name. ‘Stephen Johnson’ in the previous example.

Email

This is an optional field.

employee

Staff who use the system will also be employees of the company. Set their employee number here. This is used when employees schedule crews on the web app.

password

Users will access Abio with this password

restricted access?

Is this user allowed to see confidential payroll, vendor, and general ledger accounts?

update snapshot data?

Abio forecasts job costs. To support forecasting in large jobs with many activities, users can ‘snapshot’ the current state of the job to get a static image of the current progress and costs.

It may be necessary to add certain invoices and timesheets to a snapshot. If this user is a project manager responsible for forecasting, they should be allowed to update snapshot data. Otherwise, set this to ‘N’ so there’s less risk that snapshot data is corrupted.

update extract dates?

Certain reports can be used to mark timesheets and invoices as extracted. You can run the reports several times and mark the records as extracted each time. You can then reference this named extract to identify which invoices and timesheets should be marked up to a client facing job. This gives a more nuanced method to select how Time and Material costs are selected. If a user is responsible for extracting records, set this to ‘Y’. Otherwise, set it to ‘N’ so unwary users don’t modify the extract dates.

unextract multiple jobs?

Related to extracting records, users can also unextract records. Normally users should unextract a single job at a time. A more senior user may want to extract several jobs at once.

post to control account?

Control accounts are special G/L accounts that Abio directs certain costs to when processing payroll, accounts payable and accounts receivable. This happens during the ‘Post to G/L’ utilities for each of those sub-systems. You can read a description of the payroll process here.

Typically these accounts are reserved for Abio’s automated processes, and the accounts that invoices are posted to are user updated. In some cases you may need to post to the control accounts. Set this flag to ‘Y’ if this is a senior user who is trusted to post to accounts that are normally maintained automatically.

update revenue mapping?

This controls access to the Revenue mapping fields on the J/C Cost Centres screen. The fields control how costs are accumulated on the G/L Job Revenue Analysis report.

notification exempt?

Users can be notified when the programs they use are updated. Set this flag if the user doesn’t need to see these notifications.

active?

Inactivate users when they no longer require access to Abio.

Books User Can Access

Navigate to the User-Book tab and use the Change action to select which books this user can sign on to. Select each set of books and click the Apply button to save your selection.

Once you’ve selected which books this user can log in to, you can select if they will be allowed to approve electronic funds transfers for payroll and accounts payable.

[i] Administration | [d] User Entry

In this example, Stephen Johnson can only approve EFT transfers for ABIODEMO.

Roles for User

Now we can assign the role we set up for this user in the previous lesson. Navigate the the User-Role tab. By default, users are always allowed to view messages. These are information periodically sent out to identify program changes.

[i] Administration | [d] User Entry

In addition, we’ll allow Stephen access to the programs we set up in the Sample Role.

[i] Administration | [d] User Entry

Now, when Stephen signs on to Abio, he’ll only be able to access the two books we gave him access to.

And he can only see the H/R programs we included in the SAMPLE role.

When he opens the Person Entry screen, he doesn’t see the Diary tab, because we removed access for that.

[f] Human Resources | [a] Person Entry

And when he selects the action field on the Details tab, the ‘Z’ unaudited change action is greyed out.

[f] Human Resources | [a] Person Entry

That demonstrates how a single role imposes limits on users. You can fine tune what people can see and do by giving them roles for different accesses. If a user has more than one assigned role, Abio gives them access to the union of all the screens, actions, and reports for the set of roles.

Messages

New features and changes to the way Abio functions are communicated via messages. When users sign on, they are prompted to view messages that are relevant to the programs they are set up to access. The Messages tab shows which messages the user has seen, and when they saw them.