Usernames

Created by Melvin Xuereb, Modified on Tue, 18 Jul 2023 at 10:47 AM by Melvin Xuereb

Introduction

Each username must have an Experience Username to access the system.

A user can access one or more companies.

A user can be linked to only one Menu Group. A Menu Group defines the functions that the user is able to use.

Users can be managed from System Security -> Usernames

Usernames

Usernames should be created as the Experience Cloud App Username that is provided by EMAX Solutions.

Here are some examples:

Experience Cloud App Username	Username in Experience System
joe.bloggs@emax.cloud	joe.bloggs
frank.marshall@emax.cloud	frank.marshall

You can use the function to create a username by copying from an existing username.

Item	Description
Username	The username that will be used to access the system.
Password	The password is not required when Single Sign On (SSO) is in use since Experience will use the Experience Cloud App Username and Password to log in. If Cloud SSO is not in use, then a new password needs to be created using the Forgot Password function when the user tries to login. A new password will be sent to the user’s Recovery Email.
Full Name	Name and Surname
Email	User's Email address. This will be used when requesting a Forgot Password (Login Screen)
Branch	Branch Code that user is restricted to use. When a user is linked to a Branch, the user can only see and post transactions on Customers that are linked to the same Branch. When Branch code = NONE then user has access to view and post on all customers, irrispective if the customer is linked to a Branch or otherwise.
Diary Security
Nominal	User access to the Nominal Diary. Options can be NONE, OWN or ALL. NONE – user can insert new diary entries but can’t edit. OWN – user can insert new diary entries and edit own entries. ALL – user can insert new diary entries and can edit all other entries.
Customers	User access to the Customer Diary
Suppliers	User access to the Supplier Diary
Claims	User access to the Claims Diary
User Update	User will have access to update the Username in Diary. Options can be NONE, GL, AR, AP, NS, ALL NONE – user cannot update Username in any of the Diary functions. GL – user can update username in the Nominal Diary AR – user can update username in the Customer Diary AP – user can update username in the Supplier Diary NS – user can update username in the Claims Diary ALL – user can update username in all Diary functions
Function Security
My Company	User can see my company workplaces, i.e. all pending transactions, diary entries etc …
View Web Info	User can view Web Information. Examples: Web Receipts etc
Allow Archiving	Allows User to Archive Audits. Archiving of Audits should be done at least once a year.
Experience Mobile
PIN Code	User can enter a PIN code to log in. This is only available for specific applications when using mobile devices such as Tablets.
Company	Sets the default Company Code when logging in using PIN Codes.
Menu Group
Menu Group	The Menu Group defines what facilities the user is allowed to view and use.
Update/Change
New Username	Use this function to update an existing username. Example: a user requests to change his/her surname. Select the respective username, and under New Username enter the new username. All pending transactions, responsibility etc will be transferred to the new username. Note: Ensure that the Experience Cloud App Username is updated before doing this update.
Status
Status	Username status. Options are: A = Active, I = Inactive

De-Activate User

The function De-Active user is used when a user's access is removed from Experience.

Note: Ensure that the username.

This function does the following:

Removes any unprocessed Customer & Suppliers Allocations/Receipts
Removes Company Access
Removes Menu Group Access

Company Access

Every user can be granted access to one or more companies.

A user must be given access to at least 1 Company

Company Access allows special functions per username on various system functions.

You can setup different permissions for different companies.

Example you can disable access to change the Transaction Date when a user is making a posting in Receivables and/or Payables. You can disable user to change Currency Rate, or allocate multi currency allocations, and so on.

Item	Description
Customers (AR)
Multi Currncy Alloc	Allow user to Post Multi Currency Allocations
Contra Entries	Allow user to post Contra Entries
Curr Rate	Allow user to modify Currency Rate
Reversals	Allow user to Reverse Customer/AR Transactions
Date Modify	Allow user to modify Transaction Date
Nominal Controls	Allow user to modify Nominal Controls on Customer Maintenance. This will allow user to modify Nominal Control Account, Credit Days, Credit Terms, Set/UnSet Hold, etc
3rd Party Comm	Allow user to modify 3rd Party Commissions (Producer, Co-Broker Commissions etc)
View Customer List	Allow user to view the full Customer List
Suppliers (AP)
Multi Currncy Alloc	Allow user to Post Multi Currency Allocations
Contra Entries	Allow user to post Contra Entries
Curr Rate	Allow user to post Contra Entries
Reversals	Allow user to Reverse Supplier/AP Transactions
Date Modify	Allow user to modify Transaction Date
Nominal (GL)
Close Bank Transfers	Allow user to close Bank Deposit Transfers without posting the entry.
Reversals	Allow user to Reverse Nominal/GL Transactions
Date Modify	Allow user to modify Transaction Date
Insurance
Modify Policy	Allow user to Modify Policy Type (Class of Business) on when posting New Policies or Renewals
Reversals	Allow user to Reverse Supplier/AP Transactions
Delete Claims	Allow user to Delete Claims
Insurance Reports	Allow user to view Insurance Reports
Claim Reports	Allow user to view Claim Reports
Lapsed Reports	Allow user to view Lapsed Policy Reports
3rd Party Reports	Allow user to view 3rd Party Commission Reports
Data Grid Reports	Allow user to view Data Grids and Business Intelligence Reports

Employee Information

Item	Description
Employee Name	Full Name of the employee. This is shown on all Documents (Invoices, Receipts, Journals etc)
Designation	This is shown on all Documents.
Email	This is shown on all Documents.
Direct Contact/Line	This is shown on all Documents.
Interal Deposits Group	Users can be grouped for Internal Deposits Reconciliations.
Manager	Username who can supervise/view the User's Workplace
PO Approval User	Username who will approve Purchase Orders created by this user.
PO Approval User (2)	Second username who will approve Purchase Orders created by this user.
PO Approval Email TO	Email address that will receive PO Approval notification
PO Approval Email CC	Email address that will receive PO Approval notification

Employee Signature

You can add an image of the employee signature to show on all Documents generated from Experience.

Follow these steps to create and save the image in Experience.

Scan the employee’s signature/s,
Edit the scanned image and save it as an 8-bit BMP image.
Save the image file/s on your device under the folder C:\EmaxCloudSync\
Then log into Experience and go to Usernames function.
Find the respective user, and attach the employee signature from the section Signature, under Employee Information tab.
The image file should be located under the folder \Documents\EmaxCloudSync\

Bank Codes

A User can be granted access to use specific Bank Codes.

The list of Bank Codes that can be used by the user when making Postings, and/or Bank Reconciliations can be defined here.