Usernames

Modified on Thu, 16 Nov 2023 at 12:13 PM

TABLE OF CONTENTS


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 UsernameUsername in Experience System
joe.bloggs@emax.cloudjoe.bloggs
frank.marshall@emax.cloudfrank.marshall


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


ItemDescription

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)

BranchBranch 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 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.
Suppliers

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.
Claims

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.
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 InfoUser 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 CodeUser can enter a PIN code to log in. This is only available for specific applications when using mobile devices such as Tablets.
CompanySets the default Company Code when logging in using PIN Codes.

Menu Group

Menu GroupThe Menu Group defines what facilities the user is allowed to view and use.

Update/Change

New UsernameUse 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

Creating a new User using the Copy Function

Use this function to create a new username by copying the settings from another username.

The system will copy all settings, including Company Access, Bank Codes and Employee Information.



Rename an existing Username

Use this function when you wish to rename an existing username. All information, transactions, security will be updated to the new username


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.



ItemDescription
Customers (AR)
Multi Currncy AllocAllow user to Post Multi Currency Allocations
Contra EntriesAllow user to post Contra Entries
Curr RateAllow user to modify Currency Rate
ReversalsAllow user to Reverse Customer/AR Transactions
Date ModifyAllow user to modify Transaction Date
Nominal ControlsAllow 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 CommAllow user to modify 3rd Party Commissions (Producer, Co-Broker Commissions etc)
View Customer ListAllow user to view the full Customer List

Suppliers (AP)

Multi Currncy AllocAllow user to Post Multi Currency Allocations
Contra EntriesAllow user to post Contra Entries
Curr RateAllow user to post Contra Entries
ReversalsAllow user to Reverse Supplier/AP Transactions
Date ModifyAllow user to modify Transaction Date

Nominal (GL)

Close Bank TransfersAllow user to close Bank Deposit Transfers without posting the entry.
ReversalsAllow user to Reverse Nominal/GL Transactions
Date ModifyAllow user to modify Transaction Date

Insurance 

Modify PolicyAllow user to Modify Policy Type (Class of Business) on when posting New Policies or Renewals
ReversalsAllow user to Reverse Supplier/AP Transactions
Delete ClaimsAllow user to Delete Claims
Insurance ReportsAllow user to view Insurance Reports
Claim ReportsAllow user to view Claim Reports
Lapsed ReportsAllow user to view Lapsed Policy Reports
3rd Party ReportsAllow user to view 3rd Party Commission Reports
Data Grid ReportsAllow user to view Data Grids and Business Intelligence Reports



Employee Information


ItemDescription
Employee NameFull Name of the employee. This is shown on all Documents (Invoices, Receipts, Journals etc)
DesignationThis is shown on all Documents.
EmailThis is shown on all Documents.
Direct Contact/LineThis is shown on all Documents.
Interal Deposits GroupUsers can be grouped for Internal Deposits Reconciliations. 
ManagerUsername who can supervise/view the User's Workplace
PO Approval UserUsername 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 TOEmail address that will receive PO Approval notification
PO Approval Email CCEmail 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.

  1. Scan the employee’s signature/s,
  2. Edit the scanned image and save it as an 8-bit BMP image.
  3. Save the image file/s on your device under the folder C:\EmaxCloudSync\
  4. Then log into Experience and go to Usernames function.
  5. Find the respective user, and attach the employee signature from the section Signature, under Employee Information tab.
  6. 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.


Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article