How do I set the control access for Ledger users?

Answer:

This document demonstrates the capability of OCS Administrators (referred to OCS Admin Users.) who have been granted “Control Access” privileges. These users are given the responsibility to do the following:

· Create or modify sites

· Determine and assign a budget to a particular site

· View transactional history

· Search for a specific user

· View certain reports

· Create other OCS Admin users

· Import regular users of the Ledger system

Add/Change/Remove Sites

The window shown below facilitates with site creation, modification, and deletion. From this window the OCS Admin user has the following abilities:

Create a site - Enter data in the appropriate fields and click the “Add” button.
Modify a site – Click to select site, make necessary changes, and click the “Change” button.
To a remove site - Click to select site, and click the “Remove” button

Apply Budgets to Site

Once the OCS Admin user has created sites, budgets can then be applied. The budgeted amount can be assigned and edited from this window.

From this window the OCS Admin user can view the budget assigned to each site and other pertinent information. Aside from viewing data, the following functions can be accomplished from this window:

Zero the budget value – Click to select site, and click the “Zero this Site” button.
Change the budget value – Click to select site, and click the “Change Button”

Query Transactions

“Query Transactions” gives the OCS Admin user the ability to query transaction for each site.

After having selected a site, all users related to the site will be displayed. When a user is selected, ledgers that have been assigned to that user will appear on the right grid.

By clicking on a specific ledger, an OCS Admin user can view the transactional data. As shown below, the transactions related to the specified site and ledger will appear.

Optional Menu

By accessing this feature, the OCS Admin user has the ability to arrange budget assignments data either by “User” or by “Ledger”.

After selecting the criteria to arrange the data, a window prompting the OCS Admin user to select a site will appear.

By User

When this option is selected, budget-assignment data will be displayed “by user”.

By Ledger

Selecting this option will display budget-assignment data “by ledger.”

User Look Up

The “User Look Up” tool is designed for the purpose of searching the OCS user database for a specific account.

To view account details, select the account and then click the “View” button.

Reports

Site Contact List

The purpose of this report is to display all the contact information for all sites.

Site Budget - Actual

This report compares the total budget for each site to the total amount that has been assigned to ledgers. The actual expensed amount is also given in this report.

Set Up User Securities

Using this utility, an OCS Admin user who possesses “Control Access” can create\modify\remove other OCS Admin users that require “Site Access,” “User Access,” or “Grant Credit” privileges. To accomplish these tasks the following steps must be taken.

Creating a New OCS Admin User

Fill in the required data for “User Name” and “Password”
Select and click an access level button
If the user being created is being given “Site Access,” then click “Add Site.”
Click the “Add User” button.

Deleting an Existing OCS Admin User

Select user from the list.
Click the “Remove User” button.

Modifying an Existing OCS Admin User

Select user from the list
Make necessary changes to any field, and/or access level
Click the “Update User” button.

Printshop Configuration

Please see the Print Shop Configuration manual.

Color Configuration

Using this utility, the OCS Admin User can change the background and font color of screens dealing with ledger management.

Import Users

Importing a user database is achieved using this tool.

To import a new list of accounts, the following steps must be followed:

1. Browse to the location of the comma delimited text file that holds the account data.

Click the button “Press Here… “.
Assign the standard fields to each field that exists within the comma-delimited file.
Click the “import” button to proceed.