PeachPro sets you free
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PeachPro sets you free
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| SPW Sales Invoice Passwords |
Your Sales Invoicing Module contains critical product information. Do you need people to perform certain tasks such as entering and editing invoices, but at the same time you want to make sure they can't post invoices?
With SPW - Sales Invoice Passwords, you can have passwords which will allow or limit user's rights to get into Peachtree, maintain enhancements, and access the Sales Invoicing module. After activating SPW - Sales Invoice Passwords you will notice a new field "PASSWORD" now appears under your company ID.
Press "F6 Maintain Passwords" the following screen will appear:
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦MENU Peachtree Complete Accounting COMPANY ID: SP ¦| |¦07/02/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| | | | +----------------------- Password Maintenance ------------------------+ | | ¦ Password.......................: ¦ | | ¦ Descriptive Name...............: ¦ | | ¦ Company........................: ¦ | | ¦ Change Activation Codes (Y/N).: N ¦ | | ¦ Change Password Settings (Y/N).: N ¦ | | +---------------------------------------------------------------------+ | | | | | | | | | | F1-Help F2-Password F5-Set Rights F8-Undo F10-Done N | +--------------------------------------------------------------------------------+
This menu will allow you to add user passwords and descriptions, set module access rights, determine which companies a user can access, optionally allow users to change your enhancement status, and determines which users can maintain passwords.
To add a new user and their password simply type it in the specified box along with their access capabilities. It is recommended that you setup the controller password first and mark the Change Activation Codes and Change Password Settings to "Y". Until Change Password Settings is marked as "Y" for at least one user, anyone will be able to get into the Password Maintenance menu. Once any password is established with a "Y" in Change Password Settings a password will be required to get into the Password Maintenance section.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦MENU Peachtree Complete Accounting COMPANY ID: SP ¦| |¦07/02/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| | | | +----------------------- Password Maintenance ------------------------+ | | ¦ Password.......................: PEACH ¦ | | ¦ Descriptive Name...............: USER NAME ¦ | | ¦ Company........................: SP ¦ | | ¦ Change Activation Codes (Y/N).: Y ¦ | | ¦ Change Password Settings (Y/N).: Y ¦ | | +---------------------------------------------------------------------+ | | | |+------- Password Modification Menu -------+ | |¦ S - Invoice/Order Entry ¦ | |+--- Choose a module - Escape When Done ---+ | | | | | | | | | | F1-Help N | +--------------------------------------------------------------------------------+
After entering a user or group password and a descriptive name (such as "Sales Dept"), you can select which company the password will have restricted rights to open. You can set a password to have restricted rights to one or more companies, as will be explained later in this document. After selecting company ID, select if this password has rights to Activate or Deactivate your enhancements, and if this user has rights to access the Password Maintenance menu. Enter a "Y" or "N" respectively to limit or allow access. The Change Activation Codes restriction is necessary or the user could just turn off SPW to remove all password restrictions.
Once the user is setup, press "F5-Set Rights". A menu will appear, similar to the one above, showing which modules have enhanced password functionality. Currently, Accounting Software Professionals offers enhanced password protection for Inventory, Accounts Payable, Accounts Receivable, Sales Invoicing, Payroll, Purchase Order and General Ledger. Highlight the module you wish to set rights for and press Enter or simply press the HotKey "S" for Sales Invoicing. A menu will then appear showing all available program selections for which you can set your user's access. The menu will default to all items unselected. If you wish to prevent a user access to a specified program option, simply press the Hotkey for that item, or highlight the item and press enter. You will notice a check mark will appear next to the item you have chosen, indicating that user has no rights to execute that area of the program. If you wish to select all items, simply press "F5 - Password All". This will select all items and you can then de-select the items you wish your user to be able to access. If you wish to de-select All Items, simply press F6.
+------------------------------------------------------------------------------+ ¦MENU Peachtree Complete Accounting COMPANY ID: SP ¦ ¦08/21/96 Software Professionals ¦ +------------------------------------------------------------------------------+ +------------------ Invoicing/Order Entry Program Selections ------------------+ ¦ Z - Maintain Ship-to Addresses V - Post/Convert Documents ¦ ¦ C - Maintain Customized Documents X - Extended Processing Options ¦ ¦ O - Maintain Invoicing/OE Options P - Print Documents ¦ ¦ Q - Query Customers R - Document Register ¦ ¦ I - Query Inventory Items B - Backorder Report ¦ ¦ E - Enter Invoice/Order/Quote (Doc) A - Inventory Activity Report ¦ ¦ N - Enter/Process Repeating Invoices L - Sold To/Ship To Labels ¦ ¦ F - Fill Invoices/Orders 1 - Run PDQ Procedures ¦ ¦ ¦ +------- Set password restrictions by toggling hotkeys - Esc when done --------+
When you are finished adding or removing password rights for the user, simply press ESC until you are back at the Password Maintenance window. Press F10 and all the password settings will be saved for that particular password and you will be immediately brought back to a blank password screen to add another user. If at any time you need to change rights or add the user to another company simply type in the controller password and press F6 from the main menu. You must have rights to Change Password Settings or you will not be able to perform this function.
To edit the password settings, simply press "F2-Password" from the Password Maintenance menu and a lookup of all available descriptive names and companies will appear. The actual password will not be shown in the lookup, but will be displayed when it is selected. Select the user you wish to change and press enter. You are now able to change their password, description, access rights, and module rights. After you are done making the necessary changes, press "F10-Done"
and a menu will appear asking if you want to update the original record or copy the modified settings to a new record. You would normally update the original record, however, if you have more than one company ID and you want this same password and settings to apply also to a different company you can just change the company ID and then save it as a new record. The person who uses this password in each company will have the same restrictions.
+--------------------------------------------------------------------------------+ |+------------------------------------------------------------------------------+| |¦MENU Peachtree Complete Accounting COMPANY ID: SP ¦| |¦07/02/96 Software Professionals ¦| |+------------------------------------------------------------------------------+| | | | +----------------------- Password Maintenance ------------------------+ | | ¦ Password.......................: PEACH ¦ | | ¦ Descriptive Name...............: USER NAME ¦ | | ¦ Company........................: SJ ¦ | | ¦ Change Activation Codes (Y/N).: Y ¦ | | ¦ Change Password Settings (Y/N).: Y ¦ | | +---------------------------------------------------------------------+ | | | | | | +-------- Criteria Saving Options --------+ | | ¦ U - Update Original Settings ¦ | | ¦ N - Create New Settings ¦ | | +-----------------------------------------+ | | | | | |F1-Help N | +--------------------------------------------------------------------------------+
Once your passwords are installed a user will be able to sign on and enter their password before starting any activity in Peachtree. Upon attempting to select a restricted menu item they will have a warning message displayed in the lower left corner as shown below:
+------------------------------------------------------------------------------+
¦MENU Peachtree Complete Accounting COMPANY ID: SP ¦
¦08/21/96 Software Professionals ¦
+------------------------------------------------------------------------------+
+------------- PCA Main Menu --------------+
¦ G - General Ledger ¦
¦ A - Accounts Payable ¦
¦ R - Accounts R+---- Invoicing/Order Entry Main Menu -----+
¦ S - Invoicing/¦ M - Maintenance Programs ¦
¦ I - Inventory ¦ P - Processing Programs ¦
¦ P - Payroll ¦ R - Report Pro+- Invoicing/Order Entry Processing Menu -+
¦ F - Fixed Asse¦ ¦ Q - Query Customers ¦
¦ J - Job Cost ¦ ¦ I - Query Inventory Items ¦
¦ O - Purchase O¦ ¦ E - Enter Invoice/Order/Quote (Doc) ¦
¦ U - Utilities ¦ ¦ N - Enter/Process Repeating Invoices ¦
¦ Q - Peachtree ¦ ¦ F - Fill Invoices/Orders ¦
¦ ¦ ¦ V - Post/Convert Documents ¦
+----------------¦ ¦ X - Extended Processing Options ¦
+------------- Password Error --------------+ ¦
¦ Current password will not allow access ¦ ¦
¦ to Enter Invoice/Order/Quote (Doc) ¦ ¦
¦ ¦ ¦
¦ PRESS ENTER TO CONTINUE ¦ ¦
+-------------------------------------------+--------------------------------+
N
If the user presses "**" at the Company ID to change PeachPro activation codes, they will be brought to the normal screen, but when they try to Maintain Enhancement Status they will be prompted for their password after entering the company id. Without a valid password for that company with rights to Change Activation Codes, they will not be allowed into that program area.
A: Yes, any user that has the "Change Password Settings" marked as "Y" will have the ability to make changes to all passwords.
A: If you only want to mark certain areas of a module inaccessible to everyone, then simply entera password, name it something like "global user" and give this password to everyone who will be signing onto Peachtree. This works the same for departments. If shipping only deals with Purchase Order and Sales Invoicing and you have OPW- Purchase Order Password and SPW - Sales Invoicing Password, then you can add a password and give the description name"Shipping" and limit the access to all other modules. Therefore the shipping password will only allow that department limited access.
A: As mentioned above, you can simply edit the user's password and enter in the 2nd company ID in the "Company" block. Press F10 to save and select "Create new settings". This will allow the user the same access with the same password.
A: The program detects that a duplicate password exists, warns you of that fact, and allows you to overwrite the original settings, if desired.
If you like SPW - Sales Invoicing Password and would like further password protection for your customer, purchasing and payroll information then you should look at APW - Accounts Payable Password, IPW - Inventory Password, RPW - Accounts Receivable Password, PPW - Payroll Password, OPW - Purchase Order Password and GPW - General Ledger Password.
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