Accounts - DA3000

District Administration > Maintenance > User Profiles > Accounts

This tab is used to establish a record for users with the accounts to which they are authorized to access. Users can have different user accounts for each different application they are authorized to access.

Users cannot be created on this page but accounts and permissions can be assigned to user profiles. A user must have an existing record on the Personnel > Maintenance > Staff Demo tab or on the District Administration > Maintenance > Non-Employee page before being displayed in the Lookup User and Add User User Directory.

Assign authorized accounts:

Retrieve User	Click to retrieve a user. Click to select a user and click Retrieve User. By default, this drop down only displays “employed” users. Notes: The drop-down list is sorted alphabetically by last name and then first name. All users who are set up on the Personnel > Staff Demo page and have been previously added to the Maintenance > User Profiles page are displayed in the drop down.	OR	Lookup User	Click to look up a user. Click to search for an employee in the User Directory. The User Directory is displayed. To search for a specific user, type data in the desired search fields. First Name Last Name Employee Number Select one of the following employee statuses to narrow your search: Employed Not Employed Click Retrieve. A list of users that match the search criteria is displayed. The following information is retrieved: Employee Nbr Last Name First Name Employed Select an employee number. The directory is closed and the page is populated with the selected user record. Otherwise, click Cancel to close the directory.

❏ Use one of the following options to assign authorized accounts to a user:

In the account code fields:

❏ Add a new mask with all Xs to allow the user to have full access to all accounts. Type the account code elements of the accounts to which the user authorized to access (e.g., 199 for all 199 account codes).
The Account Description is displayed for accounts that exist in the Account Code table.

❏ Click Chart of Accounts. The Account Directory is displayed. Type the account code elements of the accounts to search (e.g., 199 for all 199 account codes) and click Retrieve. A list of accounts matching the search criteria is displayed.

Select the account(s) to which the user is authorized to access and click OK. The selected accounts are displayed in the grid.
Click Cancel to close the Account Directory without selecting any accounts.

❏ Click Dup from Existing. The User Directory is displayed. Click Retrieve. A list of all available users is displayed.

To search for a specific user, type data in the desired search fields, and then click Retrieve. A list of employees that match the search criteria is displayed.
Select the user name from which you want to duplicate accounts. This copies the accounts, applications, and various settings for the selected user. The associated account data is displayed in the grid.
Click Cancel to close the User Directory without selecting a user.

❏ Select the process(es) to authorize for the specified account.

AR - Accounts Receivable
BAR - Budget Amendment Requests
BUD - Budget
FIN - Finance
PUR - Purchasing
TRAVEL - Travel Reimbursement Requests (If selected, the Travel Request application is displayed under APPS on the User Accounts Validation Report next to the associated account code(s).
WHSE - Warehouse Requisitions
RESTOCK - Warehouse Restock Requisitions

❏ Click Save.

Other functions and features:

Add User	Click to add a user. The User Directory is displayed. To search for a specific user, type data in the desired search fields. First Name Last Name Employee Number Select one of the following employee statuses to narrow your search: Employed Not Employed Click Retrieve. A list of users that match the search criteria is displayed. The following information is retrieved: Employee Nbr Last Name First Name Employed Select an employee number. The directory is closed and the page is populated with the selected user record. Otherwise, click Cancel to close the directory.
Delete User	Click to delete the user. A message is displayed asking if you want to delete the user. Click OK to delete the user. Click Cancel to not delete the user and return to the Accounts tab.
Remove Process	Click to remove a process. The Remove Process List is displayed. Select the process(es) to remove (e.g., Accounts Receivable, Warehouse Requisition). Click OK to remove the process(es) for the user. Click Cancel to return to the Accounts tab without making any changes. Note: Any unsaved data will be lost.
Validation Report	Click to display the User Accounts Validation Report. Review the report.
	Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save. A message is displayed asking if you want to delete the row. Click OK. Click Cancel to not delete the row.