invent!ory ULTRA Help

Index

The System Administrator Function

 

User # = 1 is called the System Administrator.

 

The System Administrator is responsible for:

·         Setting up users

·         Settting up system preferences

·         Miscellaneous functions

 

 

For example, if you sign on with User ID# 2 – 999 the System Admin button is "greyed out" (disabled).

 

 

 

u Accessing the System Admin functions

 

A. Click the ULTRA icon on your desktop.  The Sign On screen will appear.

 

B. Next, enter  User # = 1   Password = Noosphere      Note: The default password for User #1 is Noosphere.  

 

C. Click System Admin button  .     

 

The System Administrator Grid (below) appears. This is the place where you set up new user information.

v Sys Admin Functions

 

 

 

 

 

 

 

User Grid

Section

(Users 1-999)

 

 

 

 

 

 

System

Preferences

Section

 

 

 

 

 

 

 

 

 

 

 

 

 

Command Buttons

 

w User Grid Section

 

All 999 user ID are partially set up with ID numbers and default access rights ("R"  for"read-only" )  Only user # has full read/write rights. You may edit all fields except ID which is locked.

 

TO ADD A USER:

The Sys Admin must assign the

 

Mandatory Fields (below):

·    Rights appropriate for that user's scope of duties (codes below)

·    User Name

·    Password

·    Dept Name

·    Dept #

(so online requisitions will be charged to the proper center).

Optional Grid Fields  

·    Inits (4 chars) User’s initials.

·    Tel, Fax, Email Address & Misc1

 

TO DELETE A USER:

Simply "blank out" the password field. Note: You may not delete a User ID row from the grid. This insures the size of the Sys Admin User Grid remains constant at 999 records.

 

ACCESS RIGHTS

W: The highest level of rights = full-access.

R : The lowest level of rights. = read-only access.

 

Q : "Requisition only" rights. "Q" rights should be assigned users who only perform online requisitioning of supplies such a branch. The user may submit requisitions and scan his requisition to see which have been filled. Q rights absolutely block access to any other purchasing function.

 

Z:  Similar to "Q" but allow "read-only" access to the purchasing functions so the user may generate reports and view item information but may not generate any purchasing transactions.

 

The other user rights are self-explanatory.

 

 

 

Example of Adding New Users to User Grid

 

Edit the grid with each new user’s information. Data is saved when you enter it and exit the cell.

[Esc] will restore the original entry (provided that you haven't already moved to another grid cell).

 

Note here we have added:

 

Two Purchasing users with “W” rights (ID#s 2 -3)

 

Two Branch users with

“Q” rights  (ID#s 10 -11)

 

 

 

 

We have also assigned them passwords and inits.

 

 

 

x System Preferences

 

Here, our system preferences are simply:

 

·    Company Name for report titles

·    Hide On Hand Units 

 

Note: The default values for all system preferences is blank and unchecked.

Enter if you wish company name to appear in the header of all ULTRA reports (40 chars max).

 

If checked, these boxes insure correct sorting in reports if you use pure numeric fields.

If checked, a supervisor must sign off with his approval before an open requisition is filled

 

Check this box if you don't want Q users to see how many units On Hand are available for each item they order,

 

 

Supply Grid Interface

 

The advantage of this interface is that you can sort the supply items in the grid on:

·     Item Name

·     Stock Number

·     Catalog Group

 

 

 

Default Requisition Interface

 

 

 

 

 

  

 

If this box is checked, a message may be broadcast to all users at sign on (right).

 

Messages are composed using the command button “Draft System Alert Message” see below.

y Command Buttons

 

 

Type your message in the box (right) and Save it.

 

 

 

The message appears in the Sign On screen if you check this box (below) found in System Admin function.   

 

Existing Users only. Use only if converting from invent!ory PLUS versions prior to v 9.5

 

This helps import your initial supply item data from an Excel spreadsheet, but is not foolproof.

 

We recommend that you furnish us the raw Excel spreadsheets and let us set up your ULTRA database from it. There is no charge for this service.

 

 

 

 

 

 

The report may be sorted on field selected in listbox.

 

Check "Descending" box if descending order of sort desired.

 

The SysAdmin Report (right) shows user grid information in report format.

 

 

 

 

 

 

The Data Control allows you to scroll serially through the SysAdmin Grid or access the first and last records.

 

Copyright 2008, Koehler Software, Inc.