Adding users

To access the User Management page, select Security Users (SEU).

If you log on as a normal user, with no administrator rights, the page displays your own details and you cannot add users, edit details, or view details of other users.
If you log on as a user that is a member of the SunSystems Administrator group, you can view and edit details for existing users, and add details for new users.

To create a new user, click the Create User button on the User Detail toolbar.

Select the General tab and specify the General user information:

User Name: The name of the user. This is the name used to log on, so you may wish to use a short format such as Joe Smith.
Full Name: You can use this field to record the user's full name which may not be appropriate as a log on name, such as Mr. Joseph Smith.
Description: Use this field to record a detailed description of the user, such as job title or department.
Title: Use this field to record the user's department or position within your organization.
Preferred Language: From the drop-down list, select the user's preferred language. This will control the Security Console interface.
Note: If you select Arabic as the preferred language for a user, you also have the option of using the Hijri calendar throughout SunSystems for that user. The calculation method for Hijri dates is based on the Umm al-Qura version of the calendar.
Email Address: Optionally, enter the email address of this user.
Lock Status: Once a user record has been created, this field is available to administrators and shows whether the user is unlocked or locked. If they are unlocked, then they are free to use the system; if they are locked, for example, because of using an invalid password, it means they cannot log on to the system. Click the Browse button next to this field to display the Lock Status Details dialog which provides more information. Using this dialog, the administrator can change the status of a user from Unlocked to Locked, and vice versa.
Last Logon Date: This field is available to administrators only and shows the date this user last logged on to SunSystems. If the user has never logged on, this field displays the date they were created.
Photo: You can upload a photo to be associated to the user. Use the browse button to navigate to the required picture file.

Click Save to save your changes.

Select the Groups and Operator tab and specify this information:

Assigned User Groups: Click the browse button to display the user groups. Select the groups to which the user must belong.

Operator Code

Specify a code to identify this SunSystems user. It must be three characters long and must not contain accented characters. It represents the user you create in Security Console and is mapped to the User Name.

Note: This is not the code used to log on to SunSystems. The User Name is used to log on.

Status

Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.

Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
Suspended/Held - a suspended record.
Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.

You can alter the status of a record at any time. You must use the options on the Action menu to change the status.

Lookup Code

A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.

Short Heading

The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.

Default Business Unit

Select a default business unit. This means the user has automatic access to the business unit forms. Users can use alternative business units by selecting Change Business Unit (CBU).

Default Ledger

Select the default ledger for this user. This prevents budget code requests for those functions that do not have a budget code specifically defined.

Language

The language to be used by this user.

Set Operating System Date

Select a login date setting. The options are:

Confirm at Login
The date is supplied and can be changed, but must be confirmed.
Automatic
The date is supplied and can be changed, but must be confirmed.
Force Entry
The date must be entered by the user.

Date Source

Select a source for the date setting. The options are:

Obtain Date From Server
Use Client Date.

Temporary Work Folder

This is a folder where temporary files are stored. If left blank, temporary files are stored in the SunSystems program directory.

Note: Environment variables can be entered in the format $AAA\, where

AAA

is the environment variable name, and shared folders on remote computers can be entered in the format

 \\BBB\CCC

, where

BBB

is the name of the remote computer and

CCC

the name of the shared folder.

Specify a method of authentication to enable the user to access the system. You must specify at least one method from: Standard Authentication, Windows Authentication and Directory Service Authentication. Click the Authentication tab:

Specify this information for Standard Authentication:

Enable Standard Authentication

Select to enable standard authentication.

Password

Specify a password that conforms to the security password settings.

User must change password at next login

Select to force the user to change the password the next time they log into SunSystems.
Specify this information for Windows Authentication:

Enable Single Sign-on

Select to enable single sign-on authentication.

Windows Account

Click the browse button to specify the Windows Account for authentication as domainname\username.

UPN

Specify the User Principal Name for authentication as username@domainname.com
Specify this information for Directory Service Authentication:

Note: These fields are only activated after setting up a Directory Service.

Enable Directory Service Authentication

Select to enable Directory Service Authentication.

Directory Service Account

Specify the Directory Service Account. Or, click the browse button to open the Map Directory Service Account dialog. Specify the Server, Account and Search term then click Find to search for the user name. Select a name and click OK.
Specify this information for SunSystems Authorization:

Enable user for Authorization

Select to enable the user to authorize financial transactions.

Authorization Password

The password the user must enter to authorize a set of transactions.

Invalid Authorizations Count

Select the option to count of the number of times this user has attempted to enter an incorrect Authorization Password.
Note: If a user locks their authorization password by entering it incorrectly on three consecutive occasions, the administrator can reset it by changing the value in this field to 0 zero.

Save your changes.