How t o Creat e an It em
How t o Creat e an It em How t o Creat e an It em How t o Creat e an It em School Cash Suit e How t o Use User Maint enance Updat e: August 2 0 1 3 Table of Contents Table of Contents 1 2 3 4 5 6 7 Access User Maintenance ............................................................................................................................................... 3 How to Create a New User.............................................................................................................................................. 5 Copy Access from One User to Another ......................................................................................................................... 9 Modify A User ............................................................................................................................................................... 10 Inactivate a User ........................................................................................................................................................... 11 User Passwords ............................................................................................................................................................. 12 Security Maintenance ................................................................................................................................................... 14 School Cash Suite User Maintenance School Cash Suite User Maintenance provides the district with the ability to: Add a new user. For example a new school bookkeeper joins a school Change a user. For example a principal moves to a different school Inactivate a user. For example a school bookkeeper goes on leave In addition, User Maintenance allows for: Specific security access levels to be assigned to a user account User Positions can also be modified Passwords to be reset 1 Access User Maintenance User Maintenance is part of the Program Maintenance menu. To Access User Maintenance: From Main Menu, School Information group 1. Click Program Maintenance 2. Select Table Maintenance from the menu 3. Select User Maintenance from the Table Maintenance menu School Cash Program Maintenance Menu - Display © KEV Group Inc. ~3~ School Cash– User Maintenance (08/13) User Maintenance - Display Features: A. List View tab: B. C. Modify tab: Search tab: D. User Positions tab: E. User Schools tab: F. User Bank Account tab: G. Copy Access: © KEV Group Inc. Displays a list of users. It may be necessary to scroll the pages to see all of the users on the list. Use this tab to modify user information for the selected user. Use this tab to search for a specific user. Search can be based on any field in the user information. Lists all available user positions. Use this tab to either assign a position to a new user. Lists all schools currently in the district. Lists all known bank accounts for the selected school. Allows user access to be copied from one user to another. Great time saver. ~4~ School Cash– User Maintenance (08/13) 2 How to Create a New User Periodically new staff join a district. In order for the new staff member to be able to access School Cash, a user account must be created. The user account must include school and bank account information as well as an assigned user position and security access. Create The New User: Step 1: From Main Menu, School Information group Step 2: Click Program Maintenance Step 3: Select Table Maintenance from the menu Step 4: Select User Maintenance New User - Display Step 5: Create a New User Click List View tab Click Insert Row icon on the toolbar A new record row will be inserted above the selected row. A. B. C. D. E. Add the required information for the new user’s User Name Select User Position from dropdown Add the new user’s First Name Add the new user’s Last Name Add the name of the school in the Address field Click Save NOTE: User Name should be unique to an individual, avoid using generic names here. TIP: Add school name in Address field. Sorting, and searching can be based on the address field. © KEV Group Inc. ~5~ School Cash– User Maintenance (08/13) Example: How to Add a New School Bookkeeper Step 1: Step 2: Step 3: Step 4: From Main Menu, School Information group Click Program Maintenance Select Table Maintenance from the menu Select User Maintenance New User - Display Step 5: A. B. Enter Basic User Information: User Name: User Position: C. First Name: D. Last Name: E. Address: Enter the name that will be used to log in to School Cash. eg. ggreen Select User Position from drop-down. eg. School Bookkeeper NOTE: User Position names may be edited. (See Section 7.1 - How to Edit Position Names for further information.) Enter the first name of the new user. eg. Grace Enter the last name of the new user. eg. Green Enter the name of the school where the new user will be working. eg. Peach Elementary Click Save © KEV Group Inc. ~6~ School Cash– User Maintenance (08/13) Step 6: Assign School Access and Access Level to New User User Schools - Display F. Click User Schools tab Click Insert Row G. Select the required school from the drop-down eg. Peach Elementary H. Select the required access from the drop-down eg. Standard User Click Save © KEV Group Inc. ~7~ School Cash– User Maintenance (08/13) Step 7: Grant User Access to Bank Account(s) User Bank Amounts/Access Level - Display I. Click User Bank Accounts tab Click Insert Row J. Select the required school from the drop-down. eg. Peach Elementary – School Funds K. Select the required access from the drop-down. eg. Standard User (See Section 7 – Security and Access Levels for further information) Click Save © KEV Group Inc. ~8~ School Cash– User Maintenance (08/13) 3 Copy Access from One User to Another The Copy Access feature of User Maintenance will save time when a user has to be updated. For example: the school has a new principal. The existing principal’s access could be copied to the new principal. How to Copy Access: To Copy User Access From One User to Another Step 1: Step 2: Step 3: Step 4: Step 5: From Main Menu, School Information group Click Program Maintenance Select Table Maintenance from the menu Select User Maintenance Copy the user access Copy User Access - Display Click List View tab Select the user whose security access needs to be updated L. Click Copy Access tab. M. Click Copy Security Access From User field Select the user whose security access is to be copied from the drop-down Click Copy © KEV Group Inc. ~9~ School Cash– User Maintenance (08/13) 4 Modify A User It may be necessary to modify a use’s basic information. For example, a user could be married and a last name needs to be modified How to Change a User’s Name Step 1: Select required user TIP: If list of user’s is very long, use search tab. Enter any known information about the required user in the appropriate field and click Perform Search. Step 2: Click Modify tab Step 3: Click in User Last Name Enter new last name Click Save Modify Selected User - Display © KEV Group Inc. ~ 10 ~ School Cash– User Maintenance (08/13) 5 Inactivate a User Use this option when a user needs to go on leave but will return to the school at a later date! Perfect when a user will be on leave! How to Mark a User Inactive (“On Leave”) Step 1: Step 2: Step 3: Step 4: Step 5: From Main Menu, School Information group Click Program Maintenance Select Table Maintenance from the menu Select User Maintenance Click List View Tab and select required user Click Modify tab Inactivate User - Display N. Preface the user’s name with “inactive”. For example: “bsmith”, inactivated user name becomes “inactivebsmith O. KEV recommends modifying the address field to include the date when the user became inactive. For example: Cherry Heights becomes “CherryHeightsJune18,2013” Click Save TIP: Create the new user that will replace the individual going on leave, then copy access. Modify the original user to “inactive”. NOTE: It is recommended not to delete a user. “Inactive” a user instead. © KEV Group Inc. ~ 11 ~ School Cash– User Maintenance (08/13) 6 User Passwords When a new user is added to the current list of users, the generic password: Kev123 is assigned. Once the user logs into School Cash the password can be changed to one of the user’s choosing. If a password is forgotten, it is possible to reset the password back to generic Kev123. It is not possible for district personnel to see any personalized passwords. How to Reset a User’s Password Step 1: Step 2: Step 3: Step 4: Step 5: From Main Menu, School Information group Click Program Maintenance Select Table Maintenance from the menu Select User Maintenance Click List View tab and select required user Reset Password - Display Click Reset Password Click OK in the dialog box NOTE: Using this method will reset the select user’s password back to the default:Kev123.(Case Sensitive) After the password has been re-set the user should change the password using the Change Password option in the Select a Bank Account screen. © KEV Group Inc. ~ 12 ~ School Cash– User Maintenance (08/13) How to Change your School Cash Suite password: It is important to select a password that: Starts with a letter Is at least 6 characters in length Is easily remembered Remember that passwords are case sensitive. Step 1: Launch an internet browser, and enter the School Cash URL in the address line Step 2: At the log in screen: Enter your User Name Enter the basic password: Kev123 Click Log In Step 3: In the Select Bank Account screen Click Change Password Change Password - Display A. Enter the current password (Kev123 case sensitive) in the Enter your present password text slot B. Enter the new password in the New password text slot C. Enter the new password a second time in the Confirm new password text slot Click Save Click OK screen © KEV Group Inc. in the confirmation dialog box to return to the “Select Bank Account” ~ 13 ~ School Cash– User Maintenance (08/13) 7 Security Maintenance User access levels have associated Security. The security type will determine which portions of School Cash the user will have access to. Security Maintenance list displays the name of a specific security level and a description of the levels features. All users must be assigned a security level. How to See Security Access: Step 1: Step 2: Step 3: Step 4: From Main Menu, School Information group Click Program Maintenance Select Table Maintenance from the menu Select Security Maintenance from the menu Click Access Level tab to see a list of the security levels and descriptions Click Module Rights tab to see a list of security as it relates to the modules within School Cash NOTE: If assistance is required in this area, please contact KEV Group. Security Maintenance - Display . © KEV Group Inc. ~ 14 ~ School Cash– User Maintenance (08/13) Level 1 Name System Administrator Access Has access to all schools and all bank accounts, all modules within School Cash Suite, Program Maintenance including User Maintenance. Has access to all schools and all bank accounts, if granted. Can made modifications to the ledger. No access to User Maintenance. Has access to a specific school and school related bank accounts only. Includes data entry modules, reports and reconciliation Does not have access to system maintenance, table maintenance, auditor module and cannot post to the ledger. Could be a second secretary. Access to deposits, checks YTD, View Ledger transactions, and reports. Excellent for segregation of duties for a second secretary. Access to only to Deposits Module, cannot post to the ledger. Could be used for second secretary. Access to School Cash Catalog, School Cash Register, Deposits, Reports. Could be used for a second secretary. Has access only to School Cash Catalog. Is able to create, attach items, and generate reports. Could be a teacher or team coach. 100 Auditor 200 Standard User (Bookkeeper) 300 Data Entry 310 Cashier 320 Deposit Only 330 Receipting Only 400 SCC Access Only 500 Read Only Access only to school reports. Could be used for Principals. 510 View Only Access to View, but not edit accounting modules. Could be a principal. 515 District Read Only District Level access to view ledger transactions, school reports and district reports for any school or bank account assigned to them. Great for Internal Auditors to query and generate reports. 900 Demo User KEV Internal Use 910 Demo User 2 KEV Internal Use 920 CCU Auditor KEV internal use Security Access Table – Display © KEV Group Inc. ~ 15 ~ School Cash– User Maintenance (08/13) Access Level by Modules: Access Level System Administrator Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View/Insert/Update/Delete/Post View/Update View/Insert/Update/Post View/Insert/Update View Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post My Reports Category Reports School Reports District Reports District Level Reports View View View View My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete Access based on KEV Setup View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance 5 Step Set-up process Year-End Rollover Student Names Supplier Maintenance Auditor Menu Ledger History Reports Account Settings Table Maintenance Board Maintenance School Maintenance User Maintenance Security Maintenance Application Defaults Look-up Table Maintenance Banks Bank Accounts Categories Memos Currency Presentation and Styles Coins/Bills/Localizations User Positions Category Umbrella Types View/Insert/Update/Delete View/Insert/Update View/Insert/Update/Delete View Board Resources © KEV Group Inc. ~ 16 ~ View/Update View/Update View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View View/Update View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete School Cash– User Maintenance (08/13) Access Level Auditor Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View/Insert/Update/Delete/Post View/Update View/Insert/Update/Post View/Insert/Update View Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries View/Insert/Update/Delete* View/Insert/Update/Delete View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post* My Reports Category Reports School Reports District Reports District Level Reports View View View View My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete Access based on KEV Setup View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance 5 Step Set-up process Year-End Rollover Student Names Supplier Maintenance Auditor Menu Ledger History Reports Account Settings Table Maintenance Board Maintenance School Maintenance User Maintenance Security Maintenance Application Defaults Look-up Table Maintenance Banks Bank Accounts Categories Memos Currency Presentation and Styles Coins/Bills/Localizations User Positions Category Umbrella Types Board Resources View/Insert/Update/Delete View/Insert/Update View/Insert/Update/Delete View View/Update View/Update View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View View/Update View/Insert/Update/Delete View/Insert/Update/Delete No Access View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update/Delete *Insert/Update/Delete – based on Account Settings © KEV Group Inc. ~ 17 ~ School Cash– User Maintenance (08/13) Access Level Standard User Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View/Insert/Delete/Post* View/Update View/Insert/Update/Post View/Insert/Update View Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders View/Insert/Update/Delete/Post* View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries View/Insert/Update* View/Insert/Update View/Insert/Update/Delete/Post View/Insert/Update/Delete/Post* My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete Access based on KEV Setup View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance 5 Step Set-up process Year-End Rollover Student Names Supplier Maintenance Auditor Menu Ledger History Reports Account Settings Table Maintenance Look-up Table Maintenance Currency Presentation and Styles View/Insert/Update* View/Insert/Update View/Insert/Update/Delete* View View/Update View View/Insert/Update/Delete View/Insert/Update/Delete* No Access View View No Access No Access No Access *Insert/Update/Delete – based on Account Settings © KEV Group Inc. ~ 18 ~ School Cash– User Maintenance (08/13) Access Level Data Entry Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View/Insert/Update/Delete* No Access No Access No Access No Access Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders View/Insert/Update/Delete* View/Insert/Update/Delete View/Insert/Update/Delete General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries View No Access View/Insert/Update/Delete View/Insert/Update/Delete* My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete Access based on KEV Setup View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles No Access No Access No Access View No Access No Access No Access No Access *Insert/Update/Delete – based on Account Settings © KEV Group Inc. ~ 19 ~ School Cash– User Maintenance (08/13) Access Level Cashier Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View/Insert/Update/Delete/Post* View/Update View/Insert/Update/Post View/Insert/Update View Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders No Access No Access No Access General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries View No Access No Access No Access My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete Access based on KEV Setup View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles No Access No Access No Access View No Access No Access No Access No Access *Insert/Update/Delete – based on Account Settings © KEV Group Inc. ~ 20 ~ School Cash– User Maintenance (08/13) Access Level Deposit Only Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View/Insert/Update/Delete* No Access No Access No Access No Access Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders No Access No Access No Access General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries No Access No Access No Access No Access My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete Access based on KEV Setup View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles No Access No Access No Access View No Access No Access No Access No Access *Insert/Update/Delete – based on Account Settings © KEV Group Inc. ~ 21 ~ School Cash– User Maintenance (08/13) Access Level Receipting Only Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View/Insert/Update/Delete* No Access No Access No Access No Access Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders No Access No Access No Access General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries No Access No Access No Access No Access My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete View/Insert/Update/Delete View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles No Access No Access No Access View No Access No Access No Access No Access *Insert/Update/Delete – based on Account Settings © KEV Group Inc. ~ 22 ~ School Cash– User Maintenance (08/13) Access Level SCC Access Only Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report No Access No Access No Access No Access No Access Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders No Access No Access No Access General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries No Access No Access No Access No Access My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register School Cash Online View/Insert/Update/Delete No Access View/Insert/Update (Test Acct) My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles No Access No Access No Access View No Access No Access No Access No Access © KEV Group Inc. ~ 23 ~ School Cash– User Maintenance (08/13) Access Level Read Only Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report No Access No Access No Access No Access No Access Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders No Access No Access No Access General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries No Access No Access No Access No Access My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register School Cash Online No Access No Access No Access My School Information Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles No Access No Access No Access View No Access No Access No Access No Access © KEV Group Inc. ~ 24 ~ School Cash– User Maintenance (08/13) Access Level View Only Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report View No Access No Access No Access No Access Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders View View View General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries View View No Access No Access My Reports Category Reports School Reports District Reports District Level Reports View View View No Access My School Store School Cash Catalog School Cash Register Access based on KEV Setup Access based on KEV Setup School Cash Online Access based on KEV Setup Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles View View View/Insert/Update/Delete View No Access No Access No Access No Access My School Information © KEV Group Inc. ~ 25 ~ School Cash– User Maintenance (08/13) Access Level District Read Only Modules Privileges Income Activities Deposit/Receipts Cash/Checks YTD Itemized Non-Sufficient Funds Receipt Menu YTD History Report No Access No Access No Access No Access No Access Expense Activities Issue Checks – Disbursements Cashbox Purchase Orders No Access No Access No Access General Activities Ledger Inquire Reconciliation Transfer Entries Journal Entries No Access No Access No Access No Access My Reports Category Reports School Reports District Reports District Level Reports View View View View My School Store School Cash Catalog School Cash Register Access based on KEV Setup Access based on KEV Setup School Cash Online Access based on KEV Setup Categories (Chart of Accounts) Demographics Supplier/Vendor Maintenance Resource Center Program Maintenance Table Maintenance Look-up Table Maintenance Currency Presentation and Styles No Access No Access No Access View No Access No Access No Access No Access My School Information © KEV Group Inc. ~ 26 ~ School Cash– User Maintenance (08/13) 7.1 User Positions If necessary it is possible to change user position labels or to add a new position. How to Edit a User Position: Step 1: Step 2: Step 3: Step 4: From Main Menu, School Information group Click Program Maintenance Select Table Maintenance from the menu Select User Maintenance from the menu Security Access Table - Display A. Click User Position tab to see a list of the user positions B. Select user position that is be edited Click Edit pencil Make any necessary changes Click Save NOTE: In order for changes in User Position to refresh, it is necessary to exit User Maintenance. © KEV Group Inc. ~ 27 ~ School Cash– User Maintenance (08/13)
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