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Using TurboCASH

 







ACCESS CONTROL
ACCESS CONTROL SETUP
  
This option allows you to set the security options for a specific Set of Books, your users, their passwords, e-mail addresses and access levels to restrict the users to perform specific functions.

You may also create a password for one user only with all the access levels, if you have no other users. Once you have entered or set a password, the set of books in which you have set up the password can only be accessed when a valid password is entered, unless the user with the system function delete all the passwords.

If you need to send reports and documents via e-mail, you need to enter a valid e-mail address on at least any of the following menu options before you can setup and configure TurboCASH for the Internet.

 

You may have as many users to work on a set of books as you wish. You may set differing functions to each user. If any of the users enter a valid password, the user will only be able to access the functions you have allocated to that user. The disabled functions will be inactive on the menu options and the speed toolbar for the user.

Access Control to all the functions in a Set of Books are allowed when you create an user. To restrict an user from certain or specific functions, you simply have to deselect (remove the tick) from the option, function or feature you do not wish the user to have access to. The access control options, functions or features are as follows:
  1. Standard Security - Allow or restrict an user to System Setup (Preferences and System Parameters), Global Processes (Clear / Reset a Set of Books, Do Year-End, Transfer Transactions, and to Update the Server) and doing a Bank Reconciliation.

  2. Reports Access - Allow or restrict an user to print or view Creditor Reports, Debtor Reports, General Ledger Reports, Stock Reports or User Reports.

  3. Batches Access - Allow or restrict an user from Posting Batches and / or Updating Documents to the Ledger, to enter transactions in Batches or Journals or to create and edit Documents (Invoices, Purchases, Credit Notes and Stock Returns). If you allow an user to enter transactions in Batches or Journals, you may restrict an user from accessing and processing transactions in batches or journals. For example, if you have a Petty Cashier, you may allow him or her to only access the Petty Cash Payments Journal, the Cashier only to access and process receipts in the Receipts Journal, etc. In addition to this, you may also restrict or block an user from accessing specific accounts.

  4. Others - Allow or restrict the user from access to create, edit or delete master files, such as General Ledger Accounts, Debtor Accounts, Creditor Accounts, Tax Accounts, Bank Accounts and / or Stock Items, set the mode for the user and link the user to a salesperson.
To create an User Password and set Security Options:
Click on the Setup - System Parameters - Access Control menu option or press the and and and keys on your keyboard. The Access Control screen will be displayed.

Title bar. Close button - click to close or exit this screen. A list of Users will be displayed, if created. If a User is created, the name of the selected User will be displayed. Enter a password for a user. NOTE that the password is case sensitive. Enter a valid e-mail address for the user, if available. Remove the tick to restrict an User from acess to system setup (preferences and system parameters). Select to disable a User. Click to Add or create a new user. Click to delete a selected User. Click to close or exit this screen. Click to create or delete users, enter or edit paswords and user e-mail addresses, disable a user or to hide disabled menu items. You may also disable or enable system setup, global processes and reconciliation. Click to disable or enable access to reports, i.e. creditors, debtors, general ledger,  stock and user reports. Click to disable or enable access to post batches, enter transactions in batches, create and edit invoices, creditnotes, purchases and stock returns or to block access to specific accounts. Click to disable or enable access to edit create or delete accounts (general ledger, bank, tax, debtors, creditor accounts and stock items, set the mode for the user and link the user to a salesperson. Click to hide inactive  or disabled menu items for a user. Remove the tick to restrict an User from acess to global processes (clear / reset. do year end, transfer transactions and update server). Remove the tick to restrict an User from access to the bank reconciliation facility. Click to apply any changes to a selected user.
To create a User, click on the button.
An icon, will be displayed in the Users field or area of the screen.
Right-click on the New User0 icon and select the Rename option to change the name for the user. Enter the name for the user. The user's name will be displayed on the screen.
Enter a Password and E-mail address (optional) for the user and select the access levels for the user.
Select to allow or restrict an user to System Setup (Preferences and System Parameters), Global Processes (Clear / Reset a Set of Books, Do Year-End, Transfer Transactions, and to Update the Server) and doing a Bank Reconciliation. (You may press the <Spacebar> on your keyboard to select or deselect an option).

NOTE
It is recommended that at least one User (Default User or System Administrator) should have no restrictions on the System Setup.
If you disable some menu or access options for a user, you may select to hide disabled menu items, If this option is not selected, any disabled menu items, (e.g. system setup, global processes, reconciliation, reports, edit accounts, etc.) will be displayed as an inactive option (greyed out).

Click on the button. TurboCASH will display the following Confirmation message:


Click on the button to save the changes for this user. If you click on the button, no passwords or any security options or access levels will be saved for the selected user.

Repeat the process if you have more than one user. Once finished, click on the tab, tab and / or tab to set the access levels for each selected user.
Repeat the process if you have more than one user. Once finished, click on the button to exit the Access Control screen.

User icons displayed in red (e.g. ) indicates that all functions are allowed to an user. If user icons are displayed in black (e.g. ), some functions or security options are restricted or disabled.

The password is an eight-character alphanumeric and special character field. The password is also Case sensitive. Remember if you use Capital alpha characters. Once a user password is set, you will not be able to open a set of books or to delete the set of books if you do not enter the password absolutely correctly.

If you have set up any user passwords, TurboCASH will display the following screen to enter a valid password:

Title bar. Close button - click to close or exit this screen. Enter a valid password for a user. NOTE that the password is case sensitive. Click to open the set of books. If the Password is not entered correctly, the Set of Books will not be opened. Click to cancel and close or exit this screen.

Should you enter an incorrect password, TurboCASH will display the following error message:



Click on the button. TurboCASH will close or exit the Open a Set of Books screen. Select the Open Set of Books menu option and enter the correct valid user password to open the Set of Books.

If you did not enter a password for a user, when you create a user, TurboCASH will display the following error message:



Click on the button and enter a valid password.

You may select the specific options for which you wish to restrict that user by removing the tick for the specific option the user may not access. You may move down the options with the arrow keys and toggle between a tick and a blank in the tick box fields with the Spacebar on your keyboard or select it with the mouse and click on the box you want to select or deselect.