Creating a New User Record
User records are created from the Passwords and Permissions screen. Only the Password Administrator or others with knowledge of the Password Administrator’s password are given access to this screen. To create a new User record click the New button. The screen will clear and you will begin entering the following data:

UserName
The UserName can be anything up to 12 characters in length. The UserName will often be entered as the first name of the user, but any combination of any characters (including spaces) may be used. The UserName will display on the Main Menu indicating which user is currently logged on.

Password
The password can be up to 15 characters in length. Any keyboard characters can be used including spaces. The password will always be required at Log On and is case sensitive. That means that if you create a password called “GoldBeach” then that exact entry will be required at Log On and “goldbeach” or “GOLDBEACH” will not be accepted. Passwords are stored on the hard drive in an encrypted format and cannot be read by hackers who may have the ability to directly access the database. Passwords should be kept confidential and should be known only by the user and the Password Administrator.

Initials
Each user is required to enter their initials. Any two characters will do except for the reserved “XX” which is the initials used by the reserved Admin record. These initials will be seen on the Posting screen (in the "XX" column) indicating which user posted a particular item and on the Audit Trail Report indicating which user deleted or modified an item.

Permissions
It is the job of the Password Administrator to grant or withhold permission for a particular user to access various areas of the program. The permissions appear as numerous checkboxes on the Passwords and Permissions screen. The permissions include all buttons on the Main Menu, Reports Menu, and Utilities Menu. In addition, the ability to edit a previously recorded posted procedure is given its own special permission category. The Password Administrator will uncheck all the items where that particular user will not be allowed access. For example, for a particular user you might uncheck Set Posting Date, Backup, Audit Trail Report, Accounts Receivable Report, and Special Utilities. When that user logs on, they will be allowed access anywhere in the program except those areas. If that person tried to access the Audit Trail Report or the Set Posting Date option, they would be denied access.