User Configuration
Acctivate uses a concurrent license model to manage the number of users that can access the software. This model allows Acctivate to be installed on as many computers within your organization as you wish, but restricts the number of users that can use the software at the same time.
Acctivate Mobile users do not count against your concurrent users for Acctivate Desktop. If you Acctivate license includes 10 users licenses, then up to 10 users would be able to log into Acctivate on desktop computers concurrently. Additional users may log into Acctivate Mobile without counting towards the desktop user count.
Users can be setup and configured in the Configuration Manager. User configuration consists of creating users, user permissions, user startup options, and user email settings.
Create a User
To create a new user, login to Acctivate as a user that is a System Administrator (such as user 'sys'). Navigate to File→ Configuration Management→ User Information.
You can create a new user by clicking New in the upper left hand of the Configuration Management window or you can Copy an existing user.
User Information
The following User Information can be entered:
Field | Description |
---|---|
Logon ID | This is the user ID that used for logging in and displays throughout the systems. 3 character maximum |
Password | This is the password associated with Logon ID. It will be masked on this screen and encrypted in the database. |
Full Name | The full name of the user. |
Email Address | Email Address of the user. Depending on the email configuration used (i.e., MAPI), emails sent from Acctivate may not use this email address. Text / 253 Characters (100 for QuickBooks Online) |
BCC Address | Any email address entered here will appear as the BCC email address on all emails sent from Acctivate. Text / 253 Characters (100 for QuickBooks Online) |
Msg Address | This is the email address used when the "Send Msg" option for Business Activities/Scheduling is enabled. Text / 253 Characters (100 for QuickBooks Online) |
Email Signature | This email address can be used in Email Message Templates. |
Salesperson | If filled in, the salesperson will default to this when looking at the Business Alerts window. |
Restrict Access by Salesperson | If enabled, the user can only see customers and orders that are assigned the salesperson associated with this user. |
Active | To deactivate a user, uncheck the Active checkbox. |
Startup Options
Upon opening Acctivate, users have the option for a few different Acctivate windows to appear automatically.
Option | Description |
---|---|
Open Alerts Automatically | The Business Alerts window will open Automatically upon login. |
Open Dashboard Automatically | If enabled, the report dashboard will launch. |
Open Activity Scheduling Automatically | If licensed for Business Activity Scheduling, enabling this option launches the Business Activity Scheduling window. |
Open Business Activity Manager Automatically | If licensed for the Business Activity Module, enabling this option launches the Business Activity Manager window. |
Open Sales Order Manager Automatically | If enabled, the Sales Order Manager window will launch. |
Open Purchase Order Manager Automatically | If enabled, the Purchase Manager window will launch. |
Email Settings
Acctivate provides various options for composing and sending emails. Email options can be configured at the user or company level. Please see the Email Setup section for more details.
User Permissions
When creating users, you can also set up user permissions by expanding the tree next to the user's name, then expand the folder related to the area of the system which you would like to restrict. Permission options are either Yes/No or Not Allowed/View Only/Maintain depending on the permission.
Customer
Permission | Permission Option | Description |
---|---|---|
Access Customer Web Site | Yes or No | Permission to open the customer's website in a browser. The website address is stored in the "Website" field below the customer's bill to address in the customer information window. |
Broadcast Email | Yes or No | Ability to send broadcast emails to customers (Customer → Broadcast Email Messages). |
Create Mailing List | Yes or No | When set to "Yes", the user can use the Create Mailing List function. |
Credit Card Information | Not Allowed, View Only, Maintain | If set to "Not Allowed" the user can only see the last 4 digits of the credit card information stored on the credit tab of the Edit Customer window. If the option is set to "View Only" the user can view the full credit card number, however they will not be able to change any of the credit card information (Number and expiration date). If set to "Not Allowed" or "View Only", the user will not be able to save a credit card entered in the Enter Payment window. |
Credit Information | Not Allowed, View Only, Maintain | Permission controlling the credit tab of the customer information window. Setting it to "Not Allowed" prevents the user from seeing any information on the credit tab (this includes the credit card information). Setting to view only allows the user to view all information on the credit window, but not make changes. The maintain option allows for editing of all information on the credit tab (Terms, Credit Limit, Credit Hold, etc.). |
Customer Contacts | Not Allowed, View Only, Maintain | Permission to restrict, view only or maintain the customer's contacts. |
Customer Contracts | Not Allowed, View Only, Maintain | Permission to restrict, view only or maintain customer pricing contracts located on the prices tab of the customer information window. |
Customer Information | Not Allowed, View Only, Maintain | When set to Not Allowed, the user cannot open the customer information window. When set to view only the user has the ability to view but not edit any information. Maintain grants full permission (unless coupled with other specific permission restrictions). |
Customer Specific Prices | Not Allowed, View Only, Maintain | Permission relating to customer specific pricing found on the prices tab of the customer information window. Not allowed prevents the user from seeing the price structure. View only allows the user to see the customer specific pricing setup, however the user cannot make changes. Maintain allows full viewing and editing of customer specific pricing. |
Email to customer | Yes or No | If set to Yes, the user can send emails from the customer window. |
Maintain Account Information | Yes or No | When set to "No" the user cannot edit the customer's bill to address, company name, customer type, branch, salesperson, or add notes. |
Maintain Ship-To Addresses | Yes or No | When set to "No" the user cannot edit or view the customer's ship to addresses. |
Customer Payments | Not Allowed, View Only, Maintain | This permission corresponds to the Enter Payment window. If set to Not Allowed, the user will not be able to create or view customer payments. If set to View Only, the user can view customer payments, but not edit. The Maintain option allows the user to create or changed payments. |
Print Customer Reports | Yes or No | Allows or prevents the user from being able to print reports which are under the "Customer Info" permission group. (You can see which permission group a report is in by going to File → Configuration Manager → Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.). |
View Sales History | Yes or No | When set to No, the Sales Summary in the customer's Info section of the Customer List will be hidden. The Sales Summary section of the Sales tab in the Edit Customer window will also be hidden. |
Permission | Permission Option | Description |
---|---|---|
Delete Sent Email Messages | Yes or No | When set to "No", the user will not be able to delete emails that have been sent from Acctivate. If set to "Yes", the user can delete their emails that have been sent, but they cannot delete other user's sent emails. |
Business Alerts
Permission | Permission Option | Description |
---|---|---|
View Reminders for Everyone | Yes or No | When set to "No" you can only see reminders for your user when looking at the Reminders tab of the Business Alerts window. |
Inventory
Permission | Permission Option | Description |
---|---|---|
Change Issue GL Account | Yes or No | When set to "No" the user cannot change which GL account is used when creating an inventory issues (Inventory → Inventory Issues). In this case the GL account used will be the issue GL account set for that warehouse (Configuration Manager → Inventory → Warehouse). If set to "Yes" the user can choose a GL account to issue inventory against. |
Inventory Adjustments | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Adjustments window will not be accessible, Inventory Adjustments will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Adjustment transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Adjustment transactions can be viewed, created, and edited. |
Inventory Assemblies | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Assemblies window will not be accessible, Inventory Assemblies will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Assembly transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Adjustment transactions can be viewed, created, and edited. |
Inventory Balance Adjustments | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Balance Adjustments window will not be accessible, Balance Adjustments will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Balance Adjustment transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Adjustment transactions can be viewed, created, and edited. |
Inventory Counts | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Count window will not be accessible, Inventory Counts will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Count transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Count transactions can be viewed, created, and edited. Mobile Inventory Counts require Maintain permission. |
Inventory Issues | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Issue window will not be accessible, Inventory Issues will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Issue transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Issue transactions can be viewed, created, and edited. |
Inventory Landed Costs | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Landed Cost window will not be accessible, Landed Cost transactions will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Landed Cost transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Landed Cost transactions can be viewed, created, and edited. |
Inventory Manager | Not Allowed, View Only, Maintain | Setting to "Not Allowed" blocks access to the Inventory Order Manager. Users with "View Only" can use the Inventory Manager, but not configure new Buttons or Bars. If the user has "Maintain" privileges, they will be able to use, as well as configure the Inventory Manager. |
Inventory Receipts | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Receipts window will not be accessible, Inventory Receipts will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Receipt transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Receipt transactions can be viewed, created, and edited. Mobile Inventory Receipts require Maintain permission. |
Inventory Transfers | Not Allowed, View Only, Maintain | When set to "Not Allowed", The Enter Transfer window will not be accessible, Inventory Transfers will be removed from the Transactions List window, and the Transactions tab of the Product List will not let you drill down into the Transaction List window. When set to "View Only", Transfer transactions can be viewed in the Transactions List, but not created or edit. When set to "Maintain", Transfer transactions can be viewed, created, and edited. Mobile Inventory Transfers require Maintain permission. |
Print Inventory Reports | Yes or No | Allows or prevents the user from being able to print reports which are under the "Inventory" permission group. (You can see which permission group a report is in by going to File → Configuration Manager → Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.). |
Product | Not Allowed, View Only, Maintain | When set to "Not Allowed" the user will not be able to open the product information. When set to "View only" the user can open the window and view the product information but will be unable to edit the information. |
Product Prices | Not Allowed, View Only, Maintain | When set to "Not Allowed" the user will not have access to the Price Code Maintenance window or the prices tab of the product window. The user will be able to choose from price codes on the sales order, however. When set to view only, the user can see the different price rules and how they are calculated but will not be able to modify them. |
Product Vendors | Not Allowed, View Only, Maintain | This permission affects access to the Vendors tab on the product information window. |
Track and Trace | Yes or No | When set to "No", The Track and Trace window will not be accessible. When set to "Yes", Track and Trace sessions can be viewed, created, and edited. |
View Cost | Yes or No | When set to "No" the cost columns on the inventory tab of the Product Information window and the Enter Sales Order window are removed. |
Void Inventory Transactions | Yes or No | When set to "Yes" the user is able to void posted inventory sessions. |
Business Activities
Permission | Permission Option | Description |
---|---|---|
Accept Service Assignments | Yes or No | Permission to accept service assignments from other users in the Service Scheduling Module |
Business Activity Information | Not Allowed, View Only, Maintain | This permission affects whether or not a user can view or create and modify Business Activities. When set to "Not Allowed" the user won't have access to business activities. When set to View only the user can view Business Activities, but not modify them. Maintain allows full control. |
Business Activity Reports | Yes or No | Allows or prevents the user from being able to print reports which are under the "IssueTracking" permission group. (You can see which permission group a report is in by going to File → Configuration Manager → Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.). |
Service Scheduling | Not Allowed, View Only, Maintain | This permission denies, limits or allows access to the Service Scheduling Module. |
Sales Orders
Permission | Permission Option | Description |
---|---|---|
Add Customer | Yes or No | If set to "Yes" a new customer can be created in Acctivate by creating an order and typing in a customer's name in the "Cust Name" field. If no customer exists by that name in Acctivate then the user will be asked if they would like to create a new customer by that name. Setting this option to "No" will require that the customer already exist in Acctivate. |
Advanced Picking | Not Allowed, View Only, Maintain | Applies to Picklists. If set to Not Allowed, the user is not able to create or access picklists. If set to View Only the user can view created picklists. The Maintain option allows the user to create and edit Picklists. |
Allow Zero Price | Yes or No | When set to "No" the user cannot sell an item at $0.00. |
Change Work Flow Status | Yes or No | Allows or prevents the user from changing the workflow status on a sales order |
Credit Memo | Not Allowed, View Only, Maintain | When set to "Not Allowed" the user cannot create or view credit memos. When set to "View Only" the user can open and view credit memos, but not edit them. "Maintain" allows full control of the credit memo. |
Customer Order | Not Allowed, View Only, Maintain | When set to "Not Allowed" the user cannot create or view sales orders. When set to "View Only" the user can open and view sales order, but not edit them. "Maintain" allows full control of the sales order. |
Customer Quote | Not Allowed, View Only, Maintain | When set to "Not Allowed" the user cannot create or view quotes. When set to "View Only" the user can open and view quotes, but not edit them. "Maintain" allows full control of the quote. |
Invoice Shipped Order | Yes or No | When set to "No" the user cannot invoice orders. |
Order Manager | Not Allowed, View Only, Maintain | Setting to "Not Allowed" blocks access to the Sales Order Manager. Users with "View Only" can use the Sales Order Manager, but not configure new Buttons or Bars. If the user has "Maintain" privileges, they will be able to use, as well as configure the Sales Order Manager. |
Override Credit Hold | Yes or No | If the "Credit Hold" box on the credit tab of the customer window is checked, then all new orders will have a credit hold. This permission determines whether or not that credit hold can be released at the order level. |
Override Currency Exchange Rate | Yes or No | If "Yes", the user can change the currency exchange rate per sales transaction when multi-currency is enabled. |
Override Discount | Yes or No | When set to "Yes", the user can change the discount amount of a sales order. When set to "No", the user cannot change the discount amount. |
Override Price | Yes or No | When set to "Yes", the user can enter in any price. If set to "No" the user cannot manually change the price but has the ability to choose from available price codes related to the product. |
Override Price Code | Yes or No | When set to "Yes", the user can choose from available price codes on the order. |
Override Salesperson | Yes or No | When set to "No", the default salesperson for that customer will appear on the order and cannot be changed. If no default is set, then the salesperson field will remain blank and cannot be set. A default salesperson can be set in the customer window. |
Override Scheduled Qty | Yes or No | When set to "No" the scheduled quantity cannot be manually changed. When you add an item to a sales order the order will schedule as much as is available. |
Override Ship To Address | Yes or No | If set to "No" the ship to address cannot be changed for that particular sales order. Overriding an address on a sales order only applies to that order, not future orders. |
Override Sold To Address | Yes or No | If set to "No" the sold to address cannot be changed for that particular sales order. Overriding an address on a sales order only applies to that order, not future orders |
Override Terms | Yes or No | If set to "Yes" the user can change the customer's terms on the sales order. If set to "No", the user cannot change the terms on the order. |
Price Check | Yes or No | Either allows or prevents a user from being able to access the Price Check window. |
Print Invoices and Credit Memos | Yes or No | If set to "No" the user cannot re-print an invoice or credit memo. |
Print Order and Quotation Document | Yes or No | If set to "No" the user cannot print the sales order or the quote. |
Print Order Reports | Yes or No | Allows or prevents the user from being able to print reports which are under the "OrderProcessing" permission group. (You can see which permission group a report is in by going to File → Configuration Manager → Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.). |
Print Pick Ticket and Shipping Documents | Yes or No | If set to "No" the user cannot print the pick ticket or any shipping documents. |
Process Payments | Yes or No | This option will determine whether or not the user can process payments (credit cards or eChecks) through the configured payment processor. If a payment processor is setup and this option is set to "No", the user can still enter credit card or eCheck information, however the payment will not be transmitted to the processor. |
Release Held Order | Yes or No | If set to "Yes", the user can release credit holds per sales order. |
View Invoices | Not Allowed, View Only, Maintain | When set to "Not Allowed", the user can still reprint an invoice from the invoice tab of the order, however the user cannot open the Invoice window. Also, the Products tab of the Edit Customer window and Customer List will be hidden. When set to "View Only" you can view the invoice window but not edit any fields. "Maintain" allows the user to view and edit the editable fields. |
Void Invoices | Yes or No | When set to "Yes", the user can void a sales invoice. |
Purchasing
Permission | Permission Option | Description |
---|---|---|
Display Vendor Balances and Bills | Yes or No | If set to "No", vendor balances will be hidden from Vendor list and vendors bills originating from QuickBooks will not be displayed in the Vendor List Timeline. If set to Yes, then all vendor bills/purchase invoices will be displayed in the vendor Timeline. |
Drop Ship Wizard | Yes or No | Allows or denies access to the Drop Ship Wizard (Purchasing → Drop Ship Wizard) |
Issue Purchase Orders | Yes or No | When set to "No" the user cannot change a PO status to "Issued". |
Manage Reorders | Yes or No | Allows or denies the user access to the Create Reorders window from the Purchasing menu or Action menu of the Inventory Manager. |
Modify Currency Exchange Rate | Yes or No | If "Yes", the user can change the currency exchange rate per purchase transaction when multi-currency is enabled. |
PO Manager | Not Allowed, View Only, Maintain | Setting to "Not Allowed" blocks access to the PO Manager. Users with "View Only" can use the PO Manager, but not configure new Buttons or Bars. If the user has "Maintain" privileges, they will be able to use, as well as configure the PO Manager. |
Purchase Invoice | Not Allowed, View Only, Maintain | When set to "Not Allowed", the user can not create or view Purchase Invoices. When set to "View Only", the user can view, but not create Purchase Invoices. When set to Maintain, the user can create and view purchase invoices. |
Purchase Order | Not Allowed, View Only, Maintain | When set to "Not Allowed" the user cannot create or view purchase orders. When set to "View Only" the user can open and view purchase order, but not edit them. "Maintain" allows full control of the purchase order. |
Purchasing Reports | Yes or No | Allows or prevents the user from being able to print reports which are under the "Purchasing" permission group. (You can see which permission group a report is in by going to File → Configuration Manager → Reports, then locate the report in the report catalog. Once you click on it, you will be able to see which permission group, if any, it is in.). |
Special Order Wizard | Yes or No | Allows or denies access to the Special Order Wizard (Purchasing → Special Order Wizard) |
Reports
Permission | Permission Option | Description |
---|---|---|
Manage Reports | Yes or No | Allows access to the Report Catalog (File → Manage Reports). |
Packaging Manager
Permission | Permission Option | Description |
---|---|---|
Packaging/Shipping Reports | Yes/No | Restricts access to the reports found in the Packaging/Shipping directory of the report catalog. |
Prepare Shipments | Not Allowed, View Only, Maintain | When set to "Not Allowed", the user can not create or edit shipments from sales orders or by using the Create Shipments wizard. When set to View Only, the user can view shipments in the Packaging Shipments window, but will be unable to create or edit them. When set to "Not Allowed" the user will not be able to create or view shipments in the Package Shipments window. |
Web Store
Permission | Permission Option | Description |
---|---|---|
Web Store Import/Export | Yes or No | Allows or prevents the user from importing in sales orders from the web store. |
System Administration
Permission | Permission Option | Description |
---|---|---|
System Administration | Yes or No | When set to "Yes" the user can access and makes changes within the Configuration Manager. When set to "No" the user cannot access Configuration Manager. |