User profile - Accounting tab

User profile - Accounting tab

On this tab, you can specify total, yearly, monthly, weekly or daily budgets for a user. You can also enter settings for the user that differ from the standard company settings for control structures (types of costs, cost centres, projects, credit cards and the additional control structures A and B). The standard company settings are defined in the company profile on the Accounting tab. See Control structures - Basics for more information on control structures.

Budget

In this section you can specify total, yearly, monthly, weekly or daily budgets for the user. Specifying budgets helps to monitor and control user spending. For example, the budgets that you enter here may not be exceeded or, if they are exceeded, the baskets of this user must be approved before the corresponding orders are sent to the supplier. The current level of the user's budget is displayed in the basket and in the user profile.

Note: You must define an approval rule to prevent ordering when the budget has been exceeded.

Activate the check box for the budget that you want to specify. Select a Currency and enter the Start value and Actual value for the budget. See Budgets - Options for more information on the available options.

Settings for control structures

In each section, you can specify user-specific settings for the use of control structures. By default, users use the same settings as those defined for the company in the Accounting tab of the company profile. Unless you make changes to the settings, the option Default is selected for all settings.

For each control structure, select the individual settings for this user. See Control structures - Settings for detailed information on the available settings.

Assigning control structure items

For each control structure, two assignment lists are displayed. The left-hand list displays the items available for assignment and the right-hand list displays those items that have already been assigned. The name of the owning company is displayed in parentheses.

To assign an item, select the item in the list of available items and click the icon . To remove an assigned item, select the item and click the icon . To search for a specific item in the list, enter a search term in the text box and click the icon . See Assignment lists for more information on working with these lists.

You can also explicitly forbid or permit the use of an assigned control structure item for this user. Subsequent changes to cost codes or credit cards in the company profile then have no effect on these cost codes or credit cards. Click on the item in the list of assigned items and click the Forbid (-) button to forbid the use of the item or the Permit (+) button to allow the use of the item.

The following information may be displayed in the list of assigned items:

Black text	Items that are displayed in black text in the list of assigned items are those that have been directly assigned to the user.
Grey text	Items that are displayed in grey text are those that have been inherited from the user's company and automatically assigned by the system.
{Nat}	Indicates an item with the status Not active. Items with this status cannot currently be used in the system.
{Cls}	Indicates an item with the status Closed. Items with this status can no longer be used in the system.
(+)	Indicates an item that can used in baskets, provided that the appropriate options are selected in the settings for the control structure.
(-)	Indicates an item that cannot be used in baskets.

User profile - Accounting tab

See also