Step 12: Set up security for group expense keepers

If your company uses mass expense entry, then you must set up security for group expense keepers before they can log into e-xpense and enter employee expenses.

The JAMIS e-timecard security process gives you flexibility in how you set up group expense keeper access. You may have users who can mass enter expenses for all employees in your company, or you may have groups of users assigned to specific ranges of employee IDs or departments. Because you link users to group IDs, you can set up multiple groups with different levels of access to group expense keeping.

The following instructions do not detail the entire security setup process, but simply focus on those steps relevant to group expense keeping. When you require further details, click the appropriate link.

To set up security for group expense keepers

  1. If you have not already done so, create user IDs for the group expense keepers who will mass enter expenses. Remember that you must enter each of these user IDs in the employee records of the group expense keepers to give them access to mass expense entry.

  2. If you have not already done so, create one or more group IDs that the group expense keepers will belong to.

  3. From the top of the screen, click Security Setup > Application Security Setup. The Application Security Setup screen appears.

  4. Click Add. In the bottom section of the screen, application security entry fields appear.

  5. Enter an existing group ID or click Look Up to the right of the field to look it up.

  6. Select Time and Expense from the Module dropdown list.

  7. In the Application Name field, enter MASS_EXPENSE_ENTRY. This means that users who belong to the group ID that you entered in step 5 will be able to access group expense keeping.

  8. Select Update from the Access Type dropdown list.

    Note:     The Read Only setting does not apply to group expense keeping. If you select Read Only for the Access Type field, then the system gives the users no access to group expense keeping.

  9. Click Update to commit your application security entries.

  10. Repeat steps 4 through 9 to give another group ID access to group expense keeping.

  11. From the top of the screen, click Security Setup > Range Values Setup. The Range Values Setup screen appears.

  12. Select an existing group ID from the dropdown list.

  13. From the Table ID dropdown list, select Employee if you want to limit group expense keepers’ access to a range of employees, or select Org9 (user-defined label) if you want to limit their access to a range of org9s.

    Note:     If you select Partial for data range access in step 24 below, then you are required to set a range for Employee. Setting a range for Org9, however, is always optional.

  14. Click Retrieve. In the bottom section of the screen, a list of fields for which you can select ranges appears.

  15. Click Edit to the left of the Employee or Org9 (user-defined label) field for which you want to select a range. Editable From and Through fields appear.

  16. Enter range parameters in the From and Through fields to limit access for the group ID. You can click Look Up to the right of the field to look up the employee or org9.

    For example, for Employee, if you enter 1000 in the From field and 2000 in the Through field, then users attached to this group ID are restricted from mass entering expenses for employees below 1000 and above 2000.

  17. Click Update to commit your range values entries.

  18. To select group expense keeping range values for a different group ID, repeat steps 12 through 17.

  19. From the top of the screen, click Security Setup > User-Module Setup. The User-Module Setup screen appears.

  20. Click Add. In the bottom section of the screen, user-module entry fields appear.

  21. Enter an existing user ID for a group expense keeper, or click Look Up to the right of the field to look it up.

  22. Select Time and Expense from the Module dropdown list.

  23. The Application fields correspond to the settings that you made on the Application Security Setup screen in steps 3 through 10. Do the following.

  1. Select Full or Partial from the Application Access dropdown list.

  2. If you selected Partial, then select from the Application Group ID dropdown list a group ID that defines the appropriate level of access.

  3. Select Update from the Application Type dropdown list. Remember, do not use the Read setting, because it will result in the user having no access to group expense keeping.

  1. The Range fields correspond to the settings that you made on the Ranges Values Setup screen in steps 11 through 18. Do the following.

  1. Select Full or Partial from the Range Access dropdown list.

  2. If you selected Partial, then select from the Range Group ID dropdown list a group ID that defines the appropriate level of access.

  1. Click Update to commit your user-module setup entries.

  2. To define group expense keeping access for another user ID, repeat steps 20 through 25.

You have now set up security for group expense keepers.