System Manager 7.4 User Guide

System Manager 7.4User Guide

Epicor Software Corporation makes no representations or warranties with respect to the contents of this manual and specifically disclaims any and all implied warranties including, but not limited to, merchantability and fitness for any particular purpose.

This manual is subject to change without notice. The contents of this manual are believed to be current and accurate as of its date of publication. Changes to this manual between reprintings and other important information about the software product are made or published in release notes and you are urged to obtain the current release notes for the software product.

We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice.

Copyright 2008 by Epicor Software Corporation. All rights reserved.

Printed in the United States of America. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation.

Epicor is a registered trademark of Epicor Software Corporation. Microsoft, the Microsoft logo, Visual Basic, Windows, and Windows NT are either trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. PowerBuilder is a registered trademark of Sybase, Inc or its subsidiaries. Crystal Reports is a registered trademark of Business Objects S. A. Intel is a registered trademark of Intel Corporation. UltiPro is either a trademark or registered trademark of Ultimate Software. All other trademarks are property of their respective owners. Epicor Software Corporation makes no representations or warranties with respect to the contents of this document and specifically disclaims any implied warranties of merchantability, satisfactory quality or fitness for any particular purpose. The contents of this document are believed to be current and accurate as of its date of publication. Changes to this document between reprintings and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice.

Item Code 70011-740-0003

ContentsAbout This Guide vii

Getting Information about the Applications viiiUsing Adobe Acrobat Files xi

Chapt

Chapt

Chapt

System Manager

ContentsSystem Manager User Guide iii

er 1 Getting Started 1Understanding the Application 2

Configuring the System with System Manager 2Security 4Ongoing System Maintenance Tasks 6System Manager Options for All Users 7Epicor Financials Desktop Options for All Users 7

Using the Epicor Financials Desktop 8Starting the Epicor Financials Desktop 8Using Application Windows 10Customizing Toolbars 10Customizing the Windows 13Using Zoom Windows 15

er 2 Registering and Maintaining Software Licenses 19Registering the Software 19Viewing License Usage 27

er 3 Configuring the System 29Setting Up Company Information 30

Entering Company Information 30Setting Up Third-Party Security 33

Installing Third-Party Security 33Using Third-Party Security 35

Setting Up User Language 36Integrating with Epicor for Service Enterprises 37

Task 1: Creating Site in Epicor for Service Enterprises 38Task 2: Synchronizing Organizations 38Task 3: Adding Windows NT Administrator 39Task 4: Adding Users in Epicor Financials 41

CONTENTS

iv Sys

Task 5: Updating Security Data in Epicor for Service Enterprises 41

Chapter 4 Setting Up Users and Security Permissions 43Adding New Users 44

Adding New Users 44Task 6: Add Users to the System 45

Chapt

Chapttem Manager User Guide

Task 7: Define User Access to Applications and Options 48Task 8: Change the Profile Path 51

Changing User Information 55Changing User Information 55Deactivating Users 57

Setting up Group Security 59Adding New Groups 59Task 9: Adding User Groups 60Task 10: Define Menu Level Group Security 62Task 11: Adding Account Groups 65Task 12: Adding Customer Groups 66Task 13: Adding Vendor Groups 67Task 14: Adding Security Tokens 68

er 5 Commands for All Users 71Selecting a Company Database 72Starting Epicor Financials Applications 73Changing Passwords 73

er 6 Using the Report Queue Server and Viewer 77Setting Up the Servers and Viewers 79

Task 1: Identify Systems to Use as Report Queue Servers 79Task 2: Install Software 80Task 3: Run Report Queue Server for the First Time 80Task 4: Grant Users Access 82

Using Report Queue Server and Viewer 84Running the Report Queue Server 84Sending Reports to a Report Queue Server 85Using the Report Queue Viewer 87

CONTENTS

Getting the Status of a Report 89Changing the Report Options 90Deleting a Report Queue Server 91

Chapter 7 Maintaining a Database 93Database Backup and Recovery 94

Chapt

Appen

AppenSystem Manager User Guide v

Backup Strategies 94Database Recovery Procedures 96

Improving Database Performance 98Optimizing Databases 98Purging Process Control Records 100

er 8 System Manager Reports 101Generating and Using Reports 102

Starting a Report 102Creating and Editing Report Configurations 104

Report Descriptions 107Company Profile Listing 108License Password Listing 109User Access Listing 110User Profile Listing 111

dix A Error and Warning Messages 113Message Reference 113

dix B Contents of Profile Files 119Understanding .PRF Files 120Sections of a .PRF File 121OddFiles 124Colors 125Macros 126Devices 126MaskColors 127DisplayMasks 128FormManager 129RptMan 131DbFMLib 132SQLProcess 133

CONTENTS

vi Sys

Applications 134WindowPositions 135SystemManager 135Server 136

Index 139tem Manager User Guide

About This GuideAbout This Guide

Overview

Introduction Epicor Financials and Supply Chain Management is a client/server

Who shothis user

System ManagerSystem Manager User Guide vii

software application that provides accounting, business operation, and decision-making functions. You can use Epicor Financials with other Epicor Software products to provide enterprise-wide resource planning system for your organization.

System administrators use System Manager it to grant users access to parts of the system and maintain security. End users can use System Manager to manage processing queues.

uld read guide

System Manager is designed to be used by system administrators and end users of Epicor Financials, but not all features apply to all users. Depending on the type of user you are, you should read the following chapters:

ChapterSystem

Administrators

End Users

About This Guide

Chapter 1: Getting Started

Chapter 2: Registering and Maintaining Software Licenses

Chapter 3: Configuring the System

Chapter 4: Setting Up Users and Security Permissions

Chapter 5: Commands for All Users

Chapter 6: Using the Report Queue Server and Viewer

*

About This Guide

viii Sys

Prerequiknowled

Getting

Introduc

Chapter 7: Maintaining a Database

Chapter 8: System Manager

ChapterSystem

Administrators

End Userstem Manager User Guide

site ge

This user guide is written under the assumption that you have working knowledge of the following:

Personal computers operating in a network environment and a familiarity with Microsoft Windows.

Client/server architecture. Accounting principles.

Information about the Applications

tion Epicor Financials includes documentation that shows you how to use it. This section shows you when to use each piece of documentation and when to use it.

Reports

Appendix A: Error and Warning Messages

Appendix B: Contents of Profile Files

* Report Queue Viewer section only.

Getting Information about the Applications

Documentation formats

Epicor Financialscomes with context-sensitive online Help and online versions of application manuals. This online documentation is provided in the following formats:

Online Help is provided in Windows Help format. These files have .HLP extensions.

Online versions of the user guide and release notes for each

When todocumen

Docum

User Gu(this doc

Release N

Online H

InstallatiTroublesSystem Manager User Guide ix

application are provided in Adobe Acrobat portable document format (.PDF). You can view the documentation on the computer screen or print out some or all of the pages.

use tation

The following Help and documents are available with System Manager. The following table explains what is in each type of documentation and when to use it.

entation What It Includes When to Use It

ideument)

Overviews of processes and pro-cedures.

Guidance on what information to provide and field to use on forms.

Troubleshooting information.

References to reports.

To understand how the applica-tion works and how to use it.

To resolve problems that prevent the application from working.

To get information about reports.

otes Last-minute changes to the appli-cation.

Closed problem tracking reports (PTRs).

Before you start using the applica-tion.

To identify changes from the pre-vious release, if you are upgrading.

elp Basic procedures.

Detailed information and instruc-tions for using each field.

Definitions of terms used in the application.

References to keystrokes, tool-bars, and commands.

To get details on specific fields and forms.

To find common procedures quickly.

To look up definitions.

To find shortcuts for common procedures.

on hooter

If you have a problem that might be related to the installation.

Online interactive series of ques-tions to guide you to the appropri-ate solution to the problem.

About This Guide

x Sys

Using documen

Epicor Software web site(http://www.epicor.com)

Open SCRs.

Last-minute product information that was not able to be included in the documentation.

Information about the company

To resolve and prevent problems.

Learn about other products that can enhance your system.

Documentation What It Includes When to Use It

Docum

User Gu

Release N

Online Htem Manager User Guide

tationYou can get to most of the documentation by selecting it from the application Help menu. If the application is not running, you can open the appropriate file using the Windows Explorer.

Follow these instructions to view the online help or documentation:

and other Epicor Software prod-ucts.

entationHow to Start

From the Application From Windows

ide From the Help menu, choose User Guide. From the menu that appears, select the type of documentation you want, and then the application. (In this case, System Manager.)

Run SMUG.PDF in the Epicor Financials client directory.

otes Run SMRN.PDF in the Epicor Financials client directory.

elp To get the contents of Help: From the Help menu, choose Contents.

To search for a topic in the help: From the Help menu, choose Search for Help on.

To get help on a specific field or option: Press F1.

Run SM.HLP in the Epicor Financials client directory.

Using Adobe Acrobat Files

Problemdocumen

Using A

Introduc

Hypertex

Installation Troubleshooter

Under the cascading menu of e by Epicor in the Start menu, double-click on the Installation Troubleshooter icon.

Epicor Sweb site

DocumentationHow to Start

From the Application From WindowsSystem Manager User Guide xi

s accessing tation

If you are having trouble accessing Help or Acrobat files, make sure that they have been installed properly. See the Epicor Financials Installation Guide and Installation Troubleshooter for assistance.

dobe Acrobat Files

tion The Epicor Financials online documentation takes advantage of Adobe Acrobat features to make it easier for you to find the information you need.

Features that are specific to Epicor Financials documentation are described in this section. For information about using Adobe Acrobat, see the Acrobat Reader online help.

t jumps Wherever you see a page reference in Epicor Financials online documentation whether it is in the table of contents, a table of topics, a cross-reference, or the index it functions as a hypertext jump. Clicking on the jump immediately takes you to the information you need. In the body of the manual, hypertext jumps are in dark blue type.

If you do not have this icon, run INSTRBL.HLP in the Epicor Financials directory.

oftware From the Help menu, select Epicor on the Web.

Run a web browser and connect to http://www.epicor.com

About This Guide

xii Sys

To use the hypertext jump feature, do the following:

Bookma

Step Action

1 Make sure that the hand tool is active. If it is not, click the hand button on the toolbar, or choose Hand from the Tools menu.tem Manager User Guide

To return to the previous location, select Go Back from the View menu or click the Back button:

Note: Adobe Acrobat numbers pages differently from the way page numbers are printed in the online manual. To make sure you go to the right page, use the hypertext links to jump to page you want. Avoid using the scroll bar and referring to the page number indicated by it.

rks In the Epicor Financials online documentation, the Adobe Acrobat bookmark feature is used as a table of contents. This feature enables you to navigate through the manual and scan the topics quickly. You can expand and contract headings as needed.

2 Move the mouse pointer over the page number in the document. The pointer changes to a pointing finger.

3 Click the page number. Acrobat Reader takes you to the selected page.

Using Adobe Acrobat Files

To view the bookmarks, select Bookmarks and Page from View menu. The bookmarks appear to the left of the page.

BookmarksSystem Manager User Guide xiii

See the Acrobat Reader Help for instructions on using this feature.

About This Guide

xiv System Manager User Guide

1Chapter

Overvi

Introduc

Who shothis chap

In this ch

Getting Started System Manager Getting Started Chapter 1

ew

tion This chapter provides information you need to get started with the Epicor Financials and Supply Chain Management Desktop and System Manager, including:

A basic description of what the Epicor Financials and Supply Chain Management Desktop and System Manager do.

An overview of the tasks performed with this application. Basics on how to use the application.

uld read ter

All users should read this section to become familiar with the general operation of the Epicor Financials and Supply Chain Management Desktop and System Manager. However, a number of the functions described here are only used by system administrators.

apter This chapter has the following sections:

Topic Page

Understanding the Application 2Using the Epicor Financials Desktop 8System Manager User Guide 1

CHAPTER 1 Getting Started

2 Sys

Understanding the Application

Overview

Introduction This section gives you basic information about System Manager. It

In this se

Config

Descripttem Manager User Guide

includes key concepts used throughout this user guide.

System Manager provides the following features, depending on what type of user you are:

ction This section includes the following topics:

Topic Page

Configuring the System with System Manager 2Security 4Ongoing System Maintenance Tasks 6System Manager Options for All Users 7Epicor Financials Desktop Options for All Users 7

uring the System with System Manager

ion System Manager is an important part of the Epicor Financials system. System administrators need to run System Manager after installing or upgrading Epicor Financialsto do the following:

License Epicor Financialssoftware. Set up company information. Set up user options and security.

Users Features

System administrators only

Setting up general system features

Configuring system security

Performing data management tasks

All users Selecting a company for processing

Changing passwords

Configuring the System with System Manager

Set up organization security (optional) Set up Report Queue Server and Report Queue Viewer.

Software registration

The system administrator needs to use the registration feature in System Manager to unlock and use the software.

Companinformat

Report QServer anQueue VSystem Manager User Guide 3

When you register the software, you enter the information about your company and installation. You can then send the information directly from the registration program by e-mail or print out and fax the information to Epicor Software. Epicor Software then sends you an unlock password. You enter the unlock password into the registration program to unlock the applications for the number of users specified in your sales contract.

For instructions on using the registration feature, see Chapter 2: Registering and Maintaining Software Licenses.

y ion

The system administrator also needs to set up a name for each company on the Epicor Financials system. For each company, System Manager creates a unique ID number that is used by all Epicor Financials applications. See Setting Up Company Information on page 30 for procedures to set up and change company information.

ueue d Report iewer

Accompanying System Manager are the following applications:

Report Queue Server: This application enables you to designate a workstation as a remote report server. Users can send reports to be processed and queued on these servers instead of their own workstation. They can also use Report Queue Server to set reports to print later or at the same time on a repeating basis.The system administrator sets up servers and assign user access.

Report Queue Viewer: This application enables users to track the progress of reports on the Report Queue Servers to which they have access. Users can also change processing settings for reports they have sent. Report Queue Viewer can be set up on any Epicor Financials workstation.

Chapter 6: Using the Report Queue Server and Viewer contains procedures for setting up and using Report Queue Server and Report Queue Viewer.


4 Sys

Security

Description Each user who uses Epicor Financials needs to be granted security access in System Manager. The system administrator can control which options each user has access to in Epicor Financials applications by specifying security levels and granting read-only, read-write, or no access to

Levels ofsecurity

SecuritEpicor Fsystem ad

Usertem Manager User Guide

different options.

The system administrator can also set up security associated with customers, vendors, and accounts for use with inter-organization functionality.

This section explains the levels of user security and what options are available for controlling user access to the system.

Procedures for setting user access are shown in Chapter 4: Setting Up Users and Security Permissions.

user The system administrator assigns a security level for each Epicor Financials user. The following security levels are available:

y Type Can Cannotinancials ministrator

Install or upgrade Epicor Finan-cials.

Set up user security rights, pass-words, and access.

Maintain and back up the data-bases.

Add new users.

Use System Manager (use of other Epicor Financials applications is not recommended.)

Have access to Epicor Financials applications as granted by the sys-tem administrator.

Change their own passwords.

Override key business activities.

Create and assign security access.

Perform system installation and maintenance tasks.

Security

Security permissi

Use of Nintegrate

Manager Have access to Epicor Financials applications as granted by the sys-tem administrator.

Change their own passwords.

Create and assign security access.

Perform system installation and maintenance tasks.

Designer

Group

Security Type Can CannotSystem Manager User Guide 5

onsFor each user, the system administrator assigns either access or no access to applications, commands, and companies. For some commands, the system administrator can specify read-only or read-write access. Group users who perform like activities into security groups.

For example, a system administrator might only grant an AP clerk access to Accounts Payable and no other applications. Within Accounts Payable, the system administrator might grant the AP clerk access to voucher entry and no access to check printing. Within an Organization, the system administrator might grant the AP clerk access to voucher entry for a specific set of customers and vendors.

Note Users can belong to multiple groups and multiple organizations. When inter-organization functionality is turned on, the security layer is determined by the organization you are logged in to.

T d security

Epicor Financials works with NT integrated security when users are properly configured for it. NT integrated security enables users to log directly into Epicor Financials applications using their NT user name and password.

Override key business activities.

Customize icons, components and desktop layouts.

Have access to Epicor Financials applications as granted by the sys-tem administrator.


6 Sys

In order for NT users to use Epicor Financials, they need to be set up as Epicor Financials users and be given access to applications and commands. In order for you as system administrator to grant access, you need to log into Windows NT as sa so that you can be given access to administrative commands in System Manager. The sa login is also required for you to log into the Distribution and Manufacturing

Security

Ongoin

Descript

System Mreports

Maintaindatabasetem Manager User Guide

applications when no other users have been set up.

Tokens Security Tokens are used to identify which users can access which resources. When inter-organization processing is turned on, Security tokens can be associated with Organizations to define users that can access specified resources for an organization. These tokens are used to associate account groups, vendor groups, customer groups, and user groups to enable or limit access other areas of the application.

g System Maintenance Tasks

ion System administrators also use System Manager for ongoing maintenance tasks. These include:

Maintaining system information that was set up earlier. Adding and changing users and their security options. Using the Report Queue Server and Viewer. Running System Manager reports. Maintain databases.

The first three items are already covered in previous sections. The second two are described as follows.

anager System Manager reports enable the system administrator to review the Epicor Financials configuration and keep track of any changes. These reports are described in Chapter 8: System Manager Reports.

ing s

System administrators are responsible for backing up and optimizing databases periodically to protect the valuable data and ensure all users efficient access to data files.

System Manager Options for All Users

The most important task in system maintenance is regular, frequent backups. A current backup is crucial for the recovery of data in the event of system failure or data corruption. Backing up and restoring a database must be done directly in SQL Server. Refer to the SQL Server System Administrator's Guide for the appropriate procedures.

System

Descript

Epicor

DescriptSystem Manager User Guide 7

Manager Options for All Users

ion All users of System Manager can change their own password, if they are not using NT integrated security. If they use NT integrated security, they use the Windows NT utilities for changing passwords.

These procedures are shown in Chapter 5: Commands for All Users.

Financials Desktop Options for All Users

ion Log in and start applications. Users can start applications and then opening the application, or they can start and log into an application directly. Users have the same login name and password for all applications to which the system administrator has granted them access.

Change to a different company or organization for processing. Users can only select companies and organizations to which they have been granted access by the system administrator. From the Epicor Financials desktop, select Tools, Change Company.


8 Sys

Using the Epicor Financials Desktop

Overview

Introduction This section covers the basics of using the Epicor Financials Desktop,

In this se

Startin

Prerequitem Manager User Guide

including how to start the application and how to use and customize various features of the application window. For more information about using the application, see the online Help.

ction This section includes the following topics:

Topic Page

Starting the Epicor Financials Desktop 8Using Application Windows 10Customizing Toolbars 10Customizing the Windows 13Using Zoom Windows 15

g the Epicor Financials Desktop

sites Epicor Financials must be installed as shown in the Epicor Financials Installation Guide. System Manager is installed automatically with the Epicor Financials client software.

Also, you need to have a login name and a password, which is as follows:

If you are the system administrator logging into System Manager for the first time, your login name is sa in lower case. Your password is the one you defined for SQL Server.

If you are an end user, use the login name and password that has been given to you by the system administrator. You can change the password later.

Starting the Epicor Financials Desktop

Login window When you start Epicor Financials Suite, a login window appears as shown:System Manager User Guide 9

Log into the application by following these steps:

Step Action

1 Type your user name and password.2 If this is the first time you are logging into an application,

click the Properties button. The login window expands as shown:

3 Select the control and company databases you want. You can select the databases on the server you selected. To use the same databases each time you log in, put a check in the Save as default box.

4 Click OK. The application starts.


10 Sys

Using Application Windows

Introduction When you start Epicor Financials, the application appears in a window similar to the other Windows applications you use. You can use common Windows commands for selecting commands and options; closing windows; and cutting, copying, and pasting text.

Special fwindows

Custom

Introductem Manager User Guide

The window contains a status bar that provides information about the application and a toolbar that provides a shortcut to common commands.

ields on When you look at fields in an Epicor Financials window, you will notice that some fields may be in a different color. (You can change the color as shown in Customizing the Windows on page 13.) The colors indicate the following types of fields:

Key fields are the field by which the records are sorted. By default, these fields are colored.

Lookup fields enable you to select from previously defined values from a zoom window. (See Using Zoom Windows on page 15 for details). By default, these fields are light blue.

Restricted fields enable you to find records based on matching values. If you have restricted fields on the window, and then perform a search command (First/Last/Next/Previous), the system only recalls records that match information in the restricted fields.Also, if you restrict fields on a window and then choose the New command, the system clears all fields on the window, except those that are restricted. By default, restricted fields are yellow.

izing Toolbars

tion From within any module, you can select which toolbars appear in the application, which buttons appear on them, and where they appear.

Customizing Toolbars

Selecting toolbars to appear

You can select from several toolbars. To select which toolbars you want to appear, do either of the following:

Right-click on a toolbar. A pop-up menu appears. Select the toolbars you want. A check appears next to the open toolbars.

From the View-Toolbars menu, select Customize. Click the Toolbars tab, select the toolbars you want, and click OK.

Moving t

Adding aremovingbuttonsSystem Manager User Guide 11

To remove a toolbar, select it again to clear the check in front of the toolbar name.

oolbars You can place toolbars anywhere within an application window. You can even make a toolbar float in the middle of the window, as shown in the following example.

Click on the toolbar and drag it to the desired location. To resize a toolbar, click on one of the sides or corners and move it until it is a desired size.

nd toolbar

You can place additional commands on toolbars by adding buttons. You can also remove buttons that are already there.


12 Sys

To do this, use the Commands tab in the Customize dialog box, which looks like this:tem Manager User Guide

Follow this procedure:

Step Action

1 Make sure the toolbar you want to change appears in the application window.

2 Open the Customize dialog box by doing either of the following:

From the View menu, select Toolbar, and then Customize.

Right-click on a toolbar. From the pop-up menu that appears, select Customize.

3 Click the Commands tab.4 In the Categories box, select the type of commands you want

to add. The toolbar buttons for that category appear in the Commands box.

Customizing the Windows

Creatingtoolbars

Custom

Introduc

5 Change the toolbar buttons as follows: To add a button, drag it to the desired position in toolbar.

To remove a button, drag it off the toolbar and back to the Customize dialog box.

Step ActionSystem Manager User Guide 13

new To create a new toolbar, follow these steps:

izing the Windows

tion You can change the appearance of the windows by changing the colors and screen fonts. Changes you make to settings are saved in the profile file when you close the application. For more information about profile files, see Appendix B: Contents of Profile Files.

6 When you are finished, click the Close button.

Step Action

1 Open the Customize dialog box by doing either of the following:

From the View-Toolbars menu, select Customize.

Right-click on a toolbar. From the pop-up menu that appears, select Customize.

2 Click the Toolbars tab.3 Click New to create a new toolbar. You are prompted to give

the new toolbar a name. An empty toolbar appears on the screen.

4 Click the Commands tab and add toolbar buttons. Select the type of buttons you want from the Categories box and then drag the desired buttons from the Commands box into the toolbar.

To remove a button, drag it off the toolbar and back to the Customize dialog box.

5 When you are finished, click the Close button.


14 Sys

Changing window colors

From the View menu, select Options, and then Colors. The following dialog box appears:

Changinscreen fotem Manager User Guide

Note: Write down the current settings before you change them in case you want to go back to them.

Select the item under Applications Colors you want to change and move the Red, Green, and Blue sliders to change the colors to what you want. Click OK to accept all of the changes.

To turn color on or off from only the key and lookup fields, use the Show Lookup Fields and Show Key Fields commands in the ViewOptions menu.

g the nt

You can use any font installed on your system as the screen font. This includes system, TrueType, and Adobe Type Manager fonts.

Using Zoom Windows

From the View menu, select Options, and then Screen Font. The following window appears:

Applyingfont settiother app

Using Z

DescriptSystem Manager User Guide 15

Select the font and size you want and click OK. The default font is 12-point MS Sans Serif.

color and ngs to lications

Provided that the client files are installed locally on your workstation, the color and font changes you make apply only to System Manager on your workstation. Each user can set colors on each application individually.

If you want to use the color and font settings with other applications and users, open the System Manager profile file SM.PRF file in the Epicor Financials directory and copy the appropriate settings to the profile file for another application or another users SM.PRF file.

For information about profile files, see Appendix B: Contents of Profile Files.

oom Windows

ion The zoom window enables you to select an entry for a field among a list of valid options. You open the zoom window and select the option you want to use for that field.

Lookup and most key fields have zoom windows attached to them.


16 Sys

Opening a zoom window

You can open a zoom window one of the following ways:

From the View menu, select Zoom. Press Ctrl+Z. Double-click on the field. Click the zoom button on the toolbar.

Finding

Selectingtem Manager User Guide

Right-click on the field and select Zoom from the pop-up window.

Any one of those methods causes the zoom window to open for that field. The title bar of the zoom window indicates the type of information you need to select.

an entry Use the scroll bar to find the entry you want. You can also use the larger arrow buttons to jump to pages of the list of entries.

If you know the first few characters of the entry, type them in the box in the bottom left corner and click OK. The first entry to match those characters appears at the top of the list.

an entry To select an entry in the zoom window, you can do either of the following:

Double-click on the entry. Click once on the entry, and then click OK or press Enter.

Using Zoom Windows

Either of these closes the zoom window and inserts the entry into the field.System Manager User Guide 17


18 System Manager User Guide

2Chapter

Overvi

Introduc

Who shothis chap

In this ch

Registe

Introduc

Registering and Maintaining SoftSystem Manager Registering and Maintaining Software Licenses Chapter 2

ew

tion You need to register your software in order to use it. This section shows you how to register the software and maintain licenses.

uld read ter

The procedures in this section are only performed by system administrators.

apter This chapter has the following topics:

Topic Page

Registering the Software 19Viewing License Usage 27

ring the Software

tion You need to license your copy of Epicor Financials before you can begin processing. Licensing the software offers you the following benefits: Unlocks the applications so that you can use them on an ongoing

ware LicensesSystem Manager User Guide 19

basis. Entitles you to standard technical support and gives you the ability to

purchase additional support choices.

CHAPTER 2 Registering and Maintaining Software Licenses

20 Sys

Puts you on a mailing list to receive information about future upgrades and enhancements, product fixes and changes, training courses, special events, and other helpful information.

How registration works

When you register Epicor Financials, you register the software by server. The license permits a certain number of users to run the applications

When to

LicenseServer

None

Platinumlater Fintem Manager User Guide

installed on the server.

When you start Epicor Financials on an unregistered server, you are prompted to register the software. Once you enter your information into the registration software, you send it to Epicor Software by fax or e-mail. Epicor Software then sends you an unlock password that enables you to use the software for the number of licenses you ordered.

While you wait for the unlock password, the registration software provides a 90-day grace license from the time you enter the registration information. The grace license is for all applications and five users.

When you receive the unlock password, you enter it into the registration software and save it. This gives you a license for the applications and the number of users you purchased. You will no longer receive any reminders to register the software.

The license information depends on the site ID you specify with the registration software.

register Depending on what licenses you already have on a server and what you are installing, you will need to register the software. The following table lists when you need to register the software:

s on Software You Are Adding Register? Comments

Epicor Financials Yes You get a 90-day grace license when you enter and save registration information.

SQL 4.2 or ancial Suite

Same applications in Epicor Financials(except eIntelligence Explorer).

No

Registering the Software

Registratrequirem

Preparinfor regist

Platinum SQL 4.2 or later (with or without Advanced Distribution and Manufacturing 6.02).

Epicor Financials and adding applications (including eIntelligence Explorer).

Yes Platinum Explorer was an unlicensed product in Platinum SQL 4.2x. You need to license

ReleasesPlatinum

Licenses on Server

Software You Are Adding Register? CommentsSystem Manager User Guide 21

ion ents

Note the following as you register the software:

Be sure you are using the current version of System Manager and supporting files. To check the version, from the Help menu, select About Epicor Financials.

When you do the server software installation for an upgrade, do not use the Minimum Installation (requires CD) option. You need to install the server software on your workstation in order for all the necessary update scripts to be run for registration. You can use Minimum Installation for new installations.

g the server ration

Before registering the software, you need to make sure that the server is properly named. There are also a few precautions you need to follow if you are upgrading from a previous Epicor Financials release.

The SQL Server needs to be properly named in order to work with the registration software. If you are setting up a new SQL Server, follow these rules to ensure that it is named properly:

The machine name needs to be a valid SQL Server name. Do not use characters such as underscores (_) and hyphens (-) that might not be fully supported by SQL Server.

As you install the SQL Server, if you get an error that the SQL Server will be unnamed, do not continue with the installation. Make the necessary corrections to make sure the server is named properly.

To check the server name, run the following query:

SELECT @@SERVERNAME

eIntelligence Explorer in Epicor Financials

before SQL 4.2

Epicor Financials (with the assistance of the Custom Solutions Group)

Yes


22 Sys

If the query returns NULL, the server is not properly named and cannot be registered.

If the SQL Server is not properly named, follow this procedure to name it.

Starting registratitem Manager User Guide

the on software

Once you have set up the server, you are ready to begin the registration. Follow these steps:

Step Action

1 Make sure the server is running. Then, start SQL Enterprise Manager.

2 From the Server menu, select Register Server. Log into the server as the system administrator. It will then appear in the Server Manager window.

3 Right click on the server in the Server Manager window. From the popup menu that appears, select Configure.

4 In the Configure window, click the Configure tab. For Allow Updates, enter 1. Click OK to accept the change.

5 From the Tools menu, select SQL Query Tool. Run the following query:

SP_ADDSERVER servername, local

Where servername is a valid SQL Server name.

Execute the query.

6 Verify that the server name was updated by executing the following query:

SELECT @@SERVERNAME

The query should return the server name you assigned.

Step Action

1 From the Start menu, select the program group for Epicor Financials. This opens up Epicor Financials Desktop screen.

2 Log in to System Manager as sa or a user with administrator rights for the domain.


About th

3 If you need to register software on the server, a dialog box appears with the following options:

Click Register Now to proceed with registration.

Click Exit to close the dialog box without registering or


When you start product registration (either at startup or by selecting Product Registration from the Utilities folder), the following window appears.

e site ID The first field in the Product Registration field is the most important: the site ID.

opening Epicor Financials.


24 Sys

The site ID is a unique identifier provided by Epicor Software to identify your software installation and provide you with support and product updates. It also determines what server string is generated by the registration software.

You get the site ID from the packing slip or invoice you received with

Sending informattem Manager User Guide

Epicor Financials. The following figure shows an example of how to find it on the form.

In order for the registration software to work properly, you need to enter the site ID provided by Epicor Software before you save the information in the registration window. This enables the software to generate the correct server string.

If you enter the site ID incorrectly, close the Product Registration window without saving. Start Product Registration again from System Manager by selecting Product Registration from the Utilities folder. You can then enter the correct site ID in the site ID field.

When you change the site ID, it creates a new server string. Do not change the site ID unless you had entered it incorrectly, or if you are registering the software again and obtaining a new unlock password from Epicor Software. You can, however, change the company name in the Product Registration window when needed.

Note: If you change the site ID, you may get a message that changing the site ID will change the server password. This refers to the server string generated by the registration software, not your SQL Server password.

registration ion

Follow these steps to enter the registration information and sending it to Epicor Software:

Step Action

1 Complete the fields in the Product Registration window. You must put an entry in each field with a red asterisk (*) next to it.

2 Click Save to record the information you entered.


3 After you save the licensing information, you are asked if you want to send in your registration form now. (This may also be referred to as the Epicor FinancialsRegistration Report.) You can do either of the following:


Epicor Software will e-mail or fax you the license password. You will receive a license password for each server you license.

You can exit the Registration window while you wait for the license password. You are granted a 90-day grace license during which you can continue using the software until you receive and enter the license password.

Click OK to send the form now by e-mail to Epicor Soft-ware Customer Service.

Click Cancel to send the form later. When you are ready to send the form, click the Register button.

4 When you begin sending the registration form, a window appears with a listing of the registration information you entered. Review the information in the registration form. If it is not correct, click Cancel. You can change the information and click Save again.

5 If the information is correct, you can continue with the registration. You can either e-mail or fax your registration information as follows:

If you want to e-mail the registration, click Send To. When prompted, specify the e-mail address of the person who should get the unlock password. Click OK to send the reg-istration.

If you want to fax the registration, click Print. This prints out the registration form. Fax the form to Epicor Software.

Note: If you are unable to e-mail the registration, it means that the registration software is having difficulty communicating with your e-mail software. Print and fax your registration instead.

You must either print or e-mail the registration information. You cannot save the registration information to a separate document file.


26 Sys

Unlocking the software

When you receive the license password, follow these steps to enter it:

Step Action

1 Open the Registration window again, either when prompted as you start Epicor Financials or by selecting Product tem Manager User Guide

Registration from the Utilities folder.

2 Click Unlock. The following dialog box appears.

Enter the license password by doing either of the following:

In the e-mail you receive from Epicor Software, highlight the five-segment code and copy it. Then, click on the first segment of the Unlock Applications window and paste in the text. The application automatically fills in the other seg-ments.

Carefully type each segment of the license password in a separate field. The other fields become accessible when you start typing the first segment.

When you have entered the password, click Unlock.

3 Click View License and review the information about which applications and licenses you are unlocking. If you have entered other unlock passwords for this server, they are all listed in the report.

If you have any questions, contact Epicor Software Customer Service.

Viewing License Usage

Viewin

Introduc

Monitoriusage

4 Click Save. This is important so that the system can record the unlock passwords. Then, click Close. Your software is unlocked and ready to use.


g License Usage

tion Among your tasks as system administrator is the ongoing tracking of license usage. You will want to monitor which users are using certain applications and identify idle processes.

This section shows how to track current and overall license usage.

ng current Use the Current Licensed Processes window to view which users are currently using the software.

From the Utilities folder, select Current Licensed Processes. The following window appears:

The window shows which users are logged in and the applications and databases they are using.

Note: The number of processes shown does not correspond with the number of Epicor licenses that are being used.


28 Sys

Viewing licensed applications

Use the License Password listing to view the license password, type of license, number of licenses, and licensed applications. To generate the report, select License Password Listing from the Reports folder.

For more information about running reports, see Chapter 8: System Manager Reports.tem Manager User Guide

3Chapter

Overvi

Introduc

Who shothis chap

In this ch

Configuring the System System Manager Configuring the System Chapter 3

ew

tion This section covers tasks that you, as system administrator, need to perform to configure System Manager for use:

Set up company information for each company database used by Epicor Financials.

Set up user groups and security tokens. If you are not using inter-organization functionality, user groups and security tokens are not required.

Optionally, set up third-party security to add greater security to Epicor Financials data from third-party applications.

uld read ter


apter This chapter contains the following information:

Topic Page

Setting Up Company Information 30Setting Up Third-Party Security 33System Manager User Guide 29

Setting Up User Language 36Integrating with Epicor for Service Enterprises 37

CHAPTER 3 Configuring the System

30 Sys

Setting Up Company Information

Overview

Introduction For each company database you, as the system administrator, create for

Enterin

Introductem Manager User Guide

use with Epicor Financials, you need to enter information in System Manager to identify it. This information is used by all Epicor Financials applications. Procedures for setting up company information are in this section.

Prior to setting up company information in System Manager, you must create databases and run the Dbupd8 Wizard to install Epicor Financials. If you have not already done this, follow the instructions in the Epicor Financials Installation Guide and your SQL Server documentation.

g Company Information

tion You use the Company Maintenance window to enter and edit company information.

When you enter and save the company information for the first time, System Manager assigns a unique integer as the company ID number. This enables all Epicor Financials applications to share the same information. You can view the company information in any Epicor Financials application, but you can change it only in System Manager.

Notes: Company IDs are used in the Accounts Payable application to accommodate single fund disbursements.

Organizations used to account for transactions between, and on behalf of, other organizations are set up in General Ledger. Please see the General Ledger User Guide for more information.

Entering Company Information

Required company information

You need the following information before you enter the company information in System Manager:

The name and address you want to appear on all financial reports and documents for this company.

The Epicor Financials database you will use for that company.

Using thMaintenwindow

ProcedurSystem Manager User Guide 31

The transaction log that accompanies the database. (See the Epicor Financials Installation Guide if you need an explanation of transaction logs.)

e Company ance

To open the Company Maintenance window, select Company Maintenance from the Utilities folder. The following window appears:

You can use this window to set up all of the companies you will use with Epicor Financials.

e Follow these steps to set up your companies:

Step Action

1 From the Utilities folder, select Company Maintenance.2 In the Company Name field, type a name to identify the

database within Epicor Financials. You can enter the full company name or an abbreviation.


32 Sys

Informatcan be ch

3 In the Address fields, type the company name and address the way you want them to appear on all company records and documents.

Note: The company name should go in the first address line,

Step Actiontem Manager User Guide

ion that anged

Once you have saved the company, you can change the Company Name and Address fields. You can also enable or disable Enhanced Security. You cannot change the database.

even if you entered it as the company name field.

4 To use enhanced security options such as security tokens and user groups, select the Enhanced Security check box.

5 Save the record by clicking the Save toolbar button or using the Save command in the File menu.

Need more information? Press F1.

Installing Third-Party Security

Setting Up Third-Party Security

Overview

Introduction Third-party security protects your Epicor Financials databases by

In this se

Installi

Introduc

Prerequiinstallingparty sec

Using thParty SecwindowSystem Manager User Guide 33

restricting access to SQL Server tables through third-party tools such as Query Analyzer, Excel or Access.

ction This section contains the following information:

Topic Page

Installing Third-Party Security 33Using Third-Party Security 35

ng Third-Party Security

tion This section shows you how to set up Epicor Financials for third-party security. Once you install third-party security, it applies to all Epicor Financials applications in all company databases which are under the current control database.

sites for third-urity

In order to install third-party security, you must be logged in as a system administrator.

e Third-urity

You use the Third-Party Security window to enable or disable third-party security within Epicor Financials.


34 Sys

From the Utilities folder, select Third-Party Security to open this window:

Procedurtem Manager User Guide

e Follow these steps in order:

Step Action

1 From the Utilities folder, select Third-Party Security. The Third-Party Security window appears.

2 Click Install/Refresh TPS.

Note: It might take some time to update the server. Please wait until the process is completed.

3 Exit from System Manager and al other Epicor Financials applications.

4 Have each user add the following command to the .PRF for each Epicor Financials application (as well as the SM.PRF) on their workstation. The command appears in the [DbFmLib] section.

DMInfoDB=

After the equals sign, type the name of the control database.

Note: for Asset Management, you must add the above DMInfoDB line to the AM.ini and the IM.ini files.

Using Third-Party Security

Using T

Introduc

Effects oparty sec

Resettingpassword

5 When all users have changed their .PRF files, start the Epicor Financials Desktop again. Change the password for pltsa. See Changing User Information on page 55 for instructions.

Note: This entire procedure for Install/Refresh TPS must be


hird-Party Security

tion Once third-party security is installed, the Epicor Financials databases are secure from access by third-party applications.

f third-urity

When third-party security is enabled, it applies to all users who go through proxy. Only the system administrator (sa) and Epicor Financials system administrator (pltsa) have access to Epicor Financials tables through a third-party application.

the pltsa If the password for pltsa is accidentally changed by a third party tool, you need to reset it. Follow these steps:

repeated after new users have been added or after the Database Wizard (dbupd8) has been run.

Step Action

1 Start Query Analyzer or another third-party SQL query tool and log in as sa.

2 Run the following SQL command:

SMPASSWD_SP=SA_PASSWORD new_password, pltsa

3 Run the following SQL statements, but replace pltcontrol with the name of your Epicor Financials control database.

USE PLTCONTROLgo

UPDATE dminfo SET char_value= " ", int_value = 0 WHERE property_id = 53000

4 Start System Manager again. Change the password for pltsa. See Changing User Information on page 55 for instructions.


36 System Manager User Guide

Setting Up User Language

Overview

Introduction The User Language form allows you to set different languages for working with the same Financials application versions. The languages can be set for any user, depending on the needs.

Note: English is a default language for all users.

Procedure Follow these steps to set up an application language for a user:

Step Action

1 From the Utilities folder, select User Language. 2 Enter a user name and set the appropriate application

language.

This function is only available for the Financial Suite. You can choose English, Spanish or French.

Note: Once a language is set for a user, exit the form, and enter the application to see the changes.


Integrating with Epicor for Service Enterprises

Overview

Introduction Integration of Epicor for Service Enterprises to Epicor Financials and


Distribution results in the transfer of data between the applications through Web services. Data transfers include:

Static values applied to transactions transferred between the applications. Entering and modifying countries, tax rate, tax code, payment terms, and expense types in Epicor for Service Enterprises creates and updates these codes in Epicor Financials and Distribution.

Customer, salesperson, and supplier records. Entering and modifying these records in Epicor for Service Enterprises creates and updates these records in Epicor Financials and Distribution.

Expenses and billings. These transactions transfer from Epicor for Service Enterprises to Epicor Financials and Distribution. Expenses also transfer from Epicor Financials and Distribution to Epicor for Service Enterprises.

Important In an integrated environment, you define static data and customer, supplier, and salesperson records in Epicor for Service Enterprises. Entry of the records in Epicor for Service Enterprises results in their transfer to Epicor Financials and Distribution. No transfer to Epicor for Service Enterprises occurs when entry of static data occurs in Epicor Financials and Distribution.

e Perform the following tasks when integrating with Epicor for Service Enterprises. It is important that these tasks be performed by a system administrator.

Task Action Page

1 Creating Site in Epicor for Service Enterprises 382 Synchronizing Organizations 383 Adding Windows NT Administrator 394 Adding Users in Epicor Financials 415 Updating Security Data in Epicor for Service Enterprises 41


38 Sys

Task 1: Creating Site in Epicor for Service EnterprisesProcedure Connections to Epicor Financials are performed through a single

account to allow access to records in Epicor For Service Enterprises regardless of security setup. It is important that you select a system administrator account for the Epicor Financials database connections.

Task 2Introduc

Procedurtem Manager User Guide

For detailed instructions, please see the documentation for Epicor for Service Enterprises General and System Administration User Guide (GandSAUserGuide.pdf) on the Epicor for Service Enterprises Documentation CD.

: Synchronizing Organizationstion When using inter-organization functionality, organization structure

must be synchronized between Epicor Financials and Epicor for Service Enterprises.

Important Epicor for Service Enterprises required upper-case ONLY organization identifiers. You can download the following script from the Epicor website at support.epicor.com to convert your organization identifiers to upper case:

UPPERCASEORGID.SQL

This area of the Epicor website requires a login and password.

e Follow these steps to synchronize organizations:

Step Action

1 Use the synchronization process to setup the same organization tree structure in Epicor Financials and Epicor for Service Enterprises.

Export To export organizations from Epicor for Service Enterprises to Financials, run the following web-service in Epicor for Service Enterprises:

FinancialsSync.SynchronizeOrganizations


Task 3Procedur

Import To import organizations from Epicor Financials to Epicor for Service Enterprises, run the following web-service in Epicor for Service Enterprises:

FinancialsSync.ImportOrganizationsFromFinancials


: Adding Windows NT Administratore Follow these steps to add a Windows NT Administrator User in Epicor

Financials:

2 Confirm that the organization structure is the same in the Financials Organization View window and in the Epicor for Service Enterprises organization structure in the Navigator.

Please see Epicor for Service Enterprises documentation for more information.

Step Action

1 In your SQL Server Enterprise Manager, login to the server for your application database.

2 Create a new Login using Windows Authentication.


40 Sys

3 Set up a Server Role for System Administrator.


4 Next, verify that the user has been added to both the Control and Company databases in Epicor Financials.

5 In the Control database, open the smuid table and set user_id as user_id +1

6 In the Control database, open the smusers table and add a new row for your user. Use the user_id in the table smuid as user_id for the new row.

Important Make sure you set the domain_username correctly, and set the nt_authentication_flag = 1.

7 Open the Epicor Financials Client application using the system administrator account, NOT NT Authentication.


Task 4Procedur

Task 5EnterpProcedur

8 Finally, setup permissions for the new Windows NT account you just created in the User Security window. Use this account to setup security for new users.

Important Make sure System Manager tasks are Enabled for


: Adding Users in Epicor Financialse Follow these steps to add Users in Epicor Financials. The following lists

a basic overview for each step. Please see Chapter 4, Setting Up Users and Security Permissions on page 43 in this user guide for detailed instructions.:

: Updating Security Data in Epicor for Service risese To update Security data in Epicor for Service Enterprises, run the

following web-service:

Project.UpdateSecurityData.

this user.

Step Action

1 Open your Epicor Financials application using Windows NT Authentication.

2 Using the User Login window, add new users to the system.3 Define security options in User Security.4 In Group Maintenance, create a new group of users including

the user you just created.

5 You can further refine security options in the Group Security window.

6 Define security tokens in the Security Tokens window to associate your users and groups.

7 Finally, in the Organization window you can associate the security token with an organization. All users associated with the group and security token can access the Organization in Epicor for Service Enterprises.


42 Sys

The ProjectControl table is updated with the SecurityFlag and OrganizationUserSecurity table is updated with the security setup in Epicor Finanicals.tem Manager User Guide

4Chapter

Overvi

Introduc

Who shothis chap

In this ch

Setting Up Security PermissionsSystem Manager Setting Up Users and Security Permissions Chapter 4

ew

tion As system administrator, you need to set up each user who uses Epicor Financials. Further refine options available to users by setting up at the company, vendor, account, and user groups. Group like users to simplify security setup. Create security tokens to combine groups together.

Important There are two levels of group security. Use the Group Security window in the Menu Access folder to set security at the window level. That is, grant user access for all fields on a specified window. Use data access groups to grant user access by vendor, customer, or account. Data access group windows are located in the Group Maintenance folder.

uld read ter


apter This chapter has the following sections:

Topic Page

Adding New Users 44System Manager User Guide 43

Changing User Information 55Setting up Group Security 59Adding Security Tokens 68

CHAPTER 4 Setting Up Users and Security Permissions

44 Sys

Adding New Users

Overview

Introduction For each user, you provide the following information:

Adding New UProcedurtem Manager User Guide

User identification. User password (which the user can later change). Level of security access (system administrator, manager, developer or

user). Applications each person will use. Functions within each application that the user will use. The type of access the user will have with those functions (read-write

or read-only).

User can have different settings for each company database they use in Epicor Financials.

For more information about user access and privileges, see Security on page 4.

This section provides a procedure for setting up new users, including the options and applications to which they have access.

serse The procedure for setting up each user consists of the following tasks.

Follow the tasks for each task in order.

Task Action Page

1 Adding User Groups 602 Define User Access to Applications and Options 483 Change the Profile Path 51

Adding New Users

Task 6: Add Users to the SystemIntroduction The first step in granting users access is to make sure a user record is set

up for each of them in System Manager. You need to set up all users who are to use Epicor Financials, even if they already have a Windows NT or SQL Server login.

User namrequiremSystem Manager User Guide 45

e ents

When you create a new user record for Epicor Financials, note the following in assigning a user name:

The same login name and password is used for both Epicor Financials and SQL Server.

Adding the user in Epicor Financials will also add it in SQL. The login name must be unique. It cannot be the same as any other

users login name in either Epicor Financials or SQL Server. Login names can be up to 30 characters. You may prefer to keep them

short to make them easy for users to remember. The first character may be alphabetic (A-Z, a-z), or the symbols @ or

_ (underscore). After the first character, the identifier may include letters, numbers, or the symbols $, #, or _ (underscore).

Do not use spaces. Create a login for each server and control database the user will use.

Note: Users who access Epicor Financials tables through third-party products do not have to follow these rules to create user names for the third-party products. These user name rules do apply when logging in through Epicor Financials. See Using Third-Party Security on page 35 for more information about security and using third-party products.


46 Sys

Using the User Login window

To create a new user record, you use the User Login window as shown in the following figure:tem Manager User Guide

From the Utilities folder, select User Login to open the window.

Note: If you are using NT integrated security, this window does not have a Change Password button. Use the NT utilities to change user passwords.

Adding New Users

Procedure Follow these steps to set up a new user:

Step Action

1 From the Utilities folder, select User Login. The User Login window appears.

2 Type a user name in the User Name field.System Manager User Guide 47

3 Put a check in the Manager field if the user has manager privilege. Leave the field clear to assign user access.

4 Put a check in the Active field to indicate that this user is active in the system.

5 Save the record. If you are using NT integrated security, you are finished setting up that user.

6 If you are not using NT integrated security, the following window appears:

You must enter a password in order to save the new user. Enter the password in the New Password and then the Verify Password field. Click OK.



48 Sys

Task 7: Define User Access to Applications and OptionsIntroduction By default, none of your users have access to any of the Epicor

Financials applications and commands, including you as system administrator. You need to grant each user access to the system.

When totask

Prerequidefining tem Manager User Guide

In this procedure, you select the applications and options each user can use. You can do this in the following ways:

Define settings manually. Copying settings from another user. You can copy settings by user,

company, or application. You can then change the users settings to meet their individual needs.

Note: To save time, you might want to create two or three template users and then copy their settings to the actual users.

use this You will need to define user access in the following situations:

When you first install Epicor Financials. You need to grant access to all users, including yourself as sa, if needed.

When you add a new user to the system. When you need to change user privileges, such as when a user gets

promoted and requires access to additional applications. When you install a new Epicor Financials application. Users will not

have access to it until you grant them access. When you upgrade Epicor Financials. Users need to be granted access

to features that were added in the release you installed.

sites for user access

Before you can define user access, the applications and company databases must already have been set up. See the Epicor Financials Installation Guide for instructions on installing applications and company databases. For instructions on configuring company databases for Epicor Financials, see Setting Up Company Information on page 30.

Adding New Users

Using the User Security window

You use the User Security window for defining user access both by setting it up manually, or by copying settings. From the Utilities, Menu Access folder, select User Security. The following window appears:System Manager User Guide 49

Follow these steps to define menu level user access:

Step Action

1 From the Utilities, Menu Access folder, select User Security. The User Security window appears.

2 Select the user name you want to define access rights for.3 Select the Company Name you want the user to have access

to.

4 Select the Application you want to make available to the selected user. The available options appear in the Task Description section.

5 Click the check box in the Enable column to select the options you want to make available for the user. to select all available options, select Enable in the Permission Type field and click the Select All button. To clear all options, select None in the Permission Type field and click Select All.

6 Select the Copy to Company button if you want to enable the same settings for the selected user in other companies.

7 When you are finished, save the record.


50 Sys

Security for custom items

If you created custom windows (which may be referred to as forms in Customization Workbench) and reports, you need to configure the

Copyingfrom ano



applications to control access to these items. See the documentation provided with the Customization Workbench for instructions. When you set up the security for these custom items, they will appear with the other options in the User Security window, and you can grant users access to these items.

access ther user

You need to create at least one set of user settings before you can copy them to another user.

Then, follow these steps to copy user access settings:

Step Action

1 From the Utilities, Menu Access folder, select User Security. The User Security window appears.

2 Select the name of the user to whom you are allowing access in the User Name field. You can also use the zoom window.

3 Complete the Company Name and Application fields. The Copy to User button then becomes active.

4 Click the Copy to User button. The following window appears:

Adding New Users

Task 8Introduc

5 In the Copy Name field, type the user you want to copy permissions from. You can also select the user from a zoom window.

6 Under Copy Level, select one of the following options:


: Change the Profile Pathtion Profile (.PRF) files contain the settings for each Epicor Financials

application. These files are copied into the Epicor Financials folder on each users workstation.

User: Copies all security permissions granted for all com-panies and all applications from one user to another.

Company: Copies all security permissions granted only for a specific company (all applications) from one user to another.

Application: Copies all security permissions granted only for a specific application within a specific company from one user to another.

7 Click OK. When you are prompted to verify that you want to copy security permissions, click Yes to proceed or No to cancel.

8 Make any changes needed to security permissions, if needed. When you are finished, save the record



52 Sys

You have the option of placing the profile files in a different folder. You may want to choose this option under the following circumstances:

Your users are sharing the client install such as in a network client install. You have installed client workstation program files on a network, or when the client is installed on Citrix MetaFrame and/or Terminal Server. If you use the default path where all the application tem Manager User Guide

and .PRF files are located, any setting changes one user makes affects the other users. Instead, you can create a folder for each user and copy a set of .PRF files into it. You then specify a path the users .PRF files.

You are customizing an Epicor Financials application and you want all users to access the most recent object data definition (.ODD) files. Since you define the .ODD files to be used by an application in that applications profile file, you want all users to access a single master .PRF file for the application.

You have users who work in multiple companies. In order to help avoid confusion for the users when entering transactions, you want them to use different profile files with different color settings for each company.

If these situations apply to you, you will want to follow the procedures in this task to change the profile path on each users workstation to use a different profile folder.

If you want users to use the profile files on their own workstation, skip this procedure.

For more information about profile files, see Appendix B: Contents of Profile Files.

Note: A copy of the profile file for each application must remain in the application directory for System Manager initialization purposes. After initialization, the system switches to the profile file which resides in the path you specified on the User Profile Path window.

Adding New Users

Using the User Profile Path window

From the Utilities folder, select User Profile Path. The following window appears:


When you enter the user name, the Company Name field enables you to select any of the company databases to which the user has been granted access. Select a company database, and the applications to which the user has been granted access appear at the bottom of the window.

e Follow these steps to set up and change the user profile paths. You need to perform this procedure on each client workstation.

Step Action

1 Set up the directory that the users should use for the profile path. Put the profile files you want the users to use.

2 In System Manager, select User Profile Path from the Utilities folder. The User Profile Path window appears.

3 Type the user name in User Name field or select it from a zoom window.

4 In the Company Name field, select the company database to which you want to set profile paths. You can select different profile paths for each company.


54 Sys

5 For each application listed in the bottom of the window, type the complete path and profile filename.

Note: If you leave a path field blank or clear it out, the system uses the default profile file in the users Epicor Financials


directory.

6 Save the record.

If the user has access to more than one company, repeat Steps 46 for each company.


Changing User Information

Changing User Information

Overview

Introduction This section shows what changes you can make to user information. You

In this se

Chang

Introduc

Effects oServer inSystem Manager User Guide 55

may need to make changes in the following situations:

You add applications to Epicor Financials. The user needs additional access. The user needs privileges upgraded from user to manager status. The user loses his or her password. The user leaves the company and needs to have his or her login

deactivated.

ction This section has the following topics:

Topic

Changing User Information 55Deactivating Users 57

ing User Information

tion You can make the following changes to a users information:

Change the login password. Change the status from user to manager.

These procedures are covered in this section.

n SQL formation

If you change login information in Epicor Financials, it also changes the SQL Server login information as well. The user needs to use the changed login for all SQL Server applications.


56 Sys

Changing login password

If you are using NT integrated security, use the Windows NT utilities for changing the login password.

If you are not using NT integrated security, use System Manager to change the password. Follow these steps:

Changinmanagerprivilegetem Manager User Guide

g between and user

Follow these steps to change the user privilege level:

Step Action

1 From the Utilities folder, select User Login.2 Type the name of the user in the User Name field or select it

from a zoom window.

3 Click Change Password. The Change Password dialog box appears.

Note: As system administrator, you do not need to know the users old password in order to change it.

4 Type the new password in the New Password field and type it again in the Verify Password field. Click OK to accept the password.


Step Action


from a zoom window.

3 To grant manager privilege, put a check in the Manager checkbox. To grant user privilege, clear the check from the Manager checkbox.

4 Save the record.Need more information? Press F1.

Deactivating Users

Changing the user name

The login name cannot be changed within System Manager. If a user wants to change a login name, you can create a new login for the user, copy the access rights from the old login to the new one, and then deactivate the old login as shown in the next section, Deactivating Users on page 57.

Deactiv

How deaworks


ating UsersWhen a user no longer uses Epicor Financials, you need to deactivate the login as shown in this section.

Note: You cannot delete users, only deactivate them due to data integrity issues.

ctivation In System Manager, you deactivate a user login for a specific server and control database. The user can still use the login for SQL Server and can log into Epicor Financials on other servers and control databases.

When you deactivate the SQL Server login, the user no longer has access to SQL Server and all Epicor Financials servers and control databases. For instructions on deactivating the SQL Server login, see the SQL Server documentation.

Deactivating users does not delete them. Their user login records remain in the System Manager users table so that their records can appear on the audit trail. Therefore, you cannot use another user through System Manager with the same login.

e Follow these steps for deactivating a user from a specific server and control database in System Manager:

Step Action


from a zoom window.


58 Sys

3 Remove the check from the Active box.4 Save the record. A dialog box warns you that the user login

will be deactivated. Click OK to continue with the deactivation.



Adding New Groups

Setting up Group Security

Overview

Introduction Group security is used to group like users together. This functionality is

Adding New GProcedurSystem Manager User Guide 59

also used to simplify security setup.

There are two levels of group security.

Menu Access Use menu access group security set security at the window level.

Data Access Use data access groups to grant user access by vendor, customer, or account.

Use this functionality to do the following:

Define company groups, vendor groups, and account groups to associate with users.

Set up groups to restrict users to a limited amount of data. Create groups of users who are managers or administrators who have

access to all resources. Create groups of customers or vendors that are global so that all users

can have access whether they are administrators or not. Create security tokens to combine groups together.

You can create as many groups as you want. Users can be associated with multiple groups.

This section describes user group setup, including the options and applications to which they have access. This section also describes security token setup.

roupse The procedure for setting up each user group consists of the following

tasks. Follow the steps for each task in order.

Task Action Page

1 Adding User Groups 602 Define Menu Level Group Security 62


60 Sys

3 Adding Account Groups 654 Adding Customer Groups 665 Adding Vendor Groups 676 Adding Security Tokens 68

Task 1Introduc

User GroRequiremtem Manager User Guide

: Adding User Groupstion The first step in granting group access is to make sure a user group is set

up in System Manager.

up ents

When you create a new user group in Epicor Financials, note the following in assigning a group name: The group name must be unique. The group name can be up to 30 characters. The first character may be alphabetic (A-Z, a-z), or the symbols @ or

_ (underscore). After the first character, the identifier may include letters, numbers, or the symbols $, #, or _ (underscore).

Do not use spaces.

Adding New Groups

Using the Group Maintenance window

To create a new user group, you use the User Group Maintenance window as shown in the following figure:System Manager User Guide 61

From the Utilities, Group Maintenance folder, select User Group Maintenance to open the window.


62 Sys

Procedure Follow these steps to set up a new group:

Task 2Introduc

Step Action

1 From the Utilities, Group Maintenance folder, select User Group Maintenance. The User Group Maintenance window appears.tem Manager User Guide

: Define Menu Level Group Securitytion By default, none of your groups have access to any of the Epicor

Financials applications and commands, including you as system administrator. You need to grant each group access to the system.

In this procedure, you select the menu level applications and options each user group can use. You can do this in the following ways:

Define settings manually. Copy settings from another group You can copy settings by group,

company, or application. You can then refine user group settings to meet their individual needs.

Note: To save time, you can create two or three template user groups and then copy their settings to the actual groups.

2 Type a name in the Group Name field.3 Enter a description for the group you are creating4 In the User Name field, enter a valid user identifier or zoom

to select one from the list. Please see Adding New Users on page 44 for detailed instructions on setting up users. The user type will be displayed.

5 Select the Administrator check box to make all resources available to this user group.

6 Save the record.Need more information? Press F1.

Adding New Groups

When to use this task

You will need to define user group access in the following situations:

When you first install Epicor Financials. You need to grant access to all users, including yourself as sa, if needed.

When you add a new user group to the system. When you need to change group privileges, such as when a user gets

promoted and requires access to additional applications.

Prerequidefining

Using thSecurity System Manager User Guide 63

When you install a new Epicor Financials application. User groups will not have access to it until you grant them access.

When you upgrade Epicor Financials. User groups need to be granted access to features that were added in the release you installed.

sites for user access

Before you can define menu level group security, the applicatio

Documents

System Manager 7.4 User Guide