The users of the Procountor environment are managed in Company user management. The functions displayed in the software menu and in the function bars of program windows are determined by the user's role.
General information
Read the Travel and expense invoice instructions for the Personnel role.
Read the User role privileges of the various roles.
View sections
The view is made up of two sections – Users and User rights The Users section on the left-hand side displays the users of the company’s Procountor environment. The list of users contains the personal names and usernames of the users. Select an individual user by checking the box in front of the user's name or select all users by checking the box in front of the User heading. You can also use the search field above the list of users to find specific users.
The right-hand side User rights section displays the users selected in the Users section, each in their own separate column specifying their privileges. In this section, you can edit the roles or individual rights of the users, copy privileges between users or print out information on privileges.
Adding users for your company
You can create users for your company by either setting up new usernames or assigning existing usernames to your company. Please check if the user you are about to add already has a Procountor username and if he/she does, we recommend the latter option, which will allow the user to switch from one company to another easily without having to change their username. If the user does not have a Procountor username yet, create a new username.
Adding an existing username
You can link existing usernames to your company’s users in the Users and privileges view by clicking on the Add existing user button. Clicking on this button will open a window where you enter the username of the user you wish to add.
Enter the username and click on OK. The program will ask a confirmation question that shows the first and last names of the person with the username in question. At this point, make sure that the person suggested by the program is the person you want to add as a user. If the program displays the following error message: “Invalid username. User was not added.” , make sure that you entered the username correctly and contact the user to ask for the right username, if necessary.
Add the username as a user of the company by clicking on Yes in the confirmation window and proceed to grant the user privileges. Start by selecting the right role and edit the default settings, if necessary. You do not have to assign a role to a user, in which case his or her role will be “Customized”, and you must specify his or her privileges. When you have finished editing the user’s privileges, click on the Save button.
Creating a new username
New usernames are created by clicking on the Add user button in the Users and privileges view. This will open a new view where you can enter the user’s personal and user information. The user’s first name, last name, e-mail address, username and mobile phone number are mandatory user information. The mobile phone number in the international format is needed for sending the personal password to the user. The user can also order one-time passwords to their mobile phone.
The username is automatically generated in the appropriate field based on the first and last names of the user. The username format is firstname.lastname. Usernames must be unique, so the program will issue an error message below the Username field and request you to edit the username manually if the one you are trying to create already exists. Please note that the username should not have Scandinavian characters.
The personal password is automatically generated for the new user when the username is created. Select whether Procountor will send the username and password to the new user automatically via e-mail or whether you want to give the password to the user personally in the Username and password section. You can assign the right role to the user right away from the Roles menu or specify the user’s privileges after you have created the user.
User's first login
Notify new users of their usernames and passwords, unless you have selected that Procountor will send the information to the user automatically after username creation. Request the user to change the password on their first login for security reasons.
You should notify existing users who are added to your company of their new rights. The user’s username and password will not change.
The user will not require a one-time password list for his or her first login. The list will be created during the user’s first session. The user will receive a Welcome message, and the list of one-time passwords will open on the screen after the user has read and closed the message.
The user can save a new password list to own computer in HTML or PDF format, after this list can be printed.
Removing user(s) from the company
Remove a user from the Procountor environment by selecting a user in the Users window by checking the box in front of the user’s name and clicking on the Remove button. Remove multiple users by checking the boxes of all users you wish to remove. When you click on the Remove button, the program will ask you to confirm and remove the user(s) from your company’s environment when you click on OK.
Please note that removing a user from one company will not affect his or her ability to operate in other companies for which the user has privileges. The company’s last user who has Full privileges with respect to Company user management cannot be removed.
If the user is registered as a Person in the business partner register, removing the username will not affect the information stored in the register. If the person is registered as an employee, removing the username will not affect his or her salary information, reports or notifications. If you remove a user who is specified as a verifier or approver of purchase invoices in the company’s basic info, supplier defaults or the verifier list, the user will also be removed from these listings, but not from existing invoices.
Modifying user rights
Modify user rights by selecting a user or users from the Users section by checking the box in front of the user’s name. The selected user(s) will appear in the User rights section on the right-hand side of the view. You can assign a new role to users in the User rights section or modify specific rights. When you have made the necessary changes, click on Save. Changing a user’s privileges within one company will not affect his or her privileges in other companies that have environments in Procountor.
Copying user rights to one or more users
You can also copy a user’s rights to other user(s). Select the user whose rights you wish to copy by checking the box in front of the name in the User rights section. Click on the Copy rights button to copy the user’s rights. Then select the user(s) to whom you wish to copy the rights by checking the box in front of the name in the User rights section. When you click on the Paste rights button, the program will request your confirmation. Check the changes you are about to make and copy the rights by clicking on the Copy button.
Printing user information
You can print out the User rights by clicking on Export in the User rights section and selecting either Export Excelor Export HTML in the drop-down menu.
Personnel role
The Personnel role only includes privileges for creating and viewing the user’s own travel and expense invoices, viewing the user’s salary information, i.e. a graphic report of the user’s own salaries, and searching for and viewing individual sent or paid salary slips (statuses: Sent, Payment queued, Payment sent to bank, Paid and Marked paid). The user will not have access to other sections of Procountor. The default privileges of the Personnel role cannot be modified.
If the user sees an error message when trying to prepare a travel or expense invoice, check that the user’s social security number is entered in Personal information and settings. If the user is still unable create travel or expense invoices, this means that the personal information is missing from the person register. Please contact your company’s main user if you need to supplement your information in the person register.
User right limitations
The purpose of User right limitations is to make the specification of privileges more flexible. These options are disabled by default, but they can be enabled to provide users with privileges that are more extended than those of the Personnel role, but more limited than full privileges.
For example, you can grant user privileges to create and edit his or her own travel and expense invoices by selecting the option Only personal travel and expense invoices and by granting the user full privileges to the New travel and expense invoice and Search invoices sections.
When the Personal sales invoices only option is enabled, the user will only be able to search for sales invoices created by the user. The user must have privileges to New sales invoice and Search sales invoices in order to create invoices in the first place. When this option is enabled, the Summary on the Welcome page will indicate the number of invoices created by the user, followed by the total number of invoices in the system.
When the Personal purchase invoices only option is enabled, the user will only be able to search for purchase invoices created by the user. The user must have privileges to New purchase invoice and Search invoices in order to create invoices in the first place. When this option is enabled, the Summary on the Welcome page will indicate the number of invoices created by the user, followed by the total number of invoices in the system.
When the Personal travel and expense invoices only option is enabled, the user will only be able create these invoices for him- or herself. These invoices can only be created if there is a person with the user’s social security number registered in the person register. The user will only be able to search for travel and expense invoices that are created by him or her or by other users for him or her. Users do not need privileges to the person register to be able to process their own travel and expense invoices. This function corresponds to the travel and expense invoice functions available for the Personnel role. When this option is enabled, the Summary on the Welcome page will indicate the number of invoices created by the user, followed by the total number of invoices in the system.
When the Personal journal receipts only option is enabled, the user will only be able to search for journal receipts created by the user. The user must have privileges to New journal receipt and Search invoices in order to create journal receipts in the first place.
When the Personal salaries only option is enabled, the user will only be able to view his or her own salary information, i.e. view a graphic report of the user’s salaries and retrieve and view individual sent or paid salary slips. These invoices can only be created if there is a person with the user’s social security number registered in the person register. Users do not need privileges to Salaries in order to view their own salaries. This function corresponds to the salary privileges of the Personnel role.
When the Only allow accounting viewing option is enabled, the user cannot edit accounting pages. Accounting pages will still open and be visible according to the user’s invoice/receipt type-specific privileges, regardless of whether or not this option is enabled. Users can specify dimension information even if this option is enabled.
When the Rights only to accounting option is enabled, the user will be able to edit the accounting pages of receipts but not the invoice pages, nor will he or she be able to create new invoices. The user can view the invoice pages and edit the information in the Special situations view if he or she has rights to do so in other respects.
When the Search for personal approvals only option is enabled, the user may only use the Search invoices to approve function in Receipt search to search for purchase invoices and travel and expense invoices for which the user is specified as the verifier or approver. When this option is enabled, the Summary on the Welcome page will indicate the number of invoices to verify and approve, followed by the total number of invoices in the system. There can also be three figures in the Summary: My invoices, My invoices to verify and All invoices.