Access to programs is first controlled by the CARS+ security system. When access is granted to the RealWorld accounting modules, the RealWorld security system is invoked. To limit access to specific accounting programs, RealWorld uses a password system. These passwords behave very much like the CARS+ Menu Types. Through use of the password system, all but selected users can be blocked from accessing salary data in Payroll, reports in the G/L module, etc.
II. HOW TO TURN ON PASSWORD PROTECTION
RealWorld gives you the option to engage or disable the entire password protection feature on all accounting modules. Without the password feature, any user granted access to the accounting modules by the CARS+ security system will have access to all accounting programs.
To use passwords, enter the Maintain Company Data program found on the second page of any of the accounting module menus. At Field 8, "ARE PASSWORDS USED?", answer with a Y (YES). Because all accounting modules share the same Company File, changing this field in one module will affect all accounting modules.
III. HOW TO DEFINE PASSWORDS AND SELECT PROGRAM ACCESS
A separate password must be created for each level of accounting access. You, the user, must define the password for each function on the menu. The following is the procedure for doing this:
1. From any CARS+ Menu type RUN (RET) at the "OPTION:" field then enter the filename PWDMNT at the prompt and press (RET). The screen will then display:
| Maintain password data Version 4.0A Please enter the drive letter containing your RealWorld program files: _ |
2. Enter the name of the directory which contains your data files. For CarsPlus Internet users, this is "A. For UNIX stand-alone systems, this is a period, ".".
3. If you are using the multiple company feature the following screen appears:
| Maintain password data Please enter company-ID: Company-ID must be two characters (A-Z, 0-9) |
Enter the company ID and press ENTER. The following screen appears:
| Maintain password data CARS+ Please select 1. Add passwords 2. Change/Inquire passwords 3. Delete passwords |
TO ADD PASSWORDS
From the Maintain password data menu, type 1. The screen will then display:
| Maintain password data CARS+ Add Password Package |
In the first field, enter up to 10 alphanumeric characters for a secret password (spaces are accepted). You may use the same password on more than one package (accounting module).
In the second field enter one of the following two character package codes:
AR - Accounts Receivable module
AP - Accounts Payable module
PR - Payroll module
GL General Ledger module
PO- Purchase Order module
Once you have entered the package code, the screen will change and look similar to this:
| Maintain password data CARS+ Add Password AR CLERK Package AR Valid menu selections: 1. 11. 21. 2. 12. 22. 3. 13. 23. 4. 14. 5. 15. 6. 16. 7. 17. 8. 18. 9. 19. 10. 20. |
This screen shows the main menu items by number, and you can select which programs of the package are to be granted access by the password just entered. All programs can be selected by pressing F1 or each function can be de-selected by entering Y to select or N to de-select. You may want to refer to the related RealWorld manual to identify each numbered program.
Once all selections are made, the "FIELD NUMBER TO CHANGE?" question appears, and you can change selections.
When all selections are correct, press ENTER at "FIELD NUMBER TO CHANGE?", and the password data will be written into the Password File.
TO CHANGE/INQUIRE A PASSWORD
From the Maintain password data menu, type 2. The screen will then display:
| Maintain password data CARS+ Change/Inquire Password Package Enter password, or press F1 for next record |
You can view all passwords in the file by continually pressing F1 until you get the message "NO MORE PASSWORDS ON FILE". After pressing ENTER, you can then use the F1 key to look through the file again. As you press F1, the screen will look similar to this:
| Maintain password data CARS+ Change/Inquire Password AR CLERK Package AR Valid menu selections: 1. Y 11. N 21. N 2. Y 12. N 22. N 3. Y 13. N 23. N 4. Y 14. N 5. Y 15. N 6. Y 16. N 7. N 17. N 8. Y 18. N 9. N 19. Y 10. N 20. Y Make changes, or press F1 for next password Field number to change ? |
Pressing F1 at "FIELD NUMBER TO CHANGE ?" causes any changes made to be saved.
(Note that if you are adding passwords and enter a password and package code that already exists, you will be allowed to make changes directly while still in the Add function of Maintain password data.)
TO DELETE A PASSWORD
From the Maintain password data menu, type 3. You are then allowed to press F1 here in the same way as the Change/Inquire program. Pressing F1 does not delete passwords, but just displays the next password and its selections on the screen. To delete a password for a package, answer Y to the "OK TO DELETE PASSWORD ?" question. The screen will look similar to this:
| Maintain password data CARS+ Delete Password AR CLERK Package AR Valid menu selections: 1. Y 11. N 21. N 2. Y 12. N 22. N 3. Y 13. N 23. N 4. Y 14. N 5. Y 15. N 6. Y 16. N 7. N 17. N 8. Y 18. N 9. N 19. Y 10. N 20. Y Answer Y or N, or press F1 for next password OK to delete password ? N |
TO END THIS FUNCTION
To end this function, press TAB at the Maintain password data menu.
USING THE PASSWORDS
Now that the passwords have been created, in order for them to become effective you will need to enter them into the CARS+ User Access File. For those employees who are allowed access to RealWorld programs, enter the appropriate RealWorld password in Field # 8 of their record in the User Access File.
REMEMBER YOUR PASSWORDS!
If you forget your passwords, you will have to seek assistance from Thermeon's Customer Support dept. Therefore, you should make a record of your passwords as you define them and file this record in a safe place.