Create and administrate users

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Before you create the first office or user in Ibistic, it is a good idea to plan the approval hierarchy, and which privileges the different users should have.

Create a user

In the main menu, go to "administration":

 

Click "offices and users".

 

Choose the office where where you would like to create the user. Click "new" under "users".

Enter the required fields, and check "generate a password and send new password by e-mail".

 

User settings

Choose the user you want to edit.

These are the available tabs:

Details: Edit all the user details, like name, e-mail, password, addresses, etc.

Settings: Edit the privileges and access of this user - see screenshot above. You may read more about this further down in this article.

Authorised amounts: Restrict the amount that a user can approve on their own. If a user approves an amount that is outside their authorization, the item will be sent on to an approver higher up in the hierarchy for further approval.

Routing: Let Ibistic automatically send invoices to this user based on the document type, supplier, or even the text in the reference field of the invoice.

Deputy: If the user is away, you may set up a deputy to act on behalf of this user. This deputy may be set up by someone with access to edit "offfices and users", or by the user on their own.

Notification: Set up a notification for the user, so that they receive an e-mail whenever they have pending tasks in Ibistic. You are able to set this up so that they receive an e-mail whenever a new task is assigned to them, a daily overview of all pending tasks, or both. The daily overview is considered the most useful in most circumstances. The user will not receive an e-mail if they have no pending tasks. This may also be set up by the user on their own.

The two tabs not discussed here, "secretary" and "travel/expenses document coding" are specific to Ibistic Travel and Expense, and are covered in the help section for that module.
 

The "settings" tab

  1. Choose the user you want to edit
  2. Click the "settings" tab
  3. Give the user the relevant privileges
  4. Click "save"

Processing

Under "processing" you will find all the privileges related to the actual invoice processing. You may give the users the following privileges:

Invoice processing: This is the accounting user access. The user is able to see and edit all invoices that are not yet transferred to the accounting system, and distribute invoices for acceptance/approval.

Invoice acceptance: Gives the user access to accept invoices that are distributed to them.

Invoice approval: Gives the user access to approve invoices that are distributed to them. This access should be given to management, and others that have budget responsibilities.

Invoice creation: Gives the user access to create invoices manually.

The settings not discussed here are related to the Expense module, and are explained in a separate article.


Insight

Here you will find privileges for archive access and reports that the user may view.

Report production: Gives the user access to the standard reports in Ibistic.

Archive search (all invoices): Gives the user access to search and see through all invoices in Ibistic.

Archive search (own invoices): Gives the user access to search and see through only invoices that they have been involved with before.

Invoice lookup: Some customers have the possibility to click a link from their accounting system which takes them directly to the archive invoice view for the relevant invoice in Ibistic. This setting gives the user that privilege.

The settings not discussed here are related to the Expense module, and are explained in a separate article.

 

Administration

From here, you may assign users different privileges related to the administration of Ibistic itself.

Administration of offices and users: Gives the user admin privileges for Ibistic as a whole. This access gives the user privileges to create/edit offices and users. With this access level, the user may even assign new privileges to themselves.

Chart of account editing: Lets the user see and edit the chart of accounts that have been imported from the accounting system into Ibistic. Note that if your accounting system has an active integration with Ibistic, any changes that are made to the chart of accounts in Ibistic will be overwritten by the integration on the following run.

Administration of supplier coding: Lets you specify some default coding that should be automatically applied to invoices, based on supplier.

The settings not discussed here are related to the Expense module, and are explained in a separate article.
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