Before you create your first office or user, it is a good idea to plan the approval hierarchy, and who will have rights to what in Ibistic Travel & Expense (ITE).
Create a user
1) In the "Main menu", under "Administration", select "Offices and users".
2) Select the office where you want to create the user.
3) Select "New" under "Users"
4) Enter the user info
5) Select "Generate a password and send new password by e-mail"
6) Click "Save"
”Details”: Here, you can change the user info, such as adding adress, changing password etc.
”Settings”: Here you can delegate the user various rights in Ibistic. This will be explained in separate paragraph.
”Authorized amounts”: Here you can set acceptance or approval limits for the user. You may differentiate authorized amounts on different levels (general, supplier, cost types, coding etc).
”Deputy": If the user is on vacation / leave, you may set a deputy, who will be able to act on behalf of the user, with the same rights for invoices being processed by the said user (the deputy can be set up by the user himself, as well).
”Secretary”: Secretary gives the active user opportunity to create expense documents on behalf of others.
”Notification”: With notification, the user may have a notification mail whenever there are invoices for processing. You could also choose to have sent a statusreport. This can also be set by the user himself.
”Travel/expenses document coding”: Here you can set automatic expense coding for the user. The automatic coding will overrule all other rules. This will be discussed in separate chapter.
”Identity": If the user shall have access to several accounting units in Ibistic, you can connect the users here. This way, the user can access several sites with just one login.
1) Choose the active user
2) Select “Settings”
3) Here you can delegate rights in Ibistic to the user
4) Click "Save"
“Processing” are actions on expense reports which a user can perform in Ibistic. You may delegate the following rights under “Process handling”:
Expense processing: The right to process all expense reports in Ibistic, and full access to all documents. The user may code, distribute, forward, delete, and transfer expense reports to ERP system. This role should only be given to trusted accountants.
Expense acceptance: The right to sign expense reports (should be given to users who creates expense reports).
Expense approval: The right to approve other users expense reports (should be given to budget management).
Creating travel / expenses documents: The option to create expense reports (should be given to all users who want to create expense reports).
Processing of credit transactions (Accountant): The right to administrate all credit card transactions in Ibistic (this function should only be activated if you have integration for credit card transactions, and only be given to the accountant).
Specification of own credit transactions: The right to add own credit card transactions to an expense report (this function should only be activated if you have integration for credit card transactions, and only to users who should be able to create expense reports).
Insight gives viewing rights to expense documents in Ibistic. You may delegate following rights:
Report production: Gives the user access to the standard reports in Ibistic (should only be given to management and accountant).
Archive search (all travel/expense): Access to search in archive for all expense reports (should only be given to management and accountant).
Archive search (own travel/expense): Access to search your own created expense reports (should be given to all users, unless they have full archive access).
Administration gives the user administrative roles in Ibistic. Following rights may be delegated:
Administration of offices & users: Gives the user full administation rights. Administrator can create or deactivate users and offices, delegate all the system roles available, and full access to all settings (should only be given to a trusted administrator).
Chart of account editing: Gives access to view or manually edit the imported data from accounting system. Any changes here will be overwritten by the next automatic export of masterdata from the accounting system.
Administration of routing of imported credit transactions: Gives user right to set automatic routing of credit card transactions, in order to have them sent to the relevant user (should only be given to accountants).
Administrate report- and costtypes: Gives access to connect the company cost types to various report types. (should only be given to accountants).
Public address book: Gives right to to create addresses, which can be viewed and used by all users (should only be given to those who will administrate this).