Version 8.20 and later offers two levels of point of sale security. The first level prompts the user to input their sales code when entering the 'Make Sales' option (if more than one salesrep is set up). There is no scrolling of sales codes. For reasons of security, each salesrep must know their own code. All transactions will default to this salesrep until the code is changed. To change the salesrep code, press the HOME key, the UP CURSOR key and enter the new code. This feature will prevent employees from posting transactions to the other salesrep codes.
For ultimate control and security selecting the second level of security will password verify each transaction. This level works best when each salesrep is assigned a unique password, with EXACTLY the same name. For example:
• User John Smith is set up in the password grid as:
JJSMITH John David Smith
• Set up the salesrep as follows:
JDS John David Smith
Once the password is entered, Vigilant will recognize the user as salesrep 'JDS' throughout the program. It is important that every user in the system has a password and salesrep code set up with the exact same name, even if the user does not receive commission. This set up is not only optimum and prefered for security considerations, but also for performance considerations in reducing keystrokes, printing to screen, etc.
To select the level of security, you must be a level nine user.
• Go to the Point of Sale Utilities Menu.
• Select Posting Options
• Will ask: 'Post General Ledger Transactions in real time?'
• Press <ENTER>. (Do not change the prompt from 'Y'es or 'N'o).
• Will ask: 'Password Verify every Point of Sale transaction?'
• Select 'N'o for the first level of security, 'Y'es for the second.
• Save your new settings.
Password Security Levels
The functionality within Vigilant increases with the security level. Therefore, a user is able to perform the functions listed under their level and all functions for the preceding levels.
Level One-Clerk Level 1
• Make Point of Sale (POS) sales with no changes to price and discount.
• Special customer pricing report
• Create orders
• Add customers 'on the fly' (Cannot use 'charge' as a payment option).
• Print special inventory pricing report
• Print outstanding orders with no margin detail
• Print back orders with no margin detail
• Print shipping schedule with no margin detail
• Print vendor labels
• Print vendor listing
• Print address labels
• Print shipping labels
Level Two-Clerk Level 2
• Make POS transactions with no changes to price; allows changes to discount
• Look up customer information
• Receive stock in Purchase Order (PO) with no access to cost
• Look up inventory status excluding costs
• Print the X & Z report
• Print the transaction reports with no margin detail
• Print PO receiving report with no access to cost
• Print customer listing
• Print client contact follow-up reports
• Print inventory pricing labels
• Print Sales Order (SO) invoices
• Print Repetitive Billing (RB) follow-up sheets and enter meter readings
Level Three-Clerk Level 3
• Make POS transactions with changes to prices and discounts
• Post SO invoices
• Update materials in Job Costing (JC)
• Enter time tickets in Payroll without access to payroll rates
• Post invoices (manually prepared)
• Enter RB extra charges
• Add customers with COD terms in RB
• Set up contracts in RB
• Print A/R reports except for journal and sales related reports
• Print A/R statements
• Print RB contract listing
Level Four-Clerk Level 4
• Make return sale with no manager override
• Open cash drawer option without manager overridde
• Reprint receipts and invoices without manager override
• Post manually prepared credit notes
• Post A/R receipts
• Post RB receipts
• Process RB billing cycle
• Print RB invoices
Level Five-Assistant Manager Level
• Process all POS transactions
• Process credit card settlements
• All JC functions except utilities
• All PO functions except utilities
• Add, update and delete customers
• Set up and produce Bill of Materials (BOM)
• Set up customers 'on the fly' in SO
• Set up RB contract with charge customers
• Input new vendors
• Post A/P invoices
• Look up vendor status
• Make and print A/P checks
• Print all vendor reports
• Print POS transaction reports showing margin
• Print journals except the General Journal and Wage Journal
• Print Sales Analysis Reports
• Print all inventory reports
• Print SO reports with margins
Level Six-Manager Level
• All POS transactions including overriding
• Set up customer display
• Adjust special customer pricing
• Batch processing POS transactions
• All SO transactions
• Input special pricing
• Adjust inventory pricing
• Stock taking menu
• Print reports with margins
• Print annual sales figures
Level Seven-Accountant Level
• All Payroll functions excluding utilities and year-end routines
Level Eight-Controller Level
• All G/L functions except utilities
• Most utility functions in all modules except G/L and A/R
• Set up action codes
• Year-end payroll functions
• Change tax rates
• Purge advanced sales history
• Remove terminated contracts in RB
Level Nine-Owner or Owner Designated Level
• Initialization functions
• Set up posting options
• All utilities, therefore can access all Vigilant options and functions
