Copy of Copy of Configuration Group

Licensing

The License Manager screen holds your license string for the main application and Modules installed for your company. When your main application Licence has been Renewed or you have Requested any changes, such as Additional Users, you will be sent your new Licence String. All license strings are encrypted.

When applying the license string make sure there are no spaces at the beginning or the end of the string.

You need to have the correct access rights to access this screen.

When applying the License to this screen please make sure you check the information when you have Decrypted the license to show the Company Name, Licensed Users, and Expiry Date.

If you get an error when Decrypting or applying for the new license, please contact the person who sent you the new license string.

Users

This screen is where you would set up any Users you wish to have access to the system and assign them to a User Group.

If this is a new user on the server you need to request a new user to be setup for the server before you add them into the user list here - more details at Licensing

You would need to have the correct access rights to access this screen.

There are six tabs on this screen

VW User Maintenance
Group Maintenance
Customer Group Admin
Customer Team Admin
Flex User Maintenance
Flex Devices

There is a user maintenance screen for the BI section.

User Maintenance

VW User Maintenance

This tab will show you all the existing users and where you are able to view/edit and create users.

You can see which user is active and if they are currently logged into the application.

Edit/View/Create User

To create a new user, you will need to click the “Add New” this will populate a new screen that is the same as when you are editing an existing user.

To edit a user, click on the “Edit” in the first column.

This will allow you to set up the user with access rights with the user group, Customer Group, and Teams.

If the user is able to view the PII (Personally Identifiable Information) for each customer, the following fields must be ticked.

The email column is used to send reports that are generated within VW i.e Stock take report

Can View PII
Can View Anonymous PII

To make a user active, you must have the Active ticked at the top of the screen.

Printers tab - this is for the default printers that user will use for pick/delivery notes.

Order Rights tab - this is where you would select the order types that the user is able to permit to create and view.

Notifications User Maintenance

This will open a screen for you to select the Group or user to receive the Notifications.

You are only able to have a group or a user set up against each notification

It will sort it in the Site Code once you have entered which notifications are set up
This will be shown on the home screen at the top next to the navigation as a Bell IconUser
- If you are log in, notifications will show up on the screen at the bottom of the screen

Click here to expand...

Group Maintenance

This tab will allow you to set up/view Groups for the user to have the right access on VW.

Existing Groups

This is a list of the Groups that have already been Set Up when you highlight a group. It will show you what permission that this group has in the Edit Group Rights section.

The Edit Group Rights Section will update to show you the current settings for the Existing Group member that you have selected.

Create New Group

To set up a New Group, you will need to enter the Group Name. This field allows up to 30 characters. You will need to make sure this is entered correctly as you will not be able to change it after you have click on Add Group.

Click on Add Group button and this will update the existing group list and will show the new group that you added.

You need to select which aspects of Vision Warehouse the Group members have access to and you also need to click the Save button to record the changes you have made.

Edit Group Rights

This section lists all the possible permissions that can be selected for each group.

The settings here are directly related to the group that is currently selected in the Existing Group section.

There is a filter for you to use if you know which permissions that you wish to tick or untick for a group.

The checkbox that is next to all of the permissions, you are able to tick if you wish for the group to have access. Or if it is already ticked then untick it to remove access for that group.

Each possible permission is under the heading. For example Picking - this will be under the Goods Out Heading.

You are able to hide each heading with the up arrow.

There are many different options - to view all of them you need to use the Scroll bar to the right of the screen.

Customer Group Admin

This feature allows you to provide restricted access to specific customers for a customer group which can then be applied to an individual user.

This is an additional module for Vision Warehousing.

You can edit/view/create a new customer group on this tab.

You can remove a customer from the group by clicking on the Remove Customer button.

You will receive a message to confirm the removal permission to view the customer's records

If the user has a customer group against their user - this shows when they log into the application.

You can choose which User Team a User belongs to by Editing the User on the VW User Maintenance tab.

Customer Team Admin

With User Teams, you can find control access to various areas of the application on top of the existing Group Maintenance. Use this screen to create new and edit existing User Teams.

You can edit and create a new Customer Team

Edit - using the button
Create - entering the details in the top row of the grid

You can choose which User Team a User belongs to by Editing the User on the VW User Maintenance tab

Flex User Maintenance

This tab is used if you use the module Flex, this will allow you to create/edit Flex users.

Please note that the Username (when logging in to the flex device) will be the UID (this is auto-generated by the system) that the User’s Full Name will use to log in.

To Setup, a new user, click on the blank white box at the top and enter the User Full Name, Password, ticks the permissions, and make sure you make them active.

The users created for Flex are separate from the Vision Warehousing user accounts.

Flex User permissions

The table below describes the Flex user permissions available here and the access that each provides to the user:

Screen	No Access	Operations	Management (Whse)	Stock Manager	Administrator
Goods Inwards
Stock Management
Live Enquiry
Location Move
Stock Condition
Whse Pick
Re-Pick
Collections
Admin Function

The Password for the user can only be numeric.

Use ‘Lock Profile’ to prevent users from changing selected settings within the application itself, such as the site they operate on and ‘auto pick confirm’.

For more information regarding the Flex application please see Flex for WMS

Flex Devices

This tab is used if you use the module Flex, this will be where you would add the new device to use the Flex application

Any changes made to a Device on this screen are recorded as soon as you move off the line. There is no option to undo any changes made once you have moved off a line

To Setup, a new device, click on the blank white box at the bottom of the list under Device Name and fill in the relevant details from the device that you are trying to set up.

Any read-only fields (yellow background) do not need to be entered.
You will need to click on the Active field for the device to be active for Flex.

VCIS

This screen will be used if you are using the VCIS module for your company. This screen would be used to add or edit customers and users.

Customers

The expand section below provides additional information about the customer setup, you need to authorised the customer first prior to adding the users which you then associate with the customer

Customer tab

You set up a customer and which template that customers will use.

Customer Code, Site Code, and Template (Trade, Private or Bespoke Private);

Trade
- This is provided as part of the standard site.
Private
- This is an additional template that can be provided when a Customer has Private Customers.
  - It provides different Enquiry and reporting options as well as the existing options.
Bespoke Private
- This is an additional option that allows a Customer with an older bespoke site to connect to the older site.

If you don't click on Save and click on the tab 'Users', the system will ask if you wish to save. If you don't save this, you will not be able to add the customer to any users.

Users

Each user setup requires an email address, this provides your customer with access to the system as well as a place where the system can send emails to.

User Options

Launch VCIS - You are able to launch VCIS from this screen. This will launch the VCIS webpage - If the user has multiple templates this will ask which template you wish to log in to. Please note you will not be able to save and submit sales or purchase orders if logged in via the launch option. It's for enquiry purposes.

If the user is locked, you can Unlock them by clicking the Unlock button, you would need to save these changes before closing this screen.

Users tab...adding a new user

Adding a New User

Enter the Details in the top row where it states 'Click here to add a new row'.

Once you have entered the details for the user, press the tab on the keyboard.

This will insert the record into the grid below at the bottom of the list

Once User is Added

To add the customer to the user you will need to click on the button Customer, this will open a new window.

In this window 'Customers',

You will need to add the Customer Code that you would like the user to have access to within VCIS.
You will need to set the admin rights for the user for the customer.
You will need to select the Web Template - Trade, Private or Bespoke Private.
Once you have completed you will need to click on Save and this will return you to the Users screen.

Once you have completed this, click on Save to save all the changes.

Customer Roles

A user needs no roles to enter anything which is an Enquiry or Reporting and the ability to view\create condition reports.

A user can also enter a Pre-Advice with limited functionality.

More explanation about customer roles

There are three main roles listed below:

Role

Details

Maintenance

You require this functionality to add/edit suppliers or add transporters. So anything which requires a change or addition.

Without this, a person can only use existing transporters or suppliers.

It has access to the reports, Enquiry, Condition Report, Duty & VAT, Archive stock, Report menu.

Only has permission to create supplier & transporter under Goods inwards.

No option for accessing Pre-Advice under Goods inwards.

No Goods Outwards Menu.

Sales Order

The ability to enter or amend a sales order.

It has access to the reports, Enquiry, Condition Report, Duty & VAT, Archive stock, Report menu.

Customer account information & contact can be managed, has an option for the 'Account' icon when clicking on the user.

Administrator

Maintain users, schedule EDI, also archiving suppliers

When clicking on 'User' an option listed 'Admin' icon(Has Schedule EDI Customer reports, User accounts, Archive the suppliers) to manage the user.

For more info, You can go through with our wiki Admin

It has access for the Goods Inwards menu with permission to create and view the details of Pre advice, transporter, and supplier.

It has access to the reports, Enquiry, Condition Report, Duty & VAT, Archive stock, Report menu.

Only we can view the sales order details, No permission for the creation of order under Goods Outwards menu.

Has permission for Creating address book under Goods outwards Menu.

Customer account information & contact can be managed, has an option for Account icon when clicking on the user.

Printers

Use the Printer Configuration screen to which Site the printers belong to and whether they will be used for labels.

Labels Only, ticking this field will include this printer in the synchronised list the next the Flex application is logged into on a device.

When entering the Network path, this must be correct otherwise you will be unable to print

Your IT department should be able to tell you the correct Network Path.

Other Information

Flex Lite

This tab will only be used if you are using Flex Lite. (this is not the Flex application that is described on the Flex for WMS page

The Printer Name and IP Address of the Printer and the Printer Port (if needed), should be filled in correctly for the Flex Lite device to see the Printer.

Rotation Label Printing Setup and Administration.

Check the Labels Only? field against any printer you want to use with the Flex Device on the Printers Tab

Log in to Flex.

It will synchronise the Printers against the User's site.

Open the User's profile settings in the Flex application.

Specify the default printer to use for Goods In Rotation labels.

Once set the printer will show as the default when moving through the Goods In screens.

It is possible to change from the default printer to one of the others you selected on the Printers tab while using the application.

Flex User Setup and Administration:

Please see the User tab at the top of this page for more information regarding the Flex Users