User Codes Overview

User Codes are groupings of system-supplied codes with editable labels that are used in eFinancials, ePO — and Job Cost and/or Inventory, if you have the latter modules installed. These codes appear on forms, in groupings on menus, and are used to select information to appear on reports.

There are User Codes for AP, AR, PO, JC (Job Cost), and IV (Inventory). All User Codes have default names, which can be changed so that they can appear in the system with user-defined names. You can also change the Active status so that any User Code is or is not used in the system.

To work with User Codes, you may first want to use the User Codes grid to change the default name to a user-defined name, and to change the Active status of the User Code. The user-defined name then appears in the related submenus, and the Active status affects where the user code appears in the system. You can change these things for any, all, or none of the User Codes.

A User Code is actually added to the currently selected EntityCompany from one of the related submenus. Select a User Code from a related menu and the Edit Codes page appears. Use this page to complete the Code and Description fields, which are user-defined. When you do this, the code is added to the currently selected EntityCompany. It is easy to add as many User Codes as needed via the Edit Codes page.

Example

To add the User Code "Project Manager" to an Entitya Company

If the currently-selected EntityCompanyis Entity ACompany A, go to the Job Cost—Job Costing—JC Codes submenu and select the User Code "Project Manager" (or Proj Mgr, if for example, you edited the label to read that way).
Add PM1/Ashley White and PM2/Pat Smith as the Code/Description. Now you have two Project Managers added to Entity ACompany A.
Next, use the footer to change to a new EntityCompany, Entity BCompany B.
Again, go to the Job Cost—Job Costing—JC Codes submenu and add as the Code/Description: PM2/Pat Smith, PM 3/James Henry, and PM4/Sam Ashland. Now you have three Project Managers added to Entity BCompany B, and Entity ACompany A and B both have one of the same Project Managers: PM2/Pat Smith.

This means that when any of the conditions above exist, the check box is protected and you cannot enable/disable the Active status (check/uncheck the box).

Example

The User Code is the type of code, for example Project Manager, and in our example is called Manager and is a global code.

The JC Code Manager is EntityCompany specific. In this example we only assign one code value: CB for Carl Beall.

So, on the Job Access Restriction page, the user AAA is restricted to only see the jobs with Carl Beall as the project manager.

Job 1000 is the only job in the system that has a project manager and that person is Carl Beall.

To enable the check box for a JC Code:

*Job 1000 must have no project manager assigned.

*User AAA must have the project manager restriction of CB Carl Beall removed.

*JC Codes for Project Manager must have value CB Carl Beall deleted.

Permissions must be set in the System module to access the User Codes in each module.

Permissions for User Codes

System—Security—Users—

eFinancials—Setup—Global Setup—User Codes

eFinancials—Setup—AP Setup—AP Codes

eFinancials—Setup—AP Setup—PO Codes

eFinancials—Setup—AR Setup—AR Codes

ePO—Setup—Global Setup—User Codes

Job Cost—Setup—Common—Cost Types

Job Cost—Setup—Common—User Codes

Job Cost—Setup—Job Costing—JC Codes

Job Cost—Setup—Job Costing—Jobs

Inventory—Setup—Global Setup—User Codes