CLASS ONE: Employee, Master Information and Chart of Accounts > Employee Management > Setting up Security Rights

Security Rights

Right	Access
Full	There are no Read / Write / Delete definitions, the user will have full access to the application
Delete	User has the right to delete information
Read	User has the right to read information
Write	User has the right to modify information

User Roles

Abbreviation	Description
AP	Accounts Payable
AR	Accounts Receivable
ET	Escrow / Title Closing
PA	Property Assistant
PM	Property Manager
SA	Staff Accountant

The following table defines how a security area is used within the software:

Panel	Application Group	Application	Rights	Portfolio	Description
APPLICATIONS	Account Maintenance	ACH	Full	No	ACH processing application
APPLICATIONS	Account Maintenance	Adjustment Void Batch Void Recurring Maintenance Refund	Full	No	Create / process AR adjustments, void transactions, create refund prepaids to AP
APPLICATIONS	Account Maintenance	Billing	Full	Yes	Process recurring AR billing
APPLICATIONS	Account Maintenance	Commissions	Full	No	Manage accumulated commissions processed during AR billing
APPLICATIONS	Account Maintenance	Coupon / Statement	Full	Yes	Allows user to export coupon / statement information for external vendors
APPLICATIONS	Account Maintenance	Delinquency Control	R/W/D	Yes	Process delinquency cycles
APPLICATIONS	Account Maintenance	Delinquency Maintenance	R/W/D	No	Maintain delinquency information for all delinquent accounts
APPLICATIONS	Account Maintenance	Lockbox	Full	No	Process lockbox files
APPLICATIONS	Account Maintenance	New Account	Full	No	Add new accounts to existing units and have access to add additional units
APPLICATIONS	Account Maintenance	Post out of Period	Full	No	Allows user to post AR transactions out of the current accounting period
APPLICATIONS	Account Maintenance	Account	Full	Yes	Allows access to the Account application
APPLICATIONS	Account Maintenance	Account: Contacts	R/W/D	Yes	Manage contact address information
APPLICATIONS	Account Maintenance	Account: ACH	R/W/D	Yes	Manage account specific ACH information
APPLICATIONS	Account Maintenance	Account: AR Options	R/W/D	Yes	Allows user to modify billing options: Prior account number, skip billing, skip invoices, skip late charges, etc.
APPLICATIONS	Account Maintenance	Account: Architectural	R/W/D	Yes	Allows user to manage unit architectural information
APPLICATIONS	Account Maintenance	Account: Billing	R/W/D	Yes	Maintain account specific recurring billing information
APPLICATIONS	Account Maintenance	Account: Compliance	R/W/D	Yes	Allows user to manage unit compliance information
APPLICATIONS	Account Maintenance	Account: Delinquency Control	R/W/D	Yes	Allows user to manage account specific delinquency information
APPLICATIONS	Account Maintenance	Account: Leasing	R/W/D	Yes	Maintain leasing information for an account
APPLICATIONS	Account Maintenance	Account: Notes	R/W/D	Yes	Maintain notes for an account
APPLICATIONS	Account Maintenance	Account: Protection Storage	R/W/D	Yes	Future Release
APPLICATIONS	Account Maintenance	Account: Registration	R/W/D	Yes	Maintain registration information for an account
APPLICATIONS	Account Maintenance	Account: View Encrypted ACH Data	Full	Yes	Allows a user to view the full routing and account number for an ACH record, otherwise only the last 4 digits are shown if the user has access to the ACH tab
APPLICATIONS	Account Maintenance	Account: Visitor	R/W/D	Yes	Maintain visitor information for an account
APPLICATIONS	Account Maintenance	Account: Work Order	R/W/D	Yes	Maintain work order information for an account
APPLICATIONS	Account Maintenance	Unit Maintenance	Full	No	Allows a user to add / maintain units within each property / community
APPLICATIONS	Accounts Payable	Batch	R/W/D	Yes	Allows user to add, modify and delete voucher records for one or all properties listed in application
APPLICATIONS	Accounts Payable	Maintenance	R/W/D	Yes	Allows user to add, modify and delete voucher records for each property.
APPLICATIONS	Accounts Payable	Batch / Maintenance: Expense	R/W/D	Yes	Allows user to add, modify or delete expense records from voucher
APPLICATIONS	Accounts Payable	Batch / Maintenance: Item	R/W/D	Yes	Allows user to add, modify or delete item records from voucher
APPLICATIONS	Accounts Payable	Maintenance: Note	R/W/D	Yes	Allows user to add, modify or delete note records from voucher
APPLICATIONS	Accounts Payable	Maintenance: Task	R/W/D	Yes	Allows user to add, modify or delete task records from voucher
APPLICATIONS	Accounts Payable	Maintenance: Void Payment	Full	Yes	Allows user to void an unreconciled payment from a voucher
APPLICATIONS	Accounts Payable	Maintenance: Void Voucher	Full	Yes	Allows user to void an unpaid voucher
APPLICATIONS	Accounts Payable	Memorized	Full	Yes	Used to manage memorized AP vouchers
APPLICATIONS	Accounts Payable	Property Notes: AP	Full	Yes	Allows access to the AP Financial area in Property Notes
APPLICATIONS	Accounts Payable	Post Out of Period	Full	Yes	User can post entries out of the current accounting period
APPLICATIONS	Accounts Payable	Batch / Maintenance: Print Checks	Full	Yes	Used to print AP checks
APPLICATIONS	Accounts Payable	Maintenance: Vendor Maintenance	R/W/D	Yes	Allows user to access the vendor maintenance application through AP, giving the user rights to add, modify or delete vendors
APPLICATIONS	Accounts Payable	Batch / Maintenance: Approve	Full	Yes	Allows user to approve vouchers, which affects GL by posting AP and expense entries (accrual) and locks the voucher
APPLICATIONS	Accounts Payable	Batch / Maintenance: Process	Full	Yes	Allows user to set a voucher into a print mode. User must have Print Check rights to print a check.
APPLICATIONS	Accounts Payable	Maintenance: Unapprove	Full	Yes	Allows user to unapprove a voucher, which affects GL by removing AP and expense entries (accrual) and unlocks the voucher for editing
APPLICATIONS	GL	Banking	Full	Yes	Allows user to reconcile, unreconcile and auto-reconcile bank accounts
APPLICATIONS	GL	Batch	Full	Yes	Allows user to maintain and process batches of memorized journal entries
APPLICATIONS	GL	Budget	Full	Yes	Allows user to maintain budgets
APPLICATIONS	GL	EOM Closing	Full	Yes	Allows user to process current accounting period date
APPLICATIONS	GL	EOY Closing	Full	Yes	Allows user to process end of year journal entry for each department
APPLICATIONS	GL	Inquiry	R/W/D	Yes	Allows user to view journals entries. Delete access allows user to delete unreconciled journal entries not posted from a sub-ledger (AP or AR)
APPLICATIONS	GL	Journal Entry	Full	Yes	Allows user to post journal entries
APPLICATIONS	GL	Memorized	Full	Yes	Used to manage memorized GL entries that can be loaded through Batch and Journal Entry applications
APPLICATIONS	GL	Property Notes: GL	Full	Yes	Allows access to the GL Adjustments / Financial area in Property Notes
APPLICATIONS	GL	Post Out of Period	Full	Yes	User can post entries out of the current accounting period
APPLICATIONS	Property Management	Compliance	Full	Yes	Maintain compliance information for units
APPLICATIONS	Property Management	Document	Full	Yes	Maintain property documents for the website and external access
APPLICATIONS	Property Management	Memorized Work Order	Full	Yes	Maintain memorized work order entries
APPLICATIONS	Property Management	Web Groups	Full	Yes	Maintain web groups: Architectural, Compliance, Employee, Governing, etc.
APPLICATIONS	Property Management	Work Order	Full	Yes	Maintain work order information for a property
HOME	Common	Blast Email	Full	Yes	Send email communications to accounts
HOME	Common	FAQ	Full	Yes	Maintain / search frequency asked question application
HOME	Common	iXpert	Full	Yes	Search, review, print, export resource information from various application resources. iXpert will only show Resource Areas that are allowed based on user rights to applications
HOME	Common	Property Notes	Full	Yes	Maintain property notes
HOME	Common	Scheduler	Full	Yes	Maintain calendar events and view task entries
REPORTING	Reporting	Analytics	Full	No	Manage queries to database, used by showing in grid, chart or raw data
REPORTING	Reporting	Easy Type	Full	No	Used to create ad hoc letters, with no saving capabilities
REPORTING	Reporting	Group Definition	Full	No	Used to manage report groups, FileFusion groups and parameters
REPORTING	Reporting	Merge Letter Editor	Full	No	Used to maintain merge letter templates used in account notes, architectural, compliance, delinquency and property notes
REPORTING	Reporting	Query Editor	Full	No	Used to create / execute direct database queries with export to Excel capabilities
REPORTING	Reporting	Report Designer	Full	No	Used to create / maintain report templates
REPORTING	Reporting	Report Generator	Full	No	Used to create reports for VMSQueue scheduling, printing, previewing or exporting
SETUP	Configuration	Employee Management	Full	No	Allows user to manage employee security roles and user access rights to software. Note, access to this module should be given to as few users as possible
SETUP	Configuration	Program Defaults	Full	No	Used to defined global records. Example, Account Types (used for AR sub-accounts), Banks, Builders, Codes (used for many predefined dropdown lists), Office Locations, Vendors, etc.. Note, access to this module should be given to as few users as possible
SETUP	Configuration	Program Options	Full	No	This module is used to define the VMS system. Note, access to this module should be given to as few users as possible
SETUP	Configuration	Queue Management	Full	No	Used to manage VMSQueue scheduling tasks. Note, access to this module should be given to as few users as possible
SETUP	Property	Property Setup	Full	Yes	Allows a user to maintain a property's definition, which includes accounting, compliance, delinquency and web definitions. Note, access to this module should be given to as few users as possible
SETUP	Web	HTML Editor	Full	No	Used to maintain the email HTML templates
SETUP	Web	Web Forms	Full	No	Used to maintain the forms used by owners when emailing from the VMSHOA web portal, that are attached to each property through Property Setup

Application Definitions

Application Definitions