PASSWORDS & SECURITY
You choose whether or not you want the Jewelry Shopkeeper to use
passwords to restrict access to the program. If you are the only person
who uses the computer, you may find it more convenient not to use
this security. If the system is used by many people you may want to
allow only certain people to access particular functions such as voiding
sales, writing company checks, looking up inventory costs etc.
If you set up passwords, you must first familiarize yourself with the
program and all of the menu choices to decide which security level to
apply to each of the different modules. You may want to allow
everyone to enter sales into the computer, so you would make Sales a
Level 1 function. You may want to restrict Voiding Sales to managers
who could be, for example, Level 4 or 5. You may want to restrict the
writing of company checks to owners who could be, for example,
Level 9 or 10.
1. Select from the Menu
From the Main Menu, select SYSTEM MAINTENANCE, then Update
Passwords. The following screen will appear:
Û Golden Opportunity Update Passwords
Û Maximum Discou
Û Password Password Can G
Û Password # 1) BOX 15.00
Û 2) DECK 20.00
Û 3) SCREEN 23.00
Û 4) 0.00
Û 5) 0.00
Û 6) ALPHA 30.00
Û 7) 0.00
Û 8) 0.00
Û 9) PENCIL 100.00
Û 10) AZIMUTH 100.00
Type the password for each level. To activate passwording you must
enter a password in slot 10; if you do not enter a password for level
10 then passwording will not be in effect.
If you use passwords, do not forget the number 10 password.
If you forget it, you may lock yourself out of the program.
You do not have to assign a password to each level, but you must not
assign the same password to more than one level.
For each password, you can also specify the maximum discount
percent that can be entered in the sales screen. For example, if
password level 2 has a maximum discount of 25%, then a clerk using
password 2 could not sell a $200 ring for less than $150.
There is a Manager Override feature available in the sales screen. If a
clerk needed to enter a discount higher than they are allowed by this
screen, a manager with a higher level can enter her password in the
sales screen to allow the higher discount for just that item.
Remember, passwording is only in effect if you have a password
entered for Level 10. Do not forget the level 10 password.
Note that whenever you get an update to the Jewelry
Shopkeeper from Compulink, the passwords and security levels
are NOT saved. For this reason you should make a table to
record the security privileges assigned to each password level.
The first security level screen refers to a few options that are not
specifically menu choices.
Û Golden Opportunity Merchandise Cost Access Se
Û Enter the security level required to access each o
Û menu choices. e.g. a user with access level 5 can
Û which are rated from 1 to 5, but not higher.
Û Display Cost on screen and reports: 3
Û Change Cost During a Sale: 10
Û Change Description & Style During a Sale: 4
Û Change a finalized sale: 4
Û View a finalized sale: 4
Û Modify Tags Before Printing: 11
Display Cost on Screen and Reports
Many screens and reports show the cost of inventory. If don't
want some people to be able to view the cost, enter a number
higher than 1 here so that people with a level lower than that
will not be able to see the cost. On the screens, the cost is
simply left blank if the person is not allowed to see it. In the
case of certain reports which show the cost, the user will
simply not be able to access that report.
Change Cost During a Sale
On the sales screen, you have the option of changing the cost
of any item you sell. This can be useful if you are using a
dummy SKU number to sell an item (if, say, that item had not
yet been entered into inventory). However, it is possible to
change the cost for any item. Enter a number higher than 1
here so that people with a level lower than that will not be
able to change the cost from a sales screen.
Change Description & Style During a Sale
On the sales screen, you have the option of changing the style
and description of any item you sell. This can be useful if you
are using a dummy SKU number to sell an item and you need
to change the description to match the item. However, it is
possible to change the description for any item. Enter a
number higher than 1 here so that people with a level lower
than that will not be able to change the description from a
sales screen. Note that users will always be able to change the
description for repair items regardless of their security level.
Change a Finalized Sale
From the Sales Menu there is an option to Edit Sales. This
option is very useful in order to add or remove items from
layaway or if you need to change the sales clerk. However
once a sales is finalized, (the customer has taken the item with
them and the sale is complete) it is not usual to change that
sale. If you want to see the sale, choose Display a Sale. If you
need to enter a return or exchange, you should enter a new
sales ticket for the transaction by choosing Enter Cash/Charge
Account Sale. To prevent people from accidently changing a
finalized sale, enter a number higher than 1 here to disable
access to users with lower access levels.
View a Finalized Sale
From the Sales Menu is an option to Display Sales. This
option is very useful in order to see exactly what items were
sold to a customer and when, and how they were paid for.
Enter a number higher than 1 here so that people with a level
lower than that will not be able to view finalized sales.
Usually you should leave this set to 1 so anyone can view
Modify Tags Before Printing
When printing tags, you have the opportunity to browse the
list of selected tags before they are printed. At that time you
can change the quantity of tags that you want for each item,
and you can also change the description to be printed. This
option might be useful if there are some words that you typed
into the description of the item, but don't want to print them.
However, it might not be safe to let just anyone change the
descriptions so you can enter a number higher than 1 here.
The result is that users with a level lower than that will not be
able to change the descriptions to be printed on the tags.
On the subsequent screens you will be asked to assign a password
level to each of the menu choices in the Jewelry Shopkeeper. For
example, if you want a level 1 person to be able to enter sales, but not
to be able to void sales, you would enter level 1 for choice 1 of the
Main Menu (Sales) and you would enter level 2 or 3 for choice 6 of
the Sales Menu (Void a Sale).
It is suggested that you print each menu screen (by pressing the
<Print Screen> key or pressing <Shift-Print Screen>.) before
entering the requires security levels. You can then use the printouts as
a worksheet onto which you can write down the required security
levels; this way you will know what each menu option refers to.
Look at the top of the screen to see which menu you are setting the
required security levels for. In the example below, you would be
setting the required security levels for options from the Main Menu.
Û Golden Opportunity Main Menu Security Levels
Û Enter the security level required to access each of the following
Û menu choices. e.g. a user with access level 5 can access options
Û which are rated from 1 to 5, but not higher.
Û Option 1: 1 Option A: 10
Û Option 2: 1 Option B: 10
Û Option 3: 10 Option C: 10
Û Option 4: 10 Option D: 10
Û Option 5: 10 Option E:
Û Option 6: 10 Option F:
Û Option 7: 10 Option G:
Û Option 8: 10 Option H:
Û Option 9: 10 Option I: