Learning about Location Security (WinTeam Enterprise and SaaS Customers only)

Conceptual View

WinTeam Enterprise customers desired a more robust security to limit the financial information made available to the end users in an environment where there are many profit centers such as branches.

For example, one branch manager should not be able to see another branch manager’s profit and loss statements.

Another desire was to limit the list of employees that one branch has from being viewed by another branch.

For example, if a WinTeam Enterprise customer has 5,000 employees and 200 employees belong to a Branch A, the remaining 4,800 employees would not be available to view information for Branch A.

IMPORTANT!

In order to maintain the validity of an entire record and to provide a complete audit trail, there are certain areas such as G/L logs, Trial Balance (on-screen), Chart of Accounts drill down, Year End Rollover, and the Check Register and Reconciliation program (not the Check Register Report) in the General Ledger area that are NOT filtered by Location Security.

For example, if a user has the ability to perform a Bank Reconciliation, they will see all checks listed for ALL Locations. The Check Register displays all checks and is NOT limited to certain jobs or employees.

How it works

When an employee or Job is set up in the WinTeam Enterprise edition, the Location field is a required entry. The Location Setup screen can be accessed from the Defaults menu. When User Security is set up in the system, Users are granted security privileges to various programs in the system. In the WinTeam Enterprise Edition, the User can be granted privileges to All Locations or limited to certain Location(s) via a pick-from-list selection.

For example, an Area Manager User security is limited to the Location(s) ID’s that he is responsible for. He has access only to his group of Jobs and employees. When the Area Manager clicks the Employee Find button, the Area Manager sees only his list of employees (those employees who match his Location ID’s). Likewise, the same occurs if the Area Manager clicks the Job Find button, only his job sites will list.

If the Area Manager were to run a Job Cost Report, Profit & Loss Financial Statement Report, he would see only his job sites in the results. If the Area Manager ran an On-Screen Job Cost, he would see only his job sites listed; and when drilling to supporting records, he would see only his records that have transactions for his jobs.

In a drilling scenario of an Accounts Payable invoice that has a general ledger distribution that effects 15 jobs, the Area Manager can see 5 of the jobs, but the entire 15 rows of general ledger distribution is available for his viewing; this is done so the validity of the entire record remains intact. This same effect occurs with general ledger adjusting journal entries, in a drilling scenario.

In a drilling scenario of Labor, Other Compensations, or Other Deductions, the Area Manager would only see transactions for his job sites. If there were employees that worked in the Area Manager’s job sites, but did not match to the Area Manager’s Location(s) ID’s, the unmatched employee(s) would still be in the list; once again, this is done to avoid compromising the validity of the entire record.

In Personnel Scheduling, the Area Manager would see only his job sites. The Area Manager can only add his own employees to the schedule. If there is an unmatched employee already scheduled into one of his jobs, the Area Manager can see the employee’s name on the schedule, and the Area Manager can remove this employee, but once removed the Area Manager cannot re-schedule that employee because the employee does not match the Area Manager Location security.

When jobs and employees are on the same report, the following rules apply:

    • If the Report is being run By Job, the system includes only those Jobs that belong to Locations that the User has security to see. If there are employees within the job that belong to other locations, the User DOES see these records, since we want a complete report.
    • If the Report is being run By Employee, the system includes only those employees that belong to Locations that the User has security to see. If there are jobs within the employee information that belong to other locations, the User DOES see these records, since we want a complete report.

SPECIAL NOTE FOR PAYROLL PROCESSORS

When the Payroll Wizard is used to process checks, the payroll clerk’s Location security limits the employees the User can see, but DOES process all checks for ALL locations. Therefore, it is normally advisable to grant the payroll clerk access to “all” Locations. (Normally the nine Pay Security levels are used to limit which employees are processed in payroll).

Location Security by screen

The screens listed are limiting those records that belong to their User Security by Location. The User sees only those records that belong to their User Security.

The User is always limited to only using Jobs or Employees that belong to their Location Security on any new records that they add.

Accounts Receivable

  • Recurring Invoices – filters off of the Job Number of the Service Location
  • Update Recurring to File – filters off of the Job Number of the Service Location
  • Update Schedules to File – filters off of the Job Number to be billed
  • AR: Invoices – filters off of the Job Number of the Service Location
  • General Ledger Update – filters off of the Job Number of the Service Location
  • AR Reports
  • Invoice Aging - available using Tier Pattern Templates
  • Invoice Register - available using Tier Pattern Templates or by using Category/Records
  • Revenue By Sales Rep - available using Category/Records
  • Sales Tax - - available using Category/Records

Fixed Assets

  • FA Reports
  • Assets Acquired and Disposed - based on Primary Job Locations
  • Depreciation Detail - based on Primary Job Locations
  • Equipment Inventory - based on Primary Job Locations
  • Fixed Assets Master - based on Primary Job Locations
  • Personal Property Tax - based on Primary Job Locations
  • Schedule of Depreciation - available using Tier Pattern Templates

General Ledger

  • Budgets - based on Job Location
  • GL Reports
  • Budget Income Statement - available using Tier Pattern Templates
  • Budget Report - available using Tier Pattern Templates
  • Comparative Income Statement - available using Tier Pattern Templates
  • General Ledger Detail - available using Tier Pattern Templates
  • Trend Income Statement - available using Tier Pattern Templates

Human Resources

  • Benefits By Employee - based on Employee Location
  • Equipment Tracker - based on Employee or Job Location
  • Employee Master File - based on Employee Location
  • Benefit Wizard - based on Employee Location

HR Reports

  • Benefit Hours - based on Employee or Job Location
  • Benefit Insurance/Other - based on Employee or Job Location
  • Benefit Insurance/Other Analysis - based on Employee or Job Location
  • Benefits By Employee
  • EEO/Vets Report - based on Employee or Job Location
  • Eligibility Status - based on Employee or Job Location
  • Employee Absence Report - based on Employee or Job Location
  • Employee Equipment Agreement - based on Employee Location
  • Employee Master File - based on Employee or Job Location
  • Employee Termination Report - based on Employee or Job Location
  • Equipment Escrow - based on Employee or Job Location
  • Equipment Tracker Activity - based on Employee Location
  • Compliance Status - based on Employee or Job Location
  • License/Expiration - based on Employee or Job Location

Insurance Benefits

  • INS: Automation Review
  • INS: Benefits By Employee
  • INS: Deduction Sync
  • INS: Package Validation

Inventory

  • Inv Reports
  • Activities By Job/Item # - based on Job Location

Job Costing

  • Jobs - based on Job Location
  • On Screen Job Cost - based on Job Location
  • Job Cost Reports
  • Compliance Code by Jobs - available using Tier Pattern Templates or by Job Location
  • Job Cost Analysis - available using Tier Pattern Templates or by Job Location
  • Job File Report - based on Job Location

Payroll

  • Timekeeping - based on Employee or Job Location
  • Employee Master File - based on Employee Location
  • Payroll Check Wizard – You may filter by Locations when using the Check Wizard. Will process payroll for all locations, but filters on those employees who belong to the User’s Location, so those are the only records that can be seen in the batch
  • Pay Comp/Deduct Creator - based on Employee or Location
  • Purge Hours - based on Location
  • Review Checks - based on Employee or Job Location
  • Replace Checks - based on Employee Location
  • Payroll Reports
  • 941 - based on Employee or Job Location
  • 401K - based on Employee Location
  • Check Register - based on Employee Location
  • Employee W2 report - based on Employee Location
  • Hours Budget Comparison - available using Tier Pattern Templates or by Job Location
  • Hours By Employee - based on Employee Location
  • NACHA Bank Transmission - based on Employee Location
  • Other Compensations or Deductions - based on Employee Location
  • Paycheck Warning - based on Employee Location
  • Pay Info History - based on Employee or Job Location
  • Paycheck History - based on Employee Location
  • Timekeeping - based on Employee or Job Location
  • Timesheet Print - based on Employee or Job Location
  • Unemployment Compensation Tax - based on Employee Location
  • Wage Report By Job - available using Tier Pattern Templates or by Job Location
  • Workers Compensation - based on Employee or Job Location

Personnel Scheduling

  • Bill Codes By Job - based on Job Location
  • Post Set Up - based on Job Location
  • Experience - based on Employee or Job Location
  • Schedules - based on Employee or Job Location
  • Rollover - based on Job Location
  • Personnel Scheduling Wizard - based on Job Location
  • Billing Review and Edit - based on Job Location
  • Post Watch - based on Job Location
  • PS Reports
  • Bill Codes By Job - based on Job Location
  • Conflicting Shifts - based on Job Location
  • Experience Report - based on Employee or Job Location
  • Hourly Billing Comparison - available using Tier Pattern Templates or by Job Location
  • Job Post Report - available using Tier Pattern Templates or by Job Location
  • Open Position Warning - available using Tier Pattern Templates or by Job Location
  • Overtime Warning - available using Tier Pattern Templates or by Employee Location or by Job Location
  • Post Qualification - available using Tier Pattern Templates or by Employee Location or by Job Location
  • Scheduling Activity Report - based on Employee or Job Location
  • Scheduling Report - based on Employee or Job Location
  • TeamTime Hours vs. Scheduling Hours - by Employee Location or by Job Location
  • TeamTime to Scheduling Update Analysis - available using Tier Pattern Templates or by Employee Location or by Job Location
  • Timesheet By Job - available using Tier Pattern Templates or by Job Location
  • Working vs Master Schedule - available using Tier Pattern Templates or by Job Location

TeamBid & Work Scheduling

  • Schedules - based on Job Location
  • Position Description - based on Job Location
  • TB & WS Reports
  • Daily Itinerary - based on Employee or Job Location
  • Work Tickets and Calendar - based on Employee or Job Location
  • Position Description - based on Job Location