Editing Users

In the '''Users''' section of the Setup Module you will create or edit user records. This is where you will:
* Create login name and password for your SME users
* Assign user to a User Group which defines their permissions throughout SME
* Setup technician defaults
* Choose which users are salespeople
 
== Create New Users ==
'''Syncing with QuickBooks'''
If you are syncing SME with QuickBooks, your employees in QuickBooks will import into SME as Users. You will not be able to add new users that are technicians directly in SME, but will enter them as Employees in QuickBooks and let them sync to SME. You can add a new user in SME but won't be able to make them a technician.

On the Details and Settings tab:
<br>* Assign '''Username''' and '''Password'''
<br>* Assign '''User Group'''
<br>* Assign if '''User is Salesperson'''
 
On the Technician Settings tab:
<br>* If the user is not a technician, check '''Hide In Lists'''

== Users that are technicians ==
When setting up users that are technicians, you can go to the Technician Settings tab to setup their defaults and assign them to workgroups.

[[File:techniciansettingstab_small.jpg]]
 
'''Position''' - reference field for what position the technician is. The drop down list needs to be customized in Setup > Company > Lookup Lists
<br>'''Hide in Lists''' - check here if you don't want the technician to display in the technician drop down lists.
<br>'''Select Dispatch Color''' - assign a color to your technician. When placing orders on the technician’s schedule, the order header will display the color selected.
<br>'''Web Access Password''' - if your technician needs to log into TechPortal for SME(if you are using), assign a password here. 
<br>'''Tech Rating''' - this field allows you to arrange the order in which your technicians appear on the dispatch window. The techs with the lowest number will be on the left side.

The''' Wage Rate, Wage Cost, Service Item and Default Wage Item''' are all related to the Unit Price and Unit Cost in the labor editor (image below).
<br>[[File:LaborEditor_costPrice.jpg|right]]
If Wage Rate and Wage Cost are filled out, they will populate the labor editor cost and price. If Service Item and default Wage Item are also filled out, then the Wage Rate and Wage Cost will be overwritten by the Service Item and Default Wage Item.

'''Wage Rate'''- The amount you charge customer for an hour of this technician’s time. When you add labor to an order and select the technician, this number will populate the “Unit Price” field circled below.

'''Wage Cost''' - enter your fully loaded cost for the technician here. When you add labor to an order and select the technician, this number will populate the "Unit Cost" field circled below. 

[[File:Rate_Cost.jpg]]

'''Default Wage Item''' – If Wage Item is selected, it will overwrite the Wage Cost. Wage Items are setup in Utilities>Payroll/Wage Items> Edit Wage Items > Run It. (image below)

'''Service Item''' – If Service Item is selected, it will overwrite the Wage Rate. If you charge your customer a different price depending on what type of service your technician is performing, you can setup different services (e.g. inspection, installation, or repair).  The service items are setup in Inventory > Services.  The service item selected here will automatically populate the Service Item field in the Labor Editor, which drives the Unit Price (image below). You can always select another service item in the labor editor if the tech is performing a different service than the default.

[[File:Wage_ServiceItems.jpg]]

'''Photo Options''' – Load a photo by clicking Photo Options > Load and browse for the photo.
<br>'''Conflict Message''' – Check here and SME will warn you if you are trying to schedule the technician when the tech is not available.
<br>[[File:ConflictMessage.jpg]]

'''Work Groups''' – A work group is a group of technicians that can perform a specific function (e.g. electricians, welders, repair) or technician’s that work in a geographical area. When assigning labor to an order, you can filter your technician list by work group.

You can assign the technician to work groups here. The work groups must first be setup in Utilities > Work Group Editor > Edit Work Groups > Run It. You can also assign techs to work groups in Utilities module.

'''Payroll''' –  Select the payroll items that can be used for this technician. The payroll items selected in the the technician settings tab will be available to use in the Labor Editor for that technician. (image below)
[[File:payrollItems.jpg]]
@@ Line 6: / Line 6: @@
 == Create New Users ==
-If you are syncing with QuickBooks, employees in QuickBooks will import into SME as Users.  It is optional to sync new Users entered in SME to QuickBooks Employees.
+'''Syncing with QuickBooks'''
+If you are syncing SME with QuickBooks, your employees in QuickBooks will import into SME as Users. You will not be able to add new users that are technicians directly in SME, but will enter them as Employees in QuickBooks and let them sync to SME. You can add a new user in SME but won't be able to make them a technician.
-<h3>Users that import from QuickBooks Employees</h3>
-The Users that import from QuickBooks can be found in Setup > Users.
-<br>1) Go to '''Setup''' > '''Users'''
-<br>2) Click '''Search''' > '''Search Active Users'''
-<br>[[File:SearchActiveUsers.png]]
-<br>3) in the Search window that opens, select a name and the user record will open
-<br>The following information imports into the SME User from the QuickBooks Employee:
-<br>Name
-<br>Address
-<br>Phone
-<br>Email (Maps to SME user Personal Email field)
-<br>[[File:SMEUserImportedFromQB.png]]
-<br>
-<br>'''Note''': If the Employee record is edited in QuickBooks, the SME User record will get updated. For example, if the Address changes in Employee record, the SME User record will get updated on the next sync.
-<br>'''Note''': If you edit a User Record in SME, the Employee record will not get changed in QuickBooks. However, if the Employee is edited in QB the SME User record will get updated and potentially overwrite the changes made to the User record.
-<br>
-<br>Assign Username and Password so the user can log into SME:
-<br>-- On the Details tab, enter a username and Password. Confirm the password.
-<br>-- Assign the correct user group to the user. (See the [[User Groups]] page to learn more.
-<br>If the User is a Technician, setup the technician info:
-<br>-- You can check Is Technician to make the SME User a technician. The Technician Settings tab will appear where you will assign their default payroll item and service item. See the [[Labor Editor Defaults]] page to see how those work.
-<br>--  If the Technician will be logging into SME Mobile, you will need to assign them a '''WebAccess Password''' on the Technician Settings tab and an '''Employee ID''' on the Details tab. Also assign the technician a default warehouse on the Technician Settings tab if applicable. See the [[Warehouses]] page to learn how to setup warehouses and assign to tech.
+On the Details and Settings tab:
-==== [http://www.high5software.com/mediawiki/index.php?title=SQLink_FAQ#If_you_already_added_the_employee_to_QB_and_a_sync_has_been_processed_but_the_employee_is_not_in_SME.2C_do_the_following: '''If already added but employee still not appearing in SME'''] ====
+<br>* Assign '''Username''' and '''Password'''
+<br>* Assign '''User Group'''
-<h3>Create New Technician in SME</h3>
+<br>* Assign if '''User is Salesperson'''
-) Go to '''Setup''' > '''Users'''
-<br>2) Click '''New'''
+On the Technician Settings tab:
-<br>3) Enter a Name, Login Name, and Password.
+<br>* If the user is not a technician, check '''Hide In Lists'''
-<br>4) Click '''Save''' at the top
-<br>5) Check '''Is Technician''' at the bottom.
-<br>6) If you want the technician to sync to QuickBooks as an Employee, check '''Export to QuickBooks''' and on your next sync, the Employee record will be created in QuickBooks.
-<br>'''NOTE''' - If you are syncing Timesheets from SME to QuickBooks then the SME Technicians will need to be Employees in QuickBooks. If they aren't, the timesheets can't be created in QuickBooks.
-<br>7) Click the '''Technician Settings''' tab. Here you will need to setup your Technician's default Payroll Item and Service Item. Click '''[[Labor Editor Defaults]]''' to learn about how those are used.
-<br>[[File:TechnicianSettingsTabforNewTechs.png]]
-<br>8) If your technician will be using SME Mobile, then you will need to setup their '''WebAccess Password''' and an '''Employee ID''' on the Details tab. Also assign their '''Warehouse''' if applicable.
-<br>Click the '''[[Warehouses]]''' page to learn how to setup a warehouse and assign to a tech
-<h3>Create New Users in SME</h3>
-) Go to '''Setup''' > '''Users'''
-<br>2) Click '''New'''
-<br>3) Enter a Name, Login Name, Password and assign the correct User Group.
-<br>4) Click '''Save''' at the top
-<br>5) You will be prompted to decide if you want to sync the user to QuickBooks. Click Yes and the Employee record will be created in QB on the next sync. Click No and it won't.
-<br>[[File:ExportUserToQBEmployeePrompt.png]]
-<br>If you click No, you can always check '''Export to QuickBooks''' on the User Record to set it to sync.
 == Users that are technicians ==
@@ Line 69: / Line 25: @@
 <br>'''Hide in Lists''' - check here if you don't want the technician to display in the technician drop down lists.
 <br>'''Select Dispatch Color''' - assign a color to your technician. When placing orders on the technician’s schedule, the order header will display the color selected.
+<br>'''Web Access Password''' - if your technician needs to log into TechPortal for SME(if you are using), assign a password here.
 <br>'''Tech Rating''' - this field allows you to arrange the order in which your technicians appear on the dispatch window. The techs with the lowest number will be on the left side.
-<br>The''' Wage Rate, Wage Cost, Service Item and Default Wage Item''' are all related to the Unit Price and Unit Cost in the labor editor (image below).
+The''' Wage Rate, Wage Cost, Service Item and Default Wage Item''' are all related to the Unit Price and Unit Cost in the labor editor (image below).
-<br>Visit the '''[[Labor Editor Defaults]]''' page for details on how these settings work.
+<br>[[File:LaborEditor_costPrice.jpg|right]]
-<br>[[File:LaborEditor_costPrice.jpg]]
+If Wage Rate and Wage Cost are filled out, they will populate the labor editor cost and price. If Service Item and default Wage Item are also filled out, then the Wage Rate and Wage Cost will be overwritten by the Service Item and Default Wage Item.
-<br>'''Photo Options''' – Load a photo by clicking Photo Options > Load and browse for the photo.
+'''Wage Rate'''- The amount you charge customer for an hour of this technician’s time. When you add labor to an order and select the technician, this number will populate the “Unit Price” field circled below.
+'''Wage Cost''' - enter your fully loaded cost for the technician here. When you add labor to an order and select the technician, this number will populate the "Unit Cost" field circled below.
+[[File:Rate_Cost.jpg]]
+'''Default Wage Item''' – If Wage Item is selected, it will overwrite the Wage Cost. Wage Items are setup in Utilities>Payroll/Wage Items> Edit Wage Items > Run It. (image below)
+'''Service Item''' – If Service Item is selected, it will overwrite the Wage Rate. If you charge your customer a different price depending on what type of service your technician is performing, you can setup different services (e.g. inspection, installation, or repair).  The service items are setup in Inventory > Services.  The service item selected here will automatically populate the Service Item field in the Labor Editor, which drives the Unit Price (image below). You can always select another service item in the labor editor if the tech is performing a different service than the default.
+[[File:Wage_ServiceItems.jpg]]
+'''Photo Options''' – Load a photo by clicking Photo Options > Load and browse for the photo.
 <br>'''Conflict Message''' – Check here and SME will warn you if you are trying to schedule the technician when the tech is not available.
 <br>[[File:ConflictMessage.jpg]]
@@ Line 82: / Line 51: @@
 You can assign the technician to work groups here. The work groups must first be setup in Utilities > Work Group Editor > Edit Work Groups > Run It. You can also assign techs to work groups in Utilities module.
-For more information about setting up and using Work Groups, go to the [[Dispatch Guide]].
 '''Payroll''' –  Select the payroll items that can be used for this technician. The payroll items selected in the the technician settings tab will be available to use in the Labor Editor for that technician. (image below)
-<br>[[File:payrollItems.jpg]]
+[[File:payrollItems.jpg]]
-== Log tab ==
-The log tab will show you when your user logged in and logged out of SME. To export the log to Excel, right click on the grid column header and select Export to Excel.
-[[File:LogTab.jpg]]
-== Email Settings tab ==
-In SME, your users may need to email proposals, service orders, purchase order, invoices, and more. In the User account there is an Email Settings tab. It is recommended that you setup your user’s email settings in [[User Preferences]].