How to Create and Manage Users in eCount ERP

📁 Access User Management

Open the Utility menu, then select User Management. The main options are User Entry, Role Template, and User Rights.

🔧 Create a Role Template (User Group)

A role template defines the permissions for a group of users (e.g., Admin, Operator, Manager).

1. Click Role Template.
2. Choose New and enter a template name.
3. Set menu rights – View, Edit, Delete, Export – for each page or voucher.
4. Save the template.

⚙️ Assign Rights to a Role

Open User Rights, select the created role template, and enable or disable rights for each screen. Rights not granted will hide the corresponding menu after login.

👤 Add a New User

1. Go to User Entry → New.
2. Enter Full Name.
3. Select the Branch/Company the user can access. Choose All for full access.
4. Set the Default Branch/Company – this is the first screen shown after login.
5. Optional: Specify Booking Centre (logistics) or Location (accounting).
6. Provide Email and Mobile Number (used for OTP verification).
7. Create a Username and Password. Password must contain at least one uppercase letter, one lowercase letter, one digit, one special character, and be at least six characters long.
8. Re‑enter the password.
9. Set the Active flag to enable login.

🔐 Security Options

• Self‑Entry Rights – user sees only vouchers they created.
• Allow Audit/Unaudit – permits audit actions on any voucher.
• Merge Balance – view merged balances of all branches.
• Approve Rights – user can approve vouchers.
• Login with System Key – restrict login to a registered hard‑disk key (see separate article).
• Current‑Year Only – blocks access to previous fiscal years.
• Block Account / Group / Contact – hide selected accounts from the user.
• Login Time Window – define weekly start‑end times; the system logs out automatically outside the window.

💾 Save and Activate

After filling all fields, click Save. Ensure the Active checkbox is selected; otherwise the user cannot log in.

❓ Frequently Asked Questions