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Create a new User in PENTA

Create a new User in PENTA

04 10, 2025

Issue/Symptom/Question

What are the steps needed to create a new user in PENTA?

Applies To

PENTA for Windows

  • System Management > Security > Define Users

  • Payroll > Employees > Employee Payroll Information

Resolution/Fix/Answer

Navigate to:  System Management > Security > Define Users

Setup/Groups Tab:



Pay Groups tab

The Pay Groups tab allows you to authorize the User for one or more Pay Groups. A user with Pay Group authorization can access an employee’s main record and enter timecards for employees associated with the authorized Pay Groups.

  1. Use the All Pay Group Code field to indicate whether the User has authorization for all Pay Groups.

    1. A (All) – This value authorizes the User for all current Pay Groups, as well as any you will add in the future. If you enter A, you cannot access the Pay Group Authorization block.

    2. M (Most) – This value authorizes the User for most Pay Groups. After entering M, move to the Pay Group Authorization block; doing so causes PENTA to populate the block with a list of all available Pay Groups. You can then either accept the current list or modify it by removing specific Pay Groups. You are responsible for authorizing any Pay Groups created after setting up the User.

    3. S (Some) – This value authorizes the User for only some Pay Groups. After entering S, move to the Pay Group Authorization block; doing so allows you to enter the Id(s) of the Pay Group(s) the User has authorization to access. You are responsible for authorizing any Pay Groups created after setting up the User.

  2. Enter the list of Pay Groups the user will have access to. Field will be locked if the All Pay Group Code is 'A'



Report Authorization

The Report Authorization tab allows you to identify which reports the User can run and has access to. The User can access reports listed in this tab, as well as reports associated with his/her Security Group. Any information entered on this tab will override the default Report Authorization that is setup in the Security Groups  window, for the Security Groups the user has access to



Module Security

Use the Module Security tab to enter, modify, or review security settings for individual modules. These security settings entered here will override all module security settings established at the group level.



Job Authorization

The Job Authorization tab allows you to define, modify, or view a user’s ability to query, run, and modify certain windows and generate certain reports.

Because OU security takes precedence over Job Authorization security, users are only authorized for jobs listed in this tab where the job’s OU is also listed in the OU Authorization area of the Setup/Groups tab. This parent/child OU hierarchy also allows the User access to a job if the parent OU of the job’s OU is also listed in the OU Authorization area of the Setup/Groups tab.

Note: You can also establish the User’s job authorization in the Job Information window’s Security tab. The Job Information window and the Job Authorization tab modify the same PENTA database table.



AP Check Forms

The AP Check Forms tab allows you to authorize the User for one or more AP check forms. Users authorized for AP check forms can generate checks with the authorized check form.