Create a new User in PENTA

Owned by Claire Aleman
03 23, 2023

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:

  1. Assign a new user Id, this could be the first letter of the users first name, and the first 5 of the users last name. This must be unique system wide.
  2. Enter the users full name
  3. Assign a initial password for the user, PENTA will require you to enter this password twice, before it will allow you to continue to the next field. If you enter the password incorrectly on one of the first two attempts, PENTA will require that you re-enter the password twice, until both entered password match
  4. Enter a Default Payroll Country code, this is optional
  5. Enter a valid Server User Id, this will need to be a valid linux user account. Many times this will be the same for all users, please ask your Implementation consultant or your PENTA Account Representative if you are unsure what this field should be
  6. Enter the corresponding password for the Server User Id. Similar to the Password field above, this will need to be entered twice and both entries must match or PENTA will require you to do this a second time until they match
  7. Enter the users OnBase user Id. This will need to match the users Windows user Id that was created in 'Step 1' above (tab through the OnBase Password field, no entry needed)
  8. Assign the users Default Logon OU Id. If a value is assigned here, it will default as the AP OU Id when entering AP Invoices. MFS Service Technicians will also need a Default Logon OU Assigned which determines approvers.
  9. Use the Accounting Entry Authorization Level field to indicate whether the User can post accounting entries into restricted or closed accounting periods.
    1. 1 (Open, Unrestricted Periods) – User can only post accounting transactions to accounting periods in an open, unrestricted fiscal year. For example, fiscal year 2012 is still open and you want to restrict access to the first period of 2013. Once you restrict the first period of 2013, users with this authorization level cannot post to the restricted period.
    2. 2 (Open, Restricted Periods) – User can only post accounting transactions to open accounting periods in an open fiscal year, regardless of whether the period is marked as restricted.
    3. 3 (Closed, Unreported Periods) – User can only post accounting transactions to accounting periods not marked as being part of a Final Close.
    4. 4 (All Periods in Open Fiscal Yrs) – User can post accounting transactions to accounting periods in any open fiscal year.
  10. Use the Duplicate Invoices flag to indicate (with a Y for yes or an N for no) whether the User can enter multiple accounts payable or accounts receivable invoices using the same invoice number.
  11. Use the User Type field to indicate whether the User can post estimate worksheet batches and update overrun information in the Purchase Order window
    1. C (Controller) – The User can:
      1. Modify overrun information on a purchase order. (System Option 89 must be Y.)
      2. Post estimate worksheet batches that transfer estimates within a job (the status is Transfer).
      3. Enter—but not post—batches that do not zero balance within a job.
      4. Update a Subcontract’s information regardless of its status.
    2. F (Field User) - The User can:
      1. Post estimate worksheet batches that transfer estimates within a job (the status is Transfer).
      2. Enter—but not post—batches that do not zero balance within a job.
      3. The User cannot:
        1. Modify overrun information on a purchase order.
        2. Update the following areas in the Subcontract Information window when a subcontract has an Approved status:
          1. Bond Status field on the Status/Other Info tab.
          2. Lien Waiver Received field on the Status/Other Info tab.
          3. Retention Exceeded field on the Status/Other Info tab.
          4. Insurance tab.
          5. Retention %: field on the Line Items tab.
          6. Adding additional subcontract line items.
          • Subcontract pricing history.
    1. H (Home Office) – The User can:
      1. Post estimate worksheet batches with a status of Approved.
      2. Update the Pay Status field to S (Selected) when entering Accounts Payable Invoice & Credit Memo Invoices. 
      3. Update Subcontract’s main record regardless of its status,
      4. Update purchase order statuses from Pending to Approved and modify overrun information on a purchase order. (System Option 89 must be Y.)
    2. S (Standard PENTA User) – The User can:
      1. Post estimate worksheet batches that transfer estimates within a job (the status is Transfer).
      2. Enter—but not post—batches that do not zero balance within a job.
      3. Update the Subcontract’s main record regardless of its status.
      4. Modify overrun information on a purchase order. (System Option 89 must be Y.)

    Note: C, H, and S User Type can modify overrun information on a purchase order; the F User Type cannot.

  12. Use the Payroll Access Level field to indicate whether the User is a non-confidential or confidential employee. This field value determines which payroll information the User can view through PENTA reports and windows within Project Management or Payroll.
    1. 0 (No Access) – The User cannot view pay rate and salary information for all employees
    2. 1 (Access Non-Confidential Only) – The User can only view pay rate and salary information for non-confidential employees.
    3. 2 (Complete Access) – The User can view pay rate and salary information for all employees

  13. If the User will set up Fixed Asset records, enter a Default Asset Ownership Code. An Ownership Code indicates whether your company owns, leases, or rents an Asset. PENTA defaults the value you enter here to the Fixed Asset window’s Ownership Code field when the User creates a new fixed asset. (The user can override the defaulting value.)

  14. Use the Emp Id field to associate an employee with a PENTA User Id. Changing the employee status to Inactive sets the associated User Id to Inactive. Enter an employee Id for the following purposes:

    1. Setting up users of eTime, TEP (Time-Equipment-Production), eTimesheets, or eExpense

    2. If you want the User's status updated automatically to 'I' (Inactive) in the Employee Payroll Information window

  15. Use the Default Warehouse Id field to identify a default warehouse. This field is frequently used for Mobile Field Service Technicians that pull materials from their service truck or van.
  16. Use this field to indicate (with a Y for yes or an N for no) whether the User can enter cost transactions on work orders with restricted Status Codes.
  17. Use the Group # field to assign the new User to a Security Group. Security Groups indicate which modules and reports users within each group can access. PENTA displays the name of the Group # in the adjacent field.

  18. Use the All Organizational Unit Code field to indicate whether you are granting the User access to all organizational units.

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

    2. M (Most) – This value authorizes the User for most OUs. After entering M, move to the OU Authorization block; doing so causes PENTA to populate the block with a list of all available OUs. You can then either accept the current list or modify it by removing specific OUs. You must add any OUs entered after setting up the new User.
    3. S (Some) – This value authorizes the User for only some OUs. After entering S, move to the OU Authorization block; doing so allows you to enter the Id(s) of the OU(s) you want to authorize the User for.
  19. The accessibility and default values of the Organizational Unit Id field depend on your entry in the All OU Code field above. If you entered:
    1. M (most) – Use this field to delete the OU(s) the User is not authorized for. This column defaults by listing all OUs.
    2. S (some) – Use this field to enter the OU(s) the user has authorization for. This column has no default value.

  20. The Hour Type Authorization window allows you to authorize which hour types the User can enter during timecard entry. Use the following fields to indicate (with a Y for yes or an N for no) whether the User can enter time for the:

    1. Regular Hour Type
    2. Premium 1 Hour Type
    3. Premium 2 Hour Type
    4. Overtime Hour Type
    5. Memo Hour Type (This is enterable only if System Option #239 is set to Y)
  21. The Hour Class Authorization window allows you to authorize which hour class codes the User can enter during timecard entry.
  22. The User Status History window allows you to update or review changes made to the User’s status. If you assign an Emp Id with an Inactive status to this User, the User’s status also becomes Inactive.


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.