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Creating Parts Expanded Passwords

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Use the Parts Expanded button on the Passwords menu to enter passwords for the Parts Inventory module. The options listed on the corresponding Operator Parts Passwords tabs correspond with the options available on the module’s various menus. Each box checked equates to an option the user can access once he or she has entered his or her password. The options for which the user does not have access according to his or her security profile will be grayed out and inaccessible to the user.

Note:  To access the Passwords menu within the Accounting module, the Accounting module administrator must grant you access and assign a password to you. Only the options that you have permission to access will be clickable. All other options will be grayed out.

Step 1. From the Dealership Accounting main menu, select Utilities. The Utilities menu will open. 


Step 2. Select Passwords. The Passwords menu will open.


Step 3. On the Passwords menu, click Parts Expanded.

Step 4. You will be prompted to enter a master password. If you have established one, enter it in the Master Password field. If you have not set a master password, the screen will notify you that the password is set to “NONE.” In this case, press ENTER. The Operator Parts Passwords screen will open.


Step 5. To set an employee’s password, type the Parts Department employee’s user ID number into the User ID field. The corresponding name will populate the drop-down menu to the right. If you prefer, you can use the drop-down menu to select the employee, which will then auto-populate the employee’s user ID number in the User ID field.

Step 6. Use the Password field to create a password for the employee. It can be up to five characters long and any combination of alphabetical and/or numeric characters.

Note:  Use the New Password field to change an existing password while maintaining the settings at the bottom of the screen.

Step 7. In the Name field, enter the name the employee goes by, such as a nickname, if it differs from the name on the field below.

Step 8. Once this information is added, the checkboxes in the Main Menu tab below will all be checked. The items (excluding Void A Document and Crossover Parts To Service) listed on the tab correspond to all the options available on the Parts Inventory module’s main menu. Several of these items also correspond to the other tabs running across the Operator Parts Passwords screen. With all the boxes checked on this tab, the employee will have access to every part of the Parts module.


Step 9. You can exclude the employee from accessing different functions in the module by manually unchecking the corresponding boxes on each of the tabs.

Tip:  To expedite password setup, you can choose to apply defaults to set basic profiles based on employee role and then assign the appropriate level of access on an individual basis. (See Establishing Parts Expanded Security Level Defaults and Applying Parts Expanded Security Level Defaults for detailed directions for creating and applying defaults.)

Step 10. Check the Void A Document option if you wish to allow the employee to void documents.

Tip:  Autosoft does not recommend granting permission to void documents to any users other than those with the highest security clearance. When such information is deleted, it cannot be retrieved. Therefore, Autosoft recommends you only trust a select few with this functionality. 

Step 11. Check the Crossover Parts To Service option if you wish for the employee to be able to cross from Parts to Service and back by clicking S and P, respectively. Use the drop-down menu below the box to choose the employee from the list. The employee must be listed in both departments to be applicable for this functionality.

Step 12. Click Save.

Step 13. Repeat Steps 5 through 12 for each Parts Department employee.

Step 14. When you’ve created a password profile for every Parts user, click Exit.

Step 15. Provide each user with his or her unique password.

When users click on Parts from the FLEX DMS startup menu, they will be asked to enter a password. They will enter their unique password, and the Parts module will open with any options that have been blocked from the individual user based on their password profile grayed out and inaccessible.

Note:  The expanded passwords established for a user of the Parts module will override any existing passwords set for that user.



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