Administrations

About User Permissions

If your version of Ezy Invoice is the Professional version, you may be able set and customize User Permissions.

If you are using this application and database in a Multi-User environment you may not want some users to access some parts of the data, view certain reports or perhaps you only want them to view the reports only but not make any changes to the data. By allowing or denying users access to certain parts of the application, you are applying User Permission. Hence every user wanting to access a database must log in to the database with a user account (Username & Password) that already exists on that database.

Ezy Invoice provides you with very powerful User Permissions. Ezy Invoice allows you to specify Permissions for Database & Reports.

Database Permissions & Report Permissions

Ezy Invoice allows you to set the following Database (DB Perm) And Report (Report Perm) Permissions.

Database Permissions

1. No Access: Cannot access the specified data at all.
2. ReadOnly: Can view the data but cannot add or modify records
3. Add: Can add new records but cannot edit or delete existing records
4. Edit: Can add new records and edit past records but cannot delete existing records
5. Change: Can add new records as well as edit & delete existing records
6. Full: Items 2 to 5 above plus modify any setting options for the specified data. This is the highest User Permission

Report Permissions

1. No Access: User cannot access this report at all.
2. Preview: User can only preview the report on screen.
3. Print: User can preview & print a hard copy of this report.
4. Full: Items 2 to 3 above plus save the report on disk and export the report to Excel, PDF and other formats.

Note : This feature is only available to users of the Professional Version of the application.

Adding or Modifying User Accounts

1. Click on the menu option : Go To | User Maintenance
2. Ezy Invoice will display the User Maintenance Form

Adding a New User

1. Click on the button
2. Enter the Username, Password and other particulars for the New User.
3. Modify the User Permissions as required

Editing An Existing User

1. Select the User you wish to edit
2. Click on the button
3. Edit the user particulars as required.
4. Modify the User Permissions as required

Backing Up Your Database

All computers are subject to power outage, abnormal shutdowns, network failures, hard disk failures, virus attacks and other problems that could damage or cause you to loose your valuable data. It is important that you protect yourself through regularly backups of your database.

Where possible , it is recommended that you use a removable drive to backup your data. These removable drives are often sold with a backup software that you can use. You may also use the backup utility provided with Ezy Invoice. Again it is recommended that you backup to a another hard disk, a removable drive or another computer where possible. Backing up to the same Hard Drive where your live data resides may render your backup useless if your hard drive is damaged or wiped out through virus threats.

Use the Ezy Invoice backup as follows:

1. Use the menu option : Database | Backup
2. In the Backup/ Archive dialog box, complete the Back Up from box and Backup To boxes then click the Start Backup button.

Important !

1. Note that you should not backup any database that is currently open or in use. Hence you must ensure that you (or anyone else if on a Network) close the database you are backing up before you start the backup.
2. In Client Server mode, you CAN ONLY perform a backup when using the server computer (the computer where the data resides and the server software runs). In C/S mode, the backup utility is unable directly access the data on the server from a Client computer.

Ezy Invoice performs a backup or Archive using the Zip compression format. All data files will be compressed and archived into one zip file. This single zip file also makes your database portable in the sense you can easily copy it from one computer to another if required.

Note : that you can also use this option to transfer your data from one computer to another. Simply Backup or Archive the database to a r disk, transfer the disk to another computer and Restore the data from that computer.

When you Close a database or exit Ezy Invoice, you may be prompted to to backup your database. You will only be prompted when

1. There are changes to your database and
2. You are connected to the database via workgroup connection and not Client Server
3. There are no other users on a network accesing the database at that time.

Restoring your Database

If you have previously Backed Up or Archived your database (see also : Backing Up your Database), you can use when if required using Ezy Invoice's Restore Facility.

1. Use the menu command : Database | Restore.
2. Complete the Restore From box by selecting the Zip file that you want to Restore.
3. Specify the path that you want to restore to. Then click the Start Restore button.
4. If you Restored the data to a folder other than your original data folder, you must make add a New connection. You must first Open the Database then Add a New Connection.