Users

All the users’ associated with your account are displayed in a grid.  To see more information about the users, you can click on a row to expand it and show more information for the chosen user record.  You can also Edit/Delete users by selecting the corresponding row level action using the three-dot menu next to the corresponding row.

You may add new account users by clicking on the Add User button.

The current Primary Account Administrator should execute the following steps:

1. Select the Edit link next to the record of the user who will become the new Primary Account Administrator.

2. Navigate to the Access Levels section of the page.

3. Select the Account Administrator check box.

4. Make sure that the new Primary Account Administrator user is assigned a Primary Access Level of Account Administrator.   

5. Select Save.

6. In the General Information section, select the Primary Account Administrator check box for the user.

7. In the Email Notifications section, select all Email Notifications boxes for the Primary Account Administrator.

8. Click the Save button.

By designating a different user as the Primary Account Administrator and saving the entry, the system will automatically remove the designation from the current Primary Account Administrator and set it to the new one.  There must be one, and only one, Primary Account Administrator designated for an account.

Only an Account Administrator has the ability to modify access levels, locked status, or email notifications.  These updates need to be done by selecting the Edit action from the three-dot menu next to the appropriate user record.

Yes.  You are required to create an ID for the new user being added.  User IDs should be assigned in a way that follows your normal procedures. The User ID is case-sensitive and must be between 3 and 16 characters long.  Each User ID must be unique.

The system does not automatically inform users of changes.  The Account Administrator should inform them of the update.  If the Account Administrator changed the user’s password, the user will then be prompted to change their password the next time they log on.  

For new users, the answer is different: when new users are added to a vendor’s VSS account, they will receive an email informing them that they have been added to the account and may log into VSS.

To make updates in the General Information section, you should click on the Edit action found within the three-dot menu.

To delete a user record in the General Information section, you should click on the Delete action found within the three-dot menu.

The Locked flag indicates the state of the user account.  When this flag is not checked, it indicates that the user can login into the system.  When this flag is checked, it indicates that the user is locked out of the system due to exceeding the defined number of login attempts. Once this flag is set to Locked, the user cannot login into the system.  A Locked user can access the Password Reset functionality (if enabled on the system) and try answering the Password Hint Questions in order to reset the password.  

Note:  When the Administrator deletes the user the record it is actually not deleted, instead this flag is set to Disabled.  A disabled user cannot login into the system or attempt a password reset.  

Responsibilities of the Primary Account Administrator:

• Grant VSS account access to other individuals in their organization.

• Designate another individual to perform the role of the Primary Account Administrator.

• Primary point of contact to receive all emails related to your account status.  

• Primary point of contact for other individuals in your organization requesting VSS account access (or a password reset).

These check boxes indicate the types of email notifications the user will receive from the system.  Based on the selections, the user will receive system notifications sent to the email address specified in the user account.

The Registration check box indicates that the user will receive a notification when a vendor location is added to the Headquarters account.  

The Account Maintenance check box indicates that the user will receive many notifications tied to updates made as part of the vendor’s account maintenance.  This includes notifications when the vendor’s certification status is updated, when contact information is changed, or if the vendor’s EFT information is rejected as part of the Pre-Note process.  

The Recent Financial Transaction check box indicates that the user will receive notifications alerting the user that new transactions are viewable on the Financial inquiries pages.

• Vendor Account Administrator - Account Administrator users have the ability to add account users, reset passwords for users, and assign access levels to each user.  They may also update the Account Information and User's information.  They also have the ability to view financial transactions pertaining to the account.  Account Administrator users are also able to update their own profile information.

• Full Access - Full Access users may only update the account information other than User Information. Full Access users also have the ability to view financial transactions pertaining to the account.  Full Access users only have the ability to update their own profile information.

• Display Only - Display Only users can view the Account Information other than User Information.  They can also view financial transactions pertaining to the account.  Display Only users only have the ability to update their own profile information.

To change a user’s access level, the Account Administrator can select/deselect the radio buttons next to the different access levels.

To reset a user’s password, the Account Administrator can select the Reset Password action from the three-dot menu.

The Optional Access Level indicates what the user can do within the Financial Inquiries page in VSS.  A user can optionally be assigned to one or more of the following access levels: Create Invoice, Create Response, Submit Response, or Query Tax Information. To change a user’s access level, the Account Administrator can select/deselect the check box next to the optional access level.

The Create Response access level allows the creation and modification of both draft and submitted responses.

The Submit Response access level allows the modification, withdrawal, and submission of both draft and submitted responses.

Each user must be assigned only one Primary Access Level.  However, a user can have multiple Optional Access Levels (or they can have none – Optional Access Levels are optional).  

The security question and answer are used for added security in the system.  They help the system verify you as a valid user in the system.  The security question and answer can also be used by the system to verify your identity when you are attempting to modify sensitive or confidential data in the system.  You may be requested to answer the security question you defined when registering in VSS if you are making modifications to data in the system that is considered sensitive or confidential.

If you need to change your password then perform the following steps:

1. Select the User from the Account Users grid.

2. Using the three-dot menu, select the Edit action, and then navigate to the Password section.  

3. Enter your current password in the Password field.

4. Enter your new password in the Re-enter Password field.

5. Select the Save button.

You may also update your password by navigating to your user profile.  You can access your profile by clicking on the User Role or User Profile area in the Global Navigation.  Then follow the steps listed above to change your password.

If you need to change another user's password, perform the following steps.

1. Select the User from the Account Users grid.

2. Using the three-dot menu, select the Edit action.

3. Enter a new password in the Password and Re-enter Password fields, and then navigate to the Password section.

4. Select Save.  After Save is selected, you are transitioned back to the Account Users page and a message appears at the top of the page indicating that the password was changed successfully.

If the Show Password Icon feature is enabled for your site, an eye icon will appear next to all password fields. Selecting the eye icon will display your password while you are typing in the password field. Selecting the eye icon again will mask values in the password field. 

Caps Lock Warning: A warning is displayed when a password field receives focus and Caps Lock is enabled. This feature helps prevent unintended input errors.

If you need to reset the password of a Full Access or Display Access user, perform the following steps:

1. Select the User from the Account Users grid.

2. Using the three-dot menu, select the Reset Password action.

3. Confirmation popup is displayed “Do you want to reset your password”. Select Yes.