Drawing from Authentication User Manual

https://utexas.app.box.com/s/rlyzq78yefkez9oen19x6eflpqxgw0va

How Do Users Get Access to BFS Tracker? (make sure its all explained in Managing Users; then cut)

Every employee of an onboarded department is automatically assigned access to Invoice Submittals for their primary department after the employee logs in to Tracker for the first time. Once fully registered, the employee also has the ability to search Invoice Submittals. New or student employees may not have immediate access until the new employee’s department assignment has been updated in Workday or the student employee has been added/assigned the appropriate department in the Django Admin Users Department.

IDT Billing and/or Letter Bill access to view and/or submit is based on a user’s primary department. A user is added to the user list when they attempt to access Tracker for the first time. In addition, their department must be in the Department list and an Account with the same Department and Unit Code must exist.

Billing users will not have access and are not updated until several scripts have run to update department, account, and user information. If a user needs access to submit IDT and/or Letter bills for a department(s), Billing Credit must be assigned. When onboarding new billing users and/or departments, allow approximately 2–3 weeks for all scripts to update  See additional details about scripts, below.

How to Manage Billing Accounts

 I think this is the only required part

If you are an Admin Supervisor, you can manually add Billing Credit Accounts via the Django Admin. Navigate to that page by selecting the Admin tab on your Tracker Home page.

On the Django Admin page, follow these steps to add Credit Accounts:

1. Under Billing select Accounts.
2. Search via Account Name, Number, or any column name to confirm that the Credit Account you would like to add does not already exist.
3. If a Credit Account needs to be added:
   1. In the top right of the screen, select Add Accounts +
      
   2. Enter the Account Number, Name, and Purpose.
   3. Select Active and Is Credit Account.
   4. Enter Department Contact EID, CV3, Credit and Debit Object Code.
   5. Save.

Debit Departments are automatically added to the Accounts table when a Debit department IDT Account is billed via the Submit New IDT bill submissions.