Manage your clients
If you are an Administrator in budget123, you have access to several functions that make it easy to work with many different clients.
How to log in when you are an Administrator
Go to the login page and enter your login details in the form. You will have received these in an email from us. They consist of an ID number, a username and a password.
You will be logged in to an Administrator license, which gives you easy access to those companies that use budget123 that you are accountant, consultant, bookkeeper or administrator for.
The first page you see after login is called [Latest logins] and it shows you a list of the clients that have logged in most recently.
The blue Administrator top menu
You always have access to the blue top menu – even when you are working in your clients’ accounts.
The menu on the far left depends on the user permissions you have been given either by budget123 or by a colleague if s/he is a super user.
The menu on the far right always shows you the ID of the license you are working in. The ID is right next to the @ symbol.
How to edit you user profile
To edit your user profile, e.g. change your password, click on your user name in the top right corner.
How to sort and search in your tables
You can sort any tables by clicking on the column name at the top. You can sort by company name or latest login, for example. Use [Ctrl+F] to find a specific text or value in a long list.
The Menu
[Latest logins]
[Latest logins] shows a list of the ten licenses have been used in the past 24 hours or the ten licenses that have been active most recently. Log in to a license by using the [login] button on the far right.
If more users are associated with a particular license, click on [Adapt] and choose which user setup you want to use. Click on the ID on the far left to edit the license.
[Domains]
A list of all the domains and subdomains, which you have access to. A domain is a restricted area, where you can group companies, e.g. to restrict other users' access to these licenses.
If a user has access to a domain/subdomain, then s/he will automatically have access to all the licenses that are in this domain and all subdomains.
The Domain Path shows you where a domain is placed in the overall hierarchy.
[Companies]
In [Companies] you will find all the companies that you manage in budget123. Here you can create new company licenses, and you can filter according to subdomains and other criteria to quickly find the license you would like to work with.
To edit a company, simply click on the ID on the left. In the dropdown list [Select action], you can select different actions. E.g. you can transfer a given license to another domain, or you can specify an expiry date. You can also add comments to the licenses.
[Users]
[Users] gives you a list of all the users that you manage, and you can create new users. You may need to add external users to the individual business licenses or users for colleagues who, like you, need to manage internal or external licenses.
To edit a user, e.g. changing or sending a new password, click on the name on the left. Now you can manually change the password, or you can auto-generate a new password and send it directly to the user.
You can also see which domains, subdomains and companies the user has access to, and in the boxes on the right you can add/remove access to domains or businesses.
Please note!
A user can only be deleted when s/he no longer has access to any domain or company (i.e. when the box at the far right is completely empty).
How to create a new company
To create a new company, click on [Companies] in the menu. Click [Create new company], and enter the company ID, company name and VAT no. in the form.
If the company you are creating needs to integrate with a different accounting system than e-conomic, please send us an email with contact information for the employee responsible for your IT systems.
Please note!
You can edit the license type anytime. If you create an external license from the start, you need to fill in the form with the required information about the external user.
How to create a new user
Select user type
Click on [Create new user] and select the user type. budget123 has four different user types:
Domain Manager
A Domain Manager is typically a System Administrator in a large organization. This user type has permission to create other domain managers, managers, multi-users, users, domains, and new licenses.
Manager
A Manager could be a Department Manager or Administrator in a small accountancy firm. Managers typically have access only to one domain level and can create multi-users, users and new licenses.
Multi-user
A Multi-user is a user with direct access to several licenses, e.g. a board member or a CEO who has one login with access to several companies in a corporation.
User
The User is for individuals who need to work with budget123 for one specific company. Each User of a license can be assigned a role that defines the user's level of permissions.
Select license type
When you have selected the user type you need to select the license type. The license type defines if it is an internal or external license and if it is for budget123 or report123.
FullInternal
A FullInternal license gives you access to all the functions in budget123. You must be an administrator to log in. The license type is usually part of a multi-license agreement and cannot be invoiced separately. If the customer needs access too, the license can be converted to a FullExternal.
FullExternal
A FullExternal license gives you access to all the functions in budget123. You can log in without being an administrator. Please note that this type of license is usually invoiced separately. If you don’t want separate invoicing for the user, you should select FullInternal which is for Administrators only.
RealizedInternal
A RealizedInternal license is for report123. You must be an administrator to log in. The license type is usually part of a multi-license agreement and cannot be invoiced separately.
RealizedExternal
A RealizedExternal license is for report123. Please note that this type of license is usually invoiced separately. If you don’t want separate invoicing for the user, you should select RealizedInternal which is for Administrators only.