Access the ComPay site by visiting the OneStop website at www.1-stop.biz. Click on the ‘Services’ tab and choose ‘ComPay’ from this list.

On the ComPay services page, click on the ‘ComPay login’. You’ll be taken to the log in page, as below.

Refer back to your email from Helpdesk. You will need your:

• Master Administrator client number (6 digit code);
• user ID; and
• initial password.

Add them in the boxes of the login screen. It’s useful to click on the box which says ‘Remember my Login’.

You’ll be taken to the default View Invoices page which will display invoices payable and invoices receivable (if sent via ComPay). The Main Menu (the bar of links on the left of the screen) displays the types of functions available to you from this page, as below.

As you’re currently logged in as the Master Administrator, the Main Menu will look like this:

Lower level users (Administrators and ordinary users) will not see exactly the same set of options as this. The differences in ComPay roles are covered in detail below.

There are three types of user access levels in ComPay. These user levels have permission to perform different functions in ComPay.

• The Master Administrator has the highest level of permission and is the only user capable of managing other users in the system and establishing payee details in the Quick Lists.
  
  
• The Administrator has a middle level of permission and may authorise transactions. If your company needs dual authorisation for payments, this role may be split into first level authorisers (Admin 1) and second level authorisers (Admin 2).
  
  
• The User has the lowest or most limited level of permission. They can create payments, invoices and reports but cannot authorise their own payments.

The table below describes the tasks each user type is allowed to perform.

When the Master Administrator adds other users, he or she may assign them ‘User’ or ‘Administrator’ roles, according to the tasks they need to perform.

All users

Some menu options are available to all users. They are Reporting, Invoicing and Support.

All users also see the ‘Payment’ link in the Main Menu; but the menu options will vary according to the user’s status. See below for more detail.

A standard user may:

• create debit payments or credit card payments but not authorise them;
• view invoices;
• view reports; and
• access online support.

Any payments created by ordinary users will require authorisation from an Administrator or Master Administrator. The user sees a limited list of options under ‘Payment’, as below.

An Administrator may:

• authorise payments;
• create debit payments or credit card payments;
• view invoices;
• view reports; and
• access online support.

Both the Administrator and Master Administrator have permission to authorise payments. A first level Administrator role has first level payment authority — that is, they provide initial sign-off on payments but another second-level authorisation is required. A second level Administrator has first and second level payment authority — that is, they may provide initial or final payment authorisation (see How to make credit card payments).

Note that where dual authorisation applies, every payment will need two different authorisers; that is, an Administrator who has a second level authority cannot provide the second level authority on payments they generate themselves.

Unlike a standard user, the Administrator will see the full list of options under ‘Payments’ because they have permission to authorise payments and use the advance payments functions.

The Master Administrator role is created at the completion of the registration process. Only one Master Administrator account exists for each client.

The Master Administrator role carries a high level of responsibility. It is the only user role capable of creating or managing other users in the system. You also manage the client Quick Lists. If you’re the Master Administrator, make sure you:

• memorise the password — it’s unwise to keep a written copy;
• keep the password secret; and
• remember to log off after every session and close your browser.

The Master Administrator, will see a list of links to:

• Payments;
• Invoicing;
• Reporting;
• Admin;
• Support; and
• Log off.

The ‘Administration’ link is only seen by the Master Administrator. In this screen, he or she may:

• add and manage users;
• manage the client details in the Quick List;

As the Master Administrator is usually the person who sets up the company for ComPay access, he or she will need to give Administrators and users access to the relevant parts of this guide.

The Master Administrator will see a full list of options under ‘Payments’, as below.