Setting up User Rights and Roles

The complete manual for administering and setting up User Rights and Roles

The complete manual for administering and Setting up User Rights and Roles

Release 2.8

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Copyright
Copyright 2011 ERESOURCE. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of eresource Infotech P. Ltd. The information contained herein may be changed without prior notice. Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint and SQL Server are registered trademarks of Microsoft Corporation. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, eresource, eresource Logo. Eresourceerp.com are trademarks or registered trademarks of eresource Infotech in India and several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.

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Table of Contents

1.0 Introduction ......................................................................................................................... 9 1.1 User Rights .................................................................................................................. 11 1.1.1 1.1.2 1.1 1.1.4 1.1.5 1.1.6 2 Employee Creation ..................................................................................................... 14 User Creation .............................................................................................................. 16 1.1.3 Company Wise User Rights............................................................................... 18 Branch Wise User Rights............................................................................................. 21 Module Wise User Rights ........................................................................................... 24 Form Wise User Rights ............................................................................................... 27

2.0 Master ............................................................................................................................. 31 2.1 2.1 Voucher Setup ..................................................................................................... 31 2.2 2.3 2.4 2.5 2.2 Branch Party Relation ........................................................................................... 34 2.3 Branch Employee Relation................................................................................... 37 2.4 Branch Item Relation ............................................................................................ 39 2.5 Reports.................................................................................................................. 42

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Welcome to Eresource ERP

Eresource ERP offers solution that enables manufacturers to compete in todays aggressive business environment. The depth of functionality means that the solution can be readily adapted to support a wide range of operational execution styles. Eresource is designed with operation efficiency in mind. Operation efficiency requires a system that runs every aspects of your business, as you can cut cost, bring product to the market sooner, comply with regulations and improve customer relationships. Eresource ERP suite A host of integrated application covering Manufacturing, Inventory & Material Management, Production Management, Financials, Customer & Sales Management, Supplier & Purchase Management, Enterprise Planning, Excise, Human Resource and Business Intelligent. Eresource ERP has successfully empowered many of demanding customers across the world by perusing excellence, building and delivering enterprise solutions. Eresources ERP practice is primarily process driven and provide organisation with the strategic insight, ability to differentiate, increased productivity and flexibility, increased productivity and flexibility they need to succeed. Access your business Anytime, Anywhere Working online with Eresource ERP, youll gain the freedom and flexibility to manage your Enterprise the way that works for you. Work from home or while on move. Share information with your colleagues without sending files back and forth. Manage Your Business More Effectively Eresource ERP allows users to access features based on the access grant permitted to them. Similarly, even the contractors, customers and suppliers can access their respective information without having access to the rest of the features. All the events clicked by any user are logged in the activity log section, which makes sure that everyone is accountable and every transaction is traceable. Easy to use and quick to implement With Eresource, you and your colleagues can access the enterprise solution modules including Finance, Inventory, Material, Management, Production, Planning, Human Resource, from anywhere with a desktop and an Internet connection. Simply put, you have the flexibility to manage and access your companys information from anywhere and at any time.

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Eresource Security Eresource ERP provides you with rich security features to protect your valuable data. Granting and Controlling User authentication is far more flexible and provides security at micro level. Eresource Implementation Support A proven Implementation methodology and time to value, backed by unmatched customer support resources to ensure 24/7 accessibility and service. System Requirements for Eresource Eresource Online Edition requires a computer with Microsoft Windows 2000, XP or Vista, an Internet connection (a high speed connection is recommended), and at least Microsoft Internet Explorer 6. You are working at the fast and easy way to manage your business anytime, from anywhere. Using the Eresource for Web-based Users Guide This users guide follows a standard format. Each option available in Eresource for Web-based is described with an introduction followed by step-by-step instructions on how its features can be used. These procedures each follow a series of documentation conventions which are outline bellow: A procedure involving a series of consecutive steps starts by stating what the procedure accomplishes, followed by the steps, numbered and presented in the order in which they must be completed. If you are asked to type specific text into a dialog box (say) during a procedure, as in step 3 above, the text itself is shown in boldface. Type into the dialog box only those words shown in bold, and exactly as they are presented in the instruction. Upper-case letters indicate a particular key to press on the keyboard. For instance, in step 3 above, having typed in the relevant command, the ENTER key must be pressed, so it is presented in capital letters. Italic text refers to a particular section of the guide to which you are directed, perhaps for supplementary, or because it contains a related topic.

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In addition to these typographical conventions there are a number of command words used within the procedures that refer to specific action, such as Open, Choose, Select, see below for more details. Open a menu from the menu bar. Choose a button, or buttons from a toolbar, and options from drop-down menus. Select an option button, check box or item from a list

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Summary
The following charts may help you to remember the conventions used. It may even be worthwhile leaving them open for quick referral as you begin to acquaint yourself with eresource ERP Command Convention
Buttons Save Update Edit Select Cancel Delete Calendar Button Search Add Symbol Indicates Saving Record. Save/Update Existing Record Edit Record To select Item from the Drop Down Control To cancel the current form. To Delete the form To select the required date To search the required data according to different fields To add a new form

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1.0 INTRODUCTION
An administrator is a local security group with complete and unrestricted access to create, delete, print, and modify files, folders, and settings on a particular computer. This is in contrast to other types of user accounts that have been granted only specific permissions and levels of access. An administrator account is used to make system-wide changes to the computer, such as:

Creating or deleting user accounts Granting or revoking rights to individuals or groups of users Creating account passwords for other users Changing others' account names, pictures, passwords, and types

Administrative rights are permissions which are granted by administrators to users of the application allowing them to make such changes. Without administrative rights, the user of the application cannot perform any such system modifications, including granting or revoking system privileges, changing network settings, etc.

User rights are specific access and ability permissions that can be assigned to groups or organization

It shows a variety of reports on this form.

Master are used for numbering the voucher of an organization

Admin Module Image 1.0

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Once the Admin module is selected, a screen is displayed having the User Rights icon on the top right-hand corner(Refer to Admin Module Image 1.0). Clicking on this icon pops up a menu at the top left-hand corner which gives various options for the Admin to select. These being: 1.) 2.) 3.) 4.) 5.) 6.) Employee Creation User Creation Company Wise User Rights Branch Wise User Rights Module Wise User Rights Form Wise user Rights

Admin Module Image 1.1 Selecting from these various options gives the Administrator the means to decide as to what rights are to be given and to whom(Refer to Admin Module Image 1.1). The User Rights are discussed in detail below.

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1.1 User Rights Before assigning the Employee his rights to the system, the following criteria should be considered: i.) What are the tasks that need to be performed in the application under development?

ii.)

What object access is required to complete each of these tasks; window, table, organization, process, form, workflow and task?

iii.)

What are the employee roles; e.g. sales clerk, system admin, buyer, forecaster, production manager, warehouse manager etc?

iv.)

How can the individual tasks be assigned to the employee roles?

v.)

Who are the employees using the application?

vi.)

What roles do they need access to?

The definition of the user, role, privilege, and menu structure is like the chicken and the egg scenario; what comes first? There is no definitive answer here and perhaps the process is iterative. However, we can always start with defining a role, as the roles are central to the whole configuration design. Once there is a plan, the creation of users and roles is intuitive. A good starting point is to define the roles in the organization and the privileges they require. Roles are really central to the whole configuration design as roles are mostly permanent while users are temporary, i.e. An example of a role may be a sales clerk or warehouse manager, positions that will always be required, while the individual user who performs these roles may transfer to a different role i.e. the Sales Clerk may become Sales Manager. Now, what are User Rights, and what would be the difference between an Employee and a User? The answer is pretty simple. An Employee is a part of an Organization, who works for that organization, while a User is also an Employee but, the User has the privilege to access the

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application concerned. Thus, we can say that a User is a sub-sect of an Employee, and who has been granted exclusive rights and privileges which an Employee may or may not have. An example of this would be that of a Peon and a Software Engineer. Both are Employees, but the Peon cannot access the application because he does not have the privilege to do so, while the software Engineer has the rights to access the application. Again, the Users also have the distinction between who should access what, as there is a definite level of hierarchy involved and not everyone has the same rights and privileges amongst Users too. E.g. A Project Manager can have exclusive rights and privileges to access the parts of the application which a Junior Software Engineer cannot. Thus, even in the case of accessibility there is a certain disparity between who should access what and who cannot. The entire System can be accessed only by the Systems Administrator whose primary role is to grant and revoke rights to the Employees and Users in the organization. Which way the privileges are assigned is entirely in the hands of the Administrator. The objective is to build a role which is efficient and effective. i.e. If the computer skill profile of the role user is basic, if speed of data retrieval/entry is important, if the number of functional tasks needed in the role is minimal, then a direct approach can be used to assigning privileges. E.g. These types of roles are targeting individual low level jobs that need to get done around the enterprise; Peon, Sales clerk, Packing, Picking, Shipping, Manufacturing cells etc. However, if the role is more complicated and the privileges assigned to it require some sort of categorization and organization then the indirect approach is better. Typically these roles require a higher level of computer skill and education; Managers, Analysts, Supervisors, Engineers, Administrators etc. Typically these types of employees have to have access to many more privileges in some cases spread over several modules.

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The image above gives a pretty good idea of what an Administrator can do and the role that he plays in an Organizational setup. The Admin has the rights and privileges to access all the Master files in the organizational database, the creation/deletion of the Employee, from the Employee, the administrator can create the actual user of the application, he can grant or revoke rights to the application (either Company Wise or Branch Wise). In the case of Branch wise rights, the User of the application can be granted access to the entire or parts of the application of that particular branch, only a single branch, or multiple branches of the company. Within the Company or Branch itself, the User of the application may be granted access to only certain portions of the application. Thus, the user of the application may be granted access to only one or more modules in that application and further still, within that module, single or multiple forms. Thus, the user access is stretched to the micro level for the application.

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1.1.1 Employee Creation The screenshot below gives an idea as to how the Employee details table has to be accessed and the data filled in the respective places. The Employee Field Details table gives an overview as to fields present in the Employee Details Table and where the data has been retrieved from, to populate the respective fields(Refer to Admin Module Image 1.2).

Admin Module Image 1.2

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Employee Details Fields Table: ACTION Employee Code <<System Generated, Alphanumeric, Read Only>> <<Free Text, Editable>> <<Drop Down to be Selected from User List>> <<Drop Down to be Selected from User List>> <<Check Box>> Rights to be provided by the Administrator

Employee Name Department

Designation

Resigned

Prior to awarding the Employee his rights, the Administrator has to add the Employee details. This is done as follows: 1.) 2.) 3.) 4.) 5.) Click on the User Rights icon Click on the Employee Creation icon on the pop-up menu on the left Click the Add New Employee button in the Employee Details Form Add all the Employee Details Save the form

A point to remember is that the Employee Code is auto-generated by the System when a new employee is added. In case the employee already exists, but some modifications have to be made to his details, the Edit facility can be used. 1.) Click the Edit button in the Control column 2.) Make the relevant modifications to the Employee Details form 3.) Click the Update button followed by the Save button To delete an employee record completely, click the X button in the Control column. The Resigned check box facility can be used only by those users who have been given access

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rights for it by the Administrator. Checking this box implies that the employee is no longer in service. The Search facility is provided so as to search for a particular employee. Enter the Employee Name and click the Search button. The details of that employee will be displayed. 1.1.2 User Creation Once the Employee has been created, the administrator has to decide as to what rights should be awarded to that Employee so that he can be defined under the category of an Employee alone or a user of the application as well. The user can be given all the rights to the application, or his access can be very limited to only certain parts of the application. He can also be given minimal or full rights to access the application installed at the parent company, a sister concern which is using the application, as well as all or certain branches of the company. Also, the user can be allowed to access all the forms and modules or only certain modules and forms in the application.

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The User Field Details table gives an overview as to the different fields present in the User Details Table and where the data has been retrieved from, to populate the respective fields (Refer to Admin Module 1.3).

Admin Module Image 1.3 User Details Fields Table:

ACTION <<Drop Down to be Selected from User List>> <<Free Text, Reference taken from Employee Master, Editable>> <<Drop Down to be Selected from User List>>

Department

Employee Name

Role Type

Prior to awarding the User his rights, the Administrator has to add the User details. This is done as follows:

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1.) 2.) 3.) 4.) 5.)

Click on the User Rights icon Click on the User Rights icon on the pop-up menu on the left Click the Add New User button in the User Details Form Add all the User Details Save the form

In case the User already exists, but some modifications have to be made to his details, the Edit facility can be used. 4.) Click the Edit button in the Control column 5.) Make the modifications to the User Details form 6.) Click the Update button followed by the Save button. To delete a User record completely, click the X button in the Control column. The Resigned check box facility can be used only by those users who have been given access to it by the Administrator. The Password given in the User Details Table is confidential and cannot be seen by anyone. The Role type column indicates the role that the particular user is to be given. The Role Types are: a.) SA => Systems Administrator b.) DA => Database Administrator c.) User => User of the application Depending upon the role given to the user, he is allowed/denied access the application in part or in whole. The Search facility is provided so as to search for a particular user. Enter the User Name and click the Search button. The details of that user will be displayed

1.1 1.1.3

Company Wise User Rights

Suppose we consider a multi-national company, say xyz corporation Ltd which is into manufacturing a particular product. The Company has been in the field of production for a long time and has a considerable reputation at stake. Now, in such a huge company, there are bound to be thousands of employees, and each and every employee has his own small part to play in the effective functioning of the organization. In such an organization, there is bound to be a form of hierarchy and a certain order that has to maintained at all times. In this type of a hierarchical structure, that not all employees are given the same rights and privileges as the

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other. For example, the CEO (Chief Executive Officer) will certainly have all the rights and privileges to access as compared to a Clerk who will have only those rights and privileges granted, which are only concerned with his line of work. Thus, we can say that is no uniformity between who gets certain privileges and who does not. As a company can contain a varied number of applications, the users who access those applications will also vary a great deal, and there will also be huge difference between who gets certain rights and who does not. The Company Wise User Rights is a provision given to the Administrator to decide as to whether the user has to be given the right of access to the application installed at the Company itself, or a sister concern which is using the application. The privilege is of course decided depending on the hierarchy level at which the user is placed in the organization(Refer to Admin Module 1.4).

Admin Module Image 1.4

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Company Wise User Rights Details Fields Table: ACTION User Name <Drop Down to be Selected from User List> <Drop Down to be Selected from Employee Master>

Employee Name

In order to add the companies to which the user has application access rights, the following steps are carried out: 1.) 2.) 3.) 4.) Click on the User Rights icon Click on the Company Wise User Rights icon on the pop-up menu on the left Select the User Name from the drop-down box provided Select the Employee Name from the drop-down box provided

A table will be pop up displaying the following fields: a.) b.) c.) d.) e.) Company Code Company Name City Name Country Name Access

This table gives a list of the companies along with its location details where the application has been installed. The Access column is the one which determines as to whether the user should be given access to that particular location or not. f.) Click the check boxes provided in the Access Column depending on whether or not to provide access to the user g.) Save the form

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1.1.4 Branch Wise User Rights Again, consider the same company, xyz corporation Ltd as an example. Now, as said before, the company being a huge multinational firm, operates in major countries throughout the world. Each and every branch will have its set of employees who will work under the larger shadow of the parent organization which will which will have its presence at one particular location. Thus, each and every branch will also have its set of employees who are users of a particular application, and those set of employees who are not the users of that particular application. Again, as said before, there will be varied number of applications installed a particular branch, at a particular location, and which can be accessed by a particular set of users who are also employees. Now, at the other end of the spectrum is also that employee who is working at that branch, and who is not a user of the application but is an employee in general, like say, a Peon, who is an employee but who cannot be a user because he does not have access rights to the application concerned. This is where the question of branch-wise user rights comes into factor.

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The Branch Wise User Rights is a provision given to the Administrator to decide as to whether the user has to be given the right of access to the application installed at the Company Branch. The privilege is of course decided depending on the hierarchy level at which the user is placed in the organization(Refer to Admin Module Image 1.5).

Admin Module Image 1.5

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Branch Wise User Rights Details Fields Table:

ACTION User Name <Drop Down to be Selected from User List> <Drop Down to be Selected from Employee Master> <Drop Down to be Selected from Company Master>

Employee Name

Company Name

In order to add the companies to which the user has application access rights, the following steps are carried out: 1.) 2.) 3.) 4.) 5.) Click on the User Rights icon Click on the Branch Wise User Rights icon on the pop-up menu on the left Select the User Name from the drop-down box provided Select the Employee Name from the drop-down box provided Select the Company name from the from-down box provided

A table will be pop up displaying the following fields: a.) Country Name b.) City Name c.) Branch Name d.) Access This table gives a list of the branches along with its location details where the application has been installed. The Access column is the one which determines as to whether the user should be given access to that particular location or not. 6.) Click the check boxes provided in the Access Column depending on whether or not to provide access to the user 7.) Save the form

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1.1.5 Module Wise User Rights Again, consider the same company, xyz corporation Ltd, a huge multinational company, having thousands of employees, having innumerable number of branches, and which has a large number of applications installed. In each application, there will be a large number of modules depending upon the size of the application. Now, the access rights cannot be granted to all and sundry. For the sake of security and confidentiality, only particular users can be granted rights to particular modules. This is where the phenomenon of granting module wise user rights comes into prominence. The Module Wise User Rights is a provision given to the Administrator to decide as to whether the user has to be given the right of access to a particular application module(Refer to Admin Module Image 1.6). The privilege is decided depending on the hierarchy level at which the user is placed in the organization. Now, those with knowledge of software will be familiar with the fact that any application is made up of a number of modules, which in turn is made up of a number of forms. In a professional set-up, a whole lot of people use a particular application and hence it is of paramount importance that each and every person who is using the application is given rights to that part alone with he is concerned. Firstly, this helps a lot in conserving memory on the system as not all users use the entire system. Secondly, the application runs much more efficiently due to this reason as there is less traffic on each and every module. The third and most important reason is that in case any person tampers with a particular module, then the damage can be traced to that person by the access rights log on which the activities of all the people using the application is monitored.

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Admin Module Image 1.6

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Module Wise User Rights Details Fields Table: ACTION User Name <Drop Down to be Selected from User List> <Drop Down to be Selected from Employee Master> <Drop Down to be Selected from Company Master>

Employee Name

Company Name

In order to add the modules to which the user has application access rights, the following steps are carried out: 1.) 2.) 3.) 4.) 5.) Click on the User Rights icon Click on the Module Wise User Rights icon on the pop-up menu on the left Select the User Name from the drop-down box provided Select the Employee Name from the drop-down box provided Select the Company name from the from-down box provided

A table will be pop up displaying the following fields: a.) Module - A list of the modules which are there in the application b.) Branch Detail - The Branch Details of the company using the application There is one more field, Select, which consists of Check-Boxes which can be selected. 8.) Click the check boxes provided in the Access Column depending on whether or not to provide access to the user to that particular module 9.) Save the form Now, what this means is that the User will be able to access only those modules in the particular branches for which the Check-Boxes have been selected. The User will not have any rights or privileges whatsoever to use the remaining modules which have been left unchecked. There are different modules ranging from Master to Billing & A/C Receivable. Thus, this clear demarcation of the different modules is a very useful tool to determine the rights which a User can have to access the application in-depth.

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1.1.6 Form Wise User Rights Imagine the same application as considered in the previous example which has multiple users. The application modules are made up of individual forms, each of which has a direct role to play in the effective running of the application concerned. Each and every form has controls which can be accessed by the user who has been given rights to access that form. Thus, if we see, the security level permeates until the most miniscule of levels in the entire set-up. Only the person who has an access to that form in that module in that application from amongst a host of other applications can make any change to that form. The Form Wise User Rights is a provision given to the Administrator to decide as to whether the user has to be given the right of access to a particular application form(Refer to Admin Module Image 1.7). The privilege is decided depending on the hierarchy level at which the user is placed in the organization. The form-wise access rights takes the accessibility of the application right upto the micro level. As with the usage of modules, the same principle can be applied to the usage of forms too. As a lot of people use a particular application, it is of paramount importance that each and every person using the application is given rights to that part alone with he is concerned. The same advantages of memory conservation and smoother running of the application are pertinent here too. As mentioned previously, this also helps in the easy detection of tampering of a particular form located inside a particular module, by referring to the log files of that application.

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Admin Module Image 1.7 Form Wise User Rights Details Fields Table: User Name <Drop Down to be Selected from User List> <Drop Down to be Selected from Employee Master> <Drop Down to be Selected from Company Master> <Drop Down to be Selected from Branch Master> <Drop Down to be Selected from System List>

Employee Name

Company Name

Branch Name

Module

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In order to add the forms to which the user has access rights, the following steps are to be carried out: 1.) 2.) 3.) 4.) 5.) Click on the User Rights icon Click on the Form Wise User Rights icon on the pop-up menu on the left Select the User Name from the drop-down box provided Select the Employee Name from the drop-down box provided Select the Company name from the from-down box provided

A table will be pop up displaying the following fields: a.) Menu Name - The Menu Name column which consists of two options, i.) Masters ii.) User Rights b.) Form Name The name of the forms present under the Masters and User Rights Menu c.) Add Selecting this facility enables the user to use the Add facility in the form d.) Delete - Selecting this facility enables the user to use the Delete facility in the form e.) Modify - Selecting this facility enables the user to use the Modify facility in the form f.) View - Selecting this facility enables the user to use the View facility in the form g.) Print - Selecting this facility enables the user to use the Print facility in the form h.) Approved by - Selecting this facility enables the user to approve any changes to the form i.) Checked By - Selecting this facility enables the user to affirm that the form is checked If the user has to be given the authority to access all the facilities provided in the forms, then the select the Add All ,Delete All, etc. Check-Boxes provided. Now, what this means is that the User will be able to access only those modules in the particular branches for which the Check-Boxes have been selected. The User will not have any rights or privileges whatsoever to use the remaining modules which have been left

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unchecked. There are different modules ranging from Master to Billing & A/C Receivable. Thus, this clear demarcation of the different modules is a very useful tool to determine the rights which a User can have to access the application in-depth.

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2 2.0

MASTER

Master data, which may include reference data, is information that is the key part of the operation of a business. This invaluable business information may include data about different entities such as customers, products, employees, materials, suppliers, etc. which turn out to be non-transactional in nature. In this regard, the master data can support transactional processes and operations in an organization, but its use is certainly not limited. Master data is often used by several functional groups and stored in different data systems across the length and breadth of an organization and may or may not be referenced centrally. Therefore, the possibility exists for duplicate and/or inaccurate master data. Thus, we can define Master Data as that persistent, non-transactional data that defines a business entity for which there is, or should be, an agreed upon view across the organization. Once the Admin module is selected, a screen is displayed having the Master icon on the top right-hand corner. Clicking on this icon pops up a menu at the top left-hand corner which gives various options for the Admin to select. These are follows: 1.) 2.) 3.) 4.) Voucher Setup Branch party Relation Branch Employee relation Branch Item Relation Voucher Setup

2.1 2.1

A voucher can be said to be an accounting document which represents an internal intent to make a payment to an external entity. The external may be a vendor or service provider. A voucher is usually produced on the receipt of a vendor invoice after the invoice is successfully matched to a purchase order. A voucher will contain in-depth information regarding the payee, the monetary amount of the payment, a description of the transaction, and more. In Accounts Payable systems, a process called a "payment run" is executed to generate payments corresponding to the unpaid vouchers. These payments can then be released or held at the discretion of an Accounts Payable supervisor or the company Controller.

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Admin Module Image 1.8 Voucher Setup Details Fields Table: ACTION Form Name <<Drop down to be selected from System List>> <<Drop down to be selected from Branch Master, Read Only>> <<Auto Generated, Numeric>> Rights for access to be provided by the System Administrator Depends on option selected. i.e. Date Wise, Month Wise, Pad, Separator, etc.

Branch Name

Voucher No

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PAD Separator Pre-String

<<Free Text, Editable>> << Free Text, Editable>> <<Free Text>> Enabled only for Alphanumeric characters Enabled only for Alphanumeric characters

Post-String

<<Free Text>>

Now, each and every organization has its own methodology as to how to name a voucher and give it an identity which is unique to the organization itself. Each voucher is given a unique number so that it is different from the rest of the pack. The numbering technique can be done using different ways such as: Date Wise: In this case, the vouchers can be named using a date such as say, 20101210900001. Here, the first eight digits represent the date the voucher is being prepared. That is, in this case the voucher is being prepared on the date 2010 12 10 i.e. in a (YYYY-MMDD) format. Out of the remaining six digits, i.e. 900001, the first digit 9 is called as a Separator. The remaining five digits 0000 is called as a Pad. The Pad Separator is used to mark the voucher position in the voucher slip pack. That is, the number 1 is the actual position of the voucher slip in the pack. Month Wise: In this case, the vouchers can be named according to the month when the voucher is made. e.g. May 2010 900 001 Here, May is the month, 2010 is the year, 90000 is the Pad Separator, and 1 is the position of the voucher slip in the pack. Numeric:

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Here, the naming is done by using the actual position of the voucher in the pack as the number of the voucher. Hence, by this analogy, the voucher number will be 1. However, the Pad can also be used in numeric labeling, and in such a case the number of the voucher will be 00001. Alphanumeric: Alphanumeric labeling is similar to the Numeric convention, except that a combination of letters and digits is used to do the naming. Here, options known as the Pre String and Post String can be used for numbering. The Alphanumeric notation can be a combination of letters as well as numerals. The Pad and Separator options can also be used. If the Separator is used, it occurs before, as well as after the actual position of the voucher. E.g. consider the number wq90000198, where wq is the Pre-String,9 the separator,0000 the Pad, 1 the actual voucher slip position, 9 the Separator again, and 8 the post-string. User Defined: This style of naming is entirely based upon the users logic and comfort level. The user can define a naming convention which he understands and deems fit for use. In order to generate a voucher number, the following steps are carried out (Refer to Admin Module Image 1.8). 1.) 2.) 3.) 4.) Click on the Master icon Click on the Voucher icon on the pop-up menu on the left Select the form name from the Drop-Down box provided Select any of the options given as to what numbering convention the voucher should have (Date-Wise, Month-Wise, Alphanumeric, etc.) 5.) Fill in the remaining fields (Pad, Separator, etc.) depending on the choice of numbering convention 6.) Once the voucher number is generated, click the Done button

2.2 2.2 Branch Party Relation

Any organization does not have to be restricted to just one city or country alone. It can have a lot of branches too, which are spread out in different corners of the country and the globe. Now, the growth of any organization is determined by the number of branches it opens in different parts of the county. The main reason for any organization opening a branch or a

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subsidiary in a different city or state is simply because it has to tap the market in that particular area, and reach out to the consumers located there. Now, the branch party relation is the relation between the branch and the patrons who access the facilities provided by that branch. The party type can be a direct customer, an agent of the company itself, or a supplier who supplies goods to the company. A company can have many industries, like it can have a Petrochemical Industry as well as a Telecom industry. Hence, all these different industries will be having its own share of Suppliers, Customers, and Agents. In such a scenario, it becomes a little tedious to locate a particular individual who may be operating in particular industry or can also operate in multiple industries. The Branch Party relation facility is provided for this precise reason, so as to locate a particular individual (a Supplier, Customer, or an Agent) who represents a particular category (like say Surveyor, Contractor, etc), and can be from a particular industry (Chemical, Cement, etc).

Admin Module Image 1.9

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Branch Party Relation Fields table: ACTION Party Type <<Drop down to be selected from System List>> <<Drop down to be selected from User List>> <<Drop down to be selected from User List>> <<Drop down to be selected from Employee Master, Category Master>> <<Drop down to be selected from Employee Master, Read Only>> Rights to access to be given by the System Administrator

Category

Industry Type

Party Name

Prepared By

In order to add the forms to which the user has access rights, the following steps are to be carried out (Refer to Admin Module Image 1.9). 1.) 2.) 3.) 4.) 5.) 6.) Click on the Master icon Click on the Branch Party Relations icon on the pop-up menu on the left Select the Party Type from the drop-down box provided Select the Category from the drop-down box provided Select the Industry Type from the from-down box provided Select the Party Name from the from-down box provided

Click on the Go button. A table will be pop up displaying the following fields: a.) Party Code - The Party Code is essentially a code number which exists for that particular party alone. In other words, it cannot be duplicated for any other party. b.) Party Name - The Party Name is the name of the party concerned. The branch of the company is displayed separately.

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There is one more field, Add, which consists of Check-Boxes which can be selected. The Prepared By Drop Down box is used to indicate as to who has filled in the form details. This is basically done for the sake of record-keeping and can be used in case reports are to be generated. 7.) Click the check boxes provided in the Add Column to connect the party concerned with the branch displayed 8.) Save the form

2.3 2.3

Branch Employee Relation

The Branch Employee Relationship is the relationship between the branch and the employees of that branch. A company can have many industries, and these different industries will be having its own employees, who can be located at different branches. The employee will also have a designation, or there may be employees having the same name and who have the same designation, but are working at a different branch. Also, each company will have different departments. With such a whole lot of permutations and combinations, it becomes a little tedious to locate a particular employee having a particular designation, in a particular department, and operating in a particular branch. The Branch Party relation facility is provided for this precise reason, so as to locate a particular employee who may be a part of the organizational setup.

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Admin Module Image 2.0 Branch Employee Relationship Details Fields Table: ACTION Department <<Drop down to be selected from User List>> <<Drop down to be selected from User List>> <<Drop down to be selected from Employee Master>> <<Drop down to be selected from Employee Master, Read Only>> Rights to access to be given by the System Administrator

Designation

Employee Name

Prepared By

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In order to add the forms to which the user has access rights, the following steps are to be carried out (Refer to Admin Module Image 2.0). 1.) 2.) 3.) 4.) 5.) Click on the Master icon Click on the Branch Employee Relations icon on the pop-up menu on the left Select the Department from the drop-down box provided Select the Designation from the drop-down box provided Select the Employee from the from-down box provided

Click on the Go button. A table will be pop up displaying the following fields: a.) Employee Code - The Employee Code is essentially a code number which exists for that particular Employee alone. In other words, it cannot be duplicated for any other Employee. b.) Employee Name - The Employee Name is the name of the party concerned. c.) Department - The Department is the department to which the employee belongs d.) Designation - The Designation is the Designation of the employee. The branch of the company is displayed separately. There is one more field, Add, which consists of Check-Boxes which can be selected. The Prepared By Drop Down box is used to indicate as to who has filled in the form details. This is basically done for the sake of record-keeping and can be used in case reports are to be generated. 6.) Click the check boxes provided in the Add Column to connect the Employee concerned to the branch displayed 7.) Save the form

2.4 2.4 Branch Item Relation

The Branch Employee Relationship is the relationship between the branch and the employees of that branch. A company can have many industries, and these different industries will be involved in the production of different items. The items will of course be dependent on the industry which the company belongs to. The item types can range from consumables to goods and materials, spares, services, etc. Also, the items can belong to a particular group.

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e.g. The item Silica may belong to the item group Sand which comes under the item type Consumables. Thus, the Branch Item relation helps to classify the particular item with respect to its type and the group to which the item belongs, and displays the branch where this item is found.

Admin Module Image 2.1 Branch Item Relationship Details Fields Table: ACTION Item Type <<Drop down to be selected from User List>> <<Drop down to be selected from Item Master>>

Item Group

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Item

<<Drop down to be selected from Item Master>> <<Drop down to be selected from Employee Master, Read Only>> Rights for access to be given by the System Administrator

Prepared By

In order to add the forms to which the user has access rights, the following steps are to be carried out(Refer to Admin Module Image 2.1). 1.) 2.) 3.) 4.) 5.) Click on the Master icon Click on the Branch Item Relation icon on the pop-up menu on the left Select the Item Type from the drop-down box provided Select the Item Group from the drop-down box provided Select the Item from the from-down box provided

Click on the Go button. A table will be pop up displaying the following fields: a.) Item Code - The Item Code is essentially a code number which exists for that particular Item alone. In other words, it cannot be duplicated for any other Item. b.) Reference Number - The Reference Number is basically a number which has been given to that item amongst a list of items in that group. It is pre-decided for that item when the item is being stocked in the warehouse. c.) Item Name - The Item Name is the name of the item having that particular reference number. There is one more field, Add, which consists of Check-Boxes which can be selected. The Prepared By Drop Down box is used to indicate as to who has filled in the form details. This is basically done for the sake of record-keeping and can be used in case reports are to be generated. 6.) Click the check boxes provided in the Add Column to connect the Employee concerned to the branch displayed

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7.) Save the form

2.5 2.5 Reports

By general definition, reports are documents which present a focused, relevant content tailored for a specific audience. Reports are often used to display the result of an experiment, investigation, or even an inquiry. The audience may be of varying types like public, private, or an individual. Reports are used in government, business, education, science, and other fields. Reports often use persuasive elements, such as graphics, images, voice, or specialized vocabulary in order to persuade that specific audience to undertake an action. Additional elements often used to persuade readers include: headings to indicate topics, to more complex formats including charts, tables, figures, pictures, tables of contents, abstracts, summaries, appendices, footnotes, hyperlinks, and references. Now, in an ERP setup, why do we have to use reports? The primary reason for using reports is to maintain a record of activities done. This record can be generated in a document format for filing and can always be retrieved at a later stage when required. Reports can be generated for Employees in general as well as for the users who have access to the application concerned. Thus, depending on the category like Employee or User, reports can be generated with respect to Department, Designation, Branch, etc. It all boils down to what type of specific information is being needed to be reflected in the report. Also, the period for which the report is needed is also of great significance as this gives an idea of the situation during that period. The report can be printed in any format such PDF, etc. and can emailed to any corner of the globe.

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Admin Module Image 2.2 Report Form Details Fields Table: ACTION Reports Category <<Drop down to be selected from System List>> <<Drop down to be selected from System List>> <<Drop down to be selected from Financial Year Master>> <<Drop down to be selected from Financial Year Master>>

Reports

From Date

To Date

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In order to generate reports for a particular time period, the following steps are to be carried out(Refer to Admin Module Image 2.2). 1.) 2.) 3.) 4.) 5.) 6.) Click on the Master icon Click on the Reports icon on the pop-up menu on the left Select the Report Category from the drop-down box provided Select the Report from the drop-down box provided Select the From Date from the Date Time Selectors provided Select the To Date from the Date Time Selectors provided

Click on the Search button. A report in PDF format will pop up, displaying the fields selected(Refer to Admin Module Image 2.3). This report can be saved on the System itself, or can be printed using the Print facility on the report, or can also be sent as an attachment with an email, and can also be shared in a teleconference (using the acrobat connect meeting facility provided).

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Admin Module Image 2.3 The report can be saved on the System itself, or can be printed using the Print facility on the report, or can also be sent as an attachment with an email, and can also be shared in a teleconference (using the acrobat connect meeting facility provided).

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