eleed erp enterprise user manual general objects

1 | U S E R M A N U A L – G E N E R A L O B J E C T S

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ELEED ERP ENTERPRISE

USER MANUAL –

GENERAL OBJECTS


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Table of Contents

1. Introduction 2. Company Data

2.1 Directory - Companies 2.2 Directory - Business Profiles 2.3 Directory - Activity Types

3. Geographical Data

3.1 Directory - Countries 3.2 Directory - Regions 3.3 Directory - Cities

4. Counterparties

4.1 Directory - Counterparty Groups 4.2 Directory - Counterparty 4.3 Counterparty Info Report

5. Currency and Exchange Rates

5.1 Directory – Currency 5.2 Document – Set Currency Exchange Rate 5.3 Registry – Exchange Rate

6. Records Manager 6.1 Directory – ID Records 6.2 Document – ID Records 6.3 Registry – ID Records 6.4 Reports – ID Records 7. Emailing Documents 8. General Registry


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1. Introduction

All the data in eLeed ERP application is organized and accessible under 4 types of objects: a. Directories – This object acts like a database and stores basic information that is used

across the ERP system. Example – list of suppliers and customers, list of products and services, operations performed by company and more. It is ideal to fill data in directories before starting to use a module. Some general directories used by most modules have been described in this document.

b. Documents – This object facilitates users to add information in the system leveraging data present in directories. Example – Creating purchase order for supplier using directories like list of suppliers, list of products to be ordered, previously stored prices etc.

c. Registry – This objects facilitates categorized viewing of the documents posted by users in the system. Example – Use Purchase order registry to view all purchase orders posted on a day or month.

d. Reports – This object provides comprehensive business use case reports and help users make more informed decisions. Example – View all different prices at which a product was purchased from different suppliers in one report.

In the following chapters you will get a brief of essential directories and documents that shall be setup for using the system effectively.


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2. Company Data

2.1 Directory – Companies

Purpose – This directory is designed to store data about the offices and branches within the main company who conducts separate balance sheet.

Menu – Directories > Companies

Fig. Directory – Companies

Input and Editing –

All the editing in the directory is done through editing form. Display of the directory shows list of the companies with name and other basic fields. Following buttons are present on directory display:

- Add new company, opens editing form

- Edit existing record, opens editing form

- Copy existing entry and create new one, opens editing form

- Delete existing record All directory data is available in all functional units and units of the information system.

Directory Fields –

The editing form consist of general details and multiple tabs to store taxation information and more.


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Fig. Directory – Companies, Basic editing form

General Fields in the directory:

Name - the name of the company. Editable text field.

Full name – full name of the company. Editable text field.

Description – description about the company. Editable text field.

Flag “Designated Zone Company” – indicates if the company conducts business in designated tax free zones of a country.

Buttons to add, delete and view photo – a jpeg image can be saved in each company record.

Fig. Field in tab – Main

Field in tab – Main:


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City – indicates city of the company. Editable text field.

Regions - indicates region of the company. Editable text field.

Legal address – indicates address of company. Editable text field.

Mailing address – indicates postal address of company. Editable text field.

PO Box/ZIP Code – indicates zip code of the company. Editable text field.

Phones/Email Address/ Website – indicates phone, email address and website for the company. Editable text field.

Fax - indicates Fax number for the company. Editable text field.

Bank Account – This will become the default bank account for display on Customer orders and sales invoice and will be used as bank account details on print forms.

Bank – indicates primary bank for the company. Editable, select from directory of banks.

Bank Account – indicates bank account details for the company in national currency. Editable text field.

Foreign Currency Bank Account – indicates foreign currency bank account. Editable text field.

SWIFT Code – text field to store SWIFT code of the company. Editable.

Fig. Fields in Tab – Taxation:

Fields in Tab – Taxation:

Registration Authority – name of company registration authority. Editable text field.

Registration Date – Date at which the company was registered. Editable Date field.

Tax Number – indicates TIN Number for the company. Editable text field.

Tax Code Date – Date at which TIN number was issued. Editable Date field.

Tax Authority – indicates taxation authority for the company. Editable text field.

Tax Authority Code – indicates taxation authority code for the company. Editable text field.

VAT Certificate – indicates VAT registration number for the company. Editable text field.

Importers Code – indicates importers code, as used on Dubai Trade portal. Editable text field. This field gets referenced when printing delivery advice on export documents.


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Fig. Fields in the tab – Common

Fields in the tab – Common:

Company Legal Type – indicates company legal type. Editable text-field.

Company legal type code – indicates company legal type code. Editable text-field.

Ownership Type - indicates company ownership type. Editable text-field.

Ownership Type code – indicates company ownership type code. Editable text-field.

Authority - indicates company authority. Editable text-field.

Authority Code – indicates company authority code. Editable text-field.

Economic Activities – indicates company’s economic activities. Editable text-field.

Code of Economic Activities – indicates company’s economic activities code. Editable text-field.

Fig. Fields in the tab - Management

Fields in the tab - Management:

Director – indicates name of the director of the company. Editable, select from the employee directory.

Job Position – indicates the job position title in the company. Editable, select from job positions directory.

Chief Accountant – indicates name of the chief accountant of the company. Editable, select from the employee directory.

Job Position – indicates the job position title in the company. Editable, select from job positions directory.

Fig. Fields in the tab – Other


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Fields in the tab – Other

Main production Store – indicates the storage location for production items. Editable, select from storage location directory where store account is 1640.

Parts Store – indicates the storage locations assigned for parts. Editable, select from storage location directory.

Name in other language – text field to store name of company in other language. Editable field.

Address in other language – text field to store address of company in other language. Editable field.

Fig. Field in the tab – Business Profile

Field in the tab – Business Profile:

Select the business profiles for the company from customized business profiles directory. Read more in section 2.2

Fig. Field in the tab – Email Profile

Field in the tab – Email Settings:

This tab is used to store details about the default email which would be used to send emails from the system. If users wish to use feature to email documents from system, they need to fill email details in this tab. The company should be selected as main company in the solution settings of the branch. Following details are present:

Default Email Option – Select which email should be used by default when sending emails from system.

SMTP Server – editable text field to store SMTP server name of the email

Port to SMTP Server – editable numeric field to store SMTP port number of the email

Login to SMTP Server – editable text field to store email id which would be used for sending emails.


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Password to SMTP Server – editable text field to store password which would be used for logging into the email id account.

Flag Use SSL – Must be selected to ensure enhanced security of communication between eleed app and your email provider server.

2.2 Directory - Business Profiles

Purpose – This directory is designed to store the business profiles of the company. Business profiles governs sharing of directories between users of same company and branch.

Menu – Directories > Business Profiles

Fig. Directory – Business Profiles


The input and editing in this directory is done inline from the directory window using buttons present. After making changes, the directory must be saved using save icon.


There are two fields in this directory:

Name – indicates name of the profile. Editable, text field.

Branch – indicates the branch in which this business profile was created. Non-editable field.

2.3 Directory - Activity Types


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Purpose – This directory is used to store details of the business activities carried out by the company.

Menu – Directories > Accounting > Activity Types

Fig. Directory – Activity Types


All the creation and editing in the directory is done through editing form. Display of the directory shows list of the activities with name and other basic fields.

Fig. Directory – Activity Types, input and editing form


The editing form consists of following details:

Name – indicates name of the activity. Editable, text field.

Expenses Account – indicates the debit account for the revenue generated from the business activity. Editable, select from chart of accounts.


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3. Geographical Data

Following hierarchy is used when saving geographical data in the system.

3.1 Directory – Countries

Purpose – This directory is designed to store the list of countries in which company conducts business.

Menu – Directories > Countries

Fig. Directory – Countries


The input and editing in this directory is done inline from the directory window using buttons present. After making changes, the directory must be saved using save icon. All directory data is available in all functional units and units of the information system.


Fields in this directory are:

Country – indicates name of the country. Editable text field. Name added here appears everywhere else on the system.


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Full Name – indicates full name of the country. Editable text field.

Name in other language – Editable text field to store name of countries in other languages.

Full Name in other language - Editable text field to store full name of countries in other languages.

Abbreviation – indicates abbreviated name of the country. Editable text field. The abbreviation field from the countries directory gets referenced in the Country code when creating Emirsal file. If you will be using Emirsal text file, please ensure abbreviation added as per the country code issued by dubai trade portal.

3.2 Directory - Regions

Purpose – This directory is designed to store the list of regions in which company conducts business. Regions can also be the states in a country.

Example for UAE, regions will be the 7 emirates. For USA, regions will be the 50 states.

Menu – Directories > Regions

Fig. Directory – Regions




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Region – Add the name of the region. Editable text field.

Country – Select the name of the country where the region is. The selection window opens countries directory. If the name of required country is not present, users can add new country name in this window, save it and select the same while saving/editing a new region.

3.3 Directory - Cities

Purpose – This directory is designed to store the list of cities in which company conducts business.

Menu – Directories > Cities

Fig. Directory – Cities





City – Add the name of the city. Editable text field.

Region - Select the name of the region/state where the city is. The selection window opens regions directory. If region selected, the country filed gets auto-populated based upon the selected region.


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Country – Select the name of the country where city is. The selection window opens countries directory. If the name of required country is not present, users can add new country name in this window, save it and select the same while saving/editing a new city.

4. Counterparties

The term “Counterparty” in the app signifies any business entity with which the company conducts business. It can include stakeholders like customers, suppliers, shipping companies, service providers etc.

4.1 Directory - Counterparty Groups

Purpose – This directory is designed to store the grouping under which counterparties will be stored.

Menu – Directories > Counterparties > Counterparty Groups

Fig. Directory – Counterparty Groups


All the creation and editing in the directory is done through editing form. Display of the directory shows list of the counterparty groups created in the system. All directory data is available in all functional units and units of the information system. Counterparty groups can also be created directly from counterparty directory.


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Fig. Directory – Counterparty Groups, Input and Editing Form



Group - the name of the new group of counterparties. Editable text field.

Parent group - the name of the parent group of counterparty group. Editable field, select a counterparty group. For selection, groups are available whose business profiles coincides with one of the business profiles specified in the "Companies" directory for the current organization. If the parent group is specified, the group will be created as its subgroup. If the parent group is not specified, the group will be created as an independent group.

Business profile – indicates the business profile of all counterparties or subgroupings under this group. If the parent group is specified, the business profile of the parent group is automatically specified in the field. The field is not editable at this time; If the parent group is not specified, the field is populated by the user and edited. The field value is selected from the "Business Profiles" directory. For selection, only the business profiles specified in the "companies" directory for the current organization are available.

Branch - a division in which the created directory entry. It is filled in automatically. It is displayed only in the basic form of the directory.

4.2 Directory – Counterparty

Purpose – This directory is designed to store the list of business entity or parties involved in company’s business. Each counterparty is stored under one counterparty group.

Menu – Directories > Counterparties > Counterparties


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Fig. Directory – Counterparties


All the creation and editing in the directory is done through editing form. Display of the directory consists of:

Left Pane – Hierarchical structure of counterparty groups list of the counterparty groups created in the system. New groups can be added under root or existing group by selecting folder and right click to get editing options.

Right Pane – Displays the list of counterparties for the selected group in the left pane with information including name, phone, address and TIN.

Fig. Directory – Counterparties, editing counterparty groups

All directory data is available in all functional units and units of the information system.


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The directory groups displayed are only those groups of counterparties whose profile matches one of the profiles of the company specified in the variable "main company" (Menu "Settings solution" - Tab "General Settings" - "The main firm" variable).

Fig. Directory – Counterparties, editing form


The editing form consists of following details: General details:

Name – indicates name of the counterparty. Editable text-field.

Full Name – indicates full name of the counterparty. Editable text-field.

Added on – indicates date on which this record was created

Added by – indicates name of the user who created this record Field in tab – Information:

Group – indicates the counterparty group to which the counterparty belongs. Editable field, select from the directory of counterparty groups, the activity profile of which coincides with one of the profiles of activity indicated in the reference. Required.

Category - the category to which the counterparty belongs (Entity or Individual). Editable. Required.


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Counterparty Type - type of counterparty (consumer or supplier). Default value consumer.

Price category – indicates the default price category to be used when creating invoices for this counterparty. Select from category 1 to 5. 1 being lowest and 5 being retail prices.

Manager in Charge – indicates manager in charge of the counterparty. Editable, choose from the employee directory

Base receiver - the organization where you want to be transmitting data from the expenditure invoice.

Profile - the profile of the counterparty's activities. It is filled in automatically. Not editable. The value of the "Profile" field depends on the value of the "Group" field.

Forwarder – Select the default forwarder for this customer’s customer orders.

Marking – indicates general marking details for goods received/sent to counterparty. Editable text field.

Delivery Conditions – indicates the conditions of delivery. Editable, choose from customized delivery conditions directory. Refer goods module.

Sales Classification – Select the nature of sales which are usually done to this counterparty. Select from sales classification directory.

Tax Number – indicates taxpayer identification number. Editable text field. Please note, this Tax number should be added carefully as the same is used as customer TRN when printing Tax invoices.

Flag "VAT payer" - determines that the counter agent is a VAT payer;

Notes - notes field. Editable text field.


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Fig. Fields in tab - Contact information

Fields in tab - Contact information:

Physical address – indicates actual address where the counterparty is situated. Editable text field.

Country – indicates the country of counterparty. Editable, select from directory of countries.

City – indicates the city of counterparty. Editable, select from directory of countries. When set in the "City" field "Country" is automatically populated and becomes unavailable for editing.

Phone – indicates phone number. Editable text field.

Mailing address – indicates the official address. Editable text field.

E-mail - e-mail address for sending messages by default. Editable text field.

Website - site of the counterparty. Editable text field.

Work Schedule – indicates working hours of a counterparty. Editable text field. Fields in table – Contact Information:


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Full Name - Name of contact person. Editable text field.

Job Position - the position of the contact person. Editable text field.

Value – editable text field to store values for types like phone, email etc.

Type – editable text field to store type of method of contact. Example – Phone, email, etc.

Flag "Valid" - specifies that the contact is still working with the counterparty.

Flag "Default Mail" - determines the default e-mail for sending messages (only for e-mail).

Fig. Fields in tab - Online Store

Fields in tab - Online Store: Useful for the purpose of storing online login information

Registration Date in online store - the date of registration in the online store. Editable date field

Online store code – indicates online store code. Editable text-field.

Interface login - login for the customer interface. Editable text-field.

Interface Password - the password for the customer interface. Editable text-field.

Flag “Order by web site” – Flag to indicate if the counterparty orders from website.


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Fig. Fields in tab – Settlements Data

Fields in the tab – Settlements Data:

This tab consists of three tables -

Table – Statement Currency:

Non-editable section. Displays the default currency used by the organization for settlement with the counterparties. This tab can have multiple rows if different branches of a company are settling with counterparty in different currencies. Please note special rights require to add/edit settlement currency. Check Setting > Access

settings.

Table – Bank Accounts:

This tab allows to store details of bank accounts of counterparty.

Bank Account – checking account detail of counterparty. Editable text field.

Bank - name of the bank of the counterparty. Editable text field

Address - the address of the bank of the counterparty. Editable text field


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Correspondent bank- name of the intermediate bank of the counterparty. Editable text.

Correspondent Account- checking account details of intermediate bank account of counterparty. Editable text field

BIC – indicates SWIFT code of bank. Editable text field

Type - the type of account (basic/not basic). Only one checking account can be a major contractor. When type set to "Basic" for more than one account, the system displays the message: "There is already a basic account."

Section – Settlements Data:

Displays settlement data for the counterparty.

Payment Term – select the usual payment terms sanction for the counterparty from the directory payment term.

Currency of credit line – currency in which credit is issued to the counterparty. Editable, select from currency directory.

Amount of Credit Line – Amount in credit currency which is sanctioned to be issued to the counterparty.

Fig. Fields in tab – ID Records

Fields in tab “ID Records”:

This tab displays all the ID records attached to the counterparty. Users can also add new records or delete existing records using add and delete icon.

Clicking on add icon will load a new ID records document with this counterparty pre-selected, user can further select record type and upload new record.

Clicking on delete icon will prompt user for confirmation, if confirmed, the Id record document will be marked for deletion.

The data in the tab is loaded from the posted ID record documents linked to this counterparty and displayed in ascending order for posting date. Clicking the row opens the posted Id record documents for further analysis. Note - When you save a directory entry automatically checks the directory in the counterparty with the same value of the field "Name". If a counterparty with same name exists, a validation error is thrown and the newly created record is not saved.

4.3 Counterparty Info Report


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Purpose – The purpose of this report is to allow users to view and export details on the counterparties in the system.

Menu – Reports > Accounting > Counterparty Info Report

Fig. Counterparty Info Report

Customizing data in the report –

Following filters are present to customize data in the report:

Branch – By default current branch selected. The report will show all counterparties where activity profile is one of the profile selected in the main company in the selected branch.

Counterparty – Editable field to select the counterparty from the counterparty directory.

Counterparty Group – Editable field to select the counterparty group from counterparty groups directory

Counterparty Type – Editable field to select the type of counterparty – consumer or supplier

Manager in Charge – Editable field to select the manager assigned to the counterparty. If selected, report will show counterparties where in charge is the selected manager.

Country – Editable field to select the country. If selected, report will show counterparties with this country.

Payment Terms - Editable field to select the payment terms. If selected, report will show counterparties with this payment term.

Flag "Show Price Category, Delivery Condition, and Forwarder" – generating report with this flag checked will show columns for price category, delivery conditions and forwarder.

Flag "Show Credit Information" - generating report with this flag checked will show columns for Credit Currency, Assigned Credit Limit and Current Credit Limit.

Flag "Only Show Counterparties without payment Terms" - generating report with this flag checked will only show counterparties without payment terms.


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Customizing display of the report –

Following sorting options can be used to customize the display of the report using options in Sort Order section.

Dropdown By – select the column by which you want to sort the report. o Counterparty (default selected) o Counterparty Group o Counterparty Type o Manager in Charge o Country o Payment Terms

Order – select the sorting type: o Ascending o Descending

Display and Exporting –

Based on the parameters specified and display options selected, the report generated shows list of counterparties present in the system. The report is in print friendly format and can be printed on printer connected to system. The report can be exported to Excel, HTML and XML formats for further analysis.

5. Currency and Exchange Rates

5.1 Directory – Currency

Purpose – This directory is designed to store list of currencies a company deals in.

Menu – Directories > Accounting > Currencies

Fig. Directory - Currency


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The input and editing in this directory is done through editing form. The currency directory window displays currency name and code exchange rate. All directory data is available in all functional units and units of the information system.

Fig. Directory – Currency, Input and editing form


Field in the input and editing form for currencies include: Name – Name of the currency. Editable text field. Note - this value is displayed across system.

Currency Code – 10 digit editable text field to store currency code.

Currency Code in Other Language - 10 digit editable text field to store currency code in other language.

Section – Main:

Unit Name - full name of the currency main unit

Name two units – name of currency for 2-5 main units

Name five units - name of currency for 5-20 main units

Sectional – Additional:

Unit Name - full name of the currency additional unit

Name two units – name of currency for 2-5 additional units

Name five units - name of currency for 5-20 additional units Example – United States Dollars, main unit will be dollars and additional unit will be cent Please note that the main and additional units should be filled cautiously as they appear on all

print report.

5.2 Document – Set Currency Exchange Rate


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Purpose – This document is used to post currency exchange rate for different currencies stored in the system

Menu – Document > Accounting > Set Currency Exchange Rates

Fig. Document – Set Currency Exchange Rate

Structure of the document –

This document consists of:

Document number, date and time – prefilled document number, date and time of posting currency exchange rate.

Document Conversion of balance to counterparty currency – allows users to select posted conversion of balance to counterparty documents and close old balances on old currency exchange rates.

Comment – editable text field to add comments about exchange rates Table – Exchange Rates:

This table consists of columns:

Currency – indicates currency for which exchange rate is being posted. Select value from currency directory.

Current Exchange Rate – indicates exchange rate currently present in the system. Non-editable, taken from last exchange rate document posted for this currency.

Reverse Rate – indicates reverse exchange rate with main currency. Editable numeric field. If new exchange rate added/changed, this field gets calculated automatically.


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New Exchange Rate – indicates exchange rate with main currency. Editable numeric field. If reverse rate added/changed, this field gets calculated automatically.

NOTE – The exchange rates posted should be comparative to the main currency selected. Let say

main currency is AED, then for currency USD, the exchange rate would be 3.67 and reverse

exchange rate would be 0.27.

Filling out the document –

Users can post currency exchange rates for multiple currencies in one document. On adding a new currency, previously added currency rates appear automatically. If a convert balance to counterparty currency document is selected, then for the selected counterparty, the balances in any currency other than the counterparty currency are converted before the new exchange rate gets posted. If user tries to post a document without entries in table part, they will get a validation error.

Movement of Entries –

There are no entries made for this document. The exchange rates are saved in accumulators and can be accessed via accumulators report, Exchange rates report and exchange rates period report.

5.3 Registry – Exchange Rate

Purpose – The purpose of this registry is to view list of exchange rate document.

Following documents are included:

Set Currency Exchange Rate

Menu – Registry > Cash/Bank > Exchange Rate

Fig. Registry – Exchange Rate

6. Records Manager


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The purpose of this functionality is to allow users to create record types for different identification documents they require for counterparties, inventories and employees. Different companies across different countries have specific needs to maintain KYC (know your customer) documents, or employee details like passport, employee card etc. This functionality allows users to create placeholders for required ID documents and upload the same via system document. This would also help in creating trail and record for lD and expired documents.

Useful Terms –

Record – Refers to an entry/record in one of the directory – Counterparty, Inventory, Employee example an employee passport detail.

Record Type – Refers to an entry created in ID records directory. Example – Passport

ID Record document – Physically, relates to one ID document in system. Like uploading passport details for an employee.

Suggested Workflow –

Maintaining ID Records Types –

Maintaining ID Records –


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6.1 Directory – ID Records

Purpose – This directory will be used to create type of ID records that needs to be uploaded in the system.

Menu – Directories > Accounting > ID Records

Fig. Directory – ID Records


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Directory – ID Records Creation Form


All the creation and editing in the directory is done through editing form. Display of the directory shows list of the ID Record types created in the system with record type name and directory it is attached to. Toolbar buttons for add, copy, edit, delete and save can be used in editing/creating/deleting records. All directory data is available in all functional units and units of the information system.



Name – Editable text field to store name of the record type like passport, trade license, TRN and more. Users can create any records with/without expiry date and upload one or more documents for each type.

Directory – Tag the record type to the directory where this will be used. Example ID documents for a supplier or customer should have directory as counterparty. ID documents for employees should have directory as employees.

Mandatory Fields - This section allows to select the fields should be added when storing ID document. Example for record type Passport, mandatory fields can be document number, expiry date, issuing authority and uploaded image. One or more of the following fields can be made mandatory:

o Document Number o Issue Date o Expiry Date o Issuing Authority o Images o Notes


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6.2 Document – ID Records

Purpose – This document will allow users to upload ID records.

Menu – Document > Accounting > ID Records

Structure of the Document –

The document is divided in 3 sections –

Section 1 – General Details

Document date and number – displays document load date and auto assigned document number.

Record Type – Directory selection to ID Records directory. Allow user to select any record type for uploading details.

Directory – Display only field to display name of directory linked to the ID record value selected by user.

Record – select the record/object to which this ID will be tagged. Example if record type selected as passport, select employee name whose passport details are being uploaded in system.

o This field remains greyed out until the record type is selected o Based upon the Directory attached to the record type, the directory selection

window show the required directory. o If record type cleared, clear record and make it greyed out again.

Section 2 – Record Details

This section consists of multiple fields to be entered for the document

Document Number – editable text field to store document number

Issuing Authority – editable text field to store issuing authority

Notes – editable text field to store notes

Issue Date – Date selection

Expiry Date – Date selection, should be greater than issue date.

Upload Image – File Manager Button which loads file manager window. User can one or more scanned files here.

Section 3 – Existing Record

This table should display all ID records documents linked to the selected record value/object.

This table will remain blank until record selected

For the selected record, it displays all ID record documents posted. Example user selected record type as passport, then selected an employee from employee directory. On this action display in table all ID record documents and their details for the selected employee. Example old passports, visa, emirates id etc previously uploaded in system. If employee or record type cleared, clear table as well.

Table columns – This table shows only posted documents and contains following columns:


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o Document – display document name, number date, sorted by document descending order, latest first. Clicking on the document row opens the document.

o Record Type – display record type o Document Number – display document number from ID records document number

field o Issue Date – Display issue date from ID records document o Expiry Date - Display expiry date from ID records document

Buttons for post, save and close are there.

Filling out the document –

Fig. Storing Emirates ID details for an employee

Following are the suggested steps for maintaining ID records in the system: Use Case 1 – Adding new ID records

Load a new ID records document

Select records type

Select the record/object

Add all fields which are marked mandatory for the record type in the ID records directory. If Upload Image mandatory, then check at least one image uploaded in file manager.

Post to make record live. Save in case further editing is required. Use Case 2 – Editing existing ID records


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Users can choose to upload new records for expired documents like if an employee’s passport is expired and new passport details are available, user can directly create new passport as new ID record. In case a user uploaded wrong number/date for active record, the can do following to make corrections:

Delete the document with wrong record and create a new record with correct entries.

Un-post the wrong record, make corrections and post it again. Use Case 3 – Deleting wrong ID records

To delete a wrong record, user need to delete the whole ID records document

6.3 Registry – ID Records

Purpose – The purpose of this registry is to view list of ID records documents posted in the system

Menu – Registry > ID Records

Fig. Registry, ID Records

6.4 Reports – ID Records

Purpose – The purpose of this report is to view and filter on ID records document.

Menu – Reports > Accounting > ID Records


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Fig. ID Records Report

Customizing data in the report –

The report can be generated directory wise for one of the following directory:

Counterparty

Inventory

Employee Below filters would be available as per the selected directory type:

Directory Group – Directory selection, shows the group based upon the selected directory. o Counterparty – Counterparty Group directory selection o Inventory – Inventory Group selection o Employee – Employee group selection from employees directory

Record Type – directory selection from ID records directory, based upon the radio button selected.

o Counterparty – shows ID records with directory selected as counterparty o Inventory – shows ID records with directory selected as inventory o Employee – shows ID records with directory selected as employee

Record – directory selection based upon the radio button selected o Counterparty – Counterparty Directory o Inventory – Inventory Directory o Employee – Employee directory

If any record selected, show ID records for the selected record. If more than one of same record type uploaded, show the one with greater expiry date.

Expiry Date – Filter the data in the report based upon the upcoming expiry date of the document. Dropdown with following options


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o Within 7 Days o Within 15 Days o Within 1 Month o Within 2 Months o Within 3 Months

If any of the above option is selected, show ID record documents where expiry date is between now and the time limit. Example dropdown selection is within seven days, so show ID records with expiry date within date now + 7.

Following flags can be used to filter on the data:

Flag “Only show records without files” – Generating report with this flag selected will only show the ID record documents which do not have any file attached to them.

Flag “Only show records without selected record type” - Generating report with this flag selected will show all records in the directory without the selected record type. Example – selected record type as passport and this flag, should load all employees without passport details.

Flag “Show Records History” – o By default, if a record has more than one document with same record type, then

the report should show the last uploaded with greatest expiry date. o If user generates report with this flag selected, report shows all ID record

documents. o Example - Record type selected as passport and this flag selected, then the report

generated should show all ID record documents for employees with record type as passport.

o Control to add Start Date for History – By default value is 01/01/2000 ensuring all record loads. Changeable as per requirement.

Customizing display of the report –

Following sorting options can be used to customize the display of the report using options in Sort Order section.

Dropdown By – select the column by which you want to sort the report. o Expiry Date o Record Name o Record Type o Directory Group

Order – select the sorting type: o Ascending o Descending

Display and Exporting –

Based on the parameters specified and display options selected, the report generated shows list of ID records uploaded in the system. The report is in print friendly format and can be printed on printer connected to system. The report can be exported to Excel, HTML and XML formats for further analysis.


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Fig. Report – ID Records

7. Emailing Documents

7.1 Email Settings –

Company Email -

To send emails from company email id in eLeed, following settings should be configured:

In solution settings > Main company setting > select one company record

For the selected record, ensure the email settings tab has value for all fields.

Fig. Making Email settings


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Employee Personal Email –

Employee Record > Access Setting Tab –

Select flag “Authorize to send emails from system”, if you would like the user login to send emails from system

Select flag “Authorize to send emails from company email”, if you would like the employee to be able to send emails from company email id.

Employee Record > Email Settings Tab –

Add email settings for the employee

Fig. Employee Record > Access settings


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Fig. Employee Email Settings

7.2 Using Email Feature –

The email feature is available on many documents across the application which needs to be emailed on daily basis in the business like customer order, purchase order, sales invoice and more.

Steps to email a document –

1. Click on button Email PDF 2. This button opens up Email log of the document 3. Click on Plus icon to write new email, opening an email window. Plus icon will appear only

if user authorized to send emails from system. 4. Select the email id from which to send email. Options for company email id would appear if

employee granted access to send emails from company id. 5. Email attributes like recipients, subject, message and attached files can be edited as per

user need. Send message button for sending email. Save button for not sending but saving email draft. Pdf version of the document would be automatically attached in email which can be removed as per user discretion.


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Fig. Document Email Log

Email Log –

With each document, an email log is associated which shows details of the emailing history of the document. The toolbar for email log window consists of buttons for:

Plus - To add new email

Edit - Edit saved email. Sent emails cannot be edited.

Save – saving email log

Copy – Create quick copy of an existing email

Delete – deleting an existing email. Sent emails cannot be deleted.

Exit – close email log.


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Fig. Email, New

Email Window -

The email window is an email editor which allows user to edit the contents of email being sent. It contains of following field:

Sender – Dropdown to select from which id email should be sent i.e. company or employee’s own. Default email selected is the one selected in companies directory default option.

To whom – Taken from counterparties directories based upon the customer selected in the document. Editable, can be one or more email addresses separated by comma (,).

Subject – Document number and name which is being emailed. Editable text field.

Message – Email body message. Editable text field.

Flag “HTML Message (Better Quality)” – If selected, the email is generated in HTML format else plain text format without formatting.

Files section – This section allows to attach/remove files in the email being sent. Plus icon helps to attach file, View icon allows file viewing and delete icon delete attachment. PDF version of file is already attached for emailing.

Date sent – If the email is sent, this window shows the Date sent else blank.

Buttons for send message, save and close.

7.3 Settings > Email Log


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Fig. Settings > Email Log

Menu – Settings > Email Log

Purpose –

The setting serve as the master email log for all the emails sent/saved in the system. The window displays all emails, with their sent date, sender, to, subject and message, All columns can be filtered on. Clicking on the row ill open the email window with all details of the email.

8. General Registry

Purpose – The purpose of this registry is to view list of documents in the system. This registry shows all documents and serves as common place to view day’s activity.

Menu – Registry > General


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Fig. General Registry