LinkSOFT Documentation. Version 15.60 (Updated: 11th March 2025)

Table of contents

1. Link Software
2. Online Help and Support
3. Installation
    3.1 System Requirements
    3.2 Software License
    3.3 Link Software Installation
    3.4 Link Software Updates
    3.5 LinkSOFT New/Demo Database
    3.6 LinkSOFT Database Upgrade
    3.7 Moving LinkWEB Site Files to a New Location
    3.8 Post Installation Configuration and Setup
        3.8.1 Creating a Connection to the Database
        3.8.2 Web Configuration File
        3.8.3 Configure Password Policy
        3.8.4 Configure "New User" Settings
        3.8.5 Email Configurations
        3.8.6 Enable Full Text Search
        3.8.7 Mail Settings
            3.8.7.1 Mail Setting Element
    3.9 Logging into Link Desktop Applications
    3.10 FTP Backups and Storage
    3.11 Link Scheduled Service
    3.12 Frequently Asked Questions
        3.12.1 How to setup GMail account to send email
        3.12.2 How to change application SQL User password
        3.12.3 How to change date format
        3.12.4 How is security handled in LinkSOFT
4. Link Web Applications Portal
    4.1 How to use LinkWEB
        4.1.1 Logging into LinkWEB
            4.1.1.1 Sign Up
            4.1.1.2 Recover Password
            4.1.1.3 My Account
            4.1.1.4 Two-Factor Authentication
        4.1.2 Home Page
        4.1.3 Entering Data in LinkWEB
        4.1.4 How to use LinkWEB Framework
        4.1.5 Additional Fields, Notes, Attachments and Tasks
        4.1.6 File Manager Control
    4.2 Recruitment
        4.2.1 Configuration & Setup
        4.2.2 Applicant Profile
        4.2.3 Interviews
        4.2.4 Vacancy Applications
        4.2.5 Vacancy Manage
    4.3 Human Resource Management
        4.3.1 Employee Access Security
        4.3.2 Employee Profile
            4.3.2.1 Employee Maintenance
                4.3.2.1.1 Employee Maintenance - Detail
            4.3.2.2 Employee Profile
            4.3.2.3 Employee Pay Setup
                4.3.2.3.1 Allowances
                4.3.2.3.2 Benefits
                4.3.2.3.3 Deductions
                4.3.2.3.4 Direct Credit
                4.3.2.3.5 Superannuation
                4.3.2.3.6 Standard Pay Entries
            4.3.2.4 Achievements
            4.3.2.5 Career Preference
            4.3.2.6 Curricular Activities
            4.3.2.7 Dependants
            4.3.2.8 Discipline
            4.3.2.9 Exit Maintenance
            4.3.2.10 Experience
            4.3.2.11 Issuable Items
            4.3.2.12 License
            4.3.2.13 Meeting Calendar
                4.3.2.13.1 Creating a New Meeting
                4.3.2.13.2 Assigning Attendees to Meeting
                4.3.2.13.3 Updating Meeting Minutes
                4.3.2.13.4 Adding Tasks to Meeting
                4.3.2.13.5 Uploading Documents to Meetings
            4.3.2.14 Meetings
            4.3.2.15 Membership
            4.3.2.16 Memo
            4.3.2.17 Pay Slip
            4.3.2.18 Qualification
            4.3.2.19 Skill
            4.3.2.20 Training Feedback
            4.3.2.21 Training History
            4.3.2.22 Training Schedule
        4.3.3 Leave Management
            4.3.3.1 Leave Allocation
            4.3.3.2 Leave Balance
            4.3.3.3 Leave Applications
            4.3.3.4 Leave Calendar
            4.3.3.5 Leave Approvals
            4.3.3.6 Leave Adjustments
            4.3.3.7 Leave Transactions
            4.3.3.8 Leave Analysis
            4.3.3.9 Process Leave
            4.3.3.10 Process End of Month
            4.3.3.11 Leave Codes
        4.3.4 Time Management
            4.3.4.1 Payroll Timesheet
            4.3.4.2 Roster Schedule
            4.3.4.3 TNA Setup
                4.3.4.3.1 Employee Mapping
                4.3.4.3.2 Rules
                    4.3.4.3.2.1 A001 - Timesheet Processing Rules
                    4.3.4.3.2.2 A002 - Use Time Buffer
                    4.3.4.3.2.3 R002 - Change "Holiday" hours to "Normal" and "Double Time" hours for employees that are in the configured "Pay Teams"
                    4.3.4.3.2.4 R003 - Change multiple IN for a date to Break IN
                    4.3.4.3.2.5 R004 - Approve time entries submitted from "Timesheet"
                    4.3.4.3.2.6 R006 - Deduct minimum 1hr break
                    4.3.4.3.2.7 R007 - Do not import "Normal" hours timesheet entries for "Salaried" employees into payroll
                    4.3.4.3.2.8 R008 - Do not import timesheet entries for "Non-Timesheet" employees into payroll
                    4.3.4.3.2.9 R009 - Mark entries exceeding maximum hours configuration as invalid
                    4.3.4.3.2.10 R010 - Mark multiple clock type "OUT" entries as invalid
                    4.3.4.3.2.11 R011 - Mark time entry as invalid if the employee has a completed time for the date
                    4.3.4.3.2.12 R012 - System to automatically allocate consecutive entries as clock type "IN" and "OUT"
                    4.3.4.3.2.13 R013 - System to automatically define clock type as "IN", "BREAK IN" or "OUT" for a day
                    4.3.4.3.2.14 R014 - Timesheet alert minute variance buffer
                    4.3.4.3.2.15 R015 - Mark "time entry" as invalid when employee's start time is after the "Shift" start time or employee's finish time is before the "Shift" finish time
            4.3.4.4 TNA Union Setup
                4.3.4.4.1 Maintenance
                4.3.4.4.2 Employee Rates
            4.3.4.5 TNA Import Log
            4.3.4.6 TNA Timesheets
            4.3.4.7 Time View - By Day
                4.3.4.7.1 New Time Entry
            4.3.4.8 Time View - By Week
            4.3.4.9 Time Calendar
            4.3.4.10 Time Approvals
            4.3.4.11 Time Analysis
            4.3.4.12 Time Setup
                4.3.4.12.1 Entry Type
                    4.3.4.12.1.1 Activity
                4.3.4.12.2 Project
                    4.3.4.12.2.1 Project Activities
                4.3.4.12.3 Customer
                    4.3.4.12.3.1 Customer Projects/Rates
                    4.3.4.12.3.2 Customer Project Activity Limits
                4.3.4.12.4 Time Entry Limits
            4.3.4.13 Alerts
                4.3.4.13.1 Missing Time
                4.3.4.13.2 Consultant Schedule
                4.3.4.13.3 Staff Hours Alert
        4.3.5 Payroll Processing
            4.3.5.1 Back Pay Schedule
            4.3.5.2 Pay Processing
            4.3.5.3 ATO Single Touch
            4.3.5.4 Bank Pay Submission
                4.3.5.4.1 Australian Bankers Association (ABA)
                4.3.5.4.2 ANZ - Diskpay - All
                4.3.5.4.3 ANZ - Diskpay - ANZ Only
                4.3.5.4.4 ANZ - Transactive - All
                4.3.5.4.5 ANZ - Transactive - ANZ Only
                4.3.5.4.6 BRED - Diskpay - All
                4.3.5.4.7 BRED - Diskpay - BRED Only
                4.3.5.4.8 BSP - Diskpay - All
                4.3.5.4.9 BSP - Diskpay - BSP Only
                4.3.5.4.10 BSP - Internet Banking - All
                4.3.5.4.11 BSP - Internet Banking - BSP Only
                4.3.5.4.12 HFC - Diskpay - All
                4.3.5.4.13 HFC - Diskpay - HFC Only
                4.3.5.4.14 WBC - Diskpay - All
                4.3.5.4.15 WBC - Diskpay - WBC Only
            4.3.5.5 Email Payslips
            4.3.5.6 FMIS Integration
            4.3.5.7 Super Submission
            4.3.5.8 Tax Submission
            4.3.5.9 Utility - Employee Rate Change
            4.3.5.10 Utility - Employee Transfer
        4.3.6 Payroll & HR Maintenance
            4.3.6.1 Achievements
            4.3.6.2 Ethnic
            4.3.6.3 Exit Maintenance
                4.3.6.3.1 Exit Questions
                4.3.6.3.2 Exit Reasons
            4.3.6.4 Grade
            4.3.6.5 Institution
            4.3.6.6 Issuable Items
            4.3.6.7 Licence
            4.3.6.8 Membership
            4.3.6.9 Memo Catgeory
            4.3.6.10 Pay Awards
            4.3.6.11 Pay Calendar
            4.3.6.12 Pay Codes
            4.3.6.13 Pay Control
            4.3.6.14 Pay SDR Rate
            4.3.6.15 Pay Teams
            4.3.6.16 Payroll Tax
                4.3.6.16.1 Employee Payroll Tax
                4.3.6.16.2 State Payroll Tax
            4.3.6.17 Positon Maintenance
                4.3.6.17.1 Position
                4.3.6.17.2 Job Description
                4.3.6.17.3 Point Item Maintenance
            4.3.6.18 Project Codes
            4.3.6.19 Qualification
            4.3.6.20 Relationship
            4.3.6.21 Roster Codes
            4.3.6.22 Service Type
            4.3.6.23 Shift Configuration
                4.3.6.23.1 Fiji ERP Requirements
            4.3.6.24 Skill Maintenance
            4.3.6.25 Superannuation Fund
            4.3.6.26 Territory/Branch/Cost Centre
                4.3.6.26.1 Territory
                4.3.6.26.2 Branch
                4.3.6.26.3 Cost Centre
        4.3.7 Induction & Probation
            4.3.7.1 Employee Induction
            4.3.7.2 Employee Probation
            4.3.7.3 Module Maintenance
            4.3.7.4 Template Maintenance
            4.3.7.5 Topic Maintenance
        4.3.8 Health & Safety
            4.3.8.1 Claim Type
            4.3.8.2 Employee Claims
            4.3.8.3 Incident Reporting
            4.3.8.4 OHS Comittee
        4.3.9 Performance Management
            4.3.9.1 Appraisal
                4.3.9.1.1 Configuration & Processes
                4.3.9.1.2 Alerts & Reports
                4.3.9.1.3 Role Menu Access
                4.3.9.1.4 Appraisal Score Calculation
            4.3.9.2 Performance Plan
            4.3.9.3 Performance Points
            4.3.9.4 KPI Appraisal Template
            4.3.9.5 KPI Groups
            4.3.9.6 KPI Maintenance
            4.3.9.7 KPI Measure
            4.3.9.8 KPI Outcomes
            4.3.9.9 KPI Score Range
        4.3.10 Training & Development
            4.3.10.1 Traning Plan
            4.3.10.2 Training Schedule
            4.3.10.3 Competency
            4.3.10.4 Cost Type
            4.3.10.5 Course Category
            4.3.10.6 Course Feedback
            4.3.10.7 Course Group
            4.3.10.8 Course Maintenance
            4.3.10.9 Instructor
            4.3.10.10 Resource
            4.3.10.11 Venue
    4.4 Inventory
        4.4.1 Product Master
            4.4.1.1 Product Master Details
            4.4.1.2 Price Structure
            4.4.1.3 Prescription Admin Fee
        4.4.2 Stock Adjustment
        4.4.3 Stock Take
        4.4.4 Stock Transfer
        4.4.5 Stock Replenishment
        4.4.6 Purchase Request
        4.4.7 Request Approval
        4.4.8 Purchase Quote
        4.4.9 Purchase Order
        4.4.10 Purchase Approval
        4.4.11 Purchase Receive
        4.4.12 Valuation
        4.4.13 Valuation GL Process
        4.4.14 Category
        4.4.15 Cycle Code
        4.4.16 Location
        4.4.17 Posting Account
        4.4.18 Price Class
        4.4.19 Price Level
        4.4.20 Product Matrix
        4.4.21 Supplier Maintenance
        4.4.22 Tax Maintenance
        4.4.23 Unit of Measure
        4.4.24 Utility - Cost Update
        4.4.25 Utility - Min/Max Level
        4.4.26 Utility - Price Update
        4.4.27 Utility - Product Location
    4.5 Point of Sale
        4.5.1 Customer Access Security
        4.5.2 Customer Display
        4.5.3 Customer Profile
            4.5.3.1 Invoice List
            4.5.3.2 Payment and Credits
            4.5.3.3 Returns List
            4.5.3.4 Invoice Templates
            4.5.3.5 Fleet Management
            4.5.3.6 Child Customers
        4.5.4 Customer Request
        4.5.5 Customer Type
        4.5.6 Delivery Management
        4.5.7 Discount Coupon
        4.5.8 Integration File Export
            4.5.8.1 Sales Transactions
            4.5.8.2 Sales Transactions - SAP
            4.5.8.3 Sales Transactions - Loyalty
        4.5.9 Integration Queue
        4.5.10 Invoice
        4.5.11 Loyalty Adjustment
        4.5.12 Loyalty Maintenance
        4.5.13 Multi Currency Maintenance
        4.5.14 Payment Allocation
        4.5.15 Payment Maintenance
        4.5.16 Payment Options
        4.5.17 Payment Voucher
        4.5.18 Reason Maintenance
        4.5.19 Shift Banking
        4.5.20 Shift Management
        4.5.21 Station Maintenance
        4.5.22 Station Settings
        4.5.23 User Options
            4.5.23.1 User Options
            4.5.23.2 User Location Access
    4.6 Replication
        4.6.1 Servers
            4.6.1.1 Create Branch Database
        4.6.2 Server Connection
        4.6.3 Server Topology
        4.6.4 Rules
        4.6.5 Import/Export Data
            4.6.5.1 Replication - Import Data
            4.6.5.2 Replication - Export Data
        4.6.6 Compare Data
        4.6.7 Queue Monitor
        4.6.8 Frequently Asked Questions
        4.6.9 How to setup replication with fail-safe
        4.6.10 Configure Fail Safe Mode
    4.7 Asset Management
        4.7.1 Assets
        4.7.2 Asset Activities
        4.7.3 Period Depreciation
        4.7.4 Books
        4.7.5 Classifications
        4.7.6 Depreciation Rules
        4.7.7 Employees
        4.7.8 GL Groups
        4.7.9 Groups
        4.7.10 Locations
    4.8 Helpdesk
        4.8.1 View All Cases
            4.8.1.1 New Call -Simple
            4.8.1.2 New Call - Detail
            4.8.1.3 Email Import
            4.8.1.4 Call Security
        4.8.2 Projects
            4.8.2.1 Projects
            4.8.2.2 Project Tasks
            4.8.2.3 Risk and Issues
        4.8.3 Project - Calendar
        4.8.4 Projects - Public
        4.8.5 Knowledge Base
        4.8.6 Call Chart Views
        4.8.7 Call Monitor
        4.8.8 Call Pivot Analysis
        4.8.9 Call Transfer
        4.8.10 Contact Us
        4.8.11 Edit Comment
        4.8.12 Organisation Status
        4.8.13 Quality Control
        4.8.14 Related Item
        4.8.15 Survey Analysis
        4.8.16 Survey Manage
        4.8.17 Survey Question
        4.8.18 Survey Setup
    4.9 Helpdesk Maintenance
        4.9.1 Priority
        4.9.2 Category
        4.9.3 Group
        4.9.4 Task
        4.9.5 Cost
        4.9.6 Task/Cost
        4.9.7 Assignment Rules
        4.9.8 Escalation Rules
        4.9.9 New Case Template
        4.9.10 Scheduled Tasks
        4.9.11 Service Agreement
    4.10 Business Intelligence
        4.10.1 Reports
            4.10.1.1 Recruitment
                4.10.1.1.1 Applicant Listing
                4.10.1.1.2 Advertisement Listing
                4.10.1.1.3 My Application Status
                4.10.1.1.4 Vacancy Applicant Listing
                4.10.1.1.5 Vacancy Listing
            4.10.1.2 Payroll & HR
                4.10.1.2.1 Employee Profile Report
                4.10.1.2.2 Leave Calendar View
                4.10.1.2.3 Payslip
                4.10.1.2.4 Time and Expense
                4.10.1.2.5 Timesheet Payroll Report
                4.10.1.2.6 Employee Birthday Anniversary Listing Report
                4.10.1.2.7 Employee Composition
                4.10.1.2.8 Employee Discipline Form
                4.10.1.2.9 Employee Discipline Listing
                4.10.1.2.10 Employee Exit Details
                4.10.1.2.11 Employee Entry Exit Report
                4.10.1.2.12 Employee Experience Listing
                4.10.1.2.13 Employee Issuable Items Report
                4.10.1.2.14 Employee Membership
                4.10.1.2.15 Employee Position History
                4.10.1.2.16 Employee Profile
                4.10.1.2.17 Employee Job Duties
                4.10.1.2.18 Employee Qualification
                4.10.1.2.19 Employee Start Date Anniversary Report
                4.10.1.2.20 Employee Transfer Report
                4.10.1.2.21 Succession Planning Report
                4.10.1.2.22 Year of Service Listing
                4.10.1.2.23 Meeting Records
                4.10.1.2.24 Employee Probation
                4.10.1.2.25 Course Listing
                4.10.1.2.26 Employee Training History Report
                4.10.1.2.27 Key Perfromance Indicator Listing
                4.10.1.2.28 Performance Appraisal Report
                4.10.1.2.29 OHS Claim Listing
                4.10.1.2.30 OHS Committee Listing
                4.10.1.2.31 OHS Incident Listing
                4.10.1.2.32 Leave Allocation Report
                4.10.1.2.33 Employee Deduction Listing
                4.10.1.2.34 Employee Rate Audit
                4.10.1.2.35 Bureau of Statistics (Fiji)
                4.10.1.2.36 Pay Audit Report
                4.10.1.2.37 Pay Coinage Report
                4.10.1.2.38 Pay Component/Deduction/Banking Report
                4.10.1.2.39 Pay Edit Report
                4.10.1.2.40 Pay Labour Analysis Report
                4.10.1.2.41 Pay Summary Report
            4.10.1.3 Asset
                4.10.1.3.1 Asset Activity
                4.10.1.3.2 Asset Depreciation Projection
                4.10.1.3.3 Asset Depreciation Schedule
                4.10.1.3.4 Asset Journal
                4.10.1.3.5 Asset Listing
                4.10.1.3.6 Asset Not Depreciated
                4.10.1.3.7 Asset Register
                4.10.1.3.8 Asset Register Book
            4.10.1.4 Helpdesk
                4.10.1.4.1 Call Analysis Report
                4.10.1.4.2 Call Listing Report
            4.10.1.5 Inventory
                4.10.1.5.1 Inventory Adjustment Report
                4.10.1.5.2 Transfer/Delivery Note
                4.10.1.5.3 Replenishment Report
                4.10.1.5.4 Supplier Quote Listing Report
                4.10.1.5.5 Tax Code Listing Report
            4.10.1.6 Point of Sales
                4.10.1.6.1 Inventory Barcode - A4 (38.1 x 21.2 mm)
                4.10.1.6.2 Inventory Barcode - A4 (45.7 x 21.2 mm)
                4.10.1.6.3 Inventory Barcode - A4 (64 x 33.8 mm)
                4.10.1.6.4 Inventory Barcode - A4 (99.1 x 34 mm)
                4.10.1.6.5 Inventory Barcode - Roll ( 40 x 25 mm)
                4.10.1.6.6 Inventory Barcode - Roll ( 40 x 30 mm x 2)
                4.10.1.6.7 Inventory Barcode - Roll ( 48 x 28 mm)
                4.10.1.6.8 Inventory Lot/Bin Serial Barcode - A4 (64 x 33.8 mm)
                4.10.1.6.9 Inventory Lot/Bin Serial Barcode - Roll (60 x 40 mm)
                4.10.1.6.10 Inventory Transfer Barcode - A4 (64 x 33.8 mm)
                4.10.1.6.11 Inventory Transfer Barcode - Roll (40 x 25 mm)
                4.10.1.6.12 Outstanding Layby & Credit Transactions
                4.10.1.6.13 Payment Allocation Report
                4.10.1.6.14 Park Transaction Audit Report
                4.10.1.6.15 Prescription Listing
                4.10.1.6.16 Sales Discount/ Price Change Report
        4.10.2 Data View
        4.10.3 Downloads
        4.10.4 Email Log
            4.10.4.1 Queue Notifications
            4.10.4.2 Alert Email Log
            4.10.4.3 PDF Report Email Log
        4.10.5 Quick Notes
        4.10.6 Report Maintenance
            4.10.6.1 Report Rules
        4.10.7 Report Schedule
        4.10.8 Dashboard
    4.11 Integration
        4.11.1 Integration Setup
            4.11.1.1 File Export
                4.11.1.1.1 Bank File Export
                4.11.1.1.2 FMIS File Export
            4.11.1.2 Financial Systems
                4.11.1.2.1 Integration Modules
                    4.11.1.2.1.1 Accounts Payable Invoice
                    4.11.1.2.1.2 Accounts Payable Master
                    4.11.1.2.1.3 Accounts Receivable Adjustment
                    4.11.1.2.1.4 Accounts Receivable Master
                    4.11.1.2.1.5 Accounts Receivable Receipt
                    4.11.1.2.1.6 Accounts Receivable Sales Order
                    4.11.1.2.1.7 Accounts Receivable Transaction
                    4.11.1.2.1.8 Business Intelligence Reports
                        4.11.1.2.1.8.1 Creditor GL Transactions (FMIS)
                        4.11.1.2.1.8.2 Fiji Vat Return Form (FMIS)
                        4.11.1.2.1.8.3 Licence Revenue Analysis (FMIS)
                        4.11.1.2.1.8.4 Purchase Orders Not Invoiced As At (FMIS)
                        4.11.1.2.1.8.5 Tax Return Report (FMIS)
                    4.11.1.2.1.9 General Ledger Journals
                    4.11.1.2.1.10 General Ledger Master
                    4.11.1.2.1.11 Inventory
                    4.11.1.2.1.12 Tax Master
                4.11.1.2.2 Integrating Specific LinkSOFT Modules
                    4.11.1.2.2.1 Asset Management
                    4.11.1.2.2.2 Payroll
                    4.11.1.2.2.3 Point of Sale with inventory control in LinkSOFT
                    4.11.1.2.2.4 Point of Sale with inventory control in Financial System
                    4.11.1.2.2.5 Tax Monitoring System (TMS) integration
            4.11.1.3 Helpdesk Email Import
            4.11.1.4 SQL API
                4.11.1.4.1 EPICOR 7.4
                4.11.1.4.2 JIWA 6
                4.11.1.4.3 JIWA 7
                4.11.1.4.4 Microsoft AX
                4.11.1.4.5 Vodafone Webstore
                4.11.1.4.6 Numerical Computer System Suite
            4.11.1.5 Tax Monitoring System
                4.11.1.5.1 Tax Monitoring System (TMS),(VMS),(SDC)
                4.11.1.5.2 TMS Setup in LinkSOFT
            4.11.1.6 TNA Device
                4.11.1.6.1 TI001 - HP Ingersoll Rand HP3000e
                4.11.1.6.2 TI002 - Biometric SC 09
                4.11.1.6.3 TI003 - Kronos
                4.11.1.6.4 TI004 - ZKTeco Software - Time Attendance
            4.11.1.7 Web API
                4.11.1.7.1 EPICOR 10
                4.11.1.7.2 JIWA 7
                4.11.1.7.3 LinkSOFT API
                4.11.1.7.4 MYOB AccountRight V2
                    4.11.1.7.4.1 Integrating MYOB with Tax Monitoring System (TMS)
                        4.11.1.7.4.1.1 Setting up taxes in MYOB
                        4.11.1.7.4.1.2 Quotation
                        4.11.1.7.4.1.3 Invoice
                        4.11.1.7.4.1.4 Credit Note
                4.11.1.7.5 NetSuite
                4.11.1.7.6 SAGE 300
                    4.11.1.7.6.1 Integrating SAGE with Tax Monitoring System (TMS)
                        4.11.1.7.6.1.1 Setting up taxes in SAGE
                        4.11.1.7.6.1.2 Quotation
                        4.11.1.7.6.1.3 Invoice
                        4.11.1.7.6.1.4 Credit Note
                4.11.1.7.7 XERO
                    4.11.1.7.7.1 Integrating XERO with Tax Monitoring System (TMS)
                        4.11.1.7.7.1.1 Setting up taxes in XERO
                        4.11.1.7.7.1.2 Quotation
                        4.11.1.7.7.1.3 Invoice
                        4.11.1.7.7.1.4 Credit Note
        4.11.2 AP Invoice
        4.11.3 AP Master
        4.11.4 AR Adjustment
        4.11.5 AR Master
        4.11.6 AR Receipt
        4.11.7 AR Sales Order
        4.11.8 AR Transaction
        4.11.9 File Import
            4.11.9.1 Download Sample File
            4.11.9.2 Import File
            4.11.9.3 File Import Processing
        4.11.10 GL Accounts
        4.11.11 GL Invoice
        4.11.12 Tax Master
    4.12 Company Administration
        4.12.1 Approval Workflow
            4.12.1.1 Maintain Approval Workflow
            4.12.1.2 User Workflow
        4.12.2 Bank
        4.12.3 Configuration
            4.12.3.1 Financial Management Information System
            4.12.3.2 General Setting
            4.12.3.3 Helpdesk
            4.12.3.4 Human Resource Management
            4.12.3.5 Payrun Type
            4.12.3.6 Payroll - Tax Configuration
            4.12.3.7 Point of Sale
        4.12.4 Document Templates
            4.12.4.1 ESS Payslip Body
            4.12.4.2 Leave Approval/Reject Email Template
            4.12.4.3 Email Identifier
        4.12.5 Dropdowns
        4.12.6 Email Subscription
        4.12.7 Frequency
        4.12.8 Health Check
        4.12.9 Organisation
        4.12.10 Plugin
            4.12.10.1 Plugin - PAY001
            4.12.10.2 Plugin - POS001
            4.12.10.3 Plugin - POS002
            4.12.10.4 Plugin - POS003
            4.12.10.5 Plugin - POS004
            4.12.10.6 Plugin - POS005
        4.12.11 Processes
            4.12.11.1 Helpdesk System (HEL)
            4.12.11.2 Human Resource Management (HRM)
            4.12.11.3 Point of Sale (POS)
            4.12.11.4 Replication (REPL)
            4.12.11.5 System (SYS)
        4.12.12 Tasks
    4.13 Global Administration
        4.13.1 Additional Fields / Rules
        4.13.2 Audit Data
        4.13.3 Audit Setup
        4.13.4 Change Company
        4.13.5 Company
        4.13.6 Create New User
        4.13.7 Currency
        4.13.8 Database Backup
        4.13.9 Event Log
        4.13.10 File Manager
        4.13.11 Licence Registration
        4.13.12 Menu Maintenance
            4.13.12.1 Functional Points
        4.13.13 My Account
        4.13.14 Process Setup
            4.13.14.1 Maintenance Scheduler
        4.13.15 Public Holidays
        4.13.16 Role Maintenance
        4.13.17 Role Menu Access
        4.13.18 Security Token
        4.13.19 User Maintenance
            4.13.19.1 User
            4.13.19.2 Role
            4.13.19.3 Company
            4.13.19.4 Workflow
            4.13.19.5 Member
5. Point of Sale
    5.1 Launching Link POS
    5.2 Main Screen
    5.3 Maintenance
        5.3.1 Configuration
            5.3.1.1 Printers
            5.3.1.2 Reports
            5.3.1.3 Scale/Display
            5.3.1.4 Integration
            5.3.1.5 Theme 1
            5.3.1.6 Theme 2
            5.3.1.7 Station Settings 1
            5.3.1.8 Station Settings 2
            5.3.1.9 Global (All Stations)
        5.3.2 Payment Method
            5.3.2.1 Payment Surcharge
        5.3.3 Loyalty
        5.3.4 Multi -Currency
            5.3.4.1 Processing Transactions with Multi-Currency
        5.3.5 Stations
        5.3.6 Reason
        5.3.7 Seating
        5.3.8 Customer
            5.3.8.1 Features
                5.3.8.1.1 File
                    5.3.8.1.1.1 New Customer
                    5.3.8.1.1.2 Save Customer
                    5.3.8.1.1.3 New Note
                    5.3.8.1.1.4 New Fleet Entry
                    5.3.8.1.1.5 Exit
                5.3.8.1.2 Payment
                    5.3.8.1.2.1 New Payment
                    5.3.8.1.2.2 Payment Adjustment
                5.3.8.1.3 Utilities
                    5.3.8.1.3.1 Refresh And Search
                5.3.8.1.4 Report
                    5.3.8.1.4.1 Sales Summary
            5.3.8.2 Customer Tabs
                5.3.8.2.1 Customer
                5.3.8.2.2 Loyalty and Pricing
                5.3.8.2.3 Invoices
                5.3.8.2.4 Payments
                5.3.8.2.5 Fleet Management
                5.3.8.2.6 Notes and Tasks Tab
    5.4 Processing
        5.4.1 Start Point of Sale
            5.4.1.1 POS Grid
                5.4.1.1.1 Transaction
                    5.4.1.1.1.1 Load Transaction
                    5.4.1.1.1.2 Load and Copy Transaction
                    5.4.1.1.1.3 Void Transaction
                5.4.1.1.2 Prescriptions
                    5.4.1.1.2.1 Load
                5.4.1.1.3 Shift
                    5.4.1.1.3.1 Cash Management
                        5.4.1.1.3.1.1 Cash In
                        5.4.1.1.3.1.2 Cash Out
                    5.4.1.1.3.2 Shift
                        5.4.1.1.3.2.1 Close Shift
                            5.4.1.1.3.2.1.1 Full Shift Close
                        5.4.1.1.3.2.2 Hold Shift
                        5.4.1.1.3.2.3 Shift Report
                5.4.1.1.4 Account Payment
                    5.4.1.1.4.1 Payment for Credit Sale
                    5.4.1.1.4.2 Account Payment/Credit Note
                    5.4.1.1.4.3 Multi On-Account Payment
                    5.4.1.1.4.4 Payment Adjustment/Refund
                5.4.1.1.5 Utilities
                    5.4.1.1.5.1 Open Cash Drawer
                    5.4.1.1.5.2 Product Maintenance
                    5.4.1.1.5.3 Remove All Prescription Lines
                5.4.1.1.6 Reports
                    5.4.1.1.6.1 View Customer History
            5.4.1.2 Features
                5.4.1.2.1 Fast Keys
                5.4.1.2.2 Shortcut Keys
                5.4.1.2.3 Cash Sales
                5.4.1.2.4 Custom Kit Items
                5.4.1.2.5 Returns
                5.4.1.2.6 Lay-by
                5.4.1.2.7 Credit Sale
                5.4.1.2.8 Quotation
                5.4.1.2.9 Reprint
                5.4.1.2.10 Shift Close
                5.4.1.2.11 Fleet Card Sale
                5.4.1.2.12 Debtor Specific Pricing
        5.4.2 Print Banking Slip
        5.4.3 Reconcile & Close Shift
    5.5 Delivery Management
        5.5.1 Process Deliveries
    5.6 Prescription
        5.6.1 Message Maintenance
        5.6.2 Start Prescription Entry
        5.6.3 Non Prescription Label
        5.6.4 Doctor Maintenance
        5.6.5 Technical Reference
            5.6.5.1 Prescription Pricing
            5.6.5.2 Prescription Configuration
    5.7 Business Intelligence
        5.7.1 Shift/Sales Summary
        5.7.2 Pending Transaction
        5.7.3 Processing View
    5.8 Reporter
        5.8.1 PDF Viewer
        5.8.2 Diagrams
    5.9 Maintenance
        5.9.1 Product Group
        5.9.2 Account Numbers
    5.10 Utilities Tab
        5.10.1 Price Check
        5.10.2 IMAS Mapping
    5.11 Technical Reference
        5.11.1 Service Station Fuel Pump Integration
6. Technical References
    6.1 ESS Allow adding timesheet entries.
    6.2 ESS Archive Time and Attendance
    6.3 ESS Automatic Profile
    6.4 ESS Leave Forfeit
    6.5 ESS Leave Transaction for Invalid Time
    6.6 ESS Integrating Time Entry with Payroll
    6.7 ESS Time Entry Billing
    6.8 ESS Union Allowance
    6.9 Framework Enable Distributed Transactions Coordinator
    6.10 Framework Logo on Reports
    6.11 Helpdesk Dropdown Dependency
    6.12 Helpesk Logo on Cases

1. Link Software

Link Technologies Software (LinkSOFT) consists of the following modules:

  1. System 
    1. Business Intelligence - Reporting functions including Automated Scheduled Reports, Dashboards, Data Views
    2. Company Administration - Multi company environment within a single database
    3. Global Administration - Configuration options across all companies
    4. Integration - API and Menus to handle integration to Netsuite, MYOB, Xero, Epicor, Save and other ERP systems
  2. Human Resource Management
    1. Leave Management
    2. Time and Attendance
    3. Induction and Probation
    4. Health and Safety
    5. Training and Development
    6. Performance Management
    7. Payroll
    8. Recruitment
  3. Point of Sale
    1. Inventory Management
    2. Point of Sale Application
    3. Replication - Centralised Management of POS systems
  4. Asset Management
  5. Helpdesk

We build software with the following primary objectives in mind:

  1. An affordable, easy-to-implement, easy-to-use solution that addresses business needs.
  2. Scalable to meet the requirements of complex business processes and increasing workload.
  3. Built on the latest technologies with the drive towards constant innovation and improvement.
  4. Allows flexibility, security and easy integration to other systems.

Here are five key reasons why it is essential to keep your software up to date:

  1. Security Enhancements: Updates often include security patches that fix vulnerabilities, protecting your system from cyberattacks and malicious actors.
  2. Improved Performance: Software updates can bring performance improvements, making your applications run more smoothly and efficiently.
  3. Bug Fixes: Updates address known bugs and issues, reducing the chances of crashes or glitches that could disrupt your work.
  4. Access to New Features: Updates often introduce new features and functionalities that enhance the user experience and provide additional capabilities.
  5. Compatibility: Keeping software up to date ensures compatibility with other software and hardware, preventing potential conflicts and ensuring seamless operation.

Staying current with software updates is a proactive way to maintain a secure, efficient, and enjoyable computing experience.

Suggestions, feedback or need to know more? Contact Us

[TOP]

2. Online Help and Support

The Online Helpdesk System enables users to log issues, enhancement requests, and general queries relating to our applications. Calls logged are monitored on a regular basis to provide users with a timely response. The Helpdesk system can be accessed at this link .

It is encouraged to log calls when issues arise because not only does it provide us with feedback to help improve the system, but it also allows any of your issues to be solved promptly and efficiently. When a call is logged, a case number is assigned, as well as an e-mail being sent to both parties to keep them updated on the progress of the case. The e-mail alerts can be configured to suit your preference.

Once a case is created, our support staff will contact you to resolve the issue. We use online conferencing tool (such as Microsoft Teams) as remote access mechanisms. If the issue cannot be resolved remotely, our support staff will organize a time to come on site to address the issue. Customers get access to our helpdesk system to upate cases. Cases can be updated directly from emails received as well.

NOTE: All issues must be logged in our helpdesk system before support can assist.

Provide as much information as possible about the issue, as this will allow our support staff to understand the problem and provide a quick response. If sufficient information is not provided, our support staff will need to contact you to acquire more information on the problem. This may cause delays in solving the issue.

Prepare the items listed below before contacting support:

  1. Provide a detailed description of the issue and include any relevant attachments/screen shots.
  2. Include the software version. This can be found in the HELP => About menu option.
  3. Include your operating system version.
  4. Provide screen shots of any error messages, or pictures of the screen that is causing the problem.
  5. Does the problem happen with all users?
  6. Has this problem happened before?
  7. Provide your contact information.
  8. For urgent issues, contact our support team. Our contact details can be found at this link .

Email: Customer Support Email
Web page: Customer Helpdesk Link

 

[TOP]

3. Installation

Installing Link Technologies Software (LinkSOFT) requires administrative permissions.

 

Link Software (LinkSOFT) applications consist of two parts:

  1. Desktop Applications for Point of Sale.
  2. Web Applications for Payroll, Helpdesk, Asset Management, Inventory Management and Human Resource Management Functions.

Note: The server components require Microsoft SQL server. There is no need to install LinkSOFT on the database server for the application to work.  The application component of LinkSOFT is installed on the workstations.

 

Application Installation

The desktop application consists of a Client/Server architecture.  Below is a summary of the installation steps:

  1. Download the latest version of the software from our website.
  2. Run the file "LinkSOFT_Installer.exe" to install the software on the client, Database Server, or the Web Server. This install file contains both the Client and Server items.
    1. This will install the "Database Utilities" that will allow you to create your database
    2. This will install the WEB Server Site files and configure IIS to host the Web Site
    3. If you need to install just the CLIENT files, go to the next step.
  3. Run the file "LinkSOFT_Installer_Client.exe" on all other client machines that require "Point of Sales".
  4. Using the "Link Database Utilities" (Installed as part of 2. above), create a "Demo" or a "Blank (New)" database. This needs to be done only once. All other clients will be able to connect to the nominated server once the database is created.
  5. Setup and Configure application from LinkWeb.
  6. The application is ready to use.

Application Upgrades

LinkSOFT upgrades require updating the client workstations with a new software version, as well as applying a script on the database server.


*** Important Note ***:

  1. Before performing an upgrade, ensure you have done a "Trial Upgrade" and that the customer has signed off on the "Trial Upgrade"
  2. Clear Cache after upgrade as you browser (Google, Microsoft) may store static data that may change across versions.

  3. Important Note:  Before running the upgrade, please make sure your WEB Server and SQL Agent is STOPPED.

 

Below is a summary of installation steps:

  1. Take a backup of the current installation directory in case you have custom reports, or a custom configuration.
  2. Take a backup of the database.
  3. Download the latest version of the software from our website. 
  4. Uninstall the old version from the workstation.
  5. Install the new version.
  6. Run the Link Database Utility and choose to "Upgrade".
  7. Apply the Upgrade Scripts. This needs to be done only ONCE.
  8. Apply steps 4 and 5 on all other workstations.
  9. The application is now ready to use.

Alternatively, use the utility named "Check for Updates - LinkSOFT"

 

Use the links below for a more detailed explanation on how to install LinkSOFT.

  1. System Requirements
  2. Link Software Installation
  3. LinkSOFT New/Demo Database
  4. Upgrading Link Database
  5. Implementation Check-list

[TOP]

3.1 System Requirements

Link Technologies software (LinkSOFT) is built on the Microsoft platform and requires Microsoft Windows Server, Microsoft SQL Server, and a Microsoft Windows Workstation. Where the number of users and transaction values are small, LinkSOFT can be installed on a single workstation, however, for larger transaction volumes, a Seperate Server (or VM) is required for the Web Server and Database Server.

The Express version of Microsoft SQL Server can be used where transaction volume is small, and when Microsoft SQL Server Express requirements are met. Please check licence requirements with Microsoft.


Important Note:

  1. When installing Microsoft SQL Server, choose the collation based on the country requirements. LinkSOFT servers use collation "Latin1_General_CI_AS". Our support platform uses this collation.  
  2. Use Premium high speed SSD for your Data Segments and place Log sengments on a seperate disk for maximum throughput performance
  3. Set the recovery model to "Simple" unless you need transactional logging
  4. Set the Data file growth to 1GB increments and your Log Segments to 100MB for best performance
  5. Monitor and tune your server for optimal performance .

Browser Support

  1. Google Chrome
  2. Microsoft Edge

*** Important Requirement ***
LinkSOFT should be used with an SSL certificate. Here are some links that explain the importance of SSL certificates:

  1. What is an SSL certificate and how it works - CloudFlare
  2. SSL Certificate - Definition and Explanation - Kaspersky
  3. SSL and TLS certificates - AWS

 

Supported Financial Applications

  1. Epicor 7.4, Epicor 10
  2. JIWA versions 6.1.5.3 and 7.1, 7.2 
  3. MYOB AccountRight/Essentials Desktop and Cloud Setups.
  4. NetSuite
  5. SAGE
  6. Xero
  7. Configurable Output File sent via Email or FTP (OPEN or Encrypted)
Limitations and Guidelines
The following limitations apply to LinkSOFT Applications
  1. Database Names cannot contain special characters. In particular, the period (".") will cause crystal reports to fail.
  2. Use a naming convention that will allow you to clearly see Training, Testing and Production Systems. Use abbreiations that will make it easy to identify backups etc.
    1. Example 1: Company Name: "Fiji National Providend Fund", use database name "LinkSOFT-FNPF" for Production and "LinkSOFT-FNPF-Training" for training database 
    2. Example 2: Company Name: "Jacks Retail Pte Limited", use database name "LinkSOFT-JacksRetail" for Production and "LinkSOFT-JacksRetail-Training" for training database
    3. Example 3: Company Name: "Johnson and Johnson Vision Care", use database name "LinkSOFT-JohnsonVision" for Production and "LinkSOFT-JohnsonVision-Training" for training database
  3. Use a Server Naming Convention like:  "DBSERVER-ABC"  where "ABC"   is your abbreviated company name.
  4. Avoid long names
  5. Use "Proper Case" to make the names easy to read

Linksoft Server Sizing

Below is the recommended hardware requirements for LinkSOFT Applications. Select the scenario that best suits your needs and seek advice from an authorized representative before making your purchase.

1. Size Classification

Select the overall class of server required for your environment. The table below is based on transaction volume and concurrent user requirements. Once you have chosen a server class, you can view the recommended sizes from table 2 below.

In summary, here are the classes:

  1. Entry-Level - minimum specification for running LinkSOFT - typically 1 or 2 stations per site
  2. Mid-Range - mid-size customer needs - typically 10 POS stations per site with 1 or 2 sites
  3. Enterprise 1 - high user counts, high volume situations - Typically 15 + stations per site with up to 10 sites
  4. Enterprise 2 - higher user count, higher volumes - Typically 50+ stations per site with 50+ sites

2. Installation Options
LinkSOFT can be configured to run as a Standalone system or in a networked environment.

  1. If you are using Point of Sales, your POS stations can be connected to a SERVER, or the Station can be configured to run as a Standalone Machine.
  2. If you are using the LinkSOFT Payrol, HR and other components, you will access LinkSOFT using a WEB Browser. In this case, you just need a Web Server.

3 Server configuration recommendations

  1. Windows Server 2019 for high volume systems. Windows 11 PRO for smaller setup
  2. SQL Server 2017 or higher (Express edition is supported. Please refer to Microsoft documentation for a comparison of features and licencing)
  3. Data files for SQL server should be kept on a separate drive with high I/O performance

3.1 Internet Information Systems (IIS) Configuration
LinkSOFT requires a web server configured on either a standalone Installation, or on the company Web Server. The following configuration needs to be turned on the web server:

  1. DOT Net Framework (installed automatically with the LinkSOFT Installer)
  2. SAP Business Objects - Crystal Reports Runtime (installed automatically with the LinkSOFT Installer)
  3. IIS configuration (Refer to figure 1 below). This needs to be configured by your systems administrator as the Web Server usually resides on a separate server.

Figure 1 - IIS Web Server Settings

4. Transaction Volume

The transaction volume used for this calculation is the total monthly transaction volume estimate for all LinkSOFT applications. For this table,a transaction is a single line item on a business document. Thus, 100 invoices each with 5 line items is a total of 500 transactions, as is a single invoice with 500 line items.

4.1 Number of Users
The number of users parameter refers to the maximum number of users likely to be active at any one time. This number can be difficult to calculate since users can vary significantly in their demands on the system. A user running a report will use more server processing power and more disk activity than a user who enters an occasional purchase order. The figure that should be used for this table is an equivalent number of reasonably active users. If most users are highly intermittent, the equivalent number will be slightly lower; if most users will be running large, complex reports, the user count should increase slightly.

Table 1: Server groups by Users and Transaction Volume

Transactions Per month

U

s

e

r

s

< 5,000

5,000 to 20,000

> 20,000

< 10

Entry Level

Entry Level

Enterprise 1

10-50

Entry Level

Mid-Range

Enterprise 1

50-150

Mid-Range

Mid-Range

Enterprise 1

150-250

Mid-Range

Enterprise 1

Enterprise 2

250 +

Enterprise 1

Enterprise 1

Enterprise 2

5 Stations Recommendations
Since workstations will always be based on a single user, there are two categories, Entry level (< 15,000 transactions per month) and Mid-Range (> 15,000 transactions per month). POS Stations can setup as a Standalone system, where the database resides on the POS station instead of a Backend Server.

Table 2: Station Recommendations

6 Backend Server Specifications (Payroll, HRIS, ERP etc)
Each of the four server classes identified above is specified in more detail below. Within each class, a lower and higher specification is provided (except Entry-Level). The exact configuration can be chosen according to whether the user count and transaction volume is at the lower or higher end of table 1.

Table 3: Backend Server Recommendations

7 Database Backups
It is extremely important that your business information is backed up on a regular basis. The frequency and type of backup should be discussed with your implementation team, but one or more drives on the server can ensure a timely backup is completed. For large volumes, it is often possible to use more than one drive for the backup - reducing the time taken to complete the process. It is also possible to backup to the local disk, and then copy the file elsewhere for storage.

There are two backup processes that needs to be considered:

  1. Automated backups that the SQL Server agent runs and stores locally on a disk
  2. Offsite backup storage

For SQL Server agent backups, it is recommended that a separate drive is installed on the Database Server. This drive is a temporary drive to hold backups before they are taken off site for secure storage.

8 Database Performance
Relational Databases are advanced systems that sometimes require tuning for optimal performance. Since the introduction of SQL Server 7.0 and followed by SQL Server 2019, the database engine has become largely self-configuring and self-tuning. However, it is still useful to perform some level of tuning on a SQL Server database, particularly in the area of database input/output (I/O) operations to the physical disk subsystem. The driving focus of performance tuning is to reduce I/O so that buffer cache is best utilized. If performed by an experienced professional, tuning can substantially improve performance on your hardware. Note that there are many considerations, which are outside of the scope of this paper, that are involved in maintaining the server at peak performance.

[TOP]

3.2 Software License

END USER LICENSE AGREEMENT

End-User License Agreement (EULA) is a legal agreement between you (either an individual or a single entity) and author of the SOFTWARE PRODUCT. "Link Technologies" is the trading name of the legal entity "Infotech Business Solutions Pty Limited". The software product identified above includes computer software, associated media, printed materials, and online or electronic documentation (SOFTWARE PRODUCT).

By installing, copying, or otherwise using the SOFTWARE PRODUCT, you agree to be bounded by the terms of this EULA. If you do not agree to the terms of this EULA, DO NOT install or use the SOFTWARE PRODUCT.

1. DEFINITIONS

a) "LINK" means Link Technologies (Trading Name). Legal Name: Infotech Business Solutions Pty Ltd. Web site : www.LinkTechnologies.com.au
b) "Software" means the executable code of Link Technologies Software, additional tools, libraries, source files, header files, data files, any updates or error corrections provided by LINK, any user manuals, guides, printed materials, on-line or electronic documentation.
c) "License Key" means a serial number issued by LINK to activate and use the Software. The Licence Key is obtained when the license is requested from "Linkweb - Global Administration - Licence Registration ".
d) "User" is an individual authorized  to use the Software through the assignment of a single user ID, regardless of whether or not the individual is using the Software at any given time. A non-human operated device is counted as a User in addition to all individuals authorized to use the Software, if such device can access the Software.
e) "Maintenance Plan" is a time-limited right to technical support and Software updates and upgrades. Technical support only covers issues or questions resulting directly out of the operation of the Software. LINK will not provide you with generic consultation, assistance, or advice under any other circumstances.

2. GRANT OF LICENSE

This EULA grants you the rights to Install and Use the SOFTWARE PRODUCT for only the number of license purchased from Link Technologies.

3. LICENSE RESTRICTIONS

3.1 You shall undertake any necessary steps to protect the License Key against unauthorized use.
3.2 You may not alter, merge, modify, adapt or translate the Software, or decompile, reverse engineer, disassemble, or otherwise reduce the Software to a human-perceivable form.
3.3 You may not sell, rent, lease, sub license, transfer, resell for profit or otherwise distribute the Software or any part thereof.
3.4 You may not modify the Software or create derivative works based upon the Software.
3.5 You may not remove or obscure any copyright and trademark notices relating to the Software.

4. REPRODUCTION AND DISTRIBUTION
You may reproduce and distribute an unlimited number of copies of the SOFTWARE PRODUCT; provided that each copy shall be a true and complete copy, including all copyright and trademark notices, and shall be accompanied by a copy of this EULA. You may not at any time exceed the number of purchased licenses.

Copies of the SOFTWARE PRODUCT may be distributed as a standalone product or included with your own product. As long as the SOFTWARE PRODUCT is not sold or included in a product or package that intends to receive benefits through the inclusion of the SOFTWARE PRODUCT.

4. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS
LIMITATIONS ON REVERSE ENGINEERING DE-COMPILATION, DISASSEMBLY INCLUDING ADD, DELETE OR MODIFY OF SOFTWARE PRODUCT. You may not reverse engineering, decompile, or disassemble the SOFTWARE PRODUCT, except to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation.

5. Update and Maintenance
Upgrades, support and advise are available to customers on Annual Maintenance only.

5.1 At any time prior to the expiration of your Maintenance Plan and 14 days after, you may purchase an extension to the current Maintenance Plan. This additional Maintenance Plan will extend the availability of your current Maintenance Plan for a period of time beginning with the date when your Maintenance Plan expires.
5.2 For a limited time after the expiration of your Maintenance Plan, you may purchase a renewal of your Maintenance Plan. This will provide you with a new Maintenance Plan that will begin at the date the renewal is purchased.
5.3 If you do not purchase any additional Maintenance Plan, you will still have the right to use the existing Software but you will lose the right to technical support and Software updates and upgrades as of the date your current Maintenance Plan expires.
5.4 For customers that purchase or already own multiple licenses, a Maintenance Plan must be purchased for each license.
5.5 Technical support is provided via electronic mail at the address specified on the web site. LINK will use its best efforts to provide you with technical support within forty-eight (48) business hours of your request. Please check our website to find our latest contact information.
5.6 The latest information is provided on the web site at: Support Please refer to the following web page for additional information.

6. Separation of Components
The SOFTWARE PRODUCT is licensed as a single product. Its component parts may not be separated for use on more than one computer.

7. Software Transfer

7.1 This Software cannot be transferred from the purchasing entity or individual
7.2 Perpetual license cannot be transferred
7.3 Licences can be transferred within an entity 1 month prior to expiry
7.4 If part of an entity ceases to exist, a letter confirming the transfer of licences request, together with the Entity Close document, signed by a Justice of Peace (JP) is required as proof of transfer.
7.5 If annual Maintenance is not paid after One year of expiry, the licence is forfeited and the vendor may refuse to renew.

8. Termination
Without prejudice to any other rights, the Author of this Software may terminate this EULA if you fail to comply with the terms and conditions of this EULA. In such event, you must destroy all copies of the SOFTWARE PRODUCT and all of its component parts.

9. COPYRIGHT
All title and copyrights of the SOFTWARE PRODUCT (including to any images, photographs, clip art, libraries, and examples incorporated into the SOFTWARE PRODUCT), the accompanying printed materials, and any copies of the SOFTWARE PRODUCT are owned by the Author of this Software. The SOFTWARE PRODUCT is protected by copyright laws and international treaty provisions. Therefore, you must treat the SOFTWARE PRODUCT like any other copyrighted material. The licensed users or licensed company can use all functions, example, templates, clip art, libraries and symbols in the SOFTWARE PRODUCT to create new diagrams and distribute the diagrams.

10. LIMITED WARRANTY
THE SOFTWARE IS PROVIDED ON AN "AS IS" BASIS. LINK MAKES NO WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTY OR MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. WITHOUT LIMITATION, YOU ASSUME SOLE RESPONSIBILITY FOR SELECTING THE SOFTWARE TO ACHIEVE YOUR INTENDED RESULTS AND FOR THE INSTALLATION, USE AND RESULTS OBTAINED FROM THE SOFTWARE. LINK MAKES NO WARRANTY THAT THE SOFTWARE WILL BE ERROR FREE OR FREE FROM INTERRUPTIONS OR OTHER FAILURES. IN PARTICULAR, THE SOFTWARE IS NOT DESIGNED FOR USE IN HAZARDOUS ENVIRONMENTS REQUIRING FAIL-SAFE PERFORMANCE. LINK EXPRESSLY DISCLAIMS ANY WARRANTY OF FITNESS FOR HIGH-RISK ACTIVITIES.

11. NO LIABILITY FOR DAMAGES
In no event shall the author of this Software be liable for any special, consequential, incidental or indirect damages whatsoever (including, without limitation, damages for loss of business profits, business interruption, loss of business information, or any other pecuniary loss) arising out of the use of or inability to use this product, even if the Author of this Software is aware of the possibility of such damages and known defects.

12. ENTIRE AGREEMENT
This Agreement contains the entire agreement between LINK and You related to the software and supersedes all prior agreements and understandings, whether oral or written. It may be amended only by a writing executed by both parties.

Copyright (c) 2002-2025 LINK Technologies.

[TOP]

3.3 Link Software Installation

Link Software Installation outlines the steps to install LinkSOFT Applications.

 

Notes:

  1. LinkSOFT has two install sets:
    1. LinkSOFT Client Installer - Install the "Client Installer" on all client machines. This contains "Link POS" desktop application.
    2. LinkSOFT Installer - Install the "LinkSOFT Installer" on the Server Machine.This contains a complete set of installation files. This contains LinkSOFT ("Link POS" and "Link Database Tools") and LinkWEB.
  2. A digital signature is implemented with the install file for security.

Steps for Installation

  1. Download the latest version of Link Software from our website . Users will need administrative permissions on the workstation to install LinkSOFT Applications.
  2. Take a backup of the "Link Technologies" folder before removing previous installation in case you have any customisations.
  3. Install the required "LinkSOFT Installer".
    1. System  checks for the prerequisites and installs missing files. Prerequisites are inbuilt in the LinkSOFT Installation setup. Refer to figure 1.
      1. Prerequisites are "SAP Crystal Reports Runtime and "Dot Net Framework"
  4. Once the prerequisites have been installed. System will open the "LinkSOFT Installation" form. Refer to Figure 2.
    1. Installation path is default to "C:\Program Files (x86)\Link Technologies\".
    2. Read the license agreement . If you agree, tick “ I agree to the License terms and conditions” box to accept the license. If you do not agree to the terms and conditions, please DO NOT install LinkSOFT.
    3. Click on "Install" to begin installation.
  5. Click on "Finish" to  complete and exit the installation.

Figure 1: LinkSOFT Prerequisites

 

Figure 2: LinkSOFT Installation

[TOP]

3.4 Link Software Updates

Link Software Updates are released on a regular basis (2 to 3 times a year) and includes enhancements, performance improvements, security updates and general functional improvements that are requested by clients.

Please read the release notes (on our web site or via helpdesk ) to see what enhancements have been included in each release.

Clients who are on Version 8 and above can update the version using "LinkSOFT Full Install - Check of Updates". This is in the "Link Technologies Setup Files" at the installed path.

  1. Check for update will search for the recent release and download the required file.
  2. Once the application has been updated users need to upgrade the database to the latest version.

Notes:

  1. If the application is on a version below 8.0, you will need to uninstall the entire Link Software application, remove the Link technologies folder from program files and then install the new LinkSOFT application.
  2. If you have many installations that needs to be upgraded, it may be easier to download the LINKSOFT Installation files ONCE and manually run the installation files on each machine that needs to be upgraded
  3. The database UPDATE needs to be performed only ONCE.

Important Note: Before running the upgrade, please make sure your WEB Server and SQL Agent is STOPPED.

[TOP]

3.5 LinkSOFT New/Demo Database

Users need to create and configure a database to use LinkSOFT features. There are two options when doing a new installation:

  1. "NEW" database is created for "Production" or "Live" system. This creates a "New Database" which can be used for New Installations. This database has no transactional data.
  2. A "DEMO" database is created for a "Test" or "Training" environment. This creates a "Demo Database “with sample data. This database can be used for training or looking at best practices.

Steps to Create a Database

  1. Open "Link Database Tools" utility.
  2. Database Tools have the following options:
    1. Create or Upgrade a LinkSOFT Database
    2. FTP Backups and Storage
    3. Copy Database Utility
  3. Select the "Create or Upgrade a LinkSOFT Database" option. Check the "Create a New Database using template" option. Refer to Figure 1.
    1. Blank Database
    2. Demo Database
  4. Enter the "SQL Server Connection Details"
    1. Select the "Database Server" on which the database should be created.
    2. Enter the "Username" and "Password" for the server access. You will need SYSADMIN access to create a database.
  5. Enter the "Database" name to create
  6. Click on "Run".
    1. This will "Create" the database and apply the necessary scripts
  7. System will prompt to "Upgrade" database after it has been created the database. Click on "Yes" to proceed. Refer to Figure 2.
    1. This will open the "Database Update" form. Click on "Start Upgrade". This is required to apply the latest version scripts to the database.
    2. The database is successfully created once the upgrade is completed. The status bar will be updated to show the upgrade status. Refer to Figure 3.

Figure 1:   Create Database

Figure 2 :  Database Upgrade

Figure 3:   Monitor Upgrade

[TOP]

3.6 LinkSOFT Database Upgrade

LinkSOFT Database Upgrade will upgrade a database to the new version.

Notes prior to Upgrade:

  1. Collation of the database being upgraded must be the same as the server collation.
    1. To know the collation of the database right click on the database and go to "Properties - General - Maintenance - Collation".
    2. To know the collation of the server right click on the server and go to "Properties - General - Server Collation".
  2. All payroll processing must be completed and the pay must be CLOSED prior to upgrade.
  3. Replication data should be settled before upgrade .
  4. Upgrade LinkSOFT, Helpdesk and Asset Management for versions 10 and prior.

  5. Important Note:  Before running the upgrade, please make sure your WEB Server and SQL Agent is STOPPED.

Upgrade Steps :   

  1. Open the "Link Database Tools" application and s elect the following:
    1. Choose "Upgrade an existing Database" option. Refer to Figure 1.
  2. Under "Enter the SQL Server Connection Details" :
    1. Select the server from the list or type in the server name.
    2. Enter the server credentials. System administrative access is required to upgrade the database.
  3. Select the database to upgrade.
  4. Click "Run"  to start.  This will open the "Database Update" screen. Refer to Figure 2.
    1. The screen will show the "Server", "Database " and "Version" details.
    2. System will automatically check the scripts that need to be executed for the upgrade.
    3. Click on "Start Upgrade" to start the upgrade process.
    4. Review the "Display" on the right panel to view the upgrade process.
      1. Scripts will be highlighted in red if any error occurs during the upgrade. Please contact  Link Support for assistance.
    5. "File List Position" and "Script Position" will highlight the progress of the upgrade.
    6. "Close" the screen once the upgrade has been completed.

Figure 1 : Database Upgrade Tools 

Figure 2: Database Upgrade Progress. 
 

[TOP]

3.7 Moving LinkWEB Site Files to a New Location

LinkWEB sites files are created when LinkSOFT is installed. The default path is "C:\Program Files (x86)\Link Technologies\LinkWEB". Users can move this file to:
  1. Host the site on a separate server.
  2. Host multiple sites for LinkWEB for example "Head Office" and "Branch" sites for replication. 

Steps to host LinkWEB 

  1. Create an application pool in Internet Information Systems (IIS).
  2. Copy the "Linkweb" folder from the installed files to the new location.
    1. Enable write access for "All Users in these folders: "App_Data", "Contents".
    2. The application pool identity user needs to have read access to the Linkweb folder.
  3. Add  an application in IIS to use the application pool and the folder directory.
  4. Configure your SSL Certificate to use HTTPS

Steps to Create an Application Pool

  1. Navigate to "Internet Information Services Manager" in windows.
  2. Add a new Application Pool
  3. Update below attributes under "Advanced Settings" for the application pool
    1. General
      1. Enable 32-Bit Applications - Set the value to "True".
      2. Start Mode - Set this to "Always Running".
    2. Process Model
      1. Identity - When using "User Certificates" for TMS  update the identity with the user where the certificate is installed or else use the defaults.
      2. Idle Time-Out (Minutes) - Set the value to 0. 
    3. Recycling of Application Pool
      1. Regular Time Interval (minutes)- Set this to 0
      2. Specific Times - Set a time outside the operational hours in format HH:MM:SS.
        1. This is the time IIS will recycle the application pool.
  4. Update below attributes under "Advanced Settings" for the website
    1. General -> Preload Enabled - Set the value to "True"

Note:

  1. When the application pool recycles, the session is terminated.
  2. The new session is initiated when the application is started.

[TOP]

3.8 Post Installation Configuration and Setup

  1. Creating a Connection to the Database.
  2. Email Configurations
  3. Enable Full Text Search
  4. Mail Settings
  5. Configure Password Policy
  6. Configure "New User" settings  
  7. Configure Date & Time format  

Next Steps

  1. Login into Linkweb
    1. Use the "admin" account to login for the first time. Username: admin Password: admin. PLEASE CHANGE THIS PASSWORD AS SOON AS POSSIBLE.
    2. Enable Multi-Factor authentication for ALL users
  2. Setup company details.
  3. Request for LinkSOFT licence from Licence Registration
  4. Enable processes under Global Process Setup
  5. Enable module specific configurations.
  6. Clear Cache after upgrade as you browser (Google, Microsoft) may store static data that may change across versions.

Important Security Information

  1. The admin account is provided for first time login. Users are required to create an administrator account and disable the "admin" account as this account is a known across all LinkSOFT installations.
  2. Strongly recommend using EMAIL or APPLICATION Two Factor Authentication.

[TOP]

3.8.1 Creating a Connection to the Database

Users are required to setup the database connections that specifies the data sources. The connection string includes the server and database details. This must be done before using LinkSOFT.

The following components must be configured for LinkSOFT.

  1. LinkWEB
    1. LinkWEB is automatically installed as part of the "LinkSOFT Installer".
    2. LinkWEB runs on the "Internet Information Services" web server.
    3. Follow below setups to configure the connection details.
      1. Navigate to the "Internet Information Services Manager" in windows.
      2. Expand  the connections into "Sites - Default Web Site - LinkWEB".
      3. Right click on LinkWEB and select the "Explore" option. This will open the LinkWEB site files.
      4. Open the "web.config" file in "Notepad".
      5. Update the below details in line number 14. Refer to Figure 1.
        1. Data Source - Enter the server address.
        2. Database - Enter the database name.
      6. Save.
    4. The "Web.Config" file contains several settings that can determine how the web site will work.
      1. Do not change the Security Info on the "Connection String"  section
      2. The connection String "Password" is encrypted using a complex 256 bit encryption algorithm. Please do not change these values.
      3. The Web.Config is not encrypted as users can use this to fine-tune how the web aplication works. This is particularly important for load balancing and high volume data processing.
  2. Scheduler
    1. Schedulers are used to perform  background tasks  for processes that are defined in menu "LinkWEB - Global Administration - Process Setup ".
    2. The scheduler will run processes for multiple companies.  
    3. LinkSOFT Scheduler setup options:
      1. Web Scheduler
        1. The web scheduler manages background processes through the application pools in “Internet Information System (IIS)" .
        2. Follow below setups to enable the web scheduler.
          1. Navigate to the "Internet Information Services Manager" in windows.
          2. Expand  the connections into "Sites - Default Web Site - LinkWEB".
          3. Right click on LinkWEB and select the "Explore" option. This will open the LinkWEB site files.
          4. Open the "web.config" file in "Notepad"
          5. Set the value for "EnableScheduler" to "Yes" in line number. Refer to Figure 2. 
          6. Save
        3. If you need to configure additional schedulers for multiple databases you can create additional site files.
  3. Point of Sales - Is a desktop application where the connection string can be accessed from the POS application .

Figure 1: LinkWEB Connection String

Figure 2: Enable Web Scheduler
 

[TOP]

3.8.2 Web Configuration File

The Web Configuration File (Web.Config) is an XML file on the root directory of the Web Site that controls many of the site settings. The file contains examples and help information.

Below are important settings you sould review before deploying your site:

  1. "DataConnectionString" - Used to connect to your database. The password is encrypted.
  2. "Mail Settings" - Used to send outgoing emails, including two factor authentication codes 
  3. "App Settings" ~> "TwoFactorAuthenticationName" - This name will appear on the Two Factor Authentication Application. You should change this to a descriptive name that you can use to identify this site on your authenticator application.
  4. "App Settings" ~> "AllowCustomFTP" - Enable this if you want to allow the user to configure backups to be sent to a custom FTP Address
  5. "App Settings" ~> "DataConnectionCommandTimeout" - Amount of time to allow database queries to run long queries
  6. "App Settings" ~> "DataViewCommandTimeout" - Amount of time to allow database queries to run when using menu "Business Intelligence ~> Data View"
  7. "App Settings" ~> "DefaultCompany" - Company details for the login page.
  8. "App Settings" ~> "KnowledgebaseCompany" - Company that will be used to access the knowledgebase page. This page is a public page that shows all helpdesk cases that have been published.
  9. "App Settings" ~> "WebsiteLogo" - Leave this blank if you want to configure a separate logo for each company. If you place a logo file here, all companies will display this logo.
  10. "App Settings" ~> "MachineKeyType" - This configuration defines how web traffic is encrypted and which keys to use. By default, the value is set to "AutoGenerateMonthly", which assigns a new key every month.  You can choose "Manual" and assign your own key if you dont want to use a system generated key.
  11. "DevExpress" ~> "Theme" - Use this to change the look and feel of the entire web site.

[TOP]

3.8.3 Configure Password Policy

Password Complexity

Password Complexity is a measure to increase security to prevent data breach. The following are recommended for a strong password:

  1. Passwords must be at least 8 characters in length.
  2. Passwords should contain both upper and lowercase alphabetic characters (e.g A-Z, a-z)
  3. Passwords should have at least one numerical character ( e.g 0-9)
  4. Passwords should have at least one non alphanumeric characters (e.g  ~!@#$% ^&*())

Password Settings

Configure below settings under the "AspNetSqlMembershipProvider" section in the  LinkWEB "web.config' file. Refer to Figure 1.

  1. MinRequiredPasswordLength - This defines the minimum length of a password. If the configuration value is 4 then,
    1. Password A which is "ABC" will not be created.
    2. Password B which is "ABCDE" will be created
  2. MinRequiredNonalphanumericCharacters - This defined the minimum number of non alphanumeric charters in a password. If the configuration value is 2 then,
    1. Password A which is "A#C" will not be created.
    2. Password B which is "A#CD!" will be created
  3. MaxInvalidPasswordAttempts - This is the number of times a user can retry to login before the user account is locked. For example, if the value is 3, and the user enters invalid details for the 4th time, system will lock the user.
    1. An email notification is sent to the user when the user account gets locked.
    2. Configure the contents of the email in the "User Account Locked Out" template under "LinkWEB - Company Administration - Document Templates ".
  4. PasswordAttemptWindow - This is the time in minutes after which the user account is unlocked.
Password Expiry
 
Password Expiry is a mechanism to make users change their passwords regularly. For example, passwords are set to expire in 90 days.
 
Steps to implement Password Expiry
 
  1. Navigate to "LinkWEB - Company Administration Processes".
  2. Search for process "SYS010 - Enforce Password Expiration"
    1. Configure the "Password Expiry Days" - This is the number of days after which the password will expire. The user will be forced to change the password on login after the configured number of days has passed.
  3. Enable the process.
Login Captcha
"Login Captcha" is a security to disallow robotic or scripted login.  
  1. A "Security Code" is added to the "Login Page" when the user login fails.
  2. Users will need to enter the password and captcha to login.

Figure 1: Configuration for Password Complexity

Additional password restrictions can be implemented using RegEX validation. Using the menu "Company Administration ~> Configuration" set the configuration shown below to add additional password validation.

  1. Flag: "PasswordValidationRegEx ". This value is the RegEX used to validate the password. Example:
    1. ^(?=.*[A-Za-z])(?=.*\d)[A-Za-z\d]{8,}$  Min length 8, at least one letter and one number
    2. ^(?=.*[A-Za-z])(?=.*\d)(?=.*[@$!%*#?&])[A-Za-z\d@$!%*#?&]{8,}$  Min length 8, at least one letter, one number and one special character
    3. ^(?=.*[a-z])(?=.*[A-Z])(?=.*\d)[a-zA-Z\d]{8,}$  Min length 8, at least one uppercase letter, one lowercase letter and one number
    4. ^(?=.*[a-z])(?=.*[A-Z])(?=.*\d)(?=.*[@$!%*?&])[A-Za-z\d@$!%*?&]{8,}$  Min length 8, at least one uppercase letter, one lowercase letter, one number and one special character
    5. ^(?=.*[a-z])(?=.*[A-Z])(?=.*\d)(?=.*[@$!%*?&])[A-Za-z\d@$!%*?&]{8,10}$  Min length 8, Max length 10, at least one uppercase letter, one lowercase letter, one number and one special character
  2. Flag: "PasswordValidationErrorText ". This value is displayed to the user if the complexity does not match the Regex value.

Note that new users will be validated against the configuration in the "Default Company" defined in the web.config. For authenticated users, the current company context configuration values will be used. 

[TOP]

3.8.4 Configure "New User" Settings

This page contains settings that must be done before creating a "New User Account" in LinkSOFT. The settings include
  1. Setup the default Company.
  2. Configure the default "All User" role.
  3. Configure the role and username format for users created from "Employee Maintenance".
  4. Update the contents of the User Registration Template

Default Company

Once a user has "Sign Up" they can login and use the system. The administrations need to set the default company to which the user will have access when the login.

Steps to Setup Company

  1. Create the Company in LinkWEB.
    1. When a new database is created the default company code is 1001.
    2. Clients who use POS /Inventory modules must use the company code "1001".
    3. Other modules support multi company setups.
  2. Configure the company  code in the LinkWEB "web.config" file. Refer to Figure 1.

Default Role assigned to all NEW USERS is: "All User"

[TOP]

3.8.5 Email Configurations

LinkSOFT allows users to setup automated email notifications & alerts, task reminders, scheduled reports and much more. The feature offers ready-to-use email templates, the ability to respond to requests directly from the email Inbox and the ability to review and manage emails generated from LinkSOFT.  

Emails must be configured to use below features:

  1. Password Management
    1. Recover Password
    2. Reset Password 
  2. Email Notifications - These are alerts such as "Task Reminders", "HR alerts" and other system alerts.
  3. Report Email Alerts -  These are "Business Intelligence" reports that can be scheduled and are sent as PDF attachments.

Prerequisite

LinkSOFT uses SMTP mail server to send emails therefore the following must be obtained.

  1. SMTP host - This is the outgoing mail server through which the mails are sent.
  2. SMTP Username and Password. It is better to use an Application Password. See documentation from your Email Provider.
  3. "From Email Address" - This is the email address that is used to send emails from LinkSOFT. 

Email configuration in the WEB.CONFIG is compulsory.

Emails can be configured for each company as well. This is done in MENU "Company Administration ~> Configuration". Filter the list of configuration rules by "smtp".   When emails are configured by company, the WEB.CONFIG settings are ignored.  This is useful is you want each company to have a different mail server.

Table 1 - The table below explains each configuration value.
Rule Code Rule Description Value
EMail.SmtpHost Email SMTP. Host used to send emails. E.g. "smtp.gmail.com" or "smtp.office365.com". If left blank, Mail Settings in the "web.config" file will be used to send emails. smtp.gmail.com
EMail.SmtpPort Email SMTP. Port used to send emails. E.g. 587 587
EMail.SmtpUsername Email SMTP. Username used for authentication. E.g. "NoReply@LinkTechnologies.com" NoReply@LinkTechnologies.com
EMail.SmtpPassword Email SMTP. Password or application token used by your mail host for authentication
EMail.SmtpEnableSsl Email SMTP. Enable Ssl. Set to "Y" if you EMail Host requires SSL Y
EMail.SmtpDefaultCredentials Email SMTP. Use Default Credentials. Set to "No" if you are specifying Username Password. Set to "Yes" if the current user credentials will be used as EMail Credentials N
EMail.SmtpDisplayName Email SMTP. Email Display Name to use when emails are sent out LinkSOFT

Steps to Configure Emails

  1. Configure the "Mail Setting"
    1. Configure the mail settings in "Linkweb "
  2. Configure email settings under Mail Settings
  3. Configure the body of the email in the "Email Templates "
  4. Enable "Email Scheduler " in the process setup
  5. Enable below "Company Processes "
    1. SYS001 - Server process used to prepare alerts and complex computations.
    2. SYS009 - Process to validate "Report Email Log" data exists.

Notes

  1. How to setup GMail accounts to send email.

[TOP]

3.8.6 Enable Full Text Search

Full-Text Search refers to the functionality in "SQL Server" that supports full-text search against character-based data. These types of search can include words, phrases as well as multiple forms of a word or phrases.

For example, A user searches for "Black Blazer", the result will search for both the words "Black" and "Blazer" and will list all items having any of the key words.Refer to the following link on Microsoft Documentation for more information on how Full-text Search works.

When searching with multiple words users need to enclose words in a quote for example "Web API" and Alert. 

Full Text Search functionality is available in the following menus in LinkSOFT:

  1. Helpdesk - Search for calls
    1. Log into LinkSOFT and navigate to “Helpdesk - View all calls"
    2. In the search box, you can type in:  “Leave AND View” and press Search. The system will search for the words “Leave” and “View” in any part of the document, including the comments section of the document.
  2. Global Administration - Audit Data (Audit Report)Inventory - Product Master
  3. Point of Sale - Customer Search
  4.  Point of Sale - Transaction Search

Steps to enable "Full Text Search" for a database:

  1. "To enable Full Text search on a database follow these steps:
  2. Open "SQL Server Management Studio"and login to the SQL Server.
  3. Navigate to the LINKSOFT database.
    1. Right click on the database and choose "Facets"
    2. Under "Facets properties" select "IsFullTextEnabled" and set the value to "True"
    3. Click on OK to apply the configuration"

Figure 1: Full Text Search with "AND"operator

Figure 2: Enable Full Text Search

 

[TOP]

3.8.7 Mail Settings

Email Settings outline the steps to configure email values that will allow users to send and receive emails from LinkSOFT.

 

Steps to configure Email Settings

  1. Mail Settings. This is the Configuration to setup the mail box.   
    1. Navigate to the "Internet Information Services Manager" in windows.
    2. Expand  the connections into "Sites - Default Web Site".
    3. Right click on LinkSOFT and select the "Explore" option. This will open the LinkSOFT site files.
    4. Open the "web.config" file in "Notepad".
    5. Navigate to "System.Net -> Mail Settings" and configure the Mail Setting Element .
  2. LinkSOFT Configuration Settings. This is the configuration to manage the volume limits and  source infirmation
    1. Login into LinkSOFT.
    2. Navigate to "Company Administration -> Configuration -> Configuration Group: General Setting -> Subgroup: Mail Setting". Refer to Figure 1.
    3. Configure below values:
      1. Email Size in KB - Enter the email size in Kilobytes.
        1. This value reduces the email size and replace large images with the text "Image has been removed to reduce document size."
      2. Mail Common Prefix - Values added as the prefix will be added to the "Subject" of emails sent from LinkSOFT.
      3. Mail Fail Retry - Enter the number of times LinkSOFT should attempt to send an email before marking it as "Failed".
      4. Mail From Address - Enter the email address that is used to send emails from LinkSOFT.
      5. System Operating Mode - Update the system mode with:
        1. Test - When mode is "Test", emails from LinkSOFT are redirected to the "System Test Email Address".
        2. Live - Set the mode to "Live" to send emails to the actual email addresses.
      6. System Test Email Address - Enter the test email address.
      7. Mail Email Log Send Per Minute - Number of emails to send per minute from menu "Business Intelligence - Email Log - Alert Email Log".
      8. Mail Report Email Log Send Per Minute - Number of emails to send per minute from menu "Business Intelligence - Email Log - PDF Report Email Log" 
  3. LinkWEB Process Maintenance. This is the scheduler that picks up queued messages and sends emails to recipients
    1. Navigate to menu "Global Administration -> Process Setup"
    2. Edit and enable the process with description "Email Scheduler ..."
    3. Set the Frequency based on the following:
      1. If the frequency is set to 600 seconds, and the configuration 2.3.7 above is set to 50, this implies that the system can handle up to 50 emails every 600 seconds
      2. If the frequency is set to 10 seconds, and the configuration 2.3.7 above is set to 50, this implies that the system can handle up to 50 emails every 10 seconds
    4. If you make changes to this menu item, a "Application Pool Restart" will be required for the settings to take effect.

Figure 1: LinkSOFT Configuration Settings

[TOP]

3.8.7.1 Mail Setting Element

Overview

LinkSOFT uses the .NET Mail Setting element to send outgoing emails.

Steps

Configure the following in line numbers 25 and 26. Refer to Figure 1.

  1. SMTP Element 
    1. From
  2. Network Element 
    1. Host - Specifies the hostname of the SMTP mail server to use for SMTP transactions
    2. Port - Specifies the port number to use to connect to the SMTP mail server
    3. Enable SSL - Specifies whether SSL is used to access an SMTP mail server
    4. Default Credentials - Specifies whether the default user credentials should be used to access the SMTP mail server for SMTP transactions
    5. User Name - Specifies the user name to use for authentication to the SMTP mail server
    6. Password - Specifies the password to use for authentication to the SMTP mail server

Figure 1: Mail Settings

Also See:

[TOP]

3.9 Logging into Link Desktop Applications

LinkSOFT installs the following applications on the Desktop.

  1. Link POS  - "Link Point of Sales" is used to process "Sales", "Customer Payments", "Shift Reconciliation" and "Prescription Processing".
  2. Link Database Tools - This is used to "Create New LinkSOFT Database" and/or "Upgrade LinkSOFT Databases".   

[TOP]

3.10 FTP Backups and Storage

Link Technologies offers this feature for the customers to perform backups and upload databases to a secure FTP location for safe storage. This storage can be used to keep backups on a secure FTP site managed by Link Technologies or a custom FTP Location. 

Backups can be automated by enabling process "SYS003" in menu "Company Administration ~> Processes". Note that since the backup is for the entire database, this process should be enabled in one company only. If you enable this process in multiple companies, there will be multiple databases created on the ddatabase server.

Below is a description of each setting in process "SYS003"

  1. System.DatabaseBackup.This - Enable this to backup the current database the user is logged in to
  2. System.DatabaseBackup.Other - Use this to backup other databases, such as the MSDB, MASTER or other user databases. You can leave this blank if you do not want to backup other datanases.
  3. System.DatabaseBackup.RetentionDays - Use this to determine how many days to keep the backup. Recommended 5 days maximum as backups are cumulative
  4. System.DatabaseBackup.Path - Location on the SQL server where the backup will be stored
  5. System.DatabaseBackup.FTPUpload - Enable this if you want to send the backup to Link Technologies Secure Cloud Storage. You get 10GB free storage and we keep backups for 5 years. Disable this if you do not want to send.
  6. System.DatabaseBackup.FTPUploadCustom - Enable this if you want to send your backups to a specific FTP site. FTP details can be entered in the detail section.

Figure 1 - FTP Custom Configuration Example

Once Process"SYS003" is configured, backups will start. You can monitor the progress in Menu "Global Administration ~> Database Backups" See figure 1 below.

Backups can be manually added by using menu "Global Administration ~> Database Backups". When adding backups manually, you can choose to Upload the backup to Link Technologies FTP site (FTP Upload), or to send it to the FTP Custom site configured in "SYS003"

** Useful Tip: If you are asked to provide a backup to Link Technologies for Diagnostics, or to resolve an issue you are having, you can use this option.

Important Note :

  1. Link Technologies FTP Site is a Secure and Safe Repository that is not accessible by anyone other than the "Link Technologies - Australia" Systems Administrator.
  2. If you are having trouble with FTP, review the "log" link in menu "Global Administration ~> Database Backup"
  3. The Event Log will also contain FTP processing information that can help diagnose any issues

How to download a file

  1. Contact Link Technologies support team.
  2. Provide the "Full Filename" to download. The support team will provide a private link to download the file.

Figure 2: FTP Backup and Storage

[TOP]

3.11 Link Scheduled Service

Link Scheduled Service is a service that runs processes in the background. The "Link Technologies - Process Service " is installed automatically as part of LinkSOFT and needs to be configured and started.
Notes
  1. If the  process settings are changed, the windows service needs to be restarted for the change to take effect.
    1. For example, company ABC has enabled the integration API which is running through "Link Processes", if the frequency of the integration API is changed from 10 seconds to 30 seconds then the windows services needs to be restarted to use the new frequency.
  2. The windows service is enabled on SQL  servers WITHOUT SQL server agent.
Steps to enable the Process Service
  1. Navigate to the "Link Technologies" install files. The default installation path is "C:\Program Files (x86)\Link Technologies\".
  2. Locate the "Link Technologies - ProcessService.exe.config" file.
  3. Open the file in Notepad.
  4.  Update the "Connection String"  in line number 7. Refer to Figure 1.
    1. Server- Enter the server address.
    2. Database - Enter the database name.
  5. Configure the "Mail Setting" in line numbers 31 and 32. and configure the Mail Setting Element .
  6. Open "Windows Service" on the machine .
    1. Browse for the "Link Technologies - Process Service".
      1. Right click on the service and navigate to "Properties".
        1. General
          1. By default the startup type is Manual, change this to automatic if the service to start automatically when the machine starts
        2. Log On
          1.  When using "User Certificates" for TMS update the account with the user where the certificate is installed or else use "Local System Account".
    2. Start the service.

Figure 1: Process Service Connection String
  

[TOP]

3.12 Frequently Asked Questions

This section contains frequently asked questions and their answers for LinkSOFT products.

  1. Error 500.19 when browsing LinkWEB with a 32 bit application pool.
  2. How to setup GMail account to send email
  3. How to change application SQL User password
  4. How to change date format for reports

[TOP]

3.12.1 How to setup GMail account to send email

GMail SMTP Server is a free SMTP service which users can use to send emails. Clients who do not have mail exchange servers can use the GMail "Outgoing Mail Server" to send emails from LinkSOFT.

Steps Setup a GMail Account

  1. Create a  GMail account if you do not have one.
  2. Get the  App Passwords for the GMail account.
  3. Get the SMTP address and port.
  4. Update above details in LinkSOFT email configurations.

[TOP]

3.12.2 How to change application SQL User password

LinkSOFT application passwords are encrypted in "app.config" and "web.config" files. THese passwords are complex in nature and cannot be changed by the user.

[TOP]

3.12.3 How to change date format

The preferred date format is "dd/MM/yyyy".  This is to ensure that there is no confusion on critical date sensitive information such as Calendar Periods, Pay Bank Dates, Transaction Dates, etc.

Steps to configure the date format:

  1. Goto "Control Panel -> Region -> Formats" and change the "Short date:" to "dd/MM/yyyy".
  2. Goto "Control Panel -> Region -> Administrative -> Change system locale" and choose "English (Australia)".

The report scheduler uses the "system account" to generate reports in the background. This uses the "System Locale" format.

[TOP]

3.12.4 How is security handled in LinkSOFT

Here is a summary of the security standards we have implemented. All these platforms are part of the Best Practices that are required by ISO and OWASP standards. 

  1. Support for Multi-Factor Authentication
    1. Two Factor Authentication
      1. Google Authenticator
      2. Microsoft Authenticator
    2. Email Two Factor Authentication
  2. Identity 4.0 for LinkSOFT has the following features:
    1. Account Lockout after X attempts with Time laps to enable retry
    2. Password stored as irreversible encryption with unique system-generated salt for each user
    3. Password complexity policy with
      1. Question and Answer
      2. Minimum Length
      3. Non Alphanumeric characters
  3. Forms-based authentication inside the LinkSOFT application allowing users to create "Roles" and allocate "users" to Roles. Roles can then be allocated "form" access
    1. Users can be deleted at any time
    2. User accounts can be disabled temporarily

Please note that Link Technologies provides the tools and features for users to enable on their web server. It is the client's responsibility to ensure that they implement these features.  For example, if a client decides to use a simple password with no multi-factor authentication, the risk to the site can be quite high.  Alternatively, clients can choose complex passwords with multi-factor authentication to prevent unauthorised access.

Link Technologies recommends that all clients implement the following:

  1. Apply a 256 bit SSL Certificate with a minimum key length of 2048 bits to their published site
  2. Implement a password complexity and update the published site with the appropriate policy
  3. By default, Email "Two Factor" is enforced. Users need to register and opt into OTP or Authenticator App
  4. System Audit and Audit Logs are maintained by the system including user activity. System administrators can receive regular alerts showing user activity
  5. User access maintenance would be reviewed regularly
  6. Use router policies to restrict access to authorised regions
  7. Use complex API keys and change them regularly

[TOP]

4. Link Web Applications Portal

LinkWEB Portal is an online suite for LinkSOFT applications.

Figure 1: Link Web Applications

[TOP]

4.1 How to use LinkWEB

This section contains information on how users can use LinkWEB.

  1. Logging into LinkWEB
  2. Home Page
  3. Entering Data in LinkWEB
  4. Notes and Attachments
  5. How to use "Search" in LinkWEB.
  6. How to generate reports

[TOP]

4.1.1 Logging into LinkWEB

A user needs to login into LinkWEB to use the application. Users will require a valid "Username" and "Password" to login.

Steps to Login:

  1. Enter the Username
  2. Enter the Password
  3. Enter the Security Code
    1. Users can click on the "Show Another Code" option if the existing code is unclear. This will generate a new code.

Notes

  1. Users can " Sign Up" to register for a new account.
  2. Users can "Recover password " to reset a lost or forgotten password.
  3. Users need to login and use the "My Account " menu to change password.
  4. Two-Factor Authentication (2FA)  

Figure 1 : Login Page
 

[TOP]

4.1.1.1 Sign Up

Create New User/ Sign Up  is used to create new user accounts.

  1. Create New User or Sign Up
    1. "Create New User" is used in a scenario where the system administrator creates the login details for a user.
    2. When a user is created, they are assigned access to use the system based on role "All Users".
  2. The "Create New User/ Sign Up" form shows the "Username and Password" requirements. Refer to Figure 1.
    1. The "Security Question" and "Answer" is required.  This is used to validate employee details at Password Recovery .
  3. Once the user account has been created an email notification is sent to the user with the registration details.

Note:

  1. When a user account is created from the login page, the two-factor authentication is enabled. Users will need to use the email 2FA when logging into the system. 
  2. When a user account is created from menu "Global Administration -> Create New User", the two-factor authentication can be disabled.

 Figure 1: Create New User/ Sign Up

 

[TOP]

4.1.1.2 Recover Password

pen_paperRecover Password  is used to reset lost or forgotten password.  

 

Steps to Recover Password.

  1. Click on the "Recover Password" option on the login page . This will open the password recovery form.
    1. Enter the "Username" under the "User Name to recover" field. Refer to Figure 1.
    2. Click on "Next".
    3. Enter below details
      1. Answer to Secret Question
      2. Enter the Security Code
        1. Users can click on the "Show Another Code" option if the existing code is unclear. This will generate a new code.
      3. Enter the registered E-mail
        1. Contact the system administrator to change your registered email address.
      4. Click on "Recover Password".
      5. A "Temporary Password" will be emailed to the users. .

 

Figure 1: User Name to Recover

 

Figure 2: Password Recovery Details

[TOP]

4.1.1.3 My Account

My Account form is used to manage the following:

  1. Change Password
  2. Two-Factor Authentication
  3. Manage Notifications

1. Change Password

  1. Users can read the password requirements on the form before creating a new password.
  2. The "Security Question" and "Answer" is required.  This is used to validate employee details at Password Recovery
  3. Users can click on the "Show Another Code" option if the existing code is unclear. This will generate a new code.

2. Two-Factor Authentication

  1. Email
    1. To enable 2FA using email, tick "Check this box to ENABLE Email Authentication for this account (2FA)" and click "Enable Email 2FA"
    2. To disable 2FA using email, goto menu "Global Administration -> User Maintenance ". Edit the user and untick "Two-Factor Authentication - Using Email"
  2. Authenticator App
    1. To enable 2FA using Authenticator App, follow these steps:
      1. Scan the QR code or enter manual setup code using your authenticator app
      2. Verify the QR code is valid by entering the code from your authenticator app.
      3. Tick "Check this box to ENABLE Two factor Authentication (2FA)"
    2. To disable 2FA using authenticator app, goto menu "Global Administration -> User Maintenance". Edit the user and untick "Two-Factor Authentication - Using Authenticator App"

Note :

  1. It is recommended that users enable both "Email" and "Authenticator App" two-factor. In cases when the email is not working, users can login using the "Authenticator App".

  2. The authenticator app uses a "Time-based one-time password algorithm". It is important that the authenticator device's time is synchronized with UTC time to get the correct code.

3. Manage Notifications

When a user creates an account in LinkSOFT, they are automatically subscribed to receive email notifications. If you do not wish to receive notifications, then you can unsubscribe.

Below is a list of email notifications users can subscribe/unsubscribe:

Figure 1 : Change Password  
 

Figure 2: Two-Factor Authentication

Figure 3: Manage Notifications

[TOP]

4.1.1.4 Two-Factor Authentication

Overview

Two-Factor Authentication (2FA) is an electronic authentication method in which a user is granted access to LinkSOFT only after successfully presenting a randomly generated code.

This protects the user from an unknown person trying to access their data. 

How to enable Two-Factor Authentication (2FA)

Two-Factor Authentication (2FA) can be enabled by:

Note: To disable Two-Factor Authentication, goto User Maintenance and untick "Two-Factor Authentication - Using Email / Authenticator App"

How it works

  1. User enters their credentials (username & password) on the login page.
  2. When "Two-Factor Authentication - Using Email" is enabled, the system sends an email to the user's registered email address with a security code.
  3. When "Two-Factor Authentication - Using Authenticator App" is enabled, use the code from the authenticator app.
  4. User enters the security code.
  5. User is authenticated and is able to use the system.

Note:

  1. The authenticator app uses a "Time-based one-time password algorithm". It is important that the authenticator device's time is synchronized with UTC time to get the correct code.
  2. It is recommended that users enable both "Email" and "Authenticator App" two-factor authentication. In cases when the internet is not working, users can still login to the LinkSOFT using the "Authenticator App"
  3. For more information on Multi-Factor Authentifcation, refer to this link .

[TOP]

4.1.2 Home Page

The "Home Page " is the default landing page when a user logs into LinkWEB. The purpose of the page is to display instructions for the users.

Overview of the home page:

  1. The top left corner displays the company and application names.  Refer to Figure 1.
  2. The top left navigation bar contains common menus for quick access.
  3. The top right corner shows the software version and the user details.
  4. The left panel contains the modules and menus. The menus are controlled by the user access.
    1. Click on the module to expand the menu list.
  5. The right panel loads the contents of the page when a menu is selected.

Notes

  1. Users can edit the content of the "Home Page" under "LinkWEB -> Configuration -> General Settings ->  Default Page.Content".
  2. Users can open menus on a "New Tab" from the "Home Page".
    1. Reports in LinkWEB share the same session. This is built into the browser.  Therefore users need to use one "Tab" to generate all reports.

Figure 1: Home Page

[TOP]

4.1.3 Entering Data in LinkWEB

This section explains how users can create and modify records in LinkWEB.

Prerequisites

  1. Enable the "Active" access for a menu under "LinkWEB -Global Administration - Role Menu Access ". 
    1. If access is not enabled the user will not be able to see the menu in LinkWEB.
  2. Enable the "Add","Edit" and "Delete" for a user to create or modify records.
    1. If access is not enabled users will not be able to see the add, edit and delete icons.

How to Create a record.

  1. Click the "Green Plus Sign"  to add a new record. Refer to Figure 1.
    1. This will open the "Edit Form". Refer to Figure 2.
    2. Enter data in the required fields.
    3. Click on the "Floppy Icon" on the bottom right corner to "Save" the record.

How to Edit a record.

  1. Click the "Pencil" icon to edit a record. 
    1. This will open the "Edit Form". Refer to Figure 2.
    2. Edit the record.
    3. Click on the "Floppy Icon" on the bottom right corner to "Save" the record.

How to Delete or Void a Record

  1. Click the "Red X" to delete or void a record.
    1. Records are deleted from the database will be removed from the screen. For example, a file attachment.
    2. Records that are required for history reporting will be "Void" . Void records will be highlighted in "Grey". Refer to Figure 1.
      1. For example, in year 2013 company A was paying meal allowance but this was discontinued in 2020. When the user deletes the paycode for the meal allowance it will be marked as void. This is because it  is needed for 2013 payroll reports.
      2. Edit the record and "Untick" the void check box to activate the record.

Expand to view details of a Record

  1. Click on the "Grey Arrow" next to the record to view the details and the "Notes and Attachments" tab. Refer to Figure 3.

Figure 1: Add, Edit and Delete Options
 

Figure 2: Edit Form

Figure 3: Record Details
   

[TOP]

4.1.4 How to use LinkWEB Framework

Users can search for data using one of the below options:  
  1. Date Filters
  2. Search Text Box
  3. Column Grouping
  4. Advanced Search

Date Filters

Web pages that allow users to search for records by date will have the "Date Filters" on the top of the page. Refer to Figure 1.

  1. The date range is defaulted to the current day.
  2. Users can change the date by:
    1. Typing the date in the "Date From" or the "Date To" field or
    2. Clicking the "Down" arrow next to the date to filter records for a day, month or year.

Search Text Box

The data grid in LinkWEB has the "Search" text box labelled "Enter text to Search". Refer to  Figure 2. 

  1. Users can enter words or phrases to search
  2. The grid will filter and reload records based on what the user types.

Column Grouping

Column Grouping allows users to move columns and group records to hide or show details. The grouping shows a tree structure of the data where users can group multiple columns. Refer to Figure 3.

  1. Click on the column to group, drag and drop  the field to the section labelled "Drag a column header here to group by that column". This will group the records.
  2. Click on the "Grey Arrow" next to the column to view the details.
  3. To undo the grouping drag the column header back to its position.

Advanced Search

Advanced search allows users to filter records based on one or more conditions. For example, filter leave adjustments for employees  "E077" or "E013".

  1. Click on the "Filter" icon next to the column header. This will load to select existing values. Refer to Figure 4.
    1. Users can enter text to search or
    2. Users can scroll to select the record
  2. Once the user has selected a value. The advanced search link will be added to the bottom of the grid. Refer to Figure 5.
    1. Click on the link to filter the column. This will open the "Filter Builder".
      1. Select the "Condition" and click on the "Plus" sign. Refer to Figure 6.
      2. This will add a new record to define the filters. Add the filter values.
      3. Click on "OK" to apply filters.  
  3. Users can click on the "Clear" option on the right corner of the grid to clear the search.

Figure 1 : Date Filters

Figure 2 : Search Text Box 

Figure 3: Column Grouping
 

Figure 4: Advanced Column Filter

Figure 5: Advanced Search Link

Figure 6: Filter Builder
 

[TOP]

4.1.5 Additional Fields, Notes, Attachments and Tasks

Notes and Attachments is a common feature across all menus in LinkWEB. It allows users to maintain capture important information and add supporting documents or files. Notes and Attachments contains:

  1. Additional Fields - Additional fields allows users to add new fields to a menu that can be used to store additional information.
  2. Notes and Comments - Notes is used to add details which can be "Read Only".
  3. Attachments and Hyper Links - Attachments are used to store and share files or images. Users can upload multiple files under different attachment groups.
  4. Tasks

Steps to add details:

  1. Additional Fields  - These fields are created to store additional information for a record. Refer to Figure 1.
    1. Enable access to menu "FR611 - Additional Fields".
    2. Click on "New". This will open the edit form.
    3. Enter below details:
      1. Field Name - This is the name that will appear in the menu.
      2. Field Type - Select the field type which defines the input type for the field.
      3. Description - Enter the detailed description of the additional field. This tells the users what information must be updated.
      4. Save
  2. Notes - This is used to add notes and comments for a record.  Refer to Figure 2.
    1. Enable access for menus "FR080 - Notes Security Access" and "FR083 - Comments Security Access".
    2. Click on "New". This will open the edit form.
    3. Enter below details:
      1. Notes - Enter the full details
      2. Read Only - Tick the option to disallow users to edit the notes.
      3. Save.
      4. Expand into the details to add comments for the notes.
  3. Attachments and Hyper links- This allows users to attach documents and referential URLs for a record. Refer to Figure 3.
    1. Attachments
      1. Enable access to menu "FR002 - Attachments Security Access".
      2. Click on "New". This will open the edit form.
      3. Enter the "Attachment Group Name", "Description" and Save. This will create the attachment header.
      4. Expand into the details of the "Attachment Group"
        1. Click on the "Browse" button and select files to attach.
        2. Click on "Upload" to save the attachment.
          1. The "Upload" option is activated after a file has been selected.
      5. Once the files have been attached:
        1. Click on "View" to review the contents of the attachments.
        2. Click on "Red X" to delete attachments.
    2. Hyper links
      1. Click on "New". This will open the edit form
      2. Enter below details:
        1. Description - Enter the full details to describe the hyperlink.
        2. Hyperlink- Enter the link.
      3. Save.
  4. Tasks - This allows users to add/assign tasks for the record
      Field  Description
     Summary  Summary of the task
     Details  Enter detailed information about the task
     Priority  Refer to Dropdown: Task Priority
     Due Date  Due date of task
     Task Group  Refer to Dropdown: Task Group
     Assigned To  Assigned to a user
     Status  Refer to dropdown: Task Status
     Create a Helpdesk case using this template  Use this option to create a helpdesk case for this task

  5. Additional Rules - These rules are created to store additional configurations for a record. 
    1. Enable access to menu "FR611 - Additional Fields / Rules".
    2. Click on "New". This will open the edit form.
    3. Enter below details:
      1. Rule Name - This is the name that will appear in the menu.
      2. Field Type - Select the field type which defines the input type for the rule.
      3. Description - Enter the detailed description of the additional rule. This tells the users what information must be updated.
      4. Save

Figure 1: Additional Fields

Figure 2:Notes
 

Figure 3: Attachments and Hyper links
 

[TOP]

4.1.6 File Manager Control

File Manager Features

  1. Create Folders - Users can create additional folders to store documents.
    1. Click on the "Create" icon to create a new folder.Refer to Figure 2.
  2. Upload files:
    1. Method 1: Drag and drop the file into the File Manager control.
    2. Method 2: Browse and select the file, then click on Upload.
  3. Rename uploaded files
    1. Select the file.
    2. Click on the "Rename" icon. Refer to Figure 3.
  4. Moves or Copy file to other folders
    1. Select the file.
    2. Click on the "Move" or "Copy Icon". This will open the option to select the "Destination" folder. Refer to Figure 4.
    3. Select the folder and click on "OK".
  5. Delete files
    1. Select the file.
    2. Click on the "Red X" to delete. Refer to Figure 5 .
  6. Download Files.
    1. Select the file
    2. Click on the "Download" option.  Refer to Figure 6.

Figure 1: File Manager
 

Figure 2: Create New Folder

Figure 3: Rename a File

Figure 4: Move/Copy a File

Figure 5: Delete a File

Figure 6: Download a File

[TOP]

4.2 Recruitment

LinkRM is a software solution for organisations who want to have an online approach to vacancies. Using Recruitment Manager can help organisations maintain their vacancies and applicants easily over the web. LInkRM works with LinkHR and LinkESS, and is built on an easy-to-use Microsoft platform.
LinkRM is most useful when organisations start receiving a lot of applicants for a vacancy, and the need to fill in those positions is urgent. LinkRM helps the decision makers select and communicate with the best suited applicants. This software can assist rank scores of applicants with the key requirements of a position.

The human resource department can use Link Recruitment Manager to assist in the post-selection process of an applicant. This LinkRM works with LinkESS and LinkHR by allocating the interview panel, scheduling meetings and converting an applicant to an employee. The software gives you access to Recruitment reports which will help managers make better decisions for the organisation. Availability of Analytical reports, Operational Reports and Listing Reports will help organisations become more efficient in the future. 

The following menus are available:

  1. Configuration & Setup
  2. Applicant Profile
  3. Interviews
  4. Vacancy Applications
  5. Vacancy Manage

[TOP]

4.2.1 Configuration & Setup

The following configurations needs to be reviewed before implementing recruitment management:

  1. Document Templates
  2. Configurations
  3. Role Maintenance
  4. Payroll & HR Maintenance  

1. Document Templates

 Template Name  Available Tags  Sample Layout
 HRM Vacancy Application Rejected

{@ApplicantName} - Applicant's Name
{@CompanyName} - Company Name
{@CompanyPhone} - Company Phone
{@CompanyEmail} - Company Email
{@PositionDescription} - Position Description
{@InterviewDate} - Interview Date

 Dear {@ApplicantName}

Thank you for your application for the above position. We regret to inform you that your application has not been successful.

We would like to thank you for your interest in {@CompanyName}.

Yours sincerely,
Human Resource Office
{@CompanyName}
 HRM Vacancy Application Shortlisted

{@ApplicantName} - Applicant's Name
{@CompanyName} - Company Name
{@CompanyPhone} - Company Phone
{@CompanyEmail} - Company Email
{@PositionDescription} - Position Description
{@InterviewDate} - Interview Date

 Dear {@ApplicantName}

You have been shortlisted for the position of {@PositionDescription}. Your interview date is on {@InterviewDate}.

Please contact the Human Resource's office if you have any queries.

Yours sincerely,
Human Resource Office
{@CompanyName}
Phone: {@CompanyPhone}
Email: {@CompanyEmail}

2. Configurations

 Rule Code Description Value Caption Default Value
 hrm.alert.VacancyAdverstisement.enable Send an email alert for "Vacancy Advertisement" when an "Advertisement" is created. This alert is sent to all active employees.    N
 next_adv_code Next Vacancy Advertisement Code (Alphanumeric and/or : delimiter)    ADV0001
 next_app_code Next Applicant Code (Alphanumeric and/or : delimiter)    A001
 Vacancy.Application.Instructions Instructions shown on menu "Recruitment ~> Vacancy View".   Below is a list of vacancies.
Use the "row expand" icon on the left to view more details.
Click the "Apply" option on the left side of each vacancy to apply for this position.

You can return to this screen at any time using the HOME menu option on the top left menu.
 Vacancy.Education.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Education" tab   Please enter your Education details.
Use the + icon below to add an entry
Use the edit icon below to change an entry
Use the X icon below to delete an entry
 Vacancy.Experience.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Experience" tab   Please enter your Experience details.
Use the + icon below to add an entry
Use the edit icon below to change an entry
Use the X icon below to delete an entry
 Vacancy.Finish.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Finish" tab  

Before you submit your application, please ensure that you have completed and attached all relevant information.

You can exit without submitting and return to this section at a later time.

If you have completed all sections, please tick the box "I Agree" below and submit the application.

Once you submit an application, you will not be able to make any changes.

Note: You must submit your application before the final close date of the vacancy

{Place terms and conditions link here}

 Vacancy.PersonalInformation.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Personal Information" tab   Please enter your personal details and save using the button below.
 Vacancy.PositionRequirements.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Position Requirements" tab   You must answer all questions before you can submit your application.
Use the edit icon below to answer each question. Select Yes/No and add notes as required.
 Vacancy.Reference.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Reference" tab   Please enter your Reference details.
Use the + icon below to add an entry
Use the edit icon below to change an entry
Use the X icon below to delete an entry

3. Role Maintenance

The role for "All Users" needs to be configured to allow for applicants to apply for vacancies. Refer to the table below for the required security access.

Code

Description

Active

Add

Edit

Delete

VA001

Vacancy Applications

X

X

X

X

VA005

My Application Status

X

 

 

 

BI001

 Reports

X

 

 

 

FR002

Attachments security access

X

X

X

X

FR080 Notes security access X

X

X

X

FR083 Comments (detail section of notes) security access

X

X

X

X

FR500 Change CompanyX     
AD005 Change Password X    

4. Payroll & HR Maintenance

The following areas needs to be setup for Recruitment Management:

  1. Skill Maintenance  
  2. Qualification Maintenance  
  3. Job Descriptions  
  4. Position Maintenance

[TOP]

4.2.2 Applicant Profile

Overview

Applicant Profile contains information about each applicant. Profiles are automatically created for those who apply for a vacancy from Link WEB.

Following information are available:

  1. Personal Information
  2. Qualification
  3. Experience
  4. Skill
  5. Membership
  6. License
  7. Memo
  8. Reference

Reports

  1. Applicant Profile

Steps to Create an Applicant Profile

  1. Applicant Profile
    1. Create a new record.
    2. Enter below details.
      1. Select the vacancy "Type".
      2. Select the "Employee" if the applicant is an existing employee.
      3. Enter the "First Name", "Middle Name" and "Last Name" of the applicant.
    3. Enter Notes 
    4. Enter the "Contact", "Residential Address", "Postal Address" in the "Address Tab" .
    5. Enter personal information in the "Personal Tab".
  2. Qualification
    1. Expand into the details of a profile .
    2. Enter below details:
      1. "Code" is system generated based on the "Next Employee/Applicant Education Code" configured under "Link Web -> Company Administration -> Configuration -> Human Resource Management -> General Setting".
      2. Select the "Qualification" and "Institution". Qualification and Institution list is maintained under "LinkWEB - HRM Maintenance".
      3. Enter the "Majors" for the qualification .
      4. Enter the "Start" and "End" year for the qualification period.
      5. Enter the types of "Exam" the applicant has completed.
      6. Enter relevant "Assessments" or projects the applicant has completed.
      7. Enter Notes
      8. Select the "Status"
      9. Save. Click on the "Floppy Icon".
      10. Void - Void records will be "Disabled" and will not appear in any lookups. Edit the record and "Un-tick" void to activate a record.
  3. Experience
    1. Expand into the details of a profile .
    2. Enter below details.
      1. "Code" is system generated based on the "Next Employee/Applicant Experience Code" configured under "Link Web -> Company Administration -> Configuration -> Human Resource Management -> General Setting".
      2. Enter the employment "Start" and "End" date.
      3. Enter the "Organization" detail, "Post ion", "Exit Reason", "Details" of employment and related "Comments".
      4. Enter Notes
      5. Save. Click on the "Floppy Icon".
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "Un-tick" void to activate a record.
  4. Skill
    1. Expand into the details of a profile
    2. Enter below details.
      1. Select the skill "Code". Skills list maintained under "LinkWEB - HRM Maintenance".
      2. Enter the "Skill Level"
      3. Enter Notes
      4. Save. Click on the "Floppy Icon"
      5. Void - Void records will be "Disabled" and will not appear in in any lookups . Edit the record and "Un-tick" void to activate a record.
  5. Membership
    1. Expand into the details of a profile
    2. Enter below details.
      1. Select the membership "Code". Membership list maintained under "LinkWEB - HRM Maintenance".
      2. Enter Notes
      3. Tick the "Is Valid" box to state the validity of the membership
      4. Save. Click on the "Floppy Icon".
      5. Void - Void records will be "Disabled" and will not appear in any lookup. Edit the record and "Un-tick" void to activate a record.
  6. License
    1. Expand into the details of a profile
    2. Click on the "Green Plus Sign". This will open the "Edit Form".
    3. Enter below details.
      1. Select the license "Code". License list maintained under "LinkWEB - HRM Maintenance".
      2. Enter the date the licence was "Acquired" and the next "Expiry Date"
      3. Enter Notes
      4. Save. Click on the "Floppy Icon".
      5. Void - Void records will be "Disabled" and will not appear in any lookups. Edit the record and "Un-tick" void to activate a record.
  7. Memo
    1. Expand into the details of a profile
    2. Enter below details.
      1. "Code" is system generated based on the "Next Employee/Applicant Memo ID" configured under "Link Web -> Company Administration -> Configuration -> Human Resource Management -> General Setting".
      2. Select the "Memo Type".
      3. Enter the "Date" and "Subject" of the memo. Add the full description in the "Detail" section.
      4. Enter Notes
      5. Save. Click on the "Floppy Icon".
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "Un-tick" void to activate a record.
  8. Reference
    1. Expand into the details of a profile
    2. Enter below details:
      1. Enter the "Referee Name", "Organisation", "Position" of the referee
      2. Enter the "Contact Details" of the referee
      3. Enter referee relationship with the applicant. For example, a referee can be the immediate supervisor of the applicant
      4. Enter Notes
      5. Save. Click on the "Floppy Icon".
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "Un-tick" void to activate a record.
  9. Notes and Attachments

Figure 1: Applicant Profile
 

[TOP]

4.2.3 Interviews

Overview

Interviews contains a list of vacant vacancies for which the user is in the "Interview Panel". Interviews allow users to update the interview assessment points for each applicant.  Refer to Figure 1.

Reports

  1. Vacancy Applicant Status
  2. Vacancy Applicant Listing

Steps to update Interview Assessment Points:

  1. Expand into the detail of the interview. This will show the list of all applicants. The "View" link will open the application of the applicant.
  2. Expand into the detail of an applicant. This will load the "Assessment" list.
    1. Assessments are populated from the position.
  3. Click on the "Pencil Icon". This will open the edit form.
  4. Enter the assessment "Rate".
    1. Weight is the highest score that can be achieved.
  5. Enter "Notes" to justify the rating.
    1. Expand into the details to view the notes after the record has been saved.
  6. Save. Click on the "Floppy Icon".
  7. Update the rate for all assessment items for an applicant then click on the "Submit Assessment" button.
    1. "Submit" button is enabled when the applicant's status is "Shortlisted"
    2. Users will not be able to re-submit assessment points.
  8. The assessment ratings are averaged with other ratings from other panel members to calculate a final "Panel Score".
  9. Notes and Attachments

Assessment Points Calculations

  1. The assessment rating for each assessment criteria is the average of assessment responses. For example,
    1. Assessment 1 score is 8/10.
    2. Assessment 2 score is 4/10.
    3. The rating for assessment 1 and 2  will be 6.
  2. The "Panel Score" is the average of all scores. This is calculated as a whole number.

Figure 1: Interviews

[TOP]

4.2.4 Vacancy Applications

Overview

"Vacancy View" contains vacancies that have been advertised.  Applicants can  "View" or "Apply" for the vacancies. Applicants can expand into the details of a vacancy to view the "Job Description" and "Qualification" requirements.

Notes

  1. Users will need to  Register in Link WEB to log in and apply for a vacancy.
  2. Vacancies that have passed the "Closing Date" and "Time" will be removed automatically from "Vacancy View".
  3. Users will not be able to edit details once the application has been "Submitted".

Reports

  1. My Application Status

Steps to apply for Vacancies

  1. Click on the "Apply Link" . The system will redirect you to the "Vacancy Application" page.  Follow the guidelines on each page during the application process.
  2. Enter below details:
    1. Personal Information
      1. The "Next" button is activated after the applicant has entered data for all required fields.
    2. Education
    3. Reference
    5. Position Requirements
    6. Finish - Once above information has been updated click on Submit Application button to complete the application.
    7. An email notification will be sent to confirm the application.

Figure 1: Vacancy View

Figure 2: Vacancy Apply
 

[TOP]

4.2.5 Vacancy Manage

Overview

Vacancy Manage contains a list of vacancies in the system.

The menu provides following details:

  1. Vacancy Setup
  2. Interview Panel Members - These are employees who will conduct the interview and submit assessment points.
  3. Vacancy Advertisement details.
  4. Applicants for a vacancy. Applicant details will be automatically created for those who apply for a vacancy from "Vacancy Applications "
  5. Notify applicants with the status from the recruitment process.
  6. Employ an applicant.

Reports

  1. Interview Panel Members Listing
  2. Vacancy Applicant Listing
  3. Vacancy Listing

1. Steps to create a Vacancy:

  2. Vacancy Code - Enter the vacancy code.  "Code" is a unique alphanumeric code to uniquely identify each record.
  3. Position - Select the Position for which the vacancy is being created.
  4. Type - Select the vacancy type.
  5. Interview Date - Enter the date the applicants will be interviewed.
  6. Status  - Select the "Status" of the vacancy.
  7. Panel Recommendations - Enter notes for the penal members under "Panel Recommendation".
  8. Notes - Enter "Notes" to add additional information.

2. Steps to add "Interview Panel Members" for a Vacancy:

  1. Expand into the details of a vacancy and navigate to the "Interview Panel Members" section.
  2. Click on the "Green Plus Sign". This will open the "Edit Form".
  3. Select the "Company" of the member
  4. Select the "Employee" that will involved in the interview assessment.
  5. Enter "Notes" to add additional information.
  6. Save. Click on the "Floppy Icon".
  7. Use the "Pencil" icon to edit details.
  8. Use the "Red X" to "Void" a record.
    1. Void records will be "Disabled" and will not appear in any lookups.
    2. Edit the record and "Un-tick" void to activate a record.

3. Steps to add "Advertisement" record for a Vacancy:

  1. Expand into the details of a vacancy and navigate to the "Advertisement" section.
  2. Click on the "Green Plus Sign". This will open the "Edit Form".
  3. Enter below details:
    1. "Code" is system generated based on the "Next Vacancy Advertisement Code" configured under "Link Web -> Company Administration -> Configuration -> Human Resource Management -> Recruitment".
    2. Enter the date the vacancy was advertised.
    3. Enter the "Closing Date" for the vacancy.
    4. Enter the means of vacancy publication in the"Media" section. For example, a vacancy can be advertised in the newspaper.
    5. Enter the "Cost" of advertisement.
    6. Enter "Comments" and "Notes" to add additional information.
  4. Save
  5. Use the "Pencil" icon to edit details.
  6. Use the "Red X" to "Void" a record.
    1. Void records will be "Disabled" and will not appear in any lookups.
    2. Edit the record and "Un-tick" void to activate a record.

4. Steps to manually add an "Applicant" for a Vacancy:

  1. Expand into the details of a vacancy and navigate to the "Applicant" section.
  2. Click on the "Green Plus Sign". This will open the "Edit Form".
  3. Enter below details:
    1. Select the "Applicant Code", this list is populated from the Applicant Profile .
    2. Enter the date of application .
    3. Enter the "Interview" date. This is only required if the applicant has been selected for the interview.
    4. Select the "Status".
    5. Enter "Notes" to add additional information.
  4. Save. Click on the "Floppy Icon".

5. Steps to "Notify" or "Employ" and Applicant

  1. Edit the record of an applicant by clicking on the "Pencil Icon".
  2. Select the "Status" and Save.
    1. Users must enter the "Interview Date" for the status "Shortlisted". This will send an notification to state that the applicant has been shortlisted for an interview on the set date.
  3. Check the box next to the applicant profile and click on the "Notify" button.
    1. Ensure that the Email Settings have been configured.
  4. To "Employ" an applicant, check the box next to the applicant profile and click on the "Employ" button.

[TOP]

4.3 Human Resource Management

LinkHRM comes with useful menus that can help managers have a better insight of their employees.

LinkHRM has a detailed Employee Administration, Job Maintenance, Leave Management, Recruitment Maintenance, OHS Compliance, Performance Management, Training & Development and other HR Services.

Human Resource Management (HRM) has the following menus:

[TOP]

4.3.1 Employee Access Security

Overview

Access to view employees are controlled by the following:

  1. "Pay Team " Role Access
  2. Employees based on the reporting structure

1. Pay Team Role Access

Pay Team Role access is setup in menu "Pay Teams". Each employee is assigned to a Pay Team. A Pay Team can have multiple Roles.

Users in the roles inherits the permission to view the employees in the Pay Team.

This access is applied to all the menus under Human Resource Management.

2. Employees based on the reporting structure

In addition to the "Pay Team Role Access", employees can be accessed using the reporting structure. These are used in the following menu groups:

The reporting structure is configured in menu "Configuration -> Rule Code: ESS_EmployeeComboList_Format". There are three options for reporting structure.

  1. R = Single level ([REPORTS TO] from menu "Payroll & HR Maintenance -> Position Maintenance").
    The managers can view the employees that are directly reporting to them.
  2. T = Multi level ([REPORTS TO] from "Payroll & HR Maintenance -> Position Maintenance")
    The managers can view the employees that are reporting to them both directly and indirectly. This structure is based on the position hierarchy. 
  3. C = Custom Approval Path based on menu "Global System -> User Workflow"
    The managers can view the employees that are configured in the "Approval Workflow"

    User Workflow is further broken down by Menu Groups as follows:
    1. Workflows: Leave Management, Performance Management & Time Management is used in Menu Groups:
      1. Employee Profile
      2. Induction & Probation
      3. Health & Safety
      4. Training & Development 
    2. Workflow: Leave Management is used in Menu Group:
      1. Leave Management
    3. Workflow: Performance Management is used in Menu Group:
      1. Performance Management
    4. Workflow: Time Management is used in Menu Group:
      1. Time Management

3. Exceptions to Employee Access Security

The following menus / reports do not use the employee access security. These areas do not hold sensitive information that can be identified directly to the employee. Furthermore, some of these areas require access to all employees.

[TOP]

4.3.2 Employee Profile

Employee Profile contains the following menus:

  1. Employee Maintenance
  2. Employee Profile
  3. Employee Pay Setup
    1. Allowances
    2. Benefits
    3. Deductions
    4. Direct Credit
    5. Employer Super Split
    6. Standard Pay Entries
  4. Achievements
  5. Career Preference
  6. Curricular Activities
  7. Dependants
  8. Discipline
  9. Exit Maintenance
  10. Experience
  11. Issuable Items
  12. License
  13. Meeting Calendar
  14. Meetings
  15. Membership
  16. Memo
  17. Pay Slip
  18. Qualification
  19. Skill
  20. Training Feedback
  21. Training History
  22. Training Schedule

[TOP]

4.3.2.1 Employee Maintenance

Employee Maintenance is used to create and manage employee profiles.

The following functions are available:

  1. List of employees shown to the user is based on Employee Access Security.
  2. Default values when creating a profile
  3. Configuring the employee user account
  4. Creating an employee profile
  5. Viewing an employee profile
  6. Changing the "Employee Code"
  7. Employee Maintenance Details

2. Default values when creating a profile

The following default values can be configured:

 Field  Menu  Code  Description  Default Value
 General Tab -> Code  Configuration  next_emp_code  Next Employee Code (Alphanumeric and/or : delimiter)  LTE00001
 Tax Tab -> Tax Scale  Configuration  def_tax_code  Default Employee Tax Deduction Code  FJRES
 Current Service -> Service Type  Configuration  PAY.DefaultServiceTypeCode  Default Employee Service Type Code  E
 Current Service -> Full Time  Configuration  PAY.DefaultFullTime  Default Employee Full Time (Y/N)  Y
 Current Service -> Status  Dropdowns  EmployeeStatus  Employee Status Default  A
 Current Service -> Shift  Configuration  PAY.DefaultShiftID  Default Employee Shift ID  DS
 Pay Details -> Pay Team  Configuration  emp_pay_team  Default Employee Pay Team  MTM
 Pay Details -> Pay Category  Dropdowns  PayCategory  Pay Category Default  S
 Pay Details -> Hours Per Pay  Configuration  hrs_per_pay  Default Employee Work Hours per Pay  160
 Pay Details -> Hours Per Day  Configuration  hrs_per_day  Default Employee Work Hours per Day  8
 Pay Details -> Currency  Company    Home Currency Code  
 Pay Details -> Pay Scheme  Configuration  emp_pay_mthd  Default Employee Payment Method  D

3. Configuring the employee user account

1. The user account for each employee is automatically created by the system based on the following rules and configurations.

 

 Menu  Code  Description  Default Value
 Configuration  DefaultRoleName  Default role name assigned to employee when the profile is created  Employee Self Serve
 Configuration  ESS_Username_Format  The following codes define the Web Login username format when the profile is created:
 M = Manual (Administrator needs to create the user in web and assign an employee id)
 I = Employee ID
 N = Name(1st character of First Name + Last Name)
 L = FirstName.LastName
 E = Email Name (Values before the @ sign)		  E

 

2. The user account is created automatically when the above rules are met. The following details are used when creating a new user account:

  1. Username - refer to configuration "ESS_Username_Format" for the username.
  2. Password - a random password hash is generated. The employees need to use the Recover Password option to retrieve the login details.
  3. Role - refer to configuration "DefaultRoleName"

3. When an employee status is changed to "Active" or "Leave", user access to the company is enabled

4. When an employee status is changed to "Inactive" or "Terminated", user access to the company is disabled. When the user access to all companies are made inactive, the user account is made "un-approved". The user will not be able to login to their Web Portal.

 

4. Creating an employee profile

  1. Add a new record
  2. Enter the following details:
     Field  Description
     General Tab
     Code

    This is the Employment ID of the employee.  The employee ID can be system generated or managed by the users.
    To enable system generated codes, setup the following configurations:

    1. Auto Employee Code
    2. Next Employee Code
     First Name  
     Middle Name  
     Last Name  
     Phone Home  
     Phone Office  
     Phone Mobile  
     Email  
     Emergency Contact  
     Emergency Phone  
     Notes  This is an open text field, users can enter desired content
     Address Tab
     Residential Address Line 1  
     Residential Address Line 2  
     Residential Address Line 3  
     City  Refer to Dropdowns: City, State and Country
     Post Code  
     Postal Address Line 1  
     Postal Address Line 2  
     Postal Address Line 3  
     Personal Tab
     Date of Birth  
     Gender  Refer to Dropdowns: Gender
     Marital Status  
     Marriage Date  
     Union Member  
     Local Resident  
     Province  
     Nationality  
     Social Security ID  
     Ethnic  Refer to Ethnic Maintenance
      Tax
     Tax Scale  Tax Scale used to calculate payroll tax withheld for the employee. Refer to Employee Payroll Tax .
     Tax ID  Employee's Tax ID provided by the Tax Authority
     Spouse Tax ID  Employee's Spouse's Tax ID provided by the Tax Authority
     Spouse Name  
     Current Service
     Start Date  Employment Start Date
     Contract Expiry Date

     Contract Expiry Date. This date is used for processing contract expiry pay for the employee. Refer to configuration "Payroll -> Payrun Type -> Include Contract Expiry"

     Service Type  Refer to Service Type Maintenance
     Full Time  
     Status  Employee Status
     Service End Date  Date when the employee's service will end. This date is used for processing final pay for the employee. Refer to configuration "Payroll -> Payrun Type -> Include Final Pay"
     Service End Reason  This is required when the employee is "Terminated"or set as "Inactive"
     Shift  Refer to Shift Maintenance
     Review Frequency  
     Next Review Date  This date is used by process "ESS013 - Send employee performance review alert"
     Pay Details
     Pay Team  Refer to Pay Team Maintenance
     Pay Category

     Refer to Dropdowns : Pay Category

     Hours Per Pay Enter the contracted or expected working hours per pay. This is the default hours paid to an employee at every pay. Hours per pay is also used in calculating the employee's hourly rate.
     Hours Per Day  Enter the expected working hours per day. Hours per day is used to convert leave hours to leave days.
     Pay Award  Refer to Pay Awards
     Use SDR Rate  Refer to Pay SDR Rate
     Time Sheet  Enable "Timesheet" employee pay hours are calculated through timesheet.
    1. Hours can be entered under Payroll Timesheet
    2. Hours can be integration from  "Time and Attendance" applications
     Leave Loading

    Enable this flag if employees are entitled to Leave Loading.

    To enable Leave Loading, refer to the following:

    1. Configuration "Payroll -> Payrun Type -> Include Leave Loading"
    2. Employees that have leave transactions for "Annual" leave category will be paid a percentage of the leave amount. These amounts are paid as paycodes:
      1. ELLT - Leave Loading Tax Free. The tax free threshold is setup in configuration "Leave Loading Tax Free Threshold in the financial year".
      2. BLLT - Leave Loading Taxable
     Leave Loading Percent  Percentage used when calculating Leave Loading.
     Currency  Defaults to Home Currency. Refer to Currency Maintenance
     Project  Projects is used for cost and budget/variance analysis. Refer to Project Maintenance
     Pay Scheme

     Payment method on how the employee is paid. The options are:

    1. Cash - Employees are paid cash. Paycode "CASH" is added when pay is processed.
    2. Cheque - Employees are paid cheque. Paycode "CHEQUE" is added when pay is processed.
    3. Direct - Employees are paid directly to a bank account. Bank details are setup in menu "Employee Pay Setup -> Direct Bank"
  3. Configure the employees User Account and assign appropiate roles
  4. Configure the employees approval workflow

5. Viewing an employee profile

The "View" link will open the "Employee Profile " page of the employee.

6. Changing the "Employee Code"

Change "Employee Code" is used to renumber the employee code in all the menus.

 

To "Change Employee Code", follow these steps:

  1. Assign access to security "HR421-1 - Can Change Employee Code"
  2. Click on "Change Employee Code" button
  3. Choose the "Employee From"
  4. Enter the new employee code in "Employee To" and Save

Figure 1: Employee Maintenance
 

[TOP]

4.3.2.1.1 Employee Maintenance - Detail

The following functions are available:

  1. Pay Rates
  2. Position History
  3. Service History
  4. Grade History
  5. Additional Tax
  6. Previous Employment

1. Pay Rates

Pay rates that are setup here are used in "Standard Pay" and "Pay Processing".

1. To maintain the pay rates, follow these steps:

  2. Enter the following details:
     Field  Description
     Rate ID  System assigned and increments by 1.
     Effective Date  Date when the rate is effective from. This is used by process "ESS035 - Payroll & HR - Apply effective date changes" to make this rate active on the specified date.
     Description  
     Pay Rate

     Enter the pay rate as follows:

    1. Annual Salary - When the Rate Type is "Fixed"
    2. Hourly Rate - When the Rate Type is "Hourly"
     Rate Type  Rate Type is used by payroll to calculate the employee's hourly rate. The options are:
    1. Fixed - The employee rate entered in Pay Rates is the annual salary. Hourly Rate = "Pay Rate Annual Salary" / (Hours Per Pay x Pay Frequency)
    2. Hourly - The employee rate entered in Pay Rates is the hourly rate.
     Notes  

2. Configuring Pay Rate Change Alert
Email alerts can be configured when there is a change in employee rate. Refer to configurations:
  1. Mail_RateChange_Address - "Email address to send rate change alert (Blank=Employee)"
  2. PAY_PR_EMP_PAY_TRG - "Send an email alert when employee's default rate has changed."

2. Position History

  1. Add new record
  2. Enter the following details:
     Field  Description
     Position  List of vacant positions. Refer to Position Maintenance
     Effective Date  Date when the rate is effective from. This is used by process "ESS035 - Payroll & HR - Apply effective date changes" to make this rate active on the specified date.
     End Date  Date when the position has ended.
     Position Type

     

     Approved By  
     Reference  
     Notes  

3. Service History

Service History is used to determine the emplyees service record. A service record can have multiple "Contracts" that make up the service.

When the employees contract is extended, a NEW entry is created in "Service History ~> Contracts". The contract Records can edited by the Emporers as required.

4. Grade History

  1. Add new record
  2. Enter the following details:
     Field  Description
     Grade Code  Refer to Grade Maintenance 
     Effective Date  Date when the rate is effective from. This is used by process "ESS035 - Payroll & HR - Apply effective date changes" to make this rate active on the specified date.
     Approved By  
     Reference  
     Notes  

5. Additional Tax 

Additional taxes can be configured for each employee in this section. Additional taxes are automatically added to the employee based on the configuration "Payroll -> Tax Configuration -> Employee Additional Tax".

  1. Add new record
  2. Enter the following details:
     Field  Description
     Tax Code  Refer to Employee Payroll Tax Maintenance 

6. Previous Employment

Previous Employment history is recorded to compute the payroll tax in scenarios where an employee starts employment during the year.

  1. Add new record
  2. Enter the following details:
     Field  Description
     Employer Name  Name of employer
     Payroll Year  Payroll year for tax calculation
     Paycode
     Amount  
     Notes  

Figure 1: Details of Employee Maintenance

[TOP]

4.3.2.2 Employee Profile

Employee Profile page is used by all employees to view their personal and employment details.

The following functions are available:

  1. View the Employee Profile
  2. Update Contact Information
  3. Upload a picture of the employee
  4. View Dashboard for user logged in

1. View the Employee Profile

By default the user will see their own employee profile. To view other employees, change the employee from the dropdown.

When viewing other employees information, the following security access controls display of tabs:

 Tab  Menu  Description
 Personal  PR101  Can view "Employee Profile - Personal Tab" for employees that reports to the logged in user
 Tax  PR102  Can view "Employee Profile - Tax Tab" for employees that reports to the logged in user
 Service  PR103  Can view "Employee Profile - Current Service Tab" for employees that reports to the logged in user
 Pay Details  PR104  Can view "Employee Profile - Pay Details Tab" for employees that reports to the logged in user

2. Update Contact Information

Employees can update their contact information shown in the "General Tab". This is controlled by security access "PR001 - Employee Profile: Allow Edit"

Steps to update information:

  1. Enter the details in the "General Tab"
  2. Click on the "Update" button

3. Upload a picture of the employee

Employees can upload a picture on their profile. This is controlled by security access "PR001 - Employee Profile: Allow Edit"

Use the following specifications for the image to upload:

  1. Image format: JPEG
  2. Size: 180 x 180 pixel

Steps to upload image:

  1. Click on the folder icon and browse and select the picture
  2. Click on the "Upload" button

4. View Dashboard for user logged in

The dashboard displayed is always of the user logged in. The following functions are available:

  1. Employee Reviews
    Shows details of employees that have reviews. Reviews past today are shown in RED.
  2. Contract Expiry
    Shows details of employees that have contract expiry. Contract Expiry past today are shown in RED.
  3. Exit Response
    Shows details of Exit Maintenance. Employees can enter their responses in this grid.
  4. My Pay Details
    Shows the pay details of the employee. The payslip can be printed using the "View" option.
  5. My Tasks
    Shows all the tasks that is "created by" or "assigned to" the user.

Figure 1: Employee Profile
 

[TOP]

4.3.2.3 Employee Pay Setup

Employee Pay Setup has the following tabs and these are available based on security access:

[TOP]

4.3.2.3.1 Allowances

Allowances is used to setup paycodes that will be paid in each pay. There are controls in place to specify when to stop the allowance.

The following functions are available:

  1. Configuration to Import Allowance in pay
  2. Setup Allowance

1. Configuration to Import Allowance in pay

To import allowances in pay, setup the configuration : "Payroll -> Payrun Type -> Include "Allowance" entries when creating a pay."

2. Setup Allowance 

  1. Assign security access to menu: "HR328-7 - Employee Pay Setup -> Allowances"
  3. Enter the following details:
      Field  Description
     Paycode  List of Paycodes filtered by "Paycode Types: Taxable Allowance, Tax Adjustment & Non-Taxable Allowance"
     Reference  Reference code to tag with the allowance.
     Cost Centre Cost Centre used when processing pay.
     Based On

     Allowances can be setup in two ways:

    1. Date - Uses the "Start Date" and "End Date" to setup the allowance. Once the "End Date" has reached, the allowance status will be closed.
    2. Value - Uses the "Total Amount" and "Amount Paid" to setup the allowance. Once the "Total Amount" has been paid, the allowance status will be closed.
     Start Date   When using "Date" option.  Date entered here is when the allowance is effective from.
     End Date  When using "Date" option. Date entered here is the end date. Once the "End Date" has reached, the allowance status will be closed.
     Total Amount  When using "Value" option. Amount entered here is the ceiling amount. Once this amount has been paid, the allowance status will be closed.
     Amount Per Pay  This is the dollar value of the allowance paid in each pay
     Amount Paid  This is a cumulative sum of the amount of allowance that has been paid.
     Status  The following statuses are available:
    1. Active - The allowance is valid and will be paid in the next pay.
    2. Closed - The record is closed and cannot be edited 
    3. Inactive - Users can mark an allowance as "Inactive" whereby the allowance will not flow into payroll.
    4. Hold - Users can mark an allowance as "Hold" whereby the allowance will not flow into payroll. Users can activate the allowance in the future.
     Notes  This is an open text field, users can enter desired content.

Figure 1: Employee Allowance

[TOP]

4.3.2.3.2 Benefits

Benefits is used to setup paycodes that will be paid in each pay. There are controls in place to specify when to stop the benefit.

The following functions are available:

  1. Configuration to Import Benefit in pay
  2. Setup Benefit

1. Configuration to Import Benefit in pay

To import benefits in pay, setup the configuration: "Payroll -> Payrun Type -> Include "Benefit" entries when creating a pay." 

2. Setup Benefit 

  1. Assign security access to menu: "HR328-2 - Employee Pay Setup -> Benefits"
  3. Enter the following details:
      Field  Description
     Paycode  List of Paycodes filtered by "Paycode Types: Benefit"
     Reference  Reference code to tag with the benefit.
     Cost Centre  Cost Centre used when processing pay.
     Based On

     Benefits can be setup in two ways:

    1. Date - Uses the "Start Date" and "End Date" to setup the benefit. Once the "End Date" has reached, the benefit status will be closed.
    2. Value - Uses the "Total Amount" and "Amount Paid" to setup the benefit. Once the "Total Amount" has been paid, the benefit status will be closed.
     Start Date   When using "Date" option.  Date entered here is when the benefit is effective from.
     End Date  When using "Date" option. Date entered here is the end date. Once the "End Date" has reached, the benefit status will be closed.
     Total Amount  When using "Value" option. Amount entered here is the ceiling amount. Once this amount has been paid, the benefit status will be closed.
     Amount Per Pay  This is the dollar value of the benefit paid in each pay
     Amount Paid  This is a cumulative sum of the amount of benefit that has been paid.
     Status  The following statuses are available:
    1. Active - The benefit is valid and will be paid in the next pay.
    2. Closed - The record is closed and cannot be edited 
    3. Inactive - Users can mark an allowance as "Inactive" whereby the benefit will not flow into payroll.
    4. Hold - Users can mark a benefit as "Hold" whereby the benefit will not flow into payroll. Users can activate the benefit in the future.
     Notes This is an open text field, users can enter desired content.

Figure 1: Employee Benefit
 

[TOP]

4.3.2.3.3 Deductions

Deductions is used to setup paycodes that will be deducted in each pay. There are controls in place to specify when to stop the deduction.

The following functions are available:

  1. Configuration to Import Deduction in pay
  2. Setup Benefit

1. Configuration to Import Deduction in pay

To import deductions in pay, setup the configuration : "Payroll -> Payrun Type -> Include "Deduction" entries when creating a pay." 

2. Setup Deduction

  1. Assign security access to menu: "HR328-3 - Employee Pay Setup -> Deductions"
  3. Enter the following details:
      Field  Description
     Paycode List of  Paycodes filtered by "Paycode Types: Deduction"
     Reference  Reference code to tag with the deduction.
     Cost Centre  Cost Centre used when processing pay.
     Based On

     Deductions can be setup in two ways:

    1. Date - Uses the "Start Date" and "End Date" to setup the deduction. Once the "End Date" has reached, the deduction status will be closed.
    2. Value - Uses the "Total Amount" and "Amount Deducted" to setup the deduction. Once the "Total Amount" has been deducted, the deduction status will be closed.
     Start Date   When using "Date" option.  Date entered here is when the deduction is effective from.
     End Date When using "Date" option. Date entered here is the end date. Once the "End Date" has reached, the deduction status will be closed.
     Total Amount  When using "Value" option. Amount entered here is the ceiling amount. Once this amount has been deducted, the deduction status will be closed.
     Amount Per Pay This is the dollar value of the benefit deducted in each pay
     Amount Deducted  This is a cumulative sum of the amount of deduction that has been deducted.
     Pre Tax

     This flag controls if the deduction is before tax or after tax calculations.

    1. Ticked = Before Tax
    2. Unticked = After Tax
     Status  The following statuses are available:
    1. Active - The deduction is valid and will be deducted in the next pay.
    2. Closed - The record is closed and cannot be edited 
    3. Inactive - Users can mark an allowance as "Inactive" whereby the deduction will not flow into payroll.
    4. Hold - Users can mark a deduction as "Hold" whereby the deduction will not flow into payroll. Users can activate the deduction in the future.
     Notes  This is an open text field, users can enter desired content.

Figure 1: Employee Deduction
 

[TOP]

4.3.2.3.4 Direct Credit

Direct Credit stores bank account for employees who are paid by "Pay Scheme = Direct". Multiple bank accounts can be set to allow pay split.

  1. Steps to Maintain record
  2. Setup multiple bank accounts
  3. Alerts

1. Steps to Maintain record

  1. Assign security access to menu: "HR328-4 - Employee Pay Setup -> Direct Credit"
  3. Enter the following details:
      Field  Description
     Paycode  List of Paycodes  filtered by "Paycode Types: Banking"
     Bank Branch  Bank Branch Number or BSB Number
     Account No  Enter the bank account number provided by the employee. Refer to the Bank File Export for account number formats for specific banks.
     Account Name  Enter the account name of the account number
     Amount  Set the amount as 0 to transact the Net Pay to this bank. See "Setup multiple bank accounts"

2. Setup multiple bank accounts

If the employee wishes to split the net pay into separate banks, then enter the amount for each bank.

For example, Employee earns $3,000 per pay and requested to deposit $1,000 in BSP bank and $2,000 in ANZ Bank.

  1. Add the details for BSP and set the amount as $1,000.00
  2. Add the details for ANZ and set the amount as 0.

When the pay is processed, $1,000 will be transacted to BSP and the remaining value will be deposited in ANZ.

3. Alerts

The following alerts are available:

 Menu  Code  Description Default Value
 Configuration  mail_employee_duplicate_BankAccount_flag  Send an email alert when a duplicate "Bank Account Number" is entered in menu "Employee Profile ~> Pay Direct Credit". This alert is sent to configurations "Payroll email address" and "HR email address".  Y

Figure 1: Employee Direct Credit
 

[TOP]

4.3.2.3.5 Superannuation

Superannuation  is used to setup the different superannuation funds for Super payments.

  1. Steps to maintain record
  2. Setup multiple funds

1. Steps to maintain record

  1. Assign security access to menu: "HR328-5 - Employee Pay Setup -> Superannuation"
  3. Enter the following details:
      Field  Description
     Superannuation Fund  Refer to Superannuation Fund
     Employee Super ID  Employees Super Member ID provided by the superannuation fund.
     Deleted  Deleted records will not calculate super, however still used for history super reports.

3. Setup multiple funds

To setup multiple funds, enter the contribution percent in the super details for each fund.

Figure 1: Employee Super Details
 

[TOP]

4.3.2.3.6 Standard Pay Entries

Standard Pay allows the user to view standard pay entries and enter permanent transaction before opening and processing pays

You can enter permanent transactions when you want an employee to receive the same transaction every pay. Permanent transactions have the following features:

  • They repeat every pay.
  • They do not change from pay to pay.

The main benefits of using Permanent transactions are:

  • They eliminate the need to enter the transactions every pay.
  • They reduce processing time.
  • They reduce the potential for keying errors.

When you open a pay, permanent transactions are automatically copied into the current pay, for employees.

The following functions are available:

  1. Configuration to Import Standard Pay in pay
  2. Generate Standard Pay
  3. Maintain Standard Pay

1. Configuration to Import Standard Pay in pay

To import Standard Pay Entries in pay, setup the configuration : "Payroll -> Payrun Type -> Include "Standard Pay" entries when creating a pay." 

Note: When importing "Standard Pay" entries for employees that are on "Timesheet", the Time entry paycodes (ANHRS,ADHLF,ADTIM & APHOL) do not flow into the pay. These are imported from Timesheets .

2. Generate Standard Pay

To enable "Generate Standard Pay" button, assign security access to menu: HR238-1 - Can "Generate Standard Pay" in menu "Employee Profile -> Employee Pay Setup"

Steps to generate "Standard Pay":

  1. Tick the box to select the employee
  2. Click on "Generate Standard Pay" button

The following entries are created when generating "Standard Pay":
 Paycode  Description  Quantity  Rate
 ANHRS  Normal Hours  Hours Per Pay  Hourly Rate
 Super  Super paycodes are added based on the superannuation setup    
 Tax  Tax paycodes are added based on the tax scale setup    
 Banking  Banking paycodes are added based on the Pay Scheme setup    

3. Maintain Standard Pay

  1. Assign security access to menu: "HR328-6 - Employee Pay Setup -> Standard Pay Entries"
  3. Enter the following details:
      Field  Description
     Paycode Refer to Paycode Maintenance
     Reference  Reference Number of the paycode
     Territory Automatically populated from the Employee's position
     Branch Automatically populated from the Employee's position
     Cost Centre  Automatically populated from the Employee's position
     Quantity  Enter the amount for the transaction
     Rate Code  Select rate code to use. Applicable to paycodes with "Use Employee Rate" flag turned on.

Figure 1: Standard Pay
 

[TOP]

4.3.2.4 Achievements

Achievement contains details of employee accomplishments during their employment. For example, an employee is awarded a certificate for "Employee of Month".

The following functions are available:

  1. Configuration to Import Achievements in pay
  2. Steps to maintain employee achievements
  3. Alerts

1. Configuration to Import Achievements in pay

The following type of Achivements can be imported in the pay:

  1. Type: Monetary
  2. Amount: Value is greater than zero
  3. Pay Code: Paycode is of type "Gross, Allowance, Benefit or Non-Pay Items"

To import Achievements in pay, setup the configuration : "Payroll -> Payrun Type -> Include "Achievement" entries that are marked as monetary when creating a pay."

2. Steps to maintain employee achievements 

  2. Enter the following details:
      Field  Description
     Employee Choose the employee. Refer to Employee Access Security 
     Code  Refer to Achievement Maintenance.
     Date Created Enter the date when the achivement was created.
     Notes This is an open text field, users can enter desired content.
     Void  Void the selected record

3. Alerts

The following alerts are available:

  Menu  Code  Description Default Value
 Configuration  ESS.ALERT.Achievement.Enable Send an email alert when an employee's "Achievement" record is created in menu "Employee Profile ~> Achievements". This alert is sent to the "employee", "employee's manager" and configuration "HR email address".  Y

Figure 1: Achievements
  

[TOP]

4.3.2.5 Career Preference

Career Preference determines the employees career and professional development preferences. Along the way the employee and manager:

  • Examine the employees career

  • Identify the work that makes the employee want to get up in the morning

  • Identify the job that is right for the employee

This will identify areas of work that match your employees interests and natural career preferences, but where they may not yet have the experience, skills or training to work in those areas. This helps the employee and manager consider options for further training or work experience.

 

It also helps the employee move forward in their career decision making.

 

Steps to maintain Career Preference

  2. Enter the following details:
      Field  Description
     Employee  Choose the employee. Refer to Employee Access Security 
     Code Refer to Job Description Maintenance.
     Notes This is an open text field, users can enter desired content.
     Void  Void the selected record

Figure 1: Career Preference

[TOP]

4.3.2.6 Curricular Activities

Curricular Activities contain details of employee participation in competent activities which are outside of their general tasks. For example, an employee can participate in "Toastmasters" to upgrade leadership and communication skills.

 

Steps to add Curricular Activities

  1. Add/Edit the record. 
  2. Enter the following details.
      Field  Description
     Employee  Choose the employee. Refer to Employee Access Security 
     Date Acquired  Enter the "Date" the activity was initiated or acquired
     Activity  This field will have details of Exta Curricular Activities attained by the selected employee
     Notes  This is an open text field, users can enter desired content.
     Void  Void the selected record

Figure 1: Curricular Activities
    

[TOP]

4.3.2.7 Dependants

Dependants menu contains list of employee Dependants. A Dependent is someone you support financially.

 

If you meet the criteria, you'll be able to claim that person as a Dependent.

You can claim an extra personal exemption for each dependant, and you may qualify for other tax breaks as well.

 

The following functions are available:

  1. Steps to maintain dependant
  2. Alerts
  3. Papua New Guinea Dependant Tax Rebate

1. Steps to maintain dependant
  1. Enter the following details:
      Field  Description
     Employee Choose the employee. Refer to Employee Access Security 
     Name  
     Relation  Refer to Relationship Maintenance
     Date of Birth
     Phone Home
     Phone Office
     Phone Mobile
     Tax ID  Tax Identification Number provided by the Tax Authority.
     Notes  This is an open text field, users can enter desired content.
     Void  Void the selected record

2. Alerts

The following alerts are available:

  Menu

  Code  Description
 Processes  ESS011  Send employee's dependant birthday alert. This alert is sent to the employee.

3. Papua New Guinea Dependant Tax Rebate

Dependant details are used to calculate tax rebate for Papua New Guinea. Refer to Papua New Guinea tax office for more details.

Figure 1: Employee Dependant

[TOP]

4.3.2.8 Discipline

Discipline menu contains disciplinary cases of an employee in the organisation.

Most organisations have a formal warning procedure consisting of three steps:

  • Verbal Warning

  • Written Warning

  • Termination

The number of verbal or written warnings provided vary according to an organisation's policies. It is essential to maintain records of all disciplinary procedures in the event of future actions.

 

The following functions are available:

  1. Steps to maintain Discipline
  2. Alerts

1. Steps to maintain Discipline

  1. Add/Edit the record
  2. Enter the following details:
      Field  Description
     Code  Code is system assigned. Refer to configuration: "Next Employee Discipline Code"
     Employee  Choose the employee. Refer to Employee Access Security 
     Date Advised Enter the "Date" the disciplinary case was reported or discussed with employee.
     Warning Select the "Warning" type
     Subject  The reason for the disciplinary action. For example, 'Continual lateness' or 'Serious misconduct'.
     Detail  Enter a more detailed description in regards to the subject
     Notes  This is an open text field, users can enter desired content.
     Void  Void the selected record

3. Alerts

The following alerts are available:

  Menu  Code  Description Default Value
 Configuration  ESS.ALERT.Discipline.Enable Send an email alert when an employee's "Discipline" record is created in menu "Employee Profile ~> Discipline". This alert is sent to the "employee", "employee's manager" and configuration "HR email address".  Y

Figure 1: Employee Discipline
 

[TOP]

4.3.2.9 Exit Maintenance

Exit Maintenance  menu is used to create and maintain "Exit Interviews" of employees. "Exit Interview" is a method to gather useful information about the company from employees who resign.A user with access will add the "Interview Questions" for an employee, the employee will be able to view and update the answers in ESS.

 

The following functions are available:

  1. Setup Exit Details
  2. Setup Exit Questions

1. Setup Exit Details

  1. Add/Edit the record
  2. Enter the following details:
     Field  Description
     Code Code is system assigned. Refer to configuration: "Next Employee Exit Code"
     Employee Choose the employee. Refer toEmployee Access Security 
     Exit Date  Enter the last "Date" of employment.
     Exit Reason  Refer to Exit Reason Maintenance
     Exit Interview  Tick the "Exit Interview"  box if the employee had an interview or discussion with management at resignation.
     Certificate of Service  Tick the "Certificate of Service"  box if a certificate of service was issued to the employee
     Would Re-Employ  State if the company would hire the employee in the future
     New Employer
     Offered Position
     Offered Salary
     Notes This is an open text field, users can enter desired content.
     Void  Void the selected record

2. Setup Exit Questions

  1. Expand Exit Details
  3. Enter the following details:
     Field  Description
     Code Refer to Exit Question Maintenance
     Response Enter the reponse from the employee. Responses can also be entered by the employee using menu: Employee Profile -> Dashboard -> Exit Response
     Notes This is an open text field, users can enter desired content.
     Void  Void the selected record

Figure 1 : Exit Maintenance
 

[TOP]

4.3.2.10 Experience

Experience menu contains previous employment detail of employees.

Steps to add Experience

  1. Enter the following details:
     Field  Description
     Code  Code is system assigned. Refer to configuration: "Next Employee/Applicant Experience Code (Alphanumeric and/or : delimiter)"
     Employee  Choose the employee. Refer to Employee Access Security 
     Date From This is the date an employee started work with a previous employer.
     Date To  This is the date an employee ceased employment with a previous employer
     Organisation This is the company name of the employee's previous or current employer. A separate record must be created for each previous employer for an applicant
     Position  This is the Job Title/Position held by an employee with a previous or current employer.
     Exit Reason Reason for leaving previous employment, for example, Redundancy
     Details This is a free text field and additional information regarding an employee’s experience can be recorded
     Comments  This is an open text field, users can enter desired content.
     Notes  This is an open text field, users can enter desired content.
     Void  Void the selected record

Figure 1: Experience Details  
 

[TOP]

4.3.2.11 Issuable Items

Issuable Items contain list of official items issued to employees for use. For example, an employee is issued a laptop which needs to be returned when the contract expires.

Reports 

  1. Employee Issuable Items Report

Steps to add record

  1. Enter the following details:
     Field  Description
     Employee Choose the employee. Refer to Employee Access Security 
     Code  Refer to Issuable Items Maintenance
     Reference Reference number for the item issued
     Issue Date  Enter the Issue Date
     Issue Quantity Enter the quantity issued
     Issue Condition Enter the condition of the item when issued
     Return Date Enter the date the employee returned the item
     Return Quantity  Enter the quantity returned by the employee
     Return Condition Enter the condition of the item when returned
     Notes  This is an open text field, users can enter desired content.
     Void Void the selected record

Figure 1: Issuable Items
 

[TOP]

4.3.2.12 License

License contains professional license gained by the employees. In some businesses professional license are required to operate for example, a "Stock Exchange" company must have licensed stockbrokers or a delivery truck driver must have a valid driving license.

 

The following functions are available:

  1. Steps to add license
  2. Alerts

1. Steps to add license
  1. Enter the following details:
     Field  Description
     Employee  Choose the employee. Refer to Employee Access Security 
     Licence Code  Refer to Licence Maintenance
     Acquired Date  Enter the "Date" on which license was acquired or issued
     Expiry Date  Enter the "Expiry Date" of the license
     Notes  This is an open text field, users can enter desired content.
     Void Void the selected record

2. Alerts

The following alerts are available:

  Menu

 Code  Description
 Processes  ESS030  Employee Licence Expiry Alert. Configure the process rules before enabling this alert.

Figure 1: License

[TOP]

4.3.2.13 Meeting Calendar

Meeting Calendar allows users to schedule meetings in the organisation, manage minute meetings and tasks that must be performed post meetings.

The page provides a "Calendar View" of all meetings which can be filtered by "Day", "Week"or "Month".

[TOP]

4.3.2.13.1 Creating a New Meeting

To Create a New Meeting, follow these steps:

  1. Right click on the day in the calendar and choose "New Meeting". See figure 1 below.
  2. Enter the "Meeting Schedule" and click OK to save. See figure 2 below.
  3. Right click on an existing meeting and choose "Open" to edit meeting.

Figure 1: Create New Meeting.

Figure 2: New Meeting Details.

[TOP]

4.3.2.13.2 Assigning Attendees to Meeting

To assign "Attendees" to a Meeting, follow these steps:

  1. Right click on an existing meeting and choose "Details". See figure 1 below.
  2. In the "Attendees" tab, choose the employee and click on Add/Remove. See figure 2 below.

Figure 1 : Details Option

Figure 2 : Add Attendees

[TOP]

4.3.2.13.3 Updating Meeting Minutes

To Update Meeting Minutes, follow these steps:

  1. Right click on an existing meeting and choose "Details". See figure 1 below.
  2. In the "Minutes" tab, enter the meeting minutes. See figure 2 below.
  3. Click on "Save Minutes".

Figure 1: Details Option

Figure 2: Add Meeting Minutes

[TOP]

4.3.2.13.4 Adding Tasks to Meeting
To Add Tasks to Meeting, follow these steps:
  1. Right click on an existing meeting and choose "Details". See figure 1 below.
  2. In the "Task" tab, assign/edit tasks. See figure 2 below.

Note the following:

  1. An email alert is sent to Employee when a new task is added. To enable this alert, set the configuration "Enable meeting tasks alert (Y/N)" to "Y".
  2. Tasks added to the meeting will be updated in below sections.
    1. Linkweb -Meeting Calendar - Tasks
    2. Linkweb - Employee Profile -Employee Profile Dashboards.
    3. Linkweb - Company Administration - Tasks.

Figure 1: Detail Option

Figure 2: Add Task
 

[TOP]

4.3.2.13.5 Uploading Documents to Meetings
To upload Documents to Meetings, follow these steps:
  1. Right click on an existing Meeting and choose "Details". See figure 1 below.
  2. In the "Attachments" tab, upload documents. See figure 2 below.

Figure 1: Detail Option

Figure 2: Add Attachment

[TOP]

4.3.2.14 Meetings

Meetings  allows users to create and record meeting minutes, activities and tasks for every meeting held in the organisation. Meetings alerts are sent to the employees to state the meeting date and time and tasks that need to be completed by an employee for a meeting. 

The following functions are available:

  1. Alerts
  2. Reports
  3. Steps to create meeting

1. Alerts

The following alerts are available:

  Menu  Code  Description Default Value
 Configuration  SYS.ALERT.MeetingTasks.Enable  Send an email alert when a meeting task is assigned to a user. This alert is sent to the "user".  Y
 Configuration  hrm.alert.Meeting.enable  Send an email alert when a "Meeting" is scheduled. This alert is sent to all attendees and CC to configuration "HR email address".  Y

2. Reports

  1. Meeting Records Report

3. Steps to Create Meetings

  1. Add/Edit the record.
  2. Enter the following details:
     Field  Description
     Subject  
     Description  
     Start Time  Meeting start date and time
     End Time Meeting end date and time
     Label  Refer to dropdown: Meeting Label
     Resource  Refer to dropdown: Meeting Resource
     Show Time As  Refer to dropdown: Meeting Show Time As
     Location  
     Status  Refer to dropdown: Meeting Status
     Convener  
     Meeting Minutes  
  3. Expand the record and add Attendees:
     Field  Description
     Attendee  List of active users
     Status  Refer to dropdown: Meeting Attendee Status

  4. Enter Task details

Figure 1: Meetings
 

[TOP]

4.3.2.15 Membership

Membership  contain membership details of an employee.Some positions require professional membership from a governing body, for example, a chartered accountant must be a member of the Institute of Chartered Accountants.

 

Steps to setup Membership
  1. Add/Edit the record .  
  2. Enter the following details:
     Field  Description
     Employee  Choose the employee. Refer to Employee Access Security 
     Code  Refer to Membership Maintenance
     Notes This is an open text field, users can enter desired content.
     Is Valid  Tick the "Is Valid" box to indicate that the membership is active or valid
     Void Void the selected record

Figure 1: Membership
 

[TOP]

4.3.2.16 Memo

Memo contains details of memorandum dispatched  to communicate news, issues or updates to staff. 

The following functions are available:

  1. Alerts
  2. Steps to create memo

1. Alerts

The following alerts are available:

  Menu  Code  Description Default Value
 Configuration  ESS.ALERT.Memo.Enable Send an email alert when an employee's "Memo" record is created in menu "Employee Profile ~> Memo". This alert is sent to the "employee", "employee's manager" and configuration "HR email address".  Y

2. Steps to create Memo

  1. Add/Edit the record.
  2. Enter the following details:
     Field  Description
     Code  Code is system assigned. Refer to configuration: "Next Employee/Applicant Memo ID"
     Employee Choose the employee. Refer to Employee Access Security 
     Memo Type Refer to Memo Category Maintenance
     Date  Enter the "Date" when the memo was issued
     Subject Enter a brief subject for the Memo
     Details Enter a detailed description for the Memo
     Notes Enter "Notes" to add additional information
     Void   Void records will be "Disabled" and will not appear in any lookups

Figure 1: Memo
  

[TOP]

4.3.2.17 Pay Slip

Pay Slip shows the summary of an updated pay. Users can click on the "View" link to get the payslip.

Notes

  1. Set the access for "Pay Details" as "Active" under " Role Menu Access " to allow users to view records.
  2. All employees will be able to view their own pay details.
  3. Users will be able to view the pay details of the employees who report to them. This is determined from "Approval Workflow ".
  4. Pay Detail is also filtered by "Pay Team" access, if a user has access to only "Monthly" pay team employees, the user will not be able to view the payslip of "Weekly" employees.

Figure 1 : Pay Details
 

[TOP]

4.3.2.18 Qualification

Qualification menu contains qualifications/education history of employees in the organisation.

 

Reports

  1. Employee Qualification
  2. Employee Profile 

Steps to add Qualification

  1. Click on the "Green Plus Sign". This will open the "Edit Form".  
  2. Enter below details.
    1. Select the "Employee". Employee list is maintained under "LinkWEB - Employee Profile - Employee Maintenance".
    2. Select the "Qualification" and "Institution". Qualification and institution list is maintained under "LinkWEB - HRM Maintenance".
    3. Enter the "Majors" for the qualification
    4. Enter the "Grade" obtained for the qualification.
    5. Enter the "Start" and "End" year for the qualification period.
    6. Enter the types of "Exam" the employee has completed.
    7. Enter relevant "Assessments" or projects the applicant has completed.
    8. Enter "notes" to add additional information.
    9. Select the "Status.
    10. Void - Void records will be "Disabled" and will not appear in any lookups. Edit the record and "Un-tick" void to activate a record.

Figure 1: Education Details 
 

[TOP]

4.3.2.19 Skill

Skill  contain details of employee skills and capabilities. Skills are the transferable skills for example, "Communication" or "Team Work". Employers would search for certain skills in an employee to make them employable.

Reports 

  1. Employee Profile
  2. Succession Planning

Steps to add Skill

  1. Click on the "Green Plus Sign". This will open the "Edit Form".  
  2. Enter below details.
    1. Select the "Employee". Employee list is maintained under "Link Web - Employee Profile - Employee Maintenance".
    2. Select the skill "Code". Skills list maintained under "LinkWEB - HRM Maintenance".
    3. Enter the "Skill Level".
    4. Enter  "Details" on the skill.
    5. Enter "Notes" to add additional information.
    6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.

Figure 1: Employee Skill
  

[TOP]

4.3.2.20 Training Feedback

Training Feedback is systematic process to interpret if training programs are effective and efficient. This page allows employees and managers to record ratings of a training and the courses conducted in the organisation.

 

Steps to add Training Feedback.

  1. Select the employee from the list.
  2.  Click on the "Grey Arrow" next to the course. This will load course feedback questions and skills.
    1. Click on the "Pencil Icon". This will open the "Edit Form". 
      1. Enter the "Final Value" - This is the rating provided by the employees.
      2. Notes - This is an open text field, employees can enter content to justify the ratings. 

Figure 1: Training Feedback

[TOP]

4.3.2.21 Training History

Training History  shows the list of all of the training completed by an employee.  Employees can view the training records and grades.

 

Reports

  1. Employee Training History Report

Figure 1: Training History

 

[TOP]

4.3.2.22 Training Schedule

Training Schedule shows all scheduled trainings for an employee. 

 

The following functionalities are available:

  1. Employees can  view details of each Training Schedule. Refer to Figure 1 .
  2. Managers can enrol employees reporting to them to a Training Schedule. Click on the Errol link.

Pre-requisites

  1. Enable below configurations:
    1. hrm.alert.TrainingSchedule.enable. - This will send an alert active employees when a training is scheduled.

Reports

  1. Training Schedule Listing

 

Figure 1: Training Schedule

[TOP]

4.3.3 Leave Management

Leave Management contains the following menus:

Note

The list of employees shown in this module is restricted by the following:

  1. Pay Team Role Access
  2. Approval Workflow for "Leave Management"

[TOP]

4.3.3.1 Leave Allocation

Leave Allocations shows the current and previous leave allocation for an employee.

Pre-requisites

  1. Create and setup the leave codes.

Reports

  1. Leave Allocation Report
  2. Leave Transaction Report

Steps to allocate  leave to all employees

  1. Click on the "Create Leave Allocation". This will allocate the leave to all employees who meet the selected perimeters.
  2. Select the perimeters
    1. Employee - Leave will be allocated for the selected employee.
    2. Leave - Select the leave code to allocate.
    3. Leave Category - Select the leave category, all leave codes with the selected category will be allocated to the employees.
    4. Pay Team Code
    5. Gender
  3. Follow below steps to allocate individual leave for an employee.
    1. Add a New Record
    2. Enter below details
      1. Leave Code - Select the leave code from the list. This will update the Privilege.
      2. Date From and Date To - This is system controlled which is dependent on the employee's start date, Pay Team and leave "Rollover Method".
      3. Enter the "Brought Forward","Accrued" or "Taken" figures if applicable, by default these values are 0 for leaves that are not one time accrual.
      4. Notes - This is an open text field, users can enter desired content.
      5. Void - Void records will be "Disabled" and will not appear in any lookups.
      6. Save. Click the "Floppy Icon".

Figure 1: Leave Allocation

[TOP]

4.3.3.2 Leave Balance

Leave Balance shows the current year leave balance for an employee.  Below functionalities are available on the page:

  1. Users can select the employee from the list to view their leave balance.
    1. Employee list is extracted based on the "Approval Workflow".
  2. Users will be able to see the balance in "Days" and "Hours"".
  3. Users can expand into the details of each record to view the transactions of the computed balance.
    1. Click on the "Grey Arrow" next to the leave code to view the details.

Pre-requisites

  1. Allocate leave to the employees.

Reports

  1. Leave Balance Age Report
  2. Leave Balance (Summary) Report
  3. Leave Transaction Report

Figure 1: Leave Balance.

 

[TOP]

4.3.3.3 Leave Applications

Leave Applications create and apply for leave. Below functionalities are available on the page: 

  1. Users can view all leave applications and its status. Refer to Figure 1 Below.

  2. Users can create and edit leave applications.
    1. Leave Status of "Applied,Planned,Void,Approved" can be edited. Editing Approved leave will reset the leave approval workflow and change status to Applied.
  3. Approvers can "Cancel Approval".
  4. An email alert is sent to the employee and approvers when leave is "Applied" and "Approved". Approvers can approve the leave from the email.
    1. Enable configuration "ESS.Alert.Leave.Enable"under "Linkweb - Company Administration - Configuration - Human Resource Management - Alerts".

The following rules are applied:

  1. Hours taken must be greater than zero.
  2. System will validate the leave balance if "Check Balance" is enabled for the leave.
  3. Minimum service years has to completed before leave can be entered. This is configured in backoffice leave maintenance screen.
  4. Leave dates can not overlap with existing leave applications.
  5. When an employee applies for leave in future, system calculates the projected balance the employee.
    1. One time accrual is set to "No": System calculates the number of accruals that would occur from the last accrual to the leave end date. This figure is multiplied by the accrual amount.
    2. One time accrual is set to "Yes" (excluding long service leave): System calculates the accrual based on the leave anniversary date

Reports

  1. Leave Transaction Report

Steps to apply Leave:

  1. Click on the "New" button at the bottom of the page. This will open the "Leave Entry" form. Refer to Figure 2.
  2. Enter below details
    1. Employee and Employee Name is auto updated.
    2. Date From and Date To - Select the leave dates. This is defaulted to the current day.
      1. Leave date is checked against the Calender setup. This ensures users do not enter invalid dates at leave application.
    3.   Leave Type - Select the leave type from the list.
    4. Time From and Time To - Enter the time from which the employee is will be on leave. This is defaulted to the start and end time of the employee's shift.
    5. Hours Taken - Enter the total hours of leave.
      1. System will force users to click on the "Calculate Hours" button if less leave hours is entered. System calculates the expected leave based on the date, time and  shift segments of the employee.
      2. Users with access to menu "LE006 - User can change hours taken" will be able to override the hours.
    6. Status - Select the leave status.
    7. Medical Days - Enter the number of medical days for Sick Leave.
    8. Medical Certificate - Tick this if the user is attaching a sick sheet or medical certificate.
    9. Leave Comments - Enter the description of the leave application.
    10. Save
    11. Click on the "Attachments Tab" to add notes and attachments.

  Figure 1: Leave Application
   

 

Figure 2: Leave Entry
 

[TOP]

4.3.3.4 Leave Calendar

Leave Calendar provides a "Calendar View" of all meetings which can be filtered by "Day", "Week"or "Month". Below functionalities are available on the page:

  1. Employees can view their leave applications and of employees reporting to them. Refer to Figure 1. 
  2. Employee create and edit leave entries. Refer to Figure 2.
  3. Colour coding is used to reflect different status:
    1. Planned Leave - Pink
    2. Applied Leave - Blue
    3. Approved Leave - Green
    4. Taken Leave - Orange 

Reports

  1. Leave Calendar View

Steps to create a leave entries.

  1. Click on the "Plus" sign at the bottom of the page.
  2. Enter below details
    1. Employee and Employee Name is auto updated.
    2. Date From and Date To - Select the leave dates. This is defaulted to the current day.
      1. Leave date is checked against the Calender setup. This ensures users do not enter invalid dates at leave application.
    3.  Leave Type - Select the leave type from the list.
    4. Time From and Time To - Enter the time from which the employee is will be on leave. This is defaulted to the start and end time of the employee's shift.
    5. Hours Taken - Enter the total hours of leave.
      1. System will force users to click on the "Calculate Hours" button if less leave hours is entered. System calculates the expected leave based on the date, time and  shift segments of the employee.
      2. Users with access to menu "LE006 - User can change hours taken" will be able to override the hours.
    6. Status - Select the leave status.
    7. Medical Days - Enter the number of medical days for Sick Leave.
    8. Medical Certificate - Tick this if the user is attaching a sick sheet or medical certificate.
    9. Leave Comments - Enter the description of the leave application.
    10. Save

Figure 1: Leave Calendar

 

Figure 2: Leave Application Form
 

[TOP]

4.3.3.5 Leave Approvals

Leave Approvals shows all applied leave that needs to be approved. Below functionalities are available on the page:

  1. Approvers can view list of leave entries submitted for approval.
  2. The approver should be an employee in the organisation. Update the employee code under "User Maintenance".
  3. Approvers can " Approve or Reject" a single leave entry or approve leave in batch.
  4. Approvers can enter the comments when approving or rejecting single leave applications.
  5. Leave approval workflow can be configured as follows.
    • Approval workflow for each employee. This is configured in the user maintenance menu.
    • Approval workflow for each Leave Type. This is configured in the Leave maintenance menu in Backoffice. 
  6. The following processes occur when a leave is approved:
    1. Leave entry is split into appropriate pay periods.
    2. System will send an email alert to the employee.
      1. Enable configuration " ESS.Alert.Leave.Enable"under "Linkweb - Company Administration - Configuration - Human Resource Management - Alerts". "
  7. Users can enable process "ESS020 - Pending Leave Approval Alert". This will send an  alert to the approver which leave applications awaiting approval.

Steps to Approve or Reject Leave in a batch

  1. Click the "Grey Arrow"next to the leave transaction. This will show the leave details.
  2. Tick the "Check Box" on the top grid. This will select all leave applications.
  3. Click on the "Approve or Reject" button.

Steps to Approve or Reject a leave

  1. Click on the "Approve/Reject" link. This will open the "Edit Form".
  2. Enter "Approver Comments"
  3. Click on the "Approve or Reject" button.

Figure 1: Leave Approval Workflow

 

Figure 1: Leave Approval
 

[TOP]

4.3.3.6 Leave Adjustments

Leave Adjustments allow users to adjust leave amounts for "Allocation, Balance brought Forward, Accrued and Taken" balances of an employee. The leave adjustment must be approved to update the leave balance 

  1. The Leave Adjustment screen will load all active employees in the system.
  2. All leave adjustments that are not approved are loaded regardless of the date range chosen. Once adjustment has been approved it can be filtered by date.
  3. Leave balances will accumulate base on the adjustments. For example,
    1. Adjustment 1 was made with amount 15 for Annual Leave accrued. Allocation accrued is updated with amount as 15.
    2. Adjustment 2 was made with amount 5 for Annual Leave accrued. Allocation accrued is updated with amount as 20 (15+5).

Steps to create the a leave adjustment

  1. Click on the "Green Plus Sign". This will open the "Edit Form".
  2. Enter below details:
    1. Date - Select the date of adjustment
    2. Employee ID - Select the employee from the list
    3. Leave Code - Select the leave code from the list
    4. Description - Enter the reason of adjustment.
    5. Type - Select the leave value to be adjusted
    6. Adj. Hrs - Enter the hours to adjust
      1. Positive Hours will increase the leave value.
      2. Negative Hours will decrease the leave value.
    7. Save. Click on the "Save Icon".

Figure 1: Leave Adjustment Entry


Figure 2: Leave Date filters
 

[TOP]

4.3.3.7 Leave Transactions

Leave Transactions shows all leave applications for an employee. Below functionalities are available on the page: 

  1. Users can validate and mark leave as "Taken". Leave with status as "Taken" flow into Payroll.
  2. Users can edit the leave application as "Sold". Unused leave hours can be sold to the organisation to get a cash payment.
  3. Users can apply leave on behalf of employees.

Reports

  1. Leave Transaction

Steps to create or edit leave transaction.

  1. Click on the "Grey Arrow" next to the employee. This will load all leave applications for the employee.
  2. Click on the "Green Plus Sign" to add  a transaction. This will open the "Edit Form".
  3. Enter below details
    1. Transaction ID - This is system generated based on the "Next Leave Transaction Number" configured under "LinkWeb - Company Administration - Configuration - Human Resource Management - Employee Leave".
    2. Leave Code - Select the leave from the list.
    3. Request Date - Enter the date the employee submitted the request for leave.
    4. Date From - Enter the start date and time for employee's leave.
    5. Date To - Enter the end date and time for employee's leave
    6. Hours Taken - Enter the total hours of leave.
    7. Status - Select the leave status.
    8. Approved By - Select the employee from list who has approved the leave.
    9. Sold - Tick "Sold" if an employee sells the leave to the organisation.
    10. Medical Certificate - Tick this if the user is attaching a sick sheet or medical certificate.
    11. Day Submitted - Enter the number days of is medical certificate submitted.
    12. Notes - Enter the description of the leave application.
    13. Void - Void records will be "Disabled" and will not appear in any lookups.
    14. Expand into the details to add notes and attachments.
  4. Click on the "Pencil Icon" to edit a transaction.

Figure 1: Leave Transaction
 

[TOP]

4.3.3.8 Leave Analysis

Leave Analysis shows leave data in form of pivot chart and graphs. The following functions are available:

  1. Choose different types of chart layouts.
  2. Dynamic pivot analysis with options for user to create their own analysis.

Figure 1:   Leave Analysis.

 

[TOP]

4.3.3.9 Process Leave

Process Leave allows users to mark all approved leave as "Taken". Leave with status as "Taken" flows into next payroll and is paid to the employee.

Pre-requisites

  1. Leave applications must be approved.
  2. Set the configuration to "Yes" for "Allow Future Leave Payment" under "Link Web - Company Administration - Configuration - Human Resource Management".
    1. This will allow future period leave to be marked as "Taken.
    2. For example, an employee applied for leave from 28/01/2019 to 3/02/2019 and the current pay date is 31/01/2019. This leave will not appear in the process leave screen if the configuration is "No".

Steps to Process Leave

  1. Click on the "Check Box" to select the leave application.
    1. Click on the "Check Box" on the header to select all employees.
  2. Click on the "Mark as Taken" button.

Figure 1: Process Leave
 

[TOP]

4.3.3.10 Process End of Month

Process End of Month allows users to manually accrue leave of employees at the end of the month.

Steps to Process End of Month

  1. Click on the "Green Plus"sign this will open the "Edit Form".
  2. Select the "Month" to accrue leave. This should be the last day of the month.
  3. Select the "Pay team" for which the leave must accrue.
  4. Save. Click on the "Save Icon".
    1. A background process will complete the accrual.

Figure 1: Process End of Month
 

[TOP]

4.3.3.11 Leave Codes

Leave Codes  is used to define and configure "Leave" in the system.  A corresponding paycode is automatically created for each leave code.

Reports

  1. Leave Code Listing

Steps to create a leave code

  1. Click on the "Green Plus Sign". This will open the "Edit Form"
  2. Enter below details
    1. Code - Enter a code to define the leave. The code is alphanumeric and should be abbreviated to easily identfy the leave description. Example "ASL10" can be used for "Annual Sick Leave" where the Privilege is 10 days.
    2. Description - Enter the detailed description of the leave code.
    3. Category - The Category identifies the type of leave. The type of leave defines how calculations impact the current pay. This includes:
      1. Annual
      2. Bereavement
      3. Leave without Pay - The rate and line total is always zero. Hours for "Leave without pay" is deducted from "Normal Hours".
      4. Long Service
      5. Maternity
      6. Others
      7. Sick Leave
    4. Workflow - Workflow is used to determine how the leave entries are approved.
      1. Workflow is maintained under "Company Administration - Approval Workflow".
      2. Users in the selected workflow will be the final approvers.The leave application will go through the "User Workflow" in "User Maintenance" followed by the "Activity Type" workflow.
        1. For example, lets say we need the "team leader" approve leave for all employees in a department, and "Maternity leave" is approved by the "team leader" and then by the HR team. To achieve this, create the workflow as follows:
          1. Create a "Approval Workflow" with the team leader and assign the workflow in "User Maintenance" for the employees.
          2. Create a "Approval Workflow" with the HR user and tag the workflow to the "Maternity" leave code.
          3. When an employee applies for annual leave it will be approved by the team leader.
          4. When an employee applies for  "Maternity" leave it will be approved by the team leader and then HR.
    5. Override Workflow - When "Override workflow" is enabled, leave applications will be directed to the selected workflow in 4 above.
      1. Entries will not go through the the "User Workflow" in "User Maintenance".
      2. For example, lets say you want "Leave Without Pay" to be approved by the supervisor, and that this leave should not follow the "User Workflow". Use the "Override Workflow" to assign a workflow that is the Employees Supervisor.
    6. Minimum Balance Limit  - This defines the minimum balance for leave . It allows users to configure hours of leave that can be taken by an employee who does not have sufficient leave balance. The "projected Leave balance" will be summed to get the "current leave balance" for leave that accrue periodically. For example:
      1. "Employee A" has 8 hours of annual leave balance. Minimum Balance Limit for annual leave is 0.
        1.  "Employee A" will be able to apply for only 8 hours of leave.
      2. "Employee B" has 8 hours as the annual leave balance. Minimum Balance Limit for annual leave is -4.
        1. "Employee B" will be able to apply for 12 hours of leave.
    7. Privilege -  This is the total number of hours allocated for a  Leave. For example, an employee is entitled to 3 weeks Annual leave per annum that is 15 working days. Privilege is 120 hours (15*8), assuming hours worked per day is 8.
    8. Min Allowed  - This is the minimum number of hours of leave an employee can take at any one time.
    9. Max Allowed - This is the maximum number of hours of leave  an employee can take at any one time.
    10. Min Service Yrs - This is the number of service  years  after which the leave is allocated to the employee.
    11. Entitle After Years - This is the period of service after which an employee can apply or this leave.
    12. Years Valid - This is the years for which the leave is valid. Years Valid is only applicable for Long Service leave.
      1. For example the Years Valid is set as 3. Employee has a long service leave added on 01/01/2016. The valid date on the leave allocation screen will be automatically set to 01/01/2016 to 31/12/2019.
      2. The leave will be removed after 2019 if rollover is set to No. If roll over is set to Yes, the leave will extended to the following year only.
    13. Apply Days - This is set to restrict users to apply leave before a certain date. For example +10 means you have to apply 10 days before the 'leave start' date. -10 means you can apply for leave 10 days after the 'leave start' date.
    14. One Time Accrual
      1. When set to "Yes", the full leave is allocated at the start of the year.  The "Accrual Type" and "Max Accrue" are not used.
      2. When set as "No", leave is allocated at every pay update and is based on "Accrual Type" and "Max Accrue" values.
      3. For example, Leave type such as Annual Leave accrues every pay period whereas Leave Type such as Sick Leave and Bereavement Leave are given at the start of the year.
    15. Accrual Type - Accrual Type can be "Standard or "Proportional.
      1. If the "Accrual Type" is "Standard", the amount allocated per pay is the "Privilege" amount divided by the pay frequency. For example an employee has allocation of 80 hours for annual leave and is paid monthly, the allocation equals 80/12 that is 6.66.
      2. If accrual is set as proportional then the allocation is calculated as (Privilege / Pay Frequency) multiple by (Total Hours Worked / Total Hours per Pay).
        1. Total Hours Worked is the sum of the hours for all pay codes which have Calculate Leave set as Yes.
        2. Total Hours per Pay is the hours set on the employee profile.
        3. For example an employee has allocation of 80 hours for annual leave and is paid monthly. For the month for January has 16 hours with calculate leave marked Yes then the accrual is calculated as (80/12)*(16/8) that is 13.33
    16. Max Accrue - This is the maximum hours that can accrue for a leave
    17. Rollover
      1. When set to "Yes"
        1. The leave balance will rollover to the new year when Year End is performed.
        2. If FMIS Integration is turned ON and "Allowable Carry Over > 0"
          1. GL Journal with the Accrual will be created
          2. If there is a Pay Rate Change, An Adjustment Journal will be created for any previous leave balance
      2. When set to "No"
        1. Leave balance is not carried over to the next year
    18. Rollover Method -  Rollover Method determines the leave allocation dates for an employee.
      1. Calendar -  If the rollover method is "Calendar",leave allocation and rollover dates will be determined using pay calendar  setup, for example annual leave allocation for year 2020 will have leave start and end dates as 01/01/2020 to 31/12/2020.
      2. Anniversary - If the rollover method is "Anniversary",leave allocation and rollover dates  will be determined using  the employee's employment start date,for example annual leave for an employee with start dates as 15/05/2020 will have leave start and end dates as 15/05/2020 to 14/05/2021.
      3. Other - If the rollover method is "Other" users will be able to set the leave start and end dates when allocating leave to employees. This is used by companies who use the financial year dates to manage leave.
    19. Allowable Carry Over - This is the hours of leave that will be rolled over to the new year as "Balance Brought Forward".
    20. Notes - This is an open text field, users can enter desired content.
    21. Void - Void records will be "Disabled" and will not appear in any lookups.
    22. Save - Used to Save changes.

Important Note:

  1. FMIS Integration Transactions require the following configuration:
    1. Enable integration to General Ledger in menu "Integration ~> Integration Setup"
    2. Leave code should have "Rollover" set to "Yes"
    3. Leave code should have "Allowable Carry Over > 0"
  2. For Leave Codes that meet the above criteria
    1. Accrual Journals are created when the Pay is closed.
    2. "Pay Rate Change Adjustment" Journals are created if there is a "Balance" on this Leave code before the Pay Rate was changed.
  3. Special Case:
    1. When "One Time Accrual = Y" and "Rollover = Y", the system will Allocate the "Privilige" amount at the begining of the year, for every year.
    2. When "One Time Accrual = Y" and "Rollover = N", the system will Allocate the "Privilige" amount at the begining of the year once only.

Figure 1: Leave Code Maintenance Form

[TOP]

4.3.4 Time Management

Time contains the following menus:

Also see:

Note

The list of employees shown in this module is restricted by the following:

  1. Pay Team Role Access
  2. Approval Workflow for "Time Management"

[TOP]

4.3.4.1 Payroll Timesheet

Payroll Timesheet is used to record the total hours worked for an employee.  Total hours include "Normal Hours", "Time and Half",  "Double Time"and "Holiday Hours".  Hours submitted in the timesheet is paid in payroll.

Payroll Timesheet is used in scenarios where employee hours is extracted from "Time Cards". These time cards are completed by the employees , reviewed by the timekeeping clerk and recorded into the system for pay processing.

Pre-requisites

  1. Enable "Timesheet" for the employee under "Linkweb - Employee Profile - Employee Maintenance - Pay Details" tab.

Reports

  1. Payroll Timesheet
  2. Payroll Timesheet  - Weekly
  3. Payroll Timesheet Absent Report

Steps

  1. Click on the "Create Timesheet" button.
  2. Select the start and end of the timesheet week in the "Date From and Date To" filters.
  3. Employee Code - Select the "Employee" from the List.
  4. Pay Team Code - Select the "Pay Team" from the List. Pay Team is maintained under "Linkweb - Payroll Maintenance"
  5. Click on the "Save" button. This will create the timesheet for the selected dates.
    1. Click on the "Pencil" icon to edit the timesheet.
    2. Click on the "X" icon to delete the timesheet.
  6. Click on the "Green Plus" sign to add a new record for a day.
    1. Date - Select the date.
    2. Employee - Select the employee from the list.
    3. Paycode - Select the paycode. By default this will be the normal hours pay code.
    4. Shift - Select the shift for the employee. Shift is maintained under"Linkweb - Time Maintenance - Shift Configuration"
    5. Total Hours - Enter the "Total Hours" worked the employee and the system will breakdown the hours into  "Normal Hours", "Time and Half",  "Double Time" based on the shift segment
    6. Award - Select the award for the employee. Award is maintained under "Linkweb - Payroll Maintenance - Pay Awards" .
    7. Territory - Select the territory code from the list. Territory is maintained under "Linkweb - HRM Maintenance".
    8. Branch - Select the territory code from the list. Branch is maintained under"Linkweb - HRM Maintenance".
    9. Cost Centre - Select the territory code from the list. Cost Centre is maintained under "Linkweb - HRM Maintenance".
    10. Save. Click on the "Floppy Icon"

Figure 1 : Payroll Timesheet
 

[TOP]

4.3.4.2 Roster Schedule

Roster Schedule is used to plan and schedule the work shift of the employees. The "View" link on the roster schedule provides a spreadsheet with a calendar view of the roster.  It lists the date and days to show on which day and shift a employee would report to work.

Steps to create a Roster

  1. Click on the "Green Plus Sign". This will open the "Edit Form".
  2. Enter below details
    1. Roster Code - Select the roster code from the list. Roster Codes are maintained under "Linkweb - Time Maintenance ".
    2. Territory - Select the territory code from the list. Territory is maintained under "Linkweb - HRM Maintenance".
    3. Branch - Select the territory code from the list. Branch is maintained under "Linkweb - HRM Maintenance".
    4. Cost Centre - Select the territory code from the list. Cost Centre is maintained under "Linkweb - HRM Maintenance".
    5. Pay Team - Select the pay team from the list. Pay Team is maintained under "Linkweb - Payroll Maintenance"
    6. Employee - Select the employee if the schedule is for a single employee. Leave this blank to create roster for all employees
    7. Default Shift - Select a shift the roster.
    8. Status - Select the status as one of the below:
      1. Active - Rooster schedule will be editable.
      2. Closed
      3. Void -  Entry will be marked as "Void".
    9. Notes - This is an open text field, users can enter desired content.
    10. Void - Void records will be "Disabled" and will not appear in any lookups.
  3. Click on the "Grey Arrow" to expand into the details.
  4. The "Copy"button will copy the details of the roster can create a new record.
Figure 1: Roster Schedule

Figure 2: Roster Details
 

[TOP]

4.3.4.3 TNA Setup

TNA Setup has the following menus:

[TOP]

4.3.4.3.1 Employee Mapping

Employee Mapping is the mapping to link the employees in ESS with their biometric ID. Biometric ID is the ID for the employee used in the TNA device.

 

Employee Mapping is important for data import. If mapping is not done data for employees will not be imported as the system would not know what time is for which employee.

 

The following functions are available:

  1. Review list of devices. See figure 1 below.
  2. Add new Employee Mapping.
  3. Edit existing Employee Mapping.
  4. Delete an Employee Mapping.

Note: The System will not allow two employees to have the same biometric id.

 

Figure 1: Employee Mapping.

[TOP]

4.3.4.3.2 Rules

Timesheet Rules are used to manage the time flow and processing in ESS.

The following functions are available:

  1. Review list of Timesheet Rules. See figure 1 below.
  2. Enable or disable a Rule.

Figure 1: Timesheet Rules.
 

[TOP]

4.3.4.3.2.1 A001 - Timesheet Processing Rules

Timesheet Processing Rules  is a "Built In" set of rules that is used to configure Timesheet Processing.

Rule Configurations 

  1. Calculate Imported Timesheet - This configuration will "Import and Submit" timesheet entries.  If the configuration is set as "No" , users will be need to manually import and submit timesheet entries.
  2. Submit Calculated Timesheets with status as Valid - This configuration will "Import, Submit and Approve" timesheet entries that are "Valid".  If the configuration is set as "No" , users will be need to manually "import , calculate, submit and approve" timesheet entries.
  3. Submit Hours Buffer - This is the number of hours to wait before submitting time entries. This is used to handle multiple IN/OUT entries to compute daily totals.
    Recommended minimum 16 hours.
  4. Duplicate Minute Buffer First - This is the number of minutes to check for consecutive clock IN/OUT. The first entry is recorded, entries within the time window is ignored.
    Recommended minimum 5 minutes. A value of 0 will disable this rule.
  5. Duplicate Minute Buffer Last - This is  the number of minutes to check for consecutive clock IN/OUT. The last entry is recorded, entries within the time window is ignored.
    Recommended minimum 5 minutes. A value of 0 will disable this rule.
  6. New entry Hours Buffer -This is the number of hours to wait before creating a new entry. 

Steps to update configuration

  1.  Click on the "Grey Arrow" next to the rule to expand into the details
    1. Go to the configuration tab
      1. Click on the "Pencil Icon". This will open the edit form.
      2. Enter the configuration values.
      3. Save. Click the "Floppy Icon".
    2. Enable the rule:
      1. Click on the "Pencil Icon"next to the rule code.
      2. Tick the "Active " checkbox.
      3. Save. Click the "Floppy Icon".

Figure 1: Time Processing Rules

[TOP]

4.3.4.3.2.2 A002 - Use Time Buffer

Time Buffer is extra time added to the shift start and end time. An employee's attendance is recorded within the buffer time which is used to calculate hours payable. Employees reporting outside of the buffer time can be penalized.

Rule Configurations

  1. Shift Buffer Before Start - Enter the buffer in minutes that is allowed before the shift start time:
    • For example, "Shift" start time 8:00AM with 15 minutes buffer.
    • Sign-in time between 7:45AM to 8:00AM will be 8:00AM.
    • Sign-in time before 7:45AM will be the actual sign-in time.
  2. Shift Buffer After Start - Enter the buffer in minutes that is allowed after the shift has started.
    • For example, "Shift" start time 8:00AM with 15 minutes buffer.
    • Sign-in time between 8:00AM to 8:15AM will be 8:00AM.
    • Sign-in time after 8:15AM will be the actual sign-in time.
  3. Shift Buffer 2 After Start -  Enter the second buffer in minutes that is allowed after the shift has started.
    • For example, "Shift" start time 8:00AM with 15 minutes first buffer and 15 minutes second buffer.
    • Sign-in time between 8:15AM to 8:30AM will be 8:30AM.
    • Sign-in time after 8:30AM will be the actual sign-in time.
  4. Shift Buffer 3 After Start -  Enter the third buffer in minutes that is allowed after the shift has started.
    • For example, "Shift" start time 8:00AM with 15 minutes first buffer, 15 minutes second buffer and 15 minutes third buffer.
    • Sign-in time between 8:30AM to 8:45AM will be 8:45AM.
    • Sign-in time after 8:45AM will be the actual sign-in time.
  5. Shift Buffer Before Finish - Enter the buffer in minutes that is allowed before the shift ends .
    • For example, "Shift" end time 5:00PM with 15 minutes buffer.
    • Sign-out time between 4:45PM to 5:00PM will be 5:00PM.
    • Sign-out time before 4:45PM will be the actual sign-out time.
  6. Shift Buffer After Finish - Enter the buffer in minutes that is allowed before the shift ends.
    • For example, "Shift" end time 5:00PM with 15 minutes buffer.
    • Sign-out time between 5:00PM to 5:15PM will be 5:00PM.
    • Sign-out time after 5:15PM will be the actual sign-out time.

Steps to update configuration

  1.  Click on the "Grey Arrow" next to the rule to expand into the details
  2. Click on the "Pencil Icon". This will open the edit form.
    1. Enter the buffer minutes
    2. Save. Click the "Floppy Icon".
  3. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.3 R002 - Change "Holiday" hours to "Normal" and "Double Time" hours for employees that are in the configured "Pay Teams"

Rule R002 change computed holiday hours as "Normal" and "Double Time" based on the pay team and shift segments. For example,

  • Employee A is on a "Weekly Pay Team" . Normal Shift hours is 8.
  • Employee B is on a "Fortnightly Pay Team" . Normal Shift hours is 8.
  • All employees in the "Weekly Pay Team" are paid "Normal" hours on a "Public Holiday".
  • If employee A worked 6 hour on Christmas which is holiday, then the 6 hours will be paid at a normal rate.

Rule Configuration

  1. Pay Team - Enter the pay team codes separated by a comma. "Pay Team" are maintained "Linkweb - Payroll Maintenance - Pay Teams"

Steps to update configuration

  1. Click on the "Grey Arrow" next to the rule to expand into the details
  2. Go to the configuration tab
    1. Click on the "Pencil Icon". This will open the edit form.
    2. Enter the pay teams
    3. Save. Click the "Floppy Icon".
  3. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.4 R003 - Change multiple IN for a date to Break IN
Rule R003 changes multiple clock type "IN" to clock type "BREAK IN" for entries in a day. Shift start time and "Time Buffer" settings are used to determine a day. For Example:

  1. Shift A starts at 8 am and "Time Buffer" has 15 minutes before the start, then a day is from 7:45 am to 7:44 am (next day)
  2. Shift B starts at 8 pm and "Time Buffer" has 60 minutes before the start, then a day is from 7:00 pm to 6.59 pm (next day).


Example 1 : Shift A starts at 8 am and "Time Buffer" has 15 minutes before the start, then a day is from 7:45 am to 7:44 am (next day)

Employee has the following clock entries:

 Date  Time Clock Type 
 01/01/2019  8:00AM  IN 
 01/01/2019  1:00PM   OUT
 01/01/2019  2:00PM  IN
 01/01/2019  5:00PM  OUT
 01/01/2019  6:00PM  IN 
 02/01/2019  1:00AM  OUT
 02/01/2019  2:00AM  IN
 02/01/2019  4:00AM  OUT


When this rule is enabled, the system will change the clock entries as shown below:

Date  Time Clock Type 
 01/01/2019  8:00AM  IN 
 01/01/2019  1:00PM   OUT
  01/01/2019  2:00PM  BREAK IN
 01/01/2019  5:00PM  OUT
 01/01/2019  6:00PM  BREAK IN
 02/01/2019  1:00AM  OUT
 02/01/2019  2:00AM  BREAK IN
 02/01/2019  4:00AM  OUT

The system will create 1 entry from 8:00AM to 4:00AM (next day) with breaks from 1PM-2PM, 5PM-6PM and 1AM-2AM.


Example 2: Shift B starts at 8 pm and "Time Buffer" has 60 minutes before the start, then a day is from 7:00 pm to 6.59 pm (next day)

Employee has the following clock entries:

 Date  Time Clock Type 
 01/01/2019  8:00PM  IN 
 02/01/2019  1:00AM   OUT
 02/01/2019  2:00AM  IN
 02/01/2019  5:00AM  OUT
 02/01/2019  6:00AM  IN
 02/01/2019  1:00PM  OUT
 02/01/2019  2:00PM  IN
 02/01/2019  4:00PM  OUT


When this rule is enabled, the system will change the clock entries as shown below:

 Date  Time Clock Type 
 01/01/2019  8:00PM  IN 
 02/01/2019  1:00AM   OUT
 02/01/2019  2:00AM  BREAK IN
 02/01/2019  5:00AM  OUT
 02/01/2019  6:00AM  BREAK IN
 02/01/2019  1:00PM  OUT
 02/01/2019  2:00PM  BREAK IN
 02/01/2019  4:00PM  OUT

The system will create 1 entry from 8:00PM to 4:00PM (next day) with breaks from 1AM-2AM, 5AM-6AM and 1PM-2AM.

Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.5 R004 - Approve time entries submitted from "Timesheet"

Rule R004 will create submitted entries from "Timesheets" as "Approved" under "Time View".

Rule Configuration

  1. Normal Hours
  2. Time and Half Hours
  3. Double Time Hours
  4. Holiday Hours
  5. Non Taxable Allowance
  6. Taxable Allowance .

Steps to update configuration

  1. Click on the "Grey Arrow" next to the rule to expand into the details
  2. Go to the configuration tab
    1. Click on the "Pencil Icon". This will open the edit form.
    2. Enter the pay teams
    3. Save. Click the "Floppy Icon".
  3. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.6 R006 - Deduct minimum 1hr break

Rule R006 deducts 1 hour break within shift should be only enabled where organisations wish to deduct 1 hour break from a shift by default.

 

Note

  1. Break hours is always deducted in order of "Double Time" then "Time Half" then "Normal"
  2. When the rule has been enabled, users do not have to define the break in the Shift Configuration.

Break hours to deduct is calculated as follows:

 

Scenario 1: Employee works from 8am to 5pm on Monday

Break Taken = (Monday Segment 1 plus 1 hour)  - Hours work between Shift start and end
                     = (8 + 1) - 9
                     = 0

Break to deduct = 1 - Break Taken (capped at maximum on 1 hour) = 1 hour

 

Scenario 2: Employee works from 8am to 2pm on Saturday

Break Taken = (Saturday Segment 1 plus 1 hour)  - Hours work between Shift start and end
                     = (5 + 1) - 6
                     = 0

Break to deduct = 1 - Break Taken (capped at maximum on 1 hour) = 1 hour

 

Scenario 3: Employee works from 8am to 1:30pm on Saturday

Break Taken = (Saturday Segment 1 plus 1 hour)  - Hours work between Shift start and end
                     = (5 + 1) - 5.5
                     = 0.5

Break to deduct = 1 - Break Taken (capped at maximum on 1 hour) = 0.5 hours


Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.7 R007 - Do not import "Normal" hours timesheet entries for "Salaried" employees into payroll
Rule R007 will mark normal hours timesheet entries for salaried staff as approved and payroll processed. This will allow the entries to be edited in "Time View" screens ad submit for approval.These entries will not flow into payroll.

Salaried staff are paid standard annual salary, their pay is not accumulated based on the hours worked nor do they get paid "Time and Half" or "Double Time". Timesheets are used for salaried staff to track attendance and punctuality. 

Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.8 R008 - Do not import timesheet entries for "Non-Timesheet" employees into payroll
Rule R008 will mark all timesheet entries for non-timesheet employees as approved and payroll processed. This will allow the entries to be edited in "Time View" screens ad submit for approval. These entries will not flow into payroll.

Non-Timesheet employees are paid the standard hours. Timesheets are used for non-timesheet employees to track attendance and punctuality. 

Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.9 R009 - Mark entries exceeding maximum hours configuration as invalid

Rule R009 will mark time as "Invalid" for records that have total hours more than the configured maximum hours. For example,

 

  • The maximum hours for a day is 19.
  • Employee A has submitted total worked hours of 11. This will be a valid entry as 11 is less than 19.
  • Employee A has submitted total worked hours of 21. This will be a invalid entry as 21 is grater than 19.

Rule Configuration

  1. Maximum Hours- Enter maximum hours an employee can work for a day.

Steps to update configuration

  1. Click on the "Grey Arrow" next to the rule to expand into the details
  2. Go to the configuration tab
    1. Click on the "Pencil Icon". This will open the edit form.
    2. Enter the maximum hours
    3. Save. Click the "Floppy Icon".
  3. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.10 R010 - Mark multiple clock type "OUT" entries as invalid
Rule R010 will mark multiple "Clock Outs" as "Invalid" so that users can edit and correct the entry. For example,

Employee  A  following clock times

 Date  Time Clock Type 
 01/01/2019  8:00AM  IN 
 01/01/2019  1:00PM   OUT
 01/01/2019  2:00PM  IN
 01/01/2019 5:00PM  OUT
 01/01/2019  6:00PM  IN 
 02/01/2019  1:00AM  OUT
 02/01/2019  2:00AM  IN
 02/01/2019  4:00AM  OUT

Employee  B  following clock times

 Date  Time Clock Type 
 01/01/2019  8:00AM  IN 
 01/01/2019  1:00PM   OUT
 01/01/2019  2:00PM  IN
 01/01/2019 5:00PM  OUT
 01/01/2019  6:00PM  IN 
 02/01/2019  1:00AM  OUT
 02/01/2019  3.57AM  OUT
 02/01/2019  4:00AM  OUT

 

The time for employee B will be marked as "Invalid". The time clerk can update the correct end time for the employee.

Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.11 R011 - Mark time entry as invalid if the employee has a completed time for the date

Rule R011 marks the timesheet entry for a day as "Invalid" if a "Valid or "Completed"entry already exists.

Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.12 R012 - System to automatically allocate consecutive entries as clock type "IN" and "OUT"

Rule R012 will automatically assign clock type "IN"and "OUT"for a day. A day is from 5.31 am to 5.30am the next day.

Example 1:

Employee has the following clock entries:

 Date  Time Clock Type 
 01/01/2019  8:00AM IN 
 01/01/2019  1:00PM   OUT
 01/01/2019  2:00PM  IN
 01/01/2019  5:00PM  OUT

 

When this rule is enabled, the system will change the clock entries as shown below:

 

Date  Time Clock Type 
 01/01/2019  8:00AM  IN 
 01/01/2019  1:00PM  OUT
 01/01/2019  2:00PM  IN
 01/01/2019  5:00PM  OUT

 

The system will create 1 entry from 8:00AM to 5:00PM with breaks .

[TOP]

4.3.4.3.2.13 R013 - System to automatically define clock type as "IN", "BREAK IN" or "OUT" for a day

 System to automatically define clock type as "IN", "BREAK IN" or "OUT" for a day. The first entry is "IN" and the last entry is "OUT". All other entries in the middle are changed to "BREAK IN". A day is from 12:00am to 11:59pm.

 

Example 1:

Employee has the following clock entries:

 Date TimeClock Type 
 01/01/2019  8:00AM  IN 
 01/01/2019  1:00PM   OUT
 01/01/2019  2:00PM  IN
 01/01/2019  5:00PM  OUT

 

When this rule is enabled, the system will change the clock entries as shown below:

 
Date  Time Clock Type 
 01/01/2019  8:00AM  IN 
 01/01/2019  1:00PM   BREAK IN
 01/01/2019  2:00PM  BREAK IN
 01/01/2019  5:00PM  OUT

 

The system will create 1 entry from 8:00AM to 5:00PM with no breaks.

 

Example 2:

Employee has the following clock entries:

 Date  TimeClock Type 
 01/01/2019 8:00PM  IN 
 02/01/2019 1:00AM   OUT
 02/01/2019  2:00AM  IN
 02/01/2019  5:00AM  OUT

 

When this rule is enabled, the system will change the clock entries as shown below:

 

Date  Time Clock Type 
 01/01/2019  8:00PM  IN 
 02/01/2019  1:00AM   IN
 02/01/2019  2:00AM  BREAK IN
 02/01/2019  5:00AM  OUT

 

The system will create 2 time entries.

  1. 01/01/2019 8PM - This entry will be invalid as it does not have an end time
  2. 02/01/2019 1AM to 02/01/2019 5AM. There is no break.

Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.14 R014 - Timesheet alert minute variance buffer

Rule R014  creates an email alert of employees who have signed in/out minutes outside the shift variance buffer.

 

Rule Configuration

  1. Minute Variance Buffer - Enter the buffer time allowed in minutes.

Steps to update configuration

  1. Click on the "Grey Arrow" next to the rule to expand into the details
  2. Go to the configuration tab
    1. Click on the "Pencil Icon". This will open the edit form.
    2. Enter the buffer minutes.
    3. Save. Click the "Floppy Icon".
  3. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.3.2.15 R015 - Mark "time entry" as invalid when employee's start time is after the "Shift" start time or employee's finish time is before the "Shift" finish time

Rule R015 marks time for day as invalid when hours submitted is less then the expected hours of work for a day.

For example,

  1. Work shift is from 8am to 5pm with an hour break. Total payable hours is 8.
  2. Employee A started work at 8am and finished at 5pm. This will be a valid entry.
  3. Employee B started work at 9.15am and finished at 5pm. This will be marked as invalid as the employee reported to work late.
  4. Employee C started work at 8am and finished at 4.15pm. This will be marked as invalid as the employee left work early.

Note:  The buffer start and end time will be validated when checking for invalid hours.

 

Steps to enable rule:

  1. Enable the rule:
    1. Click on the "Pencil Icon"next to the rule code.
    2. Tick the "Active " checkbox.
    3. Save. Click the "Floppy Icon".

[TOP]

4.3.4.4 TNA Union Setup

TNA Union Setup has the following menus:

[TOP]

4.3.4.4.1 Maintenance

The Union Maintenance is used to define unions with associated allowances. The following functions are available:

  1. Add/Edit/Delete Unions
  2. Add/Edit/Delete allowances to Unions
  3. Add/Edit/Delete the rate and frequency of allowances.

How it works:

When employee is a member of a union the following additional rules are applied when time entry is approved from Timesheets menu.

  1. For each  day's time, employee will receive additional allowances that is setup under unions.
  2. The value of allowance is determined by the allowance rate multiplied by number of hours worked, if the allowance frequency is hourly.

Follow the steps below to setup an Union.Refer to Figure 1 below.

  1. Navigate to Union Maintenance under Maintenance
  2. Click on the green plus sign to add an union. Enter the following details
    • Description - The description is the name of the union.
    • Notes - Notes is to add an additional information about the union.
    • Active - Tick the active box to activate the union on the system.

Follow the steps below to assign allowances to union. Refer to Figure 2 below.

  1. Click on the grey triangle to expand the Union Rate.
  2. Click on the green plus sign to add allowances to unions. Enter the following details
    • Customer - Customer is the customer or company for which allowances are paid.
    • Projects - Project is the task or assignment for which allowances are paid.
    • Activity - Activity is the type of allowance.
    • Notes - Notes is to add an additional information about the union
    • Void - Tick the void box to deactivate the allowance on the system.

Follow the steps below to set allowance rates. Refer to Figure 3 below.

  1. Click on the grey triangle to expand the Allowance Rate.
  2. Click on the green plus sign to add rates to allowances. Enter the following details
    • Effective Date - Effective date is the date from which the allowance rate will be valid.
    • Rate - Rate is the allowance rate.
    • Days - Days is the days for which the allowance are applicable.
    • Time from / Time to - Time from to time to is the time range between which the allowance will be paid.
    • Frequency - Frequency is the basis on which allowance will be paid this can be hourly, daily and weekly.
    • Shift - Add the shift ID where allowances are based on a specific  shift.
    • Void - Tick the void box to deactivate the rates on the system.


Figure 1: Union Setup

 

Figure 2: Allowance Setup

 

Figure 3 : Rate Assignment to Allowance
 

[TOP]

4.3.4.4.2 Employee Rates

The Employee Union Rates is used to tag employees to a specific union.  The following functions are available:

  1. Add/Edit/Delete employee to an union.
  2. Set a new effective date,rate and frequency which will override the rates set at Union level.

Follow the steps below to assign employees to Unions. Refer to figure 1 below.

  1. Click on the green plus sign to add an employee
  2. Select the Employee from the dropdown list.
  3. Select the Union from the dropdown list.
  4. Select the Union Rate from the dropdown list. This populates the type of allowance.

Note : Save the new rate, effective date and frequency only if the declared rates under union rate is not applicable.


Figure 1: Employee assignment to Union.
 

[TOP]

4.3.4.5 TNA Import Log

Timesheet Log allows users to monitor data import as its transits in Watch, Processing, and Completed Folders. Below functionalities are available.

  1. Users can filter and view source data for different dates.
  2. Add/Edit/Delete entries in the source data.
    1. Click on the "View". This will show the time data.
    2. Data can only be edited for entries that have status as "New".
    3. Note that you can only edit entries that have a status of New and have access to "Allow editing timesheet raw data files". 
  3. Submit batch for processing. See figure 4 below.
  4. Delete batch that is completed or have failed. This allows users to re-import the file. Note that you cannot delete a batch where time entries are created. See figure 5 below.

Figure 1: Timesheet Log.

 

Figure 5: Delete Batch

 

[TOP]

4.3.4.6 TNA Timesheets

The Timesheets menu allows users to review Timesheet entries. The following functions are available:

  1. Use the timesheet parameters to filter the timesheet data on the grid.
  2. Review list of timesheet entries. See figure 1 below.
  3. Review details of timesheet log that makes the timesheet entry. See figure 2 below.
  4. Edit timesheet entry - Note that editing an entry will mark the status as Modified. Modified entries are excluded from timesheet calculations. Access to "Allow editing computed timesheet entries" is required for editing. See figure 3 below.
  5. Delete timesheet entry - This will mark the status as Deleted. You can still edit deleted entry to mark it as modified. Access to "Allow editing computed timesheet entries" is required for deleting.
  6. Add timesheet entry - Select an employee from the filter to add timesheet. See figure 4 below.
  7. Submit timesheet entry to be created as time entries. Access to "Can submit timesheet entries" is required for "Submit" button.
  8. Time entry hours is automatically calculates based on shift segments.

Figure 1: Timesheet.

 

Figure 2: Timesheet Log details.
 

Figure 3: Edit timesheet.


Figure 4: Add Timesheet.
 

[TOP]

4.3.4.7 Time View - By Day

Time view by day shows all time entries with status New or Submitted . The following functions are available:

  1. View list of time entries created by an employee.Refer to Figure 1 Below.
  2. Create a new Time Entry. Clicking the New button opens a popup window with the Time Entry screen.
  3. Create a detailed HTML editor report for each time entry. Refer to Figure 2 Below.
  4. Delete a time entry.
  5. Submit a Time Entry for approval. The System will send an email alert when the configuration "Enable Time/Expense alert (Y/N)" is set to "Y".
  6. Mangers can change employee to View/Add/Edit time entry on behalf of the employees reporting to them.
  7. Send report email for time entries.
  8. "Cancel Approval" will reset the time approval workflow and change the status to "Submitted"

Figure 1: List of time entries for an employee.
 

 

Figure 2: HTML Editor report for Time Entry.

 

The following functions are available in time entry report:

  1. Load a predefined report template. Templates are maintained in the Document Templates menu.
  2. Send an e-mail to employee with the report. E-mails are sent through the database email framework.

[TOP]

4.3.4.7.1 New Time Entry

This section allows users to Enter/Edit their Time Entry. The following functions are available:

  1. Create New Time Entry. See figure 1 below.
  2. Copy details of time entry to new entry.
  3. Create repeated time entries using repeat details section.
  4. Add attachments to time entry. Attachments will be enabled after the time entry has been saved. See figure 2 below.

Note:

  1. If you wish to enter time for any day that has already been approved, you will need to be granted access to "Allow time entries for days which has already been approved". Access is given in the "Role Menu Access" menu.
  2. The System can be configured to limit the number of hours per day. This is configured in the configuration menu for "Time Entry maximum hours per day". Default maximum hours per day is 24.
  3. The System can be configured to limit the duration and value based on Project Activities Limits .


Figure 1: Time entry screen.

 

Save - This will save the current record

Copy - This will copy the current record to new entry

Close - This will close this form and re-direct to the previous page

New - This will clear any information entered and switch to new entry

 


Figure 2: Attachments to time entry.

 

 

[TOP]

4.3.4.8 Time View - By Week

Time view by week shows all Time Entries with status New or Submitted for the week selected. Entries are grouped by Customer/Project/Activity. The following functions are available:

  1. View list of time entries. By default, time entry will be loaded for "All" employees.
  2. Create new time entry. "NEW" button is disabled when "All" employees are selected.
  3. Attach documents to the time entry.
  4. Submit time entry for approval.
  5. Managers can approve or reject entries by week. Entry per day for a week is differentiated by colour coding.
    1. Blue indicates Time Entry is "Submitted".
    2. Green indicates Time Entry is "Approved".
    3. Orange indicates Time Entry is "In Progress".
  6. Mangers can change employee to view / add / edit time entry on behalf of the employees reporting to them.

Figure 1: Time View - By Week

[TOP]

4.3.4.9 Time Calendar

Time View by calendar shows all Time Entries in the calendar format selected. The following functions are available:

  1. View list of time entries created by an employee. See figure 1 below.
  2. Create new time entry. See figure 2 below. 
  3. Edit existing time entry if it is New or Submitted status.
  4. Option to view all employees or specific employee Time Entries. 

Figure 1: Calendar View.

Figure 2: New Time entry.

[TOP]

4.3.4.10 Time Approvals

The Time Approvals section shows the time entries that are submitted and awaiting approval. The following functions are available:

  1. View list of time entries submitted for approval. See figure 1 below.
  2. Edit Time Entry.
  3. Approve time entry. The following processes occur when time is approved:
    1. System will send an email alert when the configuration "Enable Time/Expense alert (Y/N)" is set to "Y".
    2. If the activity has a valid leave code assigned to it, it will accrue hours approved as leave balance.
    3. If the time entry activity has a valid paycode and the configuration "Import approved Time entries from ESS when pay is created (Y/N)" is set to "Y" then these entries are marked for processing in the next payroll run.
    4. If the time entry activity has a valid timesheet paycode (ANHRS,ADHLF,ADTIM,APHOL) and the configuration "Automatically create payroll timesheet entry on time approval (Y/N)" is set to "Y" then these entries are created in payroll timesheet for employee's that are flagged as timesheet.
    5. If the expense/claim entry activity has a valid paycode and the configuration "Import approved expense claims from ESS when pay is created (Y/N)" is set to "Y" then these entries are marked for processing in the next payroll run.
    6. Billable time entries are marked for processing into JIWA Financials. See integration to JIWA Financials on how to configure this.
  4. Reject time entry. Entries rejected are reverted back as New status. System will send an email alert to the employee when the configuration "Enable Time/Expense alert (Y/N)" is set to "Y".

Note:

  1. Time approval workflow can be configured as follows. See figure 2 below:
    • Approval workflow for each employee. This is configured in the user maintenance menu.
    • Approval workflow for each Entry Type. This is configured in the Activity Type maintenance menu.

Figure 1: List of time entries for approval.

Figure 2: Time approval workflow.
 

[TOP]

4.3.4.11 Time Analysis

Time Analysis shows leave data in form of pivot chart and graphs. The following functions are available:

  1. Choose different types of chart layouts. See figure 1 & 2 below.
  2. Dynamic pivot analysis with options for user to create their own analysis. See figure 1 below.

Figure 1:  Pivot table & chart options.

 

 

Figure 2: Graph layout.

[TOP]

4.3.4.12 Time Setup

Time Setup has the following menus:

[TOP]

4.3.4.12.1 Entry Type

Entry Type is used to create and maintain "Activities" to create a "Time Entry ". For example, an employee can submit a "Time Entry" for normal pay processing and a "Claim Entry" for claims.

 

Steps to create an Entry Type:
  1. Click on the "Green Plus Sign". This will open the "Edit Form".
  2. Enter below details:
    1. Description - Enter the "Description" of the entry type.
    2. Workflow - Select the "Workflow".
      1. Workflow is maintained under "LinkWeb - Company Administration - Approval Workflow".
      2. Users in the selected workflow will be the final approvers.The entry will go through the "User Workflow" in "User Maintenance" followed by the "Entry Type" workflow.
        1. For example HR approves all "Time Entries" and "Claim Entries". The claim entries is first approved the HR officials and then the employees reporting manager.
          1. Create a "Approval Workflow" with the HR user and assign the workflow in "User Maintenance" for the employees.
          2. Create a "Approval Workflow" with the reporting manager and tag the workflow to the "Claim" activity.
          3. When an employee submits a time entry it will be approved by the HR user.
          4. When an employee submits a claim entry it will be approved by the HR user and then by the reporting manager.
    3. Override Workflow - When "Override workflow" is enabled entries will be directed to the selected workflow in 2 above. Entries will not go through the the "User Workflow" in "User Maintenance".
      1. For example, expenses entries is approved by finance.
    4. Delete - "Delete" will disable the activity and it will not appear in any lookups.
    5. Save - Click on the "Floppy Icon".
    6. Expand into the details to add "Notes" and " Attachments". 

Additional Rules

Rule Code

Description

Default Value

ForceStartEndTimeforNONBillable

Force Start/End Time for NON Billable entries

 N
TimeEntry.AllowOverlapWithLeave

Allow entry to overlap with leave applications when the entry is "Submitted".
When submitting these entries, the system will validate the date and time against the leave applications. If an overlap is found, then the entry will not be submitted.

  Y
TimeEntry.DefaultHoursPerDay Default duration hours to display on a new "Entry". Leave this field blank to use employee's shift hours.  0
TimeEntry.MaximumHoursPerDay Maximum duration hours per day for this entry type.  0

Figure 1: Entry Type
 

[TOP]

4.3.4.12.1.1 Activity

The Activity maintenance screen is used to create and maintain list of activities. Activities are individual tasks for a project.

 

For example, XYC is a consulting company. The company installs and configures applications for clients. Each installation is handled as a separate project. Installation has two activities "Server Installation and Configuration" and "Documentation". Documentation and Server Configuration can be created as activities for "Time Entries".

 

Steps to create a Activity:

  1. Click on the "Green Plus Sign". This will open the "Edit Form".
  2. Enter the  "Description" for the activity and add a brief explanation of the activity under "Short Description".
  3. Enter "Notes" to add additional information.
  4. Select the "Activity Type".
  5. Enter the "Reference", "Rate", "Payroll Pay Code" and "Integration Part No".
    1. "Payroll Pay Code" is used to integrate time entries with payroll .
    2. "Integration Part No" is used by Time Entry billing
  6. "Display Order" determines the display order of the list where the activity is used.
  7. Delete will mark a record as deleted.
    1. Deleted records will not appear in any lookups.
    2. Edit the record and "Un-tick" delete to activate a record.
  8. Use the "Pencil" icon to edit details.
  9. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Activity Maintenance
     

    [TOP]

    4.3.4.12.2 Project

    The Project  menu is used create and maintain list of projects or tasks.  A project is used in creating "Time Entries".

     

    For example, XYC is a consulting company. The company installs and configures applications for clients. Each installation is handled as a separate project. Users can create a "Project" as "Installation" and use this to create "Time Entries".

     

    Steps to create a Project:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the  "Description" for the project.
    3. Enter "Notes" to add additional information.
    4. Enter the "Value", "Hours" and "Rate".
      1. "Value" is the budgeted cost of the project and "Hours" is expected duration of the project.
        1. Above details are used to compute the "Budgeted and Actual" project values.
          1. "Time and Expense" report shows the "Budget, Actual and Variance". Run the report with  "Show Cost=Yes" to show the Budget/Actual/Variance.
          2. Actual "Value"is the total "Billable Hours".
      2. Rate is the default chargeable rate per hour.
    5. Delete will mark a record as deleted.
      1. Deleted records will not appear in any lookups.
      2. Edit the record and "Un-tick" delete to activate a record.
    6. "Display Order" determines the display order of the list where projects are used.
    7. Use the "Pencil" icon to edit details.
    8. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 : Project Maintenance
     

    [TOP]

    4.3.4.12.2.1 Project Activities

    Project Activities is used to add available activities for a project. This is required to create "Time Entries".

     

    For example, a "HR" project will include "Employee Administration" as an activity whereas "System Development" will include "Interface Design" as an activity.

     

    Notes

    1. Set the access for "Project Activities" as "Active" under " Role Menu Access " to allow users create adjustments.
    2. A project must have at least 1 activity in order to enter time against the project.

    Steps to create a Project Activities:
    1. Select the "Project " from the list. This load the available "Activities ".
    2. Tick the box next to the activity to select an activity.
    3. Click on the "Add" button at the bottom to add the activity to the project.
    4. Click on the "Save" button.
    5. To remove an activity, select the activity under "Assigned Activities", click on the "Remove" button and "Save".

    Figure 1: Project Activities
     

    [TOP]

    4.3.4.12.3 Customer
    Customer Maintenance allows users to create and maintain customer profiles.  A customer is used in creating "Time Entries".

     

    Steps to create a customer profile:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the customer
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter below details
      1. Contact Person
      2. Address
      3. Town
      4. Country
      5. Phone Number
      6. Postal Address
      7. Email
    4. Enter "Notes" to add additional information.
    5. Save
    6. Delete will mark a record as deleted.
      1. Deleted records will not appear in any lookups.
      2. Edit the record and "Un-tick" delete to activate a record.
    7. "Display Order" determines the display order of the list where the customers are used.
    8. Use the "Pencil" icon to edit details.
    9. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Customer Maintenance

    [TOP]

    4.3.4.12.3.1 Customer Projects/Rates

    Customer Projects/Rates is used to assign projects and chargeable rates for a customer. This is required to create "Time Entries".

     

    Notes

    1. A customer must have at least 1 project in order to enter time against the customer.

    Steps to create a Customer Projects:
    1. Select the "Customer" from the list. This load the available "Project ".
    2. Tick the box next to the project to select a project.
    3. Click on the "Add Selected Projects" button at the bottom to add the project.
    4. Click on the "Save" button.
    5. To remove a project, select the project under "Assigned Projects", click on the "Remove Selected Projects" button and "Save".
    6. Click on the "Pencil" icon at the bottom to set a project rate. When a time entry is created for a customer, system will automatically update the rate based on this setting.
      1. "Project and Activity" rate is depicted from " Project" and " Activity " maintenance.
      2. "Employee Rate" will use the rate set under "User Maintenance".
      3. "Use this Rate" will use the defined rate for time entries.
      4. "Rate is Editable" - If this is enabled all users will be able to change the default rate when creating time entries.
        1. Users can enable edit access for specific users in a role. Enable access for "TM013 User can edit time entry rate" under "Linkweb - Global Administration - Role Menu Access".

    Figure 1: Customer Projects/ Rates
     

    [TOP]

    4.3.4.12.3.2 Customer Project Activity Limits
    The Project Activity Limits are used to limit hours or value on an activity or project. These limits are enforced during time entry and allows the control of hours entered against activities and projects.

    When the time entry is clicked to save and if it exceeds the duration or amount limit then the system will display message stating that the limit has been exceeded for the specific customer/project/activity.

     

    Figure 1:   Project Activity Limit Setup

     

    Project Activity Limits contain the following types of information:

    Fields

    Description

    Select a customer

    		Select a customer from drop down list for whom limit is to be imposed.

    Project

    		Select a project for which limit is to be imposed.

    Activity

    Select an activity for which limit is to be imposed.

    Effective Date

    		 This field is the start date of the limit.

    Frequency

    		 The period  upon which the hours and the value is validated.

    Use Project Limit

    		If ticked then the value or hours of the specific project set in the Value field of the Projects menu option is used as the limit. Refer to Figure 2 (Value used $5000).

    Limit By User

    		 If ticked then the limit value specified is applied on each user.

    Hours Limit

    		 The duration on which the limit is imposed on the selected activity and project.
    Value Limit

    The amount on which the limit is imposed on the selected activity and project.

    Active

    If ticked then the limit is enabled to function.

     

     

    Figure 2:  Project showing usage of Project Limit
     

    [TOP]

    4.3.4.12.4 Time Entry Limits

    Time Entry Limits shows a list of time entries that have been created for a project with activity limits.

    For example, a project is to install the server for customer ABC. The company has limited 10 hours to complete the server installation. The employee working on the installation will create the time entries to state the hours used during the installation. Each time entry will be added to the "Time Entry Limits"  for customer ABC to show how many hours were used.

    1.  The activity limits are set under "Linkweb - Time Maintenance - Project Activity Limit".
    2. Employees create and submit their time entries.
    3. "Time Entry Limits" page will list all the time entries grouped by the company.
    4. Users can filter the time entries by "Employee" and "Date".

    Figure 1: Time Entry Limits

    [TOP]

    4.3.4.13 Alerts

    The following alerts are available for Time & Expense:

    1. Missing Time
    2. Consultant Schedule
    3. Staff Hours Alert

    [TOP]

    4.3.4.13.1 Missing Time

    The Missing Time Alert shows time entries that are not submitted. The following configurations are used:

    1. Configuration Menu:
      1. Set the number of days to check for missing time before and after.
        • Number of days to check missing time entries after.
        • Number of days to check missing time entries before.
      2. Duration for Entered and Submitted time are based on the configuration "Missing Time duration type (V=Value entered in duration, C=Value computed from start and end time)"
    2. Process Menu:
      1. Missing Time - Individual. This process sends an email to each employee that has missing time.
      2. Missing Time - Consolidated. This process sends one email to all employees that have missing time. See figure 1 below for sample alert.

    Figure 1: Sample Missing time alert.
     

    [TOP]

    4.3.4.13.2 Consultant Schedule

    Consultant Schedule - Day alert shows your planned time for the next two weeks. The following configurations are used:

    1. Process Menu
      1. Consultant Schedule - Day. This process sends an email to each employee. See figure 1 below.
      2. Consultant Schedule - Month. This process sends one email to all employees. See figure 2 below.

    Figure 1: Sample Consultant Schedule - Day.

    Figure 2: Sample Consultant Schedule - Month.
     

    [TOP]

    4.3.4.13.3 Staff Hours Alert

    The Staff Hours alert shows the employee utilization statistics for the month and year. The following configurations are used:

    1. Process Menu
      1. Staff Hours Alert. This process sends one email to all employees. See figure 1 below.
    2. Employee Utilization % is setup in "Employee Profile --> Additional Fields --> Utilization %".

    Figure 1: Sample Staff Hours Alert.
     

    [TOP]

    4.3.5 Payroll Processing

    Payroll Processing contains the following menus:

    [TOP]

    4.3.5.1 Back Pay Schedule

    Back Pay is the difference amount to be paid to an employee to account for the shortfall in the wages already paid.

    For  Example

    • Employee E001 had a promotion in January  2018 with a salary increase. Th employee rate  changed from $37.24 per hour to $40.00 per hour.  However, since his new contract was delayed and HR did not update the system, the pay for January was created with the existing rate. In February, a Pay Back can be created to pay the difference for the pay that was created in January.

    Notes:

    1. Set the access for "Back Pay Schedule"and "Back Pay Schedule Report"as "Active" under " Role Menu Access " to allow users to view records.
    2. Set the access for "Back Pay Schedule - Create Pay" as "Active" to allow users to create a Back Pay.
    3. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access for a user to make changes.
    4. Enable process "SYS001" under "Linkweb - Company Administration - Processes".

    Steps to create a Back Pay:

    1. Click on the "Green Plus" sign to add a record. This will open the "Edit Form".
    2. Enter below details
      1. "Pay Date From" and "Pay Date To" - Back pay will be created for all pays in the selected date range.
      2. Rate Type - Select the rate type to be used to calculate the back pay rate:
        1. Difference - The rate to be paid is calculated with the difference of "This Rate - Paid Rate". For example, if paid rate was $37.24 and new rate is $40.00 then Back Pay rate will be $2.76.  "This Rate" is defined in number 3 below.
        2. Percentage of Rate Paid - The rate to be paid is computed based on the set percentage. For example, if paid rate was $37.24 and percentage for "Back Pay" is set to 5 then back pay will be created with rate $1.862 (5%*37.24).  The percentage is defined in number 3 below.
        3. Value - The rate to be paid is calculated using the defined value. For example, if paid rate was $37.24 and value for "Back Pay" is set to 5 then back pay will be created with rate $5. 
      3. Rate - Enter the back pay rate, percent or value.  
      4. Pay Team - Select the pay team to create the back pay for a specific "Pay Team". This will create the pay for all employees in the selected "Pay Team".
      5. Territory - Users can select to create the back pay for a specific "Territory". This will create the pay for all employees in the selected "Territory".
      6. Branch - Users can select to create the  back pay for a specific "Branch". This will create the pay for all employees in the selected "Branch".
      7. Cost Centre - Users can select to create back the pay for a specific "Cost Centre". This will create the pay for all employees in the selected "Cost Centre".
      8. Employee  - Users can select to create the pay for a specific "Employee".
        1. Users can add employees into the schedule under the "Employee List".  Refer to Figure 1.
        2. To create the pay for all employees  do not filter the "Territory", "Branch", "Cost Centre" or "Employee".
      9. Update Employee Rate   - "Update Employee Rate" if enabled will update the employee's pay rate with the back pay rate. The rate is changed at:
        1. Employee rate and effective date is updated under "Linkweb - Employee Profile - Employee Maintenance".
        2. Employee Standard Pay rate is updated.
        3. Rate on the payslip is updated.
      10. Save. Click the "Floppy Icon". This will compute the back pay schedule with status as "Active". Refer to Figure 1.
        1. The initial status of the record will be "Queued". Background process "SYS001" will compute the pay values.
        2. The status will be updated to "Active" once the pay has been created.
        3. Users can generate the "Back Pay Schedule" report to view the pay components. Refer to Figure 3.
      11. Edit Back Pay - Users will be able to only edit "Active" back pay schedules.
        1. Click on the "Grey Arrow" to expand into the details of the schedule.  This will list the employees in the schedule.
        2. Expand the employee record. This will load the Back Pay details for the selected employee, users can edit the "Back Pay Amount" or payroll "Paycode". Refer to Figure 2.
      12. Click on the "Create Pay" button to create the back pay.
        1. When a pay is created from "Back Pay" the pay type is "Special". Configure the rules for the "Special" pay type under Payrun Type Configuration before creating a back pay. Only the configured values will populate in the back pay.
        2. Back Pay schedule status be closed and updated as "Completed" once the pay is created.
        3. Pay record can be reviewed under "Linkweb - Payroll Processing - Pay Processing".
        1. The notes is updated with error log during pay processing.

    Figure 1:  Back Pay Schedule

     
    Figure 2: Edit Back Pay

    Figure 3 :Back Pay Schedule Report
                     

    [TOP]

    4.3.5.2 Pay Processing

    Pay Processing allows users to create and manage all pays for a organisation.

     

    Notes

    1. Set the access for "Pay Processing" as "Active" under " Role Menu Access " to allow users to view records.
    2. Set the access for  "Pay Processing- Verify Pay" and "Pay Processing- Create Pay" as "Active" to allow users to verify and update pay. 
    3. Enable "Allow Add", "Allow Edit" and "Allow Delete" access for a user to make changes.
    4. Enable process "SYS001" under "Linkweb - Company Administration - Processes".

    Prerequisites for Pay Processing:

    1. Create the standard pay for all employees.
    2. Validate that the active period and the pay date are in the same month.

    Steps to create a Pay:

    1. Click on the "Green Plus" sign to add a record. This will open the "Edit Form".
    2. Enter below details
      1. Type - Select the pay type from the list.
        1. Configure the rules for each pay type under Payrun Type Configuration  before creating a pay. Only the configured values will populate in the pay.
      2. Team -   Select the pay team to create the pay for a specific "Pay Team". This will create the pay for all employees in the selected "Pay Team".
      3. Employee - Users can select to create the pay for a specific "Employee".
        1. Users can add employees to the pay through the "Add Employees" option under "Employee List". Refer to Figure 1.
        2. To create the pay for all employees  do not filter the "Territory", "Branch", "Cost Centre" or "Employee".
      4. Territory - Users can select to create the pay for a specific "Territory". This will create the pay for all employees in the selected "Territory".
      5. Branch - Users can select to create the  pay for a specific "Branch". This will create the pay for all employees in the selected "Branch".
      6. Cost Centre -  Users can select to create the pay for a specific "Cost Centre". This will create the pay for all employees in the selected "Cost Centre".
      7. SDR Rate - Enter the "Special Drawing Right" rate for the pay. This is applicable for specific countries like Australia.
      8. Bank Date - Enter the "Banking Date" for the pay.
      9. Save. Click the "Floppy Icon".
        1. The initial status of the record will be "Queued". Background process "SYS001" will compute the pay values.
        2. The status will be updated to "Active" once the pay has been created. Refer to Figure 1.
      10. Edit Pay - Users will be able to only edit "Active" pays. Note: Bank Components and entries that have been imported (contains an Import Reference) cannot be edited.
        1. Click on the "Grey Arrow" to expand into the details of the pay.  This will list the employees in the pay.
        2. Expand the employee record. This will load the pay details for the selected employee. Users can edit the  "Quantity". Refer to Figure 2.
        3. Override Quantity:
          1. Override Quantity should be "Ticked" in scenarios where users need to manually change the standard pay quantity. For example, a change in superannuation amount.  
          2. This record will be highlighted in red to indicate values have been manually changed.
      11. Mass Paycode Processing - This is used to "Add ", "Delete" or "Modify" pay components for multiple employees with the same rate or quantity. For example, paying $100.00 bonus for all staff. Refer to Figure 3.
        1. Click on the "Green Plus" sign on the "Mass Paycode Processing" tab. This will open the "Edit Form"
        2. Enter below details
          1. Employee - Users can select to modify the pay for a specific "Employee".
            1. This list will only load employees who are in the pay.
          2. Territory - Users can select to create the pay for a specific "Territory". This will create the pay for all employees in the selected "Territory".
          3. Branch - Users can select to create the  pay for a specific "Branch". This will create the pay for all employees in the selected "Branch".
          4. Cost Centre - Users can select to create the pay for a specific "Cost Centre". This will create the pay for all employees in the selected "Cost Centre".
          5. Action - Select the option for mass pay processing:
            1. Insert - Insert will add the selected paycode into the pay.
            2. Update - Update will modify the value of the selected pay code.
            3. Delete -  Delete will remove the selected paycode from the pay.
          6. Paycode - Select the paycode that needs to be amended.
          7. Quantity:
            1. Enter the quantity as 1 if a fixed amount is to be paid.
            2. Update the quantity with hours to pay if the employee rate is used for payments.
          8. Rate Type - Select the rate type:
            1. Use Employee Rate - This will use the effective rate from the employee profile to calculate the pay value.
            2. Use This Rate - Users can define a fixed amount to pay.
          9. Rate - Enter the rate for payment when rate type is "Use This Rate".
          10. Reason - This is an open text field. Users can enter referential details.
        1. The notes is updated with error log during pay processing.

    Commands

    Commands are used to define the payroll processing workflow.

    Workflow "Pay Processing Approval" is used for alerts, approving or rejecting pay.

    1. Verify - Security access: HR332-3 - Can "Verify Pay" in menu "Payroll Processing -> Pay Processing"
      1. Verify pay does the following:
        1. Recomputes the pay values such as tax and super
        2. Validates Employee profile rate is different from pay rate.
        3. Validates Deduction is more than deduction threshold
    2. Submit - Submit the pay for review and approval.
    3. Approve - Approve the pay. Once approved no amendments are allowed. The approver can still reject the pay.
    4. Reject - Reject the pay. Pay can be amended and resbumitted for approval.
    5. Close - Click on the "Close Pay" button to update pay. This was update payroll reports and journals with the pay values.

    Plugin

    Plugin "PAY001"  -  Use this plugin to send email to the approvers with pay reports. The content of the email can be configured in menu: "Document Template   -> Pay Processing Approval Alert"

    Figure 1: Pay Create

    Figure 2: Edit Pay

    Figure 3: Mass Paycode Processing

    [TOP]

    4.3.5.3 ATO Single Touch

    Overview

    Single Touch Payroll (STP) is a requirement by Australian Tax Office (ATO). Electronic submission of year to date figures for employees is required from the 1st of July 2018. The electronic submission is required whenever an employee is paid. Refer to Figure 1 for LinkSoft Payroll Process Flow.

    To meet these requirements, LinkSOFT produces a submission at the close of every pay. This includes backpay, special pay runs, etc.

    Pre-requisites

    The following pre-requisites are required:

    1. Register your interest to submit pay values to ATO with Link Technologies.
    2. Get an authorization token from Link Technologies (via ATO)
    3. Plan and implement ATO integration with Link Technologies
    4. Go-Live with ATO integration

    Steps

    Once the pre-requisites have been completed, you will be provided with a "Client ID" by Link Technologies.

    Listed below are the business rules for STP:

    1. STP Schedule runs every "N" minutes where "N" is configurable on the WEB.CONFIG under configuration named: "SingleTouchPayrollIntegrationFrequency".
    2. STP is enabled in the WEB.CONFIG configuration named: "EnableSingleTouchPayrollIntegration"
    3. The STP process will run for the company configured in the WEB.CONFIG under configuration named: "DefaultCompany"
    4. When a "pay" is updated, an entry is created in the ATO "Single Touch" menu. The status is marked as "New"
    5. A user needs to edit this entry, accept the "terms and conditions" and save. This changes the status to "Approved to submit"
    6. The scheduler picks up entries that are "Approved to submit" and changes the status to "Preparing data to submit".
    7. All employees that are in the PayRun are picked up and "payment summary" values are extracted, packaged into the ATO "PAYEVNT" and "PAYEVNTEMP" XML format and submitted via SSP (OZEDI) for processing
    8. Once submitted, the system checks every two minutes for a response from ATO. 
    9. When a response is available, the response is loaded and analysed. If the transmission is successful, the entry is marked as Completed. No further action is required.
    10. If the response is unsuccessful, the entry is marked as "Failed". The user then needs to read the response and make the necessary corrections. Once corrections are done, the entry needs to be edited, "accept" the terms and conditions and Save. The submission process will start again.
    11. All steps are logged below each STP entry.

    Notes

    1. Below are the status received from ATO:

    QUEUED – successfully uploaded to Ozedi
    PUSHED – successfully submitted to the ATO
    RESPONDED – a response has been retrieved from the ATO
    NO RESPONSE AVAILABLE – the ATO has not generated a response for 72 hours

    2. Below are the status implemented by LinkPAY:

    COMPLETED - This status is used to denote that a submission has been successful. This implies ATO has accepted the submission.
    DATA VALIDATION FAILED - This message indicates that the payroll data content is invalid. Invalid data can consist of country code, tax file number, state, etc. The error message displayed in the notes section (Figure 1 (3)) will explain the details of validation failure. The error message is a JSON format which can be reformatted using an online formatter available at this     link. Please contact Link Technologies support if you need assistance with reading the error messages.
    FAILED - Failure in submission where the user has no control. This could be caused by network access, firewalls or API availability. In this case, users are asked to contact Link Technologies support.

    Figure 1: STP Processes.

    Figure 2: ATO Single Touch Submission
     

    [TOP]

    4.3.5.4 Bank Pay Submission

    Bank Pay Submission is used to generate the "Bank Electronic" file. The file contains pay amounts which is submitted to bank for direct deposit in employee bank accounts.

    Prerequisites

    1. Enable the "Integration Scheduler" in menu "Global Administration -> Process Setup "
    2. Enable integration for "PAYDirectBankFile" under "Linkweb - Integration - Integration Setup".
    Steps to create Bank Pay Submission:
    1. Add a New Record
    2. Enter below details
      1. Payrun ID - Select the payrun number from the list.
      2. Payment Date - Enter the banking date.
      3. Bank Account Number - Select the employer bank account.
      4. Bank Batch ID - Enter the payment batch number supplied by the bank.
      5. Bank File Format - Select the file format for banking .
    3. Once the status is completed, print the "Bank Submission Report" by clicking on the "Print Submission Report" button.
    Notes
    1. The background process [SYS001] will execute and generate the bank file. This file will be attached as an attachment in the details. The file will also be emailed to the "Email Address" configured under "PAYDirectBankFile" integration setup.
    2. Values in the file can be validated against the "Pay Component/Deduction/Banking Report".
    Figure 1: Bank Pay Submission

    [TOP]

    4.3.5.4.1 Australian Bankers Association (ABA)

    Overview

    Issued by the  Australian Bankers Association (ABA) the ABA or Cemtext file format is a format used by banks to allow for batch transactions.

    An ABA file format is also known as a Direct Entry file, a Cemtext file format or simply as an ABA file.
    An ABA file has the extension ".aba" and is (usually) a standard ASCII format with Windows style new line characters.

    How does a batch transaction work?

    1. Generate the ABA file using "Bank File Format: ABA"
    2. Upload the file to your bank through their online login
    3. The bank will then process each entry in the ABA file automatically.

    ABA File Format Specification

    • The ABA Format specification is available at this link .

    Steps to configure ABA File

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> ABA -> FileExtension" as: aba
    2. Enter the company's bank account details in menu "Company Administration ->  Bank -> [Select your company bank code] -> Accounts"

      The "Account No" needs to be in format: {BSB}{AccountNo}.
      For example:
      BSB: 013-111
      Account No: 123456

      The value entered in "Account No" should be: 013-111123456
    3. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup -> Direct Credit "

      Bank Branch - Enter the BSB number
      Account No - Enter the Account No

    [TOP]

    4.3.5.4.2 ANZ - Diskpay - All

    Overview

    The ANZ Diskpay facility enables you to provide ANZ with payment files to electronically process frequent bulk processing tasks, such as payroll and accounts payable electronically.

     

    ANZ Diskpay can also be used as a direct payments facility for high volume, frequent payments including:

    • payroll payments
    • creditor/supplier payments
    • loan repayments
    • collection of regular payments, for example, premium renewals and subscriptions.

    ANZ Diskpay File Format Specification
    Contact your local ANZ branch for file format specification

     

    Steps to configure ANZ Diskpay

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> ANZAll / FileExtension" as: pc1
    2. Enter the company's bank account details in menu "Company Administration ->  Bank -> [ANZ] -> Accounts"
    3. Configure the "Number Mapping" details in menu "Company Administration ->  Bank -> [ANZ] -> Number Mapping"

      Number Mapping for ANZ
       Bank Mapping Number  
       Australia and New Zealand Banking Group [ANZ]  02
       Bank of Baroda [BOB]  04
       Bank South Pacific [BSP]  06
       Bred Bank [BRED]  05
       HFC Bank [HFC]  07
       Westpac Banking Corporation [WBC]  03

    4. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup -> Direct Credit "
    5. Employees bank account should be saved as "two digit mapping number from the table above plus zero the employee account number". Example:
      1. Employee with ANZ bank, enter "020xxxxx" where "xxxx" is the employees account number.
      2. Employee with HFC bank, enter "070xxxxx" where "xxxx" is the employees account number

    Notes

    1. The entries in the bank file are restricted to the banks configured in the "Number Mapping".
      For example, in the above setup, the bank file will contain entries from "ANZ,BOB,BSP,BRED,HFC & WBC".
    2. If you want to exclude a bank, then delete the "Number Mapping" record for that bank.

    [TOP]

    4.3.5.4.3 ANZ - Diskpay - ANZ Only

    Overview

    ANZ Diskpay with ANZ Only uses the same file format as " ANZ - Diskpay - All ".

    Entries in the "Direct Credit" option is restricted to employees having ANZ bank accounts only.

    [TOP]

    4.3.5.4.4 ANZ - Transactive - All

    Overview

    ANZ Transactive is a convenient web-based transaction banking platform providing convenient access to payments, cash management and trade functionality. Designed specifically for commercial, corporate and institutional clients, ANZ Transactive delivers a streamlined solution for your day-to-day banking needs.

    Refer below for some of the key functions of ANZ Transactive:

    • View account balances, reporting and transaction information
    • Complete domestic and international payments
    • Transfer funds between accounts
    • Upload bulk payment files, and if required assign payment confidentiality indicators
    • Initiate and manage import / export letters of credit, standby letters of credit and outward guarantees
    • Request an ANZ trade loan.

    ANZ Transactive File Format Specification

    • The ANZ Transactive Format specification is available at this link .

    Steps to configure ANZ Transactive File

    1. Configure the following in menu "Integration -> Integration Setup -> PAYDirectBankFile -> ANZTransactiveAll / FileExtension" :  pc1
      1. Confidential Indicator: Y or N
      2. Include Beneficiary Email Address: Y or N
      3. Individual Accounting Entries: Y or N
      4. Payment Method:
        1. ACH - GIRO/ACH
        2. BKT - Book Transferz
        3. RTGS - Local Wire
        4. CCHK - Customer Cheque
        5. BCHK - Bank Cheque
        6. CBFT - Cross Border
      5. File Extension: pc1
    2. Enter the company's bank account details in menu "Company Administration ->  Bank -> [ANZ] -> Accounts"
    3. Configure the "Number Mapping" details in menu "Company Administration ->  Bank -> [ANZ] -> Number Mapping"

      Number Mapping for ANZ
        Bank Mapping Number  
       Australia and New Zealand Banking Group [ANZ]  ANZBFJFXXXX
       Bank of Baroda [BOB]  04
       Bank South Pacific [BSP]  06
       Bred Bank [BRED]  05
       HFC Bank [HFC]  07
       Westpac Banking Corporation [WBC]  03

    4. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup -> Direct Credit"

    Notes

    1. The entries in the bank file are restricted to the banks configured in the "Number Mapping".
      For example, in the above setup, the bank file will contain entries from "ANZ,BOB,BSP,BRED,HFC & WBC".
    2. If you want to exclude a bank, then delete the "Number Mapping" record for that bank.

    [TOP]

    4.3.5.4.5 ANZ - Transactive - ANZ Only

    Overview

    ANZ Transactive withANZ Only uses the same file format as "ANZ - Transactive - All ".

    Entries in the "Direct Credit" option is restricted to employees having ANZ bank accounts only.

    [TOP]

    4.3.5.4.6 BRED - Diskpay - All

    Overview
    The BRED Bank Diskpay facility offers customers the ability to send payment information Electronically to the bank.
    These electronic payment files may be forwarded to the bank via diskettes, FTP or email including any other approved methods.

    Diskpay File Format Specification
    The BSP Diskpay File Format specification is as follows:

    Figure 1 - BRED Bank - File format 

    EMP

    ACCOUNT NAME

    ACCOUNT NUMBER

     AMOUNT

    1

     

     

     

    2

     

     

     

    3

     

     

     

    Below is a summary of the bak file specifications

    1. EMP - this field records the employment number of employees if any 
    2. ACCOUNT NAME - full account name of the employee. 
    3. ACCOUNT NUMBER - correct account number of the employee. 
    4. AMOUNT - the total amount to be credited to employees’ bank accounts. 
    5. EOF - to enter and indicate End Of File

    Each Bank needs to be displayed on a separate sheet with the bank name of the workbook

    Steps to configure 

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> BREDAll -> FileExtension" as: BRED-EXCEL
    2. Enter the company's bank account details in menu "Company Administration -> Bank -> [BRED] -> Accounts"
    3. Enter the company's Registration Number details in menu "Company Administration -> Bank -> [BRED] -> Accounts"
    4. Configure the "Number Mapping" details in menu "Company Administration -> Bank-> [BRED] -> Number Mapping"

      Number Mapping for BSP
      Bank Mapping Number
      Australia and New Zealand Banking Group [ANZ] 019
      Bank of Baroda [BOB] 049
      Bank South Pacific [BSP] 069
      Bred Bank [BRED] 011
      HFC Bank [HFC] 012
      Westpac Banking Corporation [WBC]

      039

    5. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup ->Direct Credit "
    Notes
    1. The entries in the bank file are restricted to the banks configured in the "Number Mapping".
      For example, in the above setup, the bank file will contain entries from "ANZ,BOB,BSP,BRED,HFC & WBC".
    2. If you want to exclude a bank, then delete the "Number Mapping" record for that bank.

    [TOP]

    4.3.5.4.7 BRED - Diskpay - BRED Only

    Overview

    The BRED Diskpay facility enables you to provide BRED Bank with payment files to electronically process frequent bulk processing tasks, such as payroll and accounts payable electronically.

    BRED Bank Diskpay can also be used as a direct payments facility for high volume, frequent payments including:

    • payroll payments
    • creditor/supplier payments
    • loan repayments
    • collection of regular payments, for example, premium renewals and subscriptions.

    BRED Diskpay File Format Specification
    Contact your local BRED branch for file format specification

     

    Steps to configure BRED Diskpay

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> BREDDirect -> FileExtension" as: txt
    2. Enter the company's bank account details in menu "Company Administration ->  Bank -> [BRED] -> Accounts"
    3. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup -> Direct Credit "

    Notes

    1. Entries in the "Direct Credit" option is restricted to employees having BRED bank accounts only .

    [TOP]

    4.3.5.4.8 BSP - Diskpay - All

    Overview
    The BSP Diskpay facility offers a detailed description of BSP’s standard payment file format for interested business customers to use when sending electronic payment files to BSP for processing.
    These electronic payment files may be forwarded to BSP via diskettes and email including any other electronic method approved by BSP .

    BSP Diskpay File Format Specification
    The BSP Diskpay File Format specification is available at this     link .

    Steps to configure BSP Diskpay

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> BSPAll / FileExtension" as: txt
    2. Enter the company's bank account details in menu "Company Administration -> Bank -> [BSP] -> Accounts"
    3. Enter the company's Registration Number details in menu "Company Administration -> Bank -> [BSP] -> Accounts"
    4. Configure the "Number Mapping" details in menu "Company Administration -> Bank-> [BSP] -> Number Mapping"

      Number Mapping for BSP
      Bank Mapping Number
      Australia and New Zealand Banking Group [ANZ] 019
      Bank of Baroda [BOB] 049
      Bank South Pacific [BSP] 069
      Bred Bank [BRED] 011
      HFC Bank [HFC] 012
      Westpac Banking Corporation [WBC]

      039

    5. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup ->Direct Credit "
    Notes
    1. The entries in the bank file are restricted to the banks configured in the "Number Mapping".
      For example, in the above setup, the bank file will contain entries from "ANZ,BOB,BSP,BRED,HFC & WBC".
    2. If you want to exclude a bank, then delete the "Number Mapping" record for that bank.

    [TOP]

    4.3.5.4.9 BSP - Diskpay - BSP Only

    Overview

    BSP Diskpay with BSP Only uses the same file format as "BSP - Diskpay - All ".

    Entries in the "Direct Credit" option is restricted to employees having BSP bank accounts only.

    [TOP]

    4.3.5.4.10 BSP - Internet Banking - All

    Overview
    The BSP Internet Banking facility offers a detailed description of BSP’s standard payment file format for interested business customers to use when sending electronic payment files to BSP for processing. 

    BSP Internet Banking File Format Specification
    The BSP Internet Banking File Format specification is available at this     link .

    Steps to configure BSP Diskpay

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> BSPInternetBankingAll -> FileExtension" as: csv
    2. Enter the company's bank account details in menu "Company Administration -> Bank -> [BSP] -> Accounts"
    3. Enter the company's Registration Number details in menu "Company Administration -> Bank -> [BSP] -> Accounts"
    4. Configure the "Number Mapping" details in menu "Company Administration -> Bank-> [BSP] -> Number Mapping"
    5. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup ->Direct Credit "
    Notes
    1. The entries in the bank file are restricted to the banks configured in the "Number Mapping". 
    2. If you want to exclude a bank, then delete the "Number Mapping" record for that bank.

    [TOP]

    4.3.5.4.11 BSP - Internet Banking - BSP Only

    Overview

    BSP Internet Banking with BSP Only uses the same file format as " BSP - Internet Banking - All ".

    Entries in the "Direct Credit" option is restricted to employees having BSP bank accounts only.

    [TOP]

    4.3.5.4.12 HFC - Diskpay - All

    Overview

    The HFC Electronic Funds Transfer (EFT) File Format specification that outlines the processing of Bank transactions that HFC Bank receives from clients.

     

    HFC EFT File Format specification

    • The HFC EFT File Format specification is available at this link. 

    Steps to configure HFC EFT File 

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> HFCAll -> FileExtension" as: pc1
    2. Enter the company's bank account details in menu "Company Administration ->  Bank -> [HFC] -> Accounts"
    3. Enter the company's Registration Number details in menu "Company Administration -> Bank -> [HFC] -> Accounts"
    4. Configure the "Number Mapping" details in menu "Company Administration ->  Bank -> [HFC] -> Number Mapping"

      Number Mapping for HFC
        BankMapping Number  
       Australia and New Zealand Banking Group [ANZ]  010-890
       Bank of Baroda [BOB]  049-101
       Bank South Pacific [BSP]  069-001
       Bred Bank [BRED]  119-010
       HFC Bank [HFC]  129-010
       Westpac Banking Corporation [WBC]  039-001

    5. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup -> Direct Credit "

    Notes

    1. The entries in the bank file are restricted to the banks configured in the "Number Mapping".
      For example, in the above setup, the bank file will contain entries from "ANZ,BOB,BSP,BRED,HFC & WBC".
    2. If you want to exclude a bank, then delete the "Number Mapping" record for that bank.

    [TOP]

    4.3.5.4.13 HFC - Diskpay - HFC Only

    Overview

    The HFC Direct Entry File Format specification that outlines the processing of Bank transactions that HFC Bank receives from clients.

    There is only one File Format used for Direct Entry within Fiji. The same format is used for Direct Crediting and Direct Debiting.

    The file format is a fixed record length ASCII format. It uses lines of information 120 characters in length. Strings of characters within the line represent specific pieces of information.

    For example in a Detail Record line the characters at positions 21-30 represent the amount to be paid to or received from your customer

     

    HFC Direct Entry  File Format specification

    • The HFC Direct Entry File Format specification is available at this link. 

    Steps to configure HFC Direct Entry File 

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> HFCDirect -> FileExtension" as: pc1
    2. Enter the company's bank account details in menu "Company Administration ->  Bank -> [HFC] -> Accounts"
    3. Enter the company's Registration Number details in menu "Company Administration -> Bank -> [HFC] -> Accounts"
    4. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup -> Direct Credit "

    Notes

    1. Entries in the "Direct Credit" option is restricted to employees having HFC bank accounts only .

    [TOP]

    4.3.5.4.14 WBC - Diskpay - All

    Overview

    Westpac (WBC) Direct Credit menu generates an electronic banking file. This file contains details  of employees with "ALL" accounts

     

    WBC Diskpay File Format Specification
    Contact your local WBC branch for file format specification

     

    Steps to configure WBC Diskpay

    1. Configure the file extension in menu "Integration -> Integration Setup -> PAYDirectBankFile -> WBCAll / FileExtension" as: pc1
    2. Enter the company's bank account details in menu "Company Administration ->  Bank -> [WBC] -> Accounts"
      1. Add "001" with Account No. For example  if the account number is XXXXXX, save it as 001XXXXXX
    3. Enter the company's Registration Number details in menu "Company Administration -> Bank -> [WBC] -> Accounts"
    4. Configure the "Number Mapping" details in menu "Company Administration ->  Bank -> [WBC] -> Number Mapping"

       Number Mapping for WBC
       Bank Mapping Number  
       Australia and New Zealand Banking Group [ANZ]  09
       Bank of Baroda [BOB]  05
       Bank South Pacific [BSP]  07
       Bred Bank [BRED]  11
       HFC Bank [HFC]  12
       Westpac Banking Corporation [WBC]  03
    5. Enter the employee's bank account details in menu "Employee Profile -> Employee Pay Setup -> Direct Credit "
      1. Employees who have ANZ bank - - their account number was read as 015xxxxxx. The "015" is the specific code for ANZ bank and "xxxxxx" is the account number for the employee.
      2. All other banks - their account number was read as 001xxxxxx. The "001" is the specific code for all the other banks and "xxxxxx" is the account

    Notes

    1. The entries in the bank file are restricted to the banks configured in the "Number Mapping".
      For example, in the above setup, the bank file will contain entries from "ANZ,BOB,BSP,BRED,HFC & WBC".
    2. If you want to exclude a bank, then delete the "Number Mapping" record for that bank.

    [TOP]

    4.3.5.4.15 WBC - Diskpay - WBC Only

    Overview

    WBC Diskpay with WBC Only uses the same file format as " WBC - Diskpay - All ".

    Entries in the "Direct Credit" option is restricted to employees having WBC bank accounts only.

    [TOP]

    4.3.5.5 Email Payslips

    Email Payslips is used to email payslips for updated pays.

    Users need to enable access for "Email Payslips" from Role Menu access.

    Steps to Email Payslip:

    1. Navigate to "Payroll Processing --> Email Payslips".
    2. Select the pay run from the drop down list.
    3. Enter the "Subject" of the email.
    4. Select the employees to send the email.
    5. Click on "Sends Email".
    6. Review "Report Email Log" for email progress.
    7. Status will updated to reflect if the email has been sent.

    Notes

    1. Configure and enable process SYS006.
    2. Set the email addresses for the employees on the "Employee Profile" in Backoffice. Employees who do not have an email address will not appear in the email list.
    3. "Email CC" and "Email BCC" is depicted from the document template.
    4. Set the "SMTP" details in the ESS web config file.
    5. Tag the "ESS Payslip Body" template for "PDF Attachment to each employee" on the Payslip report under Report Maintenance.
    6. The email list is not filtered by "PAY Team" access for a user.

    Figure 1: Email Payslip
     

    [TOP]

    4.3.5.6 FMIS Integration

    FMIS Integration Queue, queues and validates all payroll journals before the Integration process. Refer to Figure 1.
     
    Valid entries will flow into Integration. Invalid entries will remain on the screen for the users to verify and make corrections.
     
    Note
    1. Enable the access for "FMIS Integration Queue"  under Role Menu Access.
    2. Enable process "ESS026 -FMIS Payroll Integration. Used to compute payroll journals and send to General Ledger and Accounts Payable".
      1. This process should execute in a timely manner.
      2. Process should be enabled in the database that has FMIS Integration.
    3. FMIS Integration Queue is a read only screen.

    Figure 1: FMIS Integration Queue
     

    [TOP]

    4.3.5.7 Super Submission

    Overview
         Super Submission is used to generate the monthly "Superannuation Electronic" file. The file contains superannuation contribution amounts which is submitted to superannuation body.

    Fiji National Provident Fund (FNPF) File format specification

    • The FNPF File Format specification is available at this link.

    Steps to configure FNPF File

    1. Enter the "Employer No" and "Check Digit" in menu "Payroll & HR Maintenance -> Pay Control". The details are provided to the employers by FNPF.
    2. Configure the file extension in menu "Integration -> Integration Setup -> PAYSuperFile -> FileExtension" as: txt
    3. For each position, enter the "Occupation Code" in menu "Payroll & HR Maintenance -> Position Maintenance -> Position Tab -> Notes and Attachments -> Additional Fields"
      "Occupation Code" - This is the occupation code as stipulated by Fiji Standard Classification of Occupations 2007.

    Pre-requisites

    1. Enable the "Integration Scheduler" in menu "Global Administration -> Process Setup "
    2. Enable integration for "PAYSuperFile" under "Linkweb - Integration - Integration Setup".
    Steps to create Super Submission:
    1. Add a New Record .
    2. Enter below details:
      1. Period - Select the period from the list. This is will load all periods under "Payroll Calendar".
      2. Consolidate - Consolidate if "Ticked" will consolidate the superannuation values from all companies in LinkSOFT.

    Notes

    1. A background process will execute and generate the superannuation file. This file will be attached as an attachment in the details. The file will also be emailed to the "Email Address" configured under "PaySuperFile" integration.
    2. Values in the file can be validated against the "Superannuation Report".
    Figure 1 : Superannuation Submission
     

    [TOP]

    4.3.5.8 Tax Submission

    Overview

    Tax Submission is used to generate the "Employer Monthly Submission (EMS)"  file. The EMS file contains PAYE lodgements for a period which is submitted to "Fiji Revenue and Customs Services (FRCS)".

    FRCS File format Specification

    The following file formats are available:

    1. Pay Day - Auto-Calculate Payday Report File Format
    2. Pay Day Manual - Manual Tax Input Payday Report File Format
    3. Pre ECAL - Pre-ECAL EMS Excel File Format
    4. Post ECAL - Post-ECAL EMS Excel File Format

    Steps to configure the FRCS File

    1. Configure the file extension in menu "Integration -> Integration Setup -> TaxSuperFile -> FileExtension"
      1. Pay Day: csv
      2. Pay Day Manual: csv
      3. PreE CAL: csv
      4. Post ECAL: csv
      5. EMS File format prior to Jan 2020: txt
    2. Enter the "Branch" in menu "Global Administration -> Company -> Notes and Attachments -> Additional Fields"
      "Branch" - This is the branch number supplied by FRCS. This is used by the FRCS file to format the filename.
    3. Enter the "Gross-Up" for each employee in menu "Employee Profile -> Employee Maintenance -> Notes and Attachments -> Additional Fields"

    Pre-requisites

    1. Enable the "Integration Scheduler" in menu "Global Administration -> Process Setup "
    2. Enable integration for "PAYTaxFile" under "Linkweb - Integration - Integration Setup ".

    Steps to create Tax File Submission:

    1. Add a New Record
    2. Enter below details:
      1. Date - Select the submission date.
      2. Tax File Format :
        1. Pay Day
        2. Pay Day Manual
        3. Pre ECAL
        4. Post ECAL
        5. EMS File format prior to Jan 2020.
      3. Consolidate - If "Ticked" will consolidate the tax values from all companies with the same Tax File Number. 

    Steps to generate the excel output file for Tax Submission:

    Option 1 - Use the File attached to the "Tax Submission" record

    1. Expand the "Tax Submission Record"
    2. Select the "Attachments" tab. A file will be available once the "Tax Submission" status is "Completed"
    3. Upload this file to the Tax portal

    Option 2 - Use the File export to create an Excel Output File

    1. Once the "Tax Submission" record is completed, click on the "View" link next to the status.
    2. From the grid displayed, click on the "Export to XLSX" option to download the excel file.
    3. Open the exported file in "MS Excel" application and format the date columns to "DD/MM/YYYY". Once the changes are done, save the file then upload it to your tax payer portal.

    Notes

    1. A background process will execute and generate the EMS file. This file will be attached as an attachment in the details. The file will also be emailed to the "Email Address" configured under "PayTaxFile" integration.
    2. Values in the file can be validated against the "Tax Reconciliation Report".

    Figure 1: Payroll Tax Submission
     

    [TOP]

    4.3.5.9 Utility - Employee Rate Change

    Employee Rate Change is used to create to change the pay rate for a range of employees by a fixed amount or percentage.

    Reports

    1. Employee Rate Change Utility Report

    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under " Role Menu Access" to make changes.

    Steps to create rate change:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - The code is system generated.
      2. Approved By - Select the employee form the list who has authorised the rate change.
      3. Pay Team - Select the pay team from the list. Pay team are maintained under "Linkweb - Payroll Maintenance - Pay Team"
        1. If the employee filter is not selected then the rate will be changed for all employees in the selected pa team.
      4. Employee - Select the specific employee whose rate must be change. Employee is maintained under "Linkweb - Employee Profile- Employee Maintenance"
      5. Territory - Select the territory from the list. Territory is maintained under "Linkweb - HRM Maintenance - Territory".
      6. Branch - Select the branch from the list. Branch is maintained under "Linkweb - HRM Maintenance - Branch".
      7. Cost Centre - Select the cost centre from the list. Cost Centre is maintained under "Linkweb - HRM Maintenance - Cost Centre".
      8. Change Type 
        1. Value - The rate will increase by the fixed value.
        2. Percentage - System will calculate the rate change value.
      9. Change Value - Enter the "Value" by which the rate should change.
      10. Make This Rate Active - Tick the "Check Box" and the system will update the employees current pay rate.
      11. Notes  - This is an open text field, users can enter desired content.
      12. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" next to the record to view the details.
    4.  

    Figure 1 :Rate Change Utility
     

    [TOP]

    4.3.5.10 Utility - Employee Transfer

    Employee Transfer is a feature to move the employee profile from one company to another. 

    Reports

    1. Employee Transfer Report

    Pre-requisites

    1. Enable "Allow Add", "Allow Edit" and "Allow Delete" access under " Role Menu Access" to make changes.

    Steps to create rate change:

    1. Click "Employee Transfer" button. This will open the "Edit Form".
    2. Enter below details
      1. Employee Code - Select the employee to transfer.
      2. To Company ID - Select the company to which the employee should be transferred.
      3. To Employee Code - Enter new employee ID of the employee.
      4. To Position Code - Select the position from the list. This will load vacant positions from the company to which the employee is been transferred.
      5. To Shift Code - Select the shift from the list. This will load shifts from the company to which the employee is been transferred.
      6. To Pay Team Code - Select the pay team from the list. This will load pay teams from the company to which the employee is been transferred. The user transferring the employee must have access to the pay team.
      7. To Service Type - Select the service type from the list. This will load service type  from the company to which the employee is been transferred.
      8. Reason - Enter the justification for transferring the employee.
      9. Click on the "Save" button.
      10. Click on the "Close" button to exit the form.
    3. Click on the "Grey Arrow" next to the record to view the details.

    Figure 1: Employee Transfer

    [TOP]

    4.3.6 Payroll & HR Maintenance

    Payroll & HR Maintenance contains the following menus:

    [TOP]

    4.3.6.1 Achievements

    Achievements menu is used to create and maintain types of "Achievements". Achievement is something an employee is awarded when reaching a goal or completing a project using their skills.

     Steps to create Achievements:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the achievement.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Select the "Achievement Type".
      1. Monetary - A value of money that is paid to an employee.
      2. Honorary  - A "mark of recognition" is presented to the employees.
    4. Enter the "Reference", "Amount" and select the "Pay Code".
      1. Update the "Pay Code" and "Reference"  for monetary achievements. This will be reflected in the payroll reports and the payslips.
    5. Enter "Notes" to add additional information.
    6. Save.
    7. Use the "Pencil" icon to edit details.
    8. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    9. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Achievement Maintenance

    [TOP]

    4.3.6.2 Ethnic

    Ethnic menu is used to create and maintain list of "Ethnicity". Ethnic is tagged to an employee in the profile, this provides a breakdown of "Ethnic Diversity" in the workplace.

     

    Steps to create Ethnic:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the ethnic.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save .
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 : Ethnic Maintenance

    [TOP]

    4.3.6.3 Exit Maintenance

    Exit Maintenance has the following menus:

    [TOP]

    4.3.6.3.1 Exit Questions
    Exit Questions  menu is used to create and maintain list of "Questions" that is asked to employees leaving the organisation. These questions allow employers to understand employee experience and learn about their strengths and weakness as an employer.

     

    Steps to create Exit Questions:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the exit reason.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes and Attachments ".

    Figure 1: Exit Questions Maintenance

    [TOP]

    4.3.6.3.2 Exit Reasons
    Exit Reasons menu used to create and maintain list of possible "Reasons" an employee would resign from an organisation.

     

    Steps to create Exit Reasons:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the exit reason.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes and Attachments ".

    Figure 1: Exit Reason Maintenance

    [TOP]

    4.3.6.4 Grade

    Grade menu is used to create and maintain a list salary ranges. Grade is assigned to employees  under "Link Web -> Employee Profile -> Employee Maintenance".

    For example, Grade 6 is defined with a minimum rate of $40,000 and maximum rate as $60,000. If an employee joins the company with Grade 6 the starting pay would be $40,000 and above and the employee can get pay rise up to $60,000. 

    Steps to create a Grade:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the Institution.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter the "Minimum Rate".
    4. Enter the "Maximum Rate".
    5. Enter "Notes" to add additional information.
    6. Save.
    7. Use the "Pencil" icon to edit details.
    8. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    9. Expand into the details to add "Notes" and " Attachments ".

    Grade Leave Maintenance


    LinkSOFT allows the capability to allocate leaves to employee based on their pay grade. The leave is allocated to the employee after completion of certain years of service. Refer to Figure 2

     

    Employees will receive all grade leave that is active.For example if a grade has AAL10 and AAL15 and employee's start date is within the defined employment date range. Then the employee will receive both leaves (AAL10 & AAL15) after they have met the minimum service year requirement.

     

    Leave Setup

    1. Expand into the details of the grade setup.
    2. Click on the "Green Plus Sign". This will open the "Edit Form"
    3. Enter below details:
      1. Leave - Select the leave code from the list.
        1. Leave codes are maintained under "Linkweb - Leave Management - Leave Code".
      2. Minimum Service (Yrs) - Enter the minimum service years after which the leave should be allocated to the employee.
      3. Start Date - Enter the start date.
        1. If the start date is 01/01/2020. Leave will be allocated to employees who started employment on and after 01/01/2020.
        2. The minimum service years is calculated from the start date.
      4. End Date - Enter the end date.
        1. Leave will not be allocated to the employees who start employment after the end date.
      5. Notes - Users can enter referential notes.
      6. Void -Void records will be "Disabled" and will not appear in any lookups.
      7. Save - Click on the floppy Icon.

     

    Figure 1 :Grade Maintenance

    Figure 2: Grade Leave Maintenance
     

    [TOP]

    4.3.6.5 Institution

    Institution menu is used to create and maintain a list of "Universities" and "Educational Bodies". Institution is used to setup employee qualification and education details.

    Steps to create a Institution:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the Institution.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 :Institution Maintenance
     

    [TOP]

    4.3.6.6 Issuable Items

    Issuable Items menu is used to create and maintain list of "Items" that are issued to employees for official issue.

     

    Steps to create Issuable Items:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the item.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes and Attachments ".

    Figure 1: Issuable Items Maintenance
     

    [TOP]

    4.3.6.7 Licence

    Licence  menu is used to create and maintain list of licences. Licence details is updated for an employee to monitor their validity. For example, a delivery truck driver requires a valid driving licence.

     

    Steps to create Licence:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the point item.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 : Licence Maintenance

     

    [TOP]

    4.3.6.8 Membership

    Membership menu is used to create and maintain types of memberships. Membership is assigned to employees with respect to their position.  For example, a chartered accountant must be a member of the "Institute of Chartered Accountants" .

     

    Steps to create Membership:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the Membership.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 : Membership Maintenance
     

    [TOP]

    4.3.6.9 Memo Catgeory

    Memo Category menu is used to create and maintain "Categories" for memo. Categories allow users  to classify memos into variety of topics to ensure clear communication with employees.

     

    Steps to create Memo Category:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the memo category.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Select the memo "Category". Categories are system defined.
    4. Enter "Notes" to add additional information.
    5. Save.
    6. Use the "Pencil" icon to edit details.
    7. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    8. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 : Memo Category Maintenance

    [TOP]

    4.3.6.10 Pay Awards

    Pay Awards records list of awards that can be paid to an employee. Award setup is independent from the employee's default pay rate. Award is setup in a scenario where an employee body /union awards a different pay rate to the employees. The award is assigned to an employee on the profile under "Linkweb - Employee Profile - Employee Maintenance".

    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under " Role Menu Access" to make changes.
    Steps to setup Awards:
    1. Click on "Green Plus Sign". This will open the edit form.
    2. Enter below details:
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each pay award.
      2. Description - Enter the detailed description of the pay award.
      3. Notes - This is an open text field, users can enter desired content.
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      5. Save. Click on the "Floppy Icon":
    3. Click on the "Grey Arrow" next to the pay award. This will expand into the details.
      1. Click on "Green Plus Sign". This will open the edit form.
      2. Enter below details for the "Award Grades".
        1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each award grade.
        2. Description - Enter the detailed description of the award grade.
        3. Notes - This is an open text field, users can enter desired content.
        4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
        5. Save. Click on the "Floppy Icon".
    4. Click on the "Grey Arrow" next to the award grade. This will expand into the details.
      1. Go the "Level" tab.
      2. Click on "Green Plus Sign". This will open the edit form.
      3. Enter below details for the "Level":
        1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each award grade.
        2. Description - Enter the detailed description of the award grade.
        3. Notes - This is an open text field, users can enter desired content.
        4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
        5. Save. Click on the "Floppy Icon".
        6. Click on the "Grey Arrow" next to the level. This will expand into the details.
        7. Click on "Green Plus Sign". This will open the edit form.
        8. Enter below details for the "Rates":
          1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each award rate.
          2. Description - Enter the detailed description of the award rate.
          3. Amount - Enter the award amount.
          4. Effective Date - Enter the date from which the rate should be effectively paid.
          5. Notes - This is an open text field, users can enter desired content.
          6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
          7. Save. Click on the "Floppy Icon".
      4. Go the "Age" tab.
      5. Click on "Green Plus Sign". This will open the edit form.
    5. Enter below details for the "Age":
      1. Age - Enter the age.
      2. Day Type - Select the days on which the award should be paid.
      3. Rate Percent - Enter the rate for the award.
      4. Effective Date - Enter the date from which the award should be effectively paid.
      5. Notes - This is an open text field, users can enter desired content.
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      7. Save. Click on the "Floppy Icon".

    Figure 1: Pay Awards

    [TOP]

    4.3.6.11 Pay Calendar

    Pay Calendar maintains the current, future and past calendar dates and pay periods for payroll.

    Notes

    1. The Calendar is automatically created at installation of LinkSOFT, thereafter it is created by processing end of year. Calendar will be created for 2 future years at "End of Year". For example, if end of year was processed in 2017, system will create the calendar and periods for 2018 and 2019. Transactions can not be made in a closed year.
    2. A period will be closed after end of month.
    3. Users can manually add details for year, however, the "Start Date" and "End Date" for a period is not editable.
      1. Click on the "Green Plus Sign" to add a new period.
    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under " Role Menu Access " to make changes.
    Steps to process "End of Month and End of Year":
    1. Click on the "Pencil Icon". This will open the "Edit Form".
    2. Tick the "Period Closed" check box.
    3. Save. Click on the "Floppy Icon".
    4. Execute process "ESS029 - Payroll Period End Process".
    5. When the last month of the year is closed, the year will be closed.
    Figure 1: Pay Calendar
     

    [TOP]

    4.3.6.12 Pay Codes

    Pay Codes are used to create and maintain pay components paid to an employee. For example, Normal Hours, Taxable and Non - Allowances, Benefits and others.

    Notes

    1. A paycode for a leave is automatically created when the leave code is created.
    Reports
    1. Paycode Listing
     Pre-requisites
    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under " Role Menu Access " to make changes.
    Steps to create a Pay Code:
    1. Click on "Green Plus Sign". This will open the edit form.
    2. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each pay code.
    3. Description - Enter the detailed description of the pay code.
    4. Paycode Type
      1. Related data fields will load when the paycode type is selected.
        1. Banking and Deduction
          1. Includes Banking - "Includes Banking" if ticked will be included in the "Direct Credit" payments.
          2. Bank Code - Select the "Bank" from the list. Bank is maintained under "Linkweb - Company Administration - Bank"
          3. Bank Account - Enter the "Bank Account" number for the selected bank.
          4. GL Account Code - Enter the "General Ledger Code" from the financial database that is used to integrate pay amounts into the financial.
          5. Creditor Code - Enter the "Creditor Code" from the financial database that is used to integrate pay amounts into the financial.
          6. Commission Percent - Enter the percent that should be used to calculate the commission.
          7. Commission GL Code - Enter the "Omission General Ledger Code" from the financial database that is used to integrate commission amounts into the financial.
          8. Group GL Transactions - "Group GL Transaction" if ticked will group pay amounts by the "General Ledger Code".
        2. Benefit, Gross Pay, Tax Adjustment and Taxable Allowance
          1. Includes Super - "Includes Super" if ticked will be calculate the superannuation when the paycode is used.
          2. Calculate Leave - "Calculate Leave" if ticked will be use the hours of the pay code for calculation of leave accrual. This is applicable for proportional leave accrual method.
          3. Benefit Type
            1. Cash - Cash benefits paid to the employee.
            2. Tax Only - Fringe benefits.
          4. Tax Scale Code - Select the tax code used to calculate the tax payable for a benefit.
          5. Benefit is Taxable - Indicate if the tax is calculated for the benefit.
          6. GL Account Code - Enter the "General Ledger Code" that is used to integrate pay amounts into a financial system.
          7. Creditor Code -Enter the "Creditor Code" from the financial database that is used to integrate pay amounts into the financial.
          8. Commission Percent - Enter the percent that should be used to calculate the commission.
          9. Commission GL Code - Enter the "Omission General Ledger Code" from the financial database that is used to integrate commission amounts into the financial.
          10. Group GL Transactions - "Group GL Transaction" if ticked will group pay amounts by the "General Ledger Code".
        3. Non Pay Items and Non-Taxable Allowance
          1. Includes Super
          2. GL Account Code - Enter the "General Ledger Code" that is used to integrate pay amounts into a financial system.
          3. Creditor Code - Enter the "Creditor Code" from the financial database that is used to integrate pay amounts into the financial
          4. Commission Percent - Enter the percent that should be used to calculate the commission.
          5. Commission GL Code - Enter the "Omission General Ledger Code" from the financial database that is used to integrate commission amounts into the financial.
          6. Group GL Transactions - "Group GL Transaction" if ticked will group pay amounts by the "General Ledger Code".
    5. Classification - Classification is used to categorize pay codes. Classification is used to classify and compute tax for tax submissions. Classificatory are maintained under "Linkweb - Company Administration - Dropdowns - Pay Classification".
    6. Use Staff Rate - "Use Staff Rate"if ticked with use the pay rate of the employee for payouts. This will normally be used for allowances.
    7. Rate By - Users can select whether to calculate rate by value or percentage.
    8. Rate - Enter the rate that should be used to make payments. This is dependent on the "Rate By" settings.
    9. Is Tax Paycode - Paycodes that have "Is Tax Paycode" enabled will be used in the calculation of the tax. By default the following Paycodes have this enabled:
      1. FPAYE - Pay As You Earn
      2. FPAYEECAL - Environment and Climate Adaptation Levy
      3. FPAYESRL - Social Responsibility Levy
      4. FPAYEOTH - Other PAYE Tax
      5. HPAYE - Employer Fringe Benefit Tax
    10. Notes - This is an open text field, users can enter desired content.
    11. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record
    12. Save. Click on the "Floppy Icon".
    13. Add Notes and Attachments
    Figure 1: Pay Codes
     

    [TOP]

    4.3.6.13 Pay Control

    Pay Control is used to maintain current pay settings. The following are managed under pay control:

    1. Active Period
    2. Rounding Setup
    3. Duplicate Pay Setup
    4. Government Levy Setup

    1. Active Period

    Active period is the current period in which pay and leave is processed.

    The period start and end dates are matched with Pay Calendar . The period and year is automatically updated when a Pay Calendar record is closed.

    Users will not be able to generate pays if the active period does not match the pay date.

      Field Description
     Period This is the current payroll month
     Year  This is the current payroll year 

    2. Rounding Setup

    Pay Rounding allows users to configure the cash rounding depending on the legislative law of the country.

    Rounding is used for employees who are paid cash where employee's pay is rounded down or up to the nearest cents or dollar.

      FieldDescription
     Use RoundingSpecify whether Pay Rounding is applicable
    Rounding Method Choose the "Rounding Method" to use. The options are "5 Cents", "50 Cents" or "1 Dollar"Employee's that are paid cash will have their net pay adjusted to the nearest "Rounding Method" selected
    Rounding Paycode Specify the rounding paycode to use. By default this is set to "APROU"

    3. Duplicate Pay Setup

    Indicates if the system can process duplicate pay within the same pay period.

    FieldDescription
    Allow Duplicate Pay

    If Allow Duplicate Pay check box is active then the Organisation can accommodate more than one pay process for the same date. This is usually done to make adjustments.

    If Allow Duplicate Pay check box is not active then the organization can not process pay twice for the same pay date. This is a security functionality which the organisation has option of activating to prevent fraud by employees who are processing payroll.

    4. Government Levy Setup

    FieldDescription
    Pay Control Configuration -> GovernmentLevy

    Government Levy Percent. This levy is used to deduct a percentage of payroll cost.
    AP Invoice and GL Journal is sent through LinkSOFT integration.

    Paycode "HGOLV" is used in AP Invoice and GL Journal

    Figure 1: Pay Control 

    [TOP]

    4.3.6.14 Pay SDR Rate

    SDR (Special Drawing Right) is an artificial "basket" currency used by the IMF (International Monetary Fund) for internal accounting purposes. The SDR is also used by some countries as a peg for their own currency, and is used as an international reserve asset.

    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under " Role Menu Access " to make changes.
    Steps to create a SDR Rate:
    1. Click on "Green Plus Sign". This will open the edit form.
    2. Enter below details:
      1. Year - Enter the year.
      2. Min Rate and Max Rate - Enter the minimum and maximum rates.
      3. Approved Rate - Enter the "Approved Rate" by IMF.
      4. Notes - This is an open text field, users can enter desired content.
      5. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record
      6. Save. Click on the "Floppy Icon".
    Figure 1: SDR Normalisation Rate
     

    [TOP]

    4.3.6.15 Pay Teams

    Pay Teams is used to create and maintain pay frequencies. For example, pay can be created weekly, fortnightly or monthly.

    Pay Teams has the following components:

    1. Pay Team  - This defines the next "Pay Date"and "Pay No".
    2. Pay Team Roles Access - A user should access to the pay team to view employee records.
      1. There are two employees "X002" and "X003".
      2. "Employee X002" is assigned "Pay Team A" and "Employee X003" is assigned "Pay Team B".
      3. "User A" has access to "Pay Team A", when user "User A" logs in the user will only be able to view the profile of "Employee X002"
    3. Pay Periods  - Users can define specific pay dates for each pay.
      1. When the pay periods is configured, the system will pick the next pay date from the setup.
      2. If the pay period is not set, the system will calculate the next pay date using the pay frequency.

    Steps to create a Pay Team:

    1. Click on "Green Plus Sign". This will open the edit form.
    2. Enter below details:
      1. Code -  Enter a code which can be a set of alphanumeric values to uniquely identify each pay team.
      2. Description - Enter the detailed description of the pay team.
      3. Frequency - Select the payroll frequency. Frequency is maintained under "Linkweb - Company Administration - Dropdowns - Pay Team Frequency".
      4. Next Pay Date - Enter the "Next Pay Date". This will be auto updated based on the frequency after a pay has been updated.
      5. Next Pay No -  Enter the "Next Pay Number". This will be auto updated after a pay has been updated.
      6. Void -Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record
      7. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" next to the pay team. This will expand into the details.
      1. Go to the "Pay Team Role Access" tab.
      2. Click on "Green Plus Sign". This will open the edit form.
      3. Enter below details:
        1. Role Name - Select the role from the list. Role is maintained under "Linkweb - Global Administration - Role Menu Access".
        2. Notes - This is an open text field, users can enter desired content.
        3. Save. Click on the "Floppy Icon".
      4. Go to the "Pay Periods" tab.
        1. Click on "Green Plus Sign". This will open the edit form.
          1. Enter below details:
            1. Year - Enter the payroll year for overtime calculation.
            2. Pay No - Enter the pay number for which the overtime must be calculated.
            3. Start Date and End Date - Enter the dates for which the overtime should be calculated.
            4. Save. Click on the "Floppy Icon".

    Figure 1: Pay Team
     

    [TOP]

    4.3.6.16 Payroll Tax

    Payroll Tax has the following menus:

    [TOP]

    4.3.6.16.1 Employee Payroll Tax
    Employee Payroll Tax  is used to maintain income tax rates based on income brackets. These rates are used compute the income tax payable for an employee.

    Steps to create payroll tax:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each tax type. 
      2. Description - Enter the detailed description of the tax.
      3. Effective Date - Enter the date on which the tax should be effective and used for tax calculations.
      4. Pay Code - Select the pay code from the list. This loads paycodes that have "Is Tax Paycode" enabled.
        1. Pay codes are maintained under "Linkweb - Payroll Maintenance - Pay Codes". 
      5. Calculate Method
        1. Straight Line - Fixed Tax will be deducted based on the income and tax rate.
        2. Cumulative - Tax will deducted based on the accumulated Gross Amount.
      6. Notes  - This is an open text field, users can enter desired content.
      7. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      8. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" next to the tax code. This will expand the tax details.
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Enter below details
        1. Annual Earning (Low)  and Annual Earning (High) - Enter the income range which is taxable.
        2. Tax Rate - Enter the tax rate in percent.
        3. Base Tax - Enter the base tax chargeable.

    Figure 1: Employee Payroll Tax

    Rules applicable to Papua New Guinea only

    Papua New Guinea has the following additional fields for calculating employee payroll tax. These additional fields are automatically created when the company address has country as "Papua New Guinea".

    Field Name

    Description

     1 Dependant - A

    Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [A] 

     1 Dependant - B Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [B] 
     1 Dependant - C Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [C] 
     2 Dependant - A Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [A] 
     2 Dependant - B Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [B] 
     2 Dependant - C Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [C] 
     3+ Dependant - A Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [A] 
     3+ Dependant - B Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [B] 
     3+ Dependant - C Dependants Rebate = Max of ([A] or Min of ([B]%*Gross Tax or [C])
    Enter the value for [C] 
     Gross Adjustment Gross amount adjustment before calculating tax.

    [TOP]

    4.3.6.16.2 State Payroll Tax
    State Payroll Tax is used to create and maintained tax setups for a specific state in a country.

    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under " Role Menu Access " to make changes.  
    Steps to create a Service Type:
    1. Click on "Green Plus Sign". This will open the edit form.
    2. Enter below details:
      1. State - Select the state. State is maintained under "Linkweb - Company Administration - "Dropdowns - State"
      2. Yearly Threshold - Enter the gross threshold. If the Total Gross Salary is in excess of the threshold amount, the company will be paying the excess multiplied by the rate as employer payroll tax
      3. Rate - Enter the tax rate.
      4. Effective Date - Enter the date from which the rate is effective.
      5. Notes - This is an open text field, users can enter desired content.
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record
      7. Save. Click on the "Floppy Icon".

    Figure 1: State Payroll Tax
     

    [TOP]

    4.3.6.17 Positon Maintenance

    Position Maintenance has the following menus:

    [TOP]

    4.3.6.17.1 Position
    Position menu is used to create and maintain list of "Positions". Position describes the job title of an employee and outlines group of duties and responsibilities for the position.

     

    Notes

    1. All positions are created with a "Vacant" status. When a position is tagged to an employee the status is updated to "Active". This information is available in the "Position Occupancy Listing" report.
    2. "Assessment Criteria" are skills needed by an employee for a position. For example, an assessment criteria for a "Sales and Marketing Officer" is "Effective Communication".
      1. Assessment Criteria is integrated to "Interview Assessment" .  It focuses to give insight into the applicants abilities.
      2. Skills for a position is used also in the "Succession Planning Report".
    3. "Requirement Criteria" are education, skills or areas of knowledge required for a position. Requirement criteria is integrated into "Link Recruitment" . For example, a requirement criteria for a "Sales and Marketing Officer" is a valid driving licence.
    4. "Point Item" are list of items for which an employee is awarded Performance Points.

    Reports

    1. Position Listing/ Occupancy

    Steps to create a Position:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the Position.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Select the employee who will oversee operations for the position.
    4. Enter the date the position was created.
    5. Select the "Job Description" for the position.
    6. Select the "Territory", "Branch" and "Cost Centre" for the position.
      1. Territory, Branch and Cost Centre are unique for a position.  For example,
        1. Position "P1001 - Accounts Officer" was created with Cost Centre as "Central".
        2. After 6 months the position was made vacant in the central office and was approved for the "Northern" office. Users need to create a new position code with cost centre as "Northern".
        3. Editing the cost centre for "P1001 - Accounts Officer " will change the cost centre in current and history records where it was used.
    7. Enter "Notes" to add additional information. 
    8. Save.
    9. Use the "Pencil" icon to edit details.
    10. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups .
      2. Edit the record and "Un-tick" void to activate a record.
    11. Expand into the details to add "Additional Information " for the position.
    12. Expand into the details to add the "Assessment Criteria " for the position. 
      1. Select the "Skill ".
      2. Enter the expected score for the "Skill"
      3. Save.
    13. Expand into the details to add the "Requirement Criteria " for the position.
      1. Enter the "Description".
      2. Enter the expected score for the "Requirement".
    14. Expand into the details to add the "Point Items " for the position.
      1. Select the "Point Item ".
      2. Enter the start date from which the point item will be allocated to the employees.
      3. Enter the end date for the  point item.
      4. Select the "Frequency" for the point item. Frequency determines how often the point item is allocated to the employee.
      5. Enter "Notes" to add additional information.
      6. Save.
    15. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 :Position Maintenance

     

    [TOP]

    4.3.6.17.2 Job Description

    Job Description menu is used to create and maintain list of "Job Descriptions". The job description specifies the qualification or skills needed by an employee and describes the general tasks and duties for a job.

     

    Notes

    1. The job description is assigned to a Position.
    2. When a vacancy for a position is advertised the job description is integrated in "Link Recruitment" to allow the applicants to review the job requirements.
    3. "Duties" are added to the job description to set responsibilities of a job. This can be reviewed in the Employee Job Duties report.

    Steps to create a Job Description:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the Job Description.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter the "Minimum Qualification" required for the specified job.
    4. Enter the "Minimum Training" required for the specified job.
    5. Enter the "Mandatory Training" required for the specified job.
    6. Enter the "Advertisement Profile" for specified job.
    7.  Save
    8. Use the "Pencil" icon to edit details.
    9. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups .
      2. Edit the record and "Un-tick" void to activate a record.
    10. Expand into the details to add the "Duties" for the job.
      1. Enter the "Description" for the "Duty"
      2. Select the "Frequency".
      3. Enter "Notes" to add additional information.
      4. Save.
    11.  "Expand into the details to add "Notes" and " Attachments ".

    Figure 1 :Job Description Maintenance

     

    [TOP]

    4.3.6.17.3 Point Item Maintenance

    Point Item menu is used to create and maintain list of items that is used to weigh the performance of an employee.

     

    For example, a point item can be "Professional Dressing" for which employees are give points out of 100.

     

    Steps to create Point Item:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the point item.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter the "Maximum" points for the item.
    4. Enter "Notes" to add additional information.
    5. Save.
    6. Use the "Pencil" icon to edit details.
    7. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    8. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 : Point Item Maintenance

    [TOP]

    4.3.6.18 Project Codes

    Project Codes is used to create and maintain projects. It allows companies to track costs of special projects. 

    A project code is assigned to an employee under "Linkweb - Employee Profile - Employee Maintenance"   

    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under "Role Menu Access " to make changes.   

    Steps to create a Pay Team:

    1. Click on "Green Plus Sign". This will open the edit form.
    2. Enter below details:
      1. Code -  Enter a code which can be a set of alphanumeric values to uniquely identify each pay team.
      2. Description - Enter the detailed description of the pay team.
      3. Bank Code -  Select the bank. This is the bank from which employees will be paid for the project.
      4. Account No - Enter the "Account Number" of the select bank. 
      5. GL Code - Enter the "General Ledger Code" from the financial database that is used to integrate pay amounts into the financial..
      6. Budget Amount - Enter the budget of the project.
      7. Notes - This is an open text field, users can enter desired content.
      8. Void -Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record
      9. Save. Click on the "Floppy Icon".

    Figure 1: Project Codes
     

    [TOP]

    4.3.6.19 Qualification

    Qualification menu is used to create and maintain list of "Certifications" and "Qualifications". Qualifications are tagged to employees to update their education details.

     

    Steps to create Qualification :

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the Qualification.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 :Qualification Maintenance
     

    [TOP]

    4.3.6.20 Relationship

    Relationship menu is used to create and maintain list of "Relationships". Relationships are used to create dependent information for an employee such as dependant's name, address and relationship to the employee.

     

    Steps to create Relationship:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the relationship.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record. 
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and "Attachments ".

    Figure 1 : Relationship Maintenance
     

    [TOP]

    4.3.6.21 Roster Codes

    Roster Codes   is used to created and maintain different codes for the roles or departments of the employees. This is required to create and manage different levels of rosters. For example, a roster for:

    1. Call Centre Agents
    2. Cleaners
    3. Cashiers

    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Edit" access under " Role Menu Access" to make changes.

    Steps to create roster code:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each roster code.
      2. Description - Enter the detailed description of the roster code.
      3. Notes  - This is an open text field, users can enter desired content.
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      5. Save. Click on the "Floppy Icon".

    Figure 1: Roster Code

    [TOP]

    4.3.6.22 Service Type

    Service Type is used to create and maintained types of service contracts for a company.  For example, the company can have casual staffs and permanent contracted staffs.

    The service type is assigned to an employee under "Linkweb - Employee Profile - Employee Maintenance"

    Pre-requisites

    1. Enable the "Allow Add", "Allow Edit" and "Allow Delete" access under "Role Menu Access " to make changes.    
    Steps to create a Service Type:
    1. Click on "Green Plus Sign". This will open the edit form.
    2. Enter below details:
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each service type.
      2. Description - Enter the details description of the service type.
      3. Notes - This is an open text field, users can enter desired content.
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record
      5. Save. Click on the "Floppy Icon".

    Figure 1: Service Type

    [TOP]

    4.3.6.23 Shift Configuration

    Shift is used to define the desirable hours of work for a day. Shift setup is crucial as it is used to calculate work hours, leave hours and shift allowances.

     

    Notes

    1. Shift setup has three components:
      1. Header - Shift header describes the shift.
      2. Time Control
        1. Time control defines the shift segments with a breakdown of the "Start Time", "End Time" and "Breaks" for a day.
          1. Shift time is set using the 24hrs clock with a HH:MM format.
          2. "Breaks" added to a shift is not paid.
        2. It also defines the "Normal Hours", "Time and Half" and "Double Time" hours and rates for day.
          1. For example, "Employee X" is assigned day shift. The setup for Monday for day shift is as below.
            •  
          2. According to the above setup if the employee works 15 hours on a Monday, the pay rate will be as below:
            1. Normal Hours (S1Hrs) = 8 hours x Pay Rate (S1Rate)
            2. Time and Half (S2Hrs) =  2 hours x [Pay Rate x1.5] (S2 Rate)
            3. Double Time (S3Hrs) =   5 hours x [Pay Rate x 2] (S3 Rate)
        3. Work and leave hours are calculated based on the shift segment for a day.
      3. Shift Allowance - allowances added to a shift will be paid to the employee in every pay.
    2. "Calculate Overtime on Totals" if enabled will calculate overtime based on shift segment.
      1. In week 1, "Employee X" worked all days and worked for 9 hours per day. Overtime will be calculated for the extra hours worked.
      2. In week 2, "Employee X" missed work on Monday and worked 12 hours for the rest of the days. Overtime will not be calculated as employee did not work on Monday. This reflects that "Overtime" is only calculated if an employee has worked for  total "Normal Hours" for a period.

    Steps to Create a Shift:

    1. Click on the "Green Plus" sign to add a new shift. This will open the "Edit Form". Refer to Figure 1.
    2. Enter the "Shift ID" and "Description".
      1. "Shift ID" is a unique alphanumeric code to  uniquely identify each Shift.
    3. "Notes" field is to enter additional details for the shift.
    4. "Tick" the "Calculate Overtime on Totals" check box to enable the feature.
      1. Edit the record and "Un-tick" check box to disable feature.
    5. Save
    6. "Tick" the "Void" check box to void a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" check box  to activate a record.

    Steps to setup "Time Control":

    Time Control

    1. Click on the "Grey Arrow" next to the Shift ID. This will open shift "Time Control" details. Refer to Figure 2 .
    2. Click on the "Pencil Icon" to edit the shift time and break.

    Time Control Details (This is client specific)

    1. The shift setup allows users to setup a specific rate for a certain time.Refer to Figure 2 .
    2. For example, "Employee X" is assigned day shift which starts and 8am and finishes at 5pm.However, the company has a policy where employees starting work before the actual start time would be paid double time.
    3. For the above, scenario we need to define the "Time Control Details".
      1. Go into the time control details for a day.
      2. Click on the "Green Plus" sign. This will open the "Edit Form"
        1. Sequence - This is the sequence of the rates that must be used
        2. Time - Set the time for which the rate is effective
        3. Rate - Set the rate to be paid.
    4. Thus for the example in 2 above, time control details setup would be"
      1. Sequence = 1 , Time = 7am to 8am, Rate = 2.
        Sequence = 2, Time = 8am to 5am, Rate = 1.
      2. Employee would be paid double rate for the 1st hour and paid is paid at rate 1 thereafter

    Steps to setup "Allowance":

    1. Click on the "Grey Arrow" next to the Shift ID. This will open shift "Allowance" setup.
    2. Click on the "Green Plus" sign. This will open the "Edit Form".
      1. Select the allowance paycode.Paycodes are maintained in Payroll.
      2. Enter the allowance amount.       
      3. Save.          
    3. "Tick" the "Void" check box to void a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" check box  to activate a record.     

    Figure 1: Shift Maintenance

    Figure 2: Shift - Time Control
     

    [TOP]

    4.3.6.23.1 Fiji ERP Requirements
    ERP regulation of Fiji has defines following policies to pay out extra hours to the employees.
    1. Pay all hours as "Normal Hours".
    2. Push extra hours as "Leave in Lieu"
    3. Pay extra hours as "Time and Half" and "Double Time".

    Scenario 1: Employers wish to pay everything as "Normal Hours"

    In this example, we have used a day shift (8am-5pm) with a 1-hour lunch break (1pm-2pm)


    Instructions on how to setup:

    1. Configure the Shift to have "S1 Hours" as the normal hours per day. 
    2. Set the "S2 Hours" and "S3 Hours" to 0.
    3. Configure the "Time Intervals" for hours outside the shift to use rate of 1. 

    Figure 1: Time Control Setup

     

    Figure 2: Time Interval Rates

     

    Scenario 2: Employers wish to push extra hours as Lieu.

    The following changes were done to achieve this scenario:

    1. Pay codes "Normal Hours [ANHRS]", "Time & Half [ADHLF]" and "Double Time [ADTIM]" use the Shift rates (S1 Rate, S2 Rate, S3 Rate) when importing time from ESS to payroll.

    2. The leave code must be allocated to the employee for the system to accrue the hours as leave.

    Instructions on how to setup:

    1. Configure the shift to have "S1 Hours" as the normal hours per day

    2. Set the "S2 hours" and "S3 Hours" as hours for overtime

    3. Set the "S2 rate" and "S3 rate" as 0

    4. Configure the Leave code to accrue overtime that is not paid under "Shift Allowances"

    5. Enable configuration "Include shift leave accrual for unpaid hours when updating pay"

    Figure 3: Time Control

    Figure 4: Shift Allowance at Leave Code

    Figure 5: Configuration

    [TOP]

    4.3.6.24 Skill Maintenance

    Skills menu is used to create and maintain list of skills. Skills are the transferable skills or knowledge needed by an employee in order to help the company move forward.

     

    Notes

    1. Skills are added to a "Position" under "Assessment Criteria".
    2. "Succession Planning Report" prints skill requirements for a position based on the setup in 1 above.

    Steps to create Skills:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter the "Code" and "Description" for the Skill.
      1. "Code" is a unique alphanumeric code to  uniquely identify each record.
    3. Enter "Notes" to add additional information.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and " Attachments ".

    Figure 1 : Skill Maintenance
     

    [TOP]

    4.3.6.25 Superannuation Fund

    Superannuation Fund is used to create and maintain fund companies. 

    When a Superannuation Fund is created, system automatically creates the following pay codes.

    • F{Fund Code} - Employee Compulsory {Fund Name}
    • FE{Fund Code} - Employee Excess {Fund Name}
    • H{Fund Code} - Employer Compulsory {Fund Name}
    • D{Fund Code} - Employer Excess Taxable {Fund Name}
    • HE{Fund Code} - Employer Excess Tax Exempt {Fund Name}
    1. Steps to create a Superannuation Fund:
    1. Enter below details:
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each fund company.
      2. Description - Enter the detailed name of the fund company.
      3. Reference - Enter the reference number provided by the fund
      4. Physical Addresses 1 to 3 - Enter the physical location of the fund company.
      5. City - Select the city. City is maintained under "Linkweb - Company Administration - Dropdowns - City".
      6. Post Code - Enter the postcode or zip code for the fund company.
      7. Postal Addresses 1 to 3 - Enter the postal address of the fund company.
      8. Phone - Enter the phone number of the fund company.
      9. Fax - Enter the fax number of the fund company.
      10. Email - Enter the email address  of the fund company.
      11. Contact Name - Enter the name of the contact person.
      12. Notes - This is an open text field, users can enter desired content.
      13. Default - Funds marked as default will be automatically added when a new employee is created. 
      14. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "un-tick" void to activate a record

    2. Paycode Mapping

    Paycode Mapping shows the paycodes mapped to the contribution type.

    • Contribution Percent - This is the minimum rate required to be paid for the contribution type
    • Update All Active Employee - Use this flag to apply the "Rate" to all active employees that have this superannuation fund.

    3. Note:

    1. Employer compulsory and excess contributions are subject to age requirements. Refer to configurations "pay_super_minimum_age" and "pay_super_maximum_age"
    2. Ensure that the employee's "Date of Birth" is correctly captured in the employee profile.

    4. How Super is calcualted

    System calculates the "Gross for Super" and applies the "Contribution Rate" to get the "Super" to contribute.

    1. Gross for Super - this is calculated based on the following rules:

    1. Sum Pay Codes based on the following:
      1. Paycode Type = "Gross Pay", "Taxable Allowance", "Benefit (Cash)" & "Non-Taxable Allowance"
      2. Includes Super = Ticked 
    2. The configuration "Super calculation based on Dollar/Cent" is used to round the amount before super is calculated.

    Figure 1: Superannuation Fund
     

    [TOP]

    4.3.6.26 Territory/Branch/Cost Centre

    The following menus are available:

    [TOP]

    4.3.6.26.1 Territory
    Territory is used to create divisions to define the organisation hierarchy or group employees by location or departments. 

    Steps to setup Territory:

    1. Click on the "Green Plus" sign. This will open the "Edit Form".
    2. Enter below details:
      1. Code - Alphanumeric code to uniquely identify a territory.
      2. Description - Enter the detailed description/name of the territory.
      3. GL Code - Clients with Payroll and General Ledger (Financial) Integration need to set the correct General Ledger (GL) Code here.At pay update, the payment amount will be integrated into the Financial System based on the GL Code setup.
      4. Notes - This is an open text field, users can enter desired content.
      5. Void - Void records will be "Disabled" and will not appear in any lookups. Edit the record and "Un-tick" void to activate a record.
      6. Save - Click the "Floppy Icon".
      7. Expand into the details to add Notes and Attachments.

    Figure 1: Territory
     

    [TOP]

    4.3.6.26.2 Branch
    Branch is used to create divisions to define the organisation hierarchy or group employees by location or departments. 

    Steps to setup Branch:

    1. Click on the "Green Plus" sign. This will open the "Edit Form".
    2. Enter below details:
      1. Code - Alphanumeric code to uniquely identify a Branch.
      2. Description - Enter the detailed description/name of the branch.
      3. Physical Address 1 to 3 -Enter the the location of the branch.
      4. City - Select the city from the list. List of cities is maintained under "Company Administration - Dropdowns".
      5. Postcode - Enter the postcode of the branch.
      6. Postal Address 1 to 3 -Enter the the postal address (mailing address) of the branch.
      7. Phone - Enter the phone number of the branch.
      8. Fax - Enter the fax number of the branch.
      9. GL Code - Clients with Payroll and General Ledger (Financial) Integration need to set the correct General Ledger (GL) Code here.At pay update, the payment amount will be integrated into the Financial System based on the GL Code setup .
      10. Notes - This is an open text field, users can enter desired content.
      11. Void - Void records will be "Disabled" and will not appear in any lookups. Edit the record and "Un-tick" void to activate a record.
      12. Save - Click the "Floppy Icon".
      13. Expand into the details to add Notes and Attachments

    Figure 1: Branch
     

    [TOP]

    4.3.6.26.3 Cost Centre
    Cost Centre is used to create divisions to define the organisation hierarchy or group employees by location or departments. 

    Steps to setup Cost Centre:

    1. Click on the "Green Plus" sign. This will open the "Edit Form".
    2. Enter below details:
      1. Code - Alphanumeric code to uniquely identify a cost centre.
      2. Description - Enter the detailed description/name of the cost centre.
      3. GL Code - Clients with Payroll and General Ledger (Financial) Integration need to set the correct General Ledger (GL) Code here.At pay update, the payment amount will be integrated into the Financial System based on the GL Code setup.
      4. Notes - This is an open text field, users can enter desired content.
      5. Void - Void records will be "Disabled" and will not appear in any lookups. Edit the record and "Un-tick" void to activate a record.
      6. Save - Click the "Floppy Icon".
      7. Expand into the details to add Notes and Attachments

    Figure 1: Cost Centre
     

    [TOP]

    4.3.7 Induction & Probation

    Employee Induction is a process of welcoming new employees and educating them of their roles and company operations. Good induction processes benefit an organisation by ensuring that new employees understand the corporate goals and objectives. They help ensure that all new staff are aware of expected standards of performance, commitment, and the behaviour that contributes to achieving those goals. Orientation and training programmes that address specific technical aspects of the job, may also compliment the induction process.

    Employee Induction in LinkWeb consists a summary of the employee induction with the induction "Modules" and "Topics". Refer to Figure 1.

    Employee Probation can be defined as a trial  period for new recruits This time frame allows employers to monitor and evaluate employees performance. In most cases, employees are exempted from contractual terms, for example, they can not request for leave.

    Figure 1: Employee Induction Summary

    [TOP]

    4.3.7.1 Employee Induction

    Employee Induction  contains information on induction which includes the "Employees", "Module" and "Induction Topics".

    Reports

    1. Employee Induction Report
    2. Employee Induction Topic Report

    Steps to add Induction

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter an induction "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the induction "Description".
      3. Set the "Date" of induction. 
      4. Select the induction "Template ".
        1. The "Modules" for the induction will be automatically updated based on the selected template.
        2. Expand into the details of the module to view the "Induction Topics"
      5. Select the "Inductor". Inductor is the employee who will conduct the induction.
      6. Select the "Venue". "Venue" is maintained under "Link Web - Training & Development".
      7. Enter "Notes" to add additional information.
      8. Save. Click on the "Floppy Icon".
      9. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Employee".
      1. Click on the "Green Plus Sign". This will open the "Edit Form
      2. Select the "Employee".
      3. Save. Click on the "Floppy Icon". Employee list is extracted from "Link Web - Employee Profile - Employee Maintenance".
    4. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Employee Induction
     

    [TOP]

    4.3.7.2 Employee Probation

    Employee Probation shows the probation period and status of new employees.

    Reports

    1. Employee Probation

    Steps to add Probation

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Select the Employee. "Employee" list is maintained under "LinkWeb - Employee Profile - Employee Maintenance".
      2. Enter the probation "Dates".  "Duration" is calculated in days based on the date range.
      3. Select the probation "Status".
      4. Enter "Notes" to add additional information.
      5. Save. Click on the "Floppy Icon".
      6. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Employee Probation
     

    [TOP]

    4.3.7.3 Module Maintenance

    Module Maintenance  contains induction module and the related topics. For example,
      1. "Punctuality", "Dressing", "Staff Relationship" and "Attitude" topics can be added to the "Performance" module.
      2. "Fire Excavation", "First Aid Equipment" and "Incident Reporting" topics can be added to the "Health and Safety" module.

    Steps to add Module

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a module "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the module "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Topics ".
      1. Click on the "Green Plus Sign". This will open the "Edit Form
      2. Select the "Topic" from the list.
      3. Save. Click on the "Floppy Icon".
    4. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Module Maintenance
     

    [TOP]

    4.3.7.4 Template Maintenance

    Template Maintenance  is used to create induction contents for different levels or department of employee. For example, 
    1. "Casual" staffs have induction on "Health and Safety" and "Personal Management".
    2. "Full Time" staffs have induction on "Health and Safety", "Company", "Policies and Procedure" and "Personal Management".
    3. Therefore, users can create two separate templates with required modules for induction.

    Steps to add Template

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a template "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the template "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Modules ".
      1. Click on the "Green Plus Sign". This will open the "Edit Form
      2. Select the "Module" from the list.
      3. Save. Click on the "Floppy Icon".
    4. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Template Maintenance
     

    [TOP]

    4.3.7.5 Topic Maintenance

    Topic Maintenance contains a list of topics that needs to be discussed during induction. For example:

      1. Punctuality, Dressing, Staff Relationship and Attitude are topics or areas that must be explained to new comers.

    Steps to add Topics

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a topic "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the topic "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Topic Maintenance
     

    [TOP]

    4.3.8 Health & Safety

    Occupational Health and Safety (OHS)  is a major function of Human Resource Management. It aims to protect the health, safety and welfare of all people at the workplace. Every worker has a right to healthy and safe work, and to a work environment that enables them to live a socially and an economically productive life.

    Health & Safety module allows users to  record "Incidents" in an organisation and "Claims" paid to compensate for the incident.

    Notes

    1. Set the access for "Health & Safety" as "Active" under " Role Menu Access " to view the sub menus.

    [TOP]

    4.3.8.1 Claim Type

    Claim Type contains a list of different types of claims or reimbursements that can be paid to an employee to compensate for an incident. For example, $500.00 can be paid as compensation for "General Check-up" for an  employees who fell of the construction site.


    Steps to create claim types:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. Enter the "Code" and "Description" for the claim.
        1. "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the claim "Amount".
      3. Enter "Notes" to add additional information.
        1. Expand into the details to view the notes after the record has been saved.
    3. Save.
    4. Use the "Pencil" icon to edit details.
    5. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    6. Expand into the details to add "Notes" and " Attachments".

     

    Figure 1: Claim Type
     

    [TOP]

    4.3.8.2 Employee Claims

    Employee Claims   records a list of claims applied by employees and its status. It shows the claim request  details and the compensation amount paid for a claim.

    Reports

    1. OHS Claim Listing


    Steps to create claim types:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. "Code"  is system generated based on the "Next OHS Claim No" configured under "Link Web -> Company Administration -> Configuration -> Human Resource Management -> General Setting".
      2. Select the "Employee" who applied for the claim.
      3. Enter the "Date" the employee applied for the claim.
      4. Select the " Claim Type ".
      5. The "Claim Amount" will auto update based on the setting on the "Claim Type". Users can override the claim amount.
      6. Enter the "Date" the claim was paid to the employee.
      7. Enter the actual amount paid to the employees in the "Paid Amount" field.
      8. Enter "Details" of the compensation.
      9. Enter "Notes" to add additional information
        1. Expand into the details to view the notes after the record has been saved.
      10. Update the "Status of the claim.
    3. Save.
    4. Use the "Pencil" icon to edit details.
    5. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    6. Expand into the details to add "Notes" and " Attachments".

     

     

    Figure 1: Employee Claim
     

    [TOP]

    4.3.8.3 Incident Reporting

    Incident Reporting menu stores details of an accident, injury, incident or any other unforeseen event at the workplace.

     

    Reports

    1. OHS Incident Listing


    Steps to add an Incident:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. "Code"  is system generated based on the "Next OHS Incident No" configured under "Link Web -> Company Administration -> Configuration -> Human Resource Management -> General Setting".
      2. Add the "Incident Date".
      3. Select the incident "Type", type is system defined.
      4. Enter the "Subject" of the incident.
      5. Select the "Branch" at which the incident occurred and the "Employee" involved in the incident.
      6. Select the "Witness", this is the employee who saw the incident.
      7. Enter the "Lost Time" and "Units". For example, employee was taken to the hospital and brought back after 2 hours. "Lost Time" would be 2 and "Units" would be "Hour"
      8. Enter the value of "Compensation" paid to the employee.
      9. Enter the detailed description of the "Incident".
        1. Expand into the details to view the incident after the record has been saved.
      10. Enter the detailed description of the "Cause" of the incident.
        1. Expand into the details to view the cause after the record has been saved.
      11. Enter the detailed description of the "Action" taken to manage the incident.
        1. Expand into the details to view the action after the record has been saved.
      12. Enter "Notes" to add additional information.
        1. Expand into the details to view the notes after the record has been saved.
    3. Save.
    4. Use the "Pencil" icon to edit details.
    5. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    6. Expand into the details to add "Notes" and " Attachments".

     

    Figure 1 : Incident Reporting
      

    [TOP]

    4.3.8.4 OHS Comittee

    OHS Committee menu shows list of employees who are in the OHS Committee. The OHS Committee  comprises of employees who manage and develop measures on health and safety matters. They deploy health and safety standards, rules and procedures at the workplace .

     

    Reports

    1. OHS Committee Listing

     

    Steps to add employees to the OHS Committee:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Select the employee from the list.
    3. Enter "Notes" to add additional information.
      1. Expand into the details to view the notes after the record has been saved.
    4. Save.
    5. Use the "Pencil" icon to edit details.
    6. Use the "Red X" to "Void" a record.
      1. Void records will be "Disabled" and will not appear in any lookups.
      2. Edit the record and "Un-tick" void to activate a record.
    7. Expand into the details to add "Notes" and " Attachments".

     

     

    Figure 1 :OHS Committee
     

    [TOP]

    4.3.9 Performance Management

    Overview

    Performance management is the process of ensuring that a set of activities and outputs meets an organization's goals in an effective and efficient manner. Performance management can focus on the performance of an organization, a department, an employee, or the processes in place to manage particular tasks.

    Performance can be managed in the following modules:

    1. Appraisal - A appraisal is a performance evaluation of an employee to weigh their effectiveness and outline development plans for improvements.
    2. Performance Plan - A Performance Plan includes an assessment of the progress of an employee towards predetermined goals and any subsequent actions that may be required such as training.
    3. Performance Points - This menu allows users to review and update the performance score of employees.

    1. Appraisal

    2. Performance Plan

    3. Performance Points

    Note

    The list of employees shown in this module is restricted by the following:

    1. Pay Team Role Access
    2. Approval Workflow for "Performance Management"

    [TOP]

    4.3.9.1 Appraisal

    Definitions

    1. HR personnel - is the person responsible for maintaining the HR system. This user usually has access to all employees and has the ability to change configurations.
    2. Employee - users that have access to view their own records.
    3. Manager - is a user/employee that is responsible for multiple employees. These are users listed in the approval workflow.
    4. HR 1, HR 2 - are configurable employees that have special access . HR 1 and HR 2 titles are user configurable.

    Overview

    The appraisal process workflow is as follows:

    1. HR personnel creates Appraisals for each employee
    2. Employee scores and submits the appraisal
    3. Manager scores and submits the appraisal
    4. HR 1 reviews, scores and comments. HR 1 is the user with access to menu "Can Edit Performance Appraisal "HR 1 Comment""
    5. HR 2 reviews, scores and does the final submission. This process closes the appraisal. HR 2 is the user with access to menu "Can Edit Performance Appraisal "HR 2 Comment""
    6. Employees are rewarded / penalised based on results.

    Pre-requisites

    1. Create the " Appraisal Templates "
    2. Upload the employee and manager signatures for the users under " User Maintenance - Attachments". The signature is placed on relevant PMS reports.

    Appraisal Grid Sort Order

    The appriasal grid is sorted as follows:

    1. Appraisals with "Status=Open"
    2. When the user is HR1 or HR2 then the grid is sorted by:
      1. Cost Centre
      2. Appraisals with "Status=Open (Manager Submitted)"
      3. Appraisals with "Status=Open (Employee Submitted)"
    3. When the user is a manager then the grid is sorted by:
      1. Appraisals with "Status=Open (Employee Submitted)"
      2. Appraisals with "Status=Open (Manager Submitted)"
    4. Appraisal Date
    5. Employee Name
    6. Appraisals with "Status= Closed"
    7. Void Appraisals

    Steps to create Appraisals:

    1. Click on the "Create Appraisals" button.
    2. There are two options for generating appraisals:
      1. Option 1 - Create Appraisal
        1. Choose the Appraisal Date range
          The system will generate 1 appraisal for each "           Appraisal Group " that falls between the date range.
          For example, a date range of 01/01/2020 - 30/06/2021 will generate 6 appraisals as follows:
          1. 2020 Quarter 1: 31/03/2020
          2. 2020 Quarter 2: 30/06/2020
          3. 2020 Quarter 3: 30/09/2020
          4. 2020 Quarter 4: 31/12/2020
          5. 2021 Quarter 1: 31/03/2021
          6. 2021 Quarter 2: 30/06/2021
      2. Option 2 - Add Employees to an Existing Appraisal
        1. Choose the Appraisal Date
        2. Choose the Appraisal Code - This option will add the employees selected to an existing appraisal code.
    3. Enter below details:
      1. Description
      2. Template
      3. Territory
      4. Branch
      5. Cost Centre
      6. Pay Team
      7. Job Description
      8. Employee - multiple employees can be chosen to add to an appraisal.
    4. Click on the "Create" button.

    Maintain Appraisal

    The following details can be maintained in the appraisal: See figure 1.

    1. These fields cannot be changed:
      1. Code
      2. Template
      3. Employee
    2. These fields can be edited by users having access to menu "HR47122 - Appraisal -> Allow Add"
      1. Description
      2. Appraisal Date
      3. Appraised By
      4. Void
    3. These fields can be edited by users having access to menus "HR471-1 or HR471-5 - Can Edit Performance Appraisal "Override Score","Score","Override Score Reason" in menu "Performance Management -> Appraisal""
      1. Override Score
      2. Score. See rules for Appraisal Score Calculation .
      3. Override Score Reason
    4. These fields can be edited by Mangers:
      1. Potential
      2. Manager Comment
    5. HR 1 Comment
    6. HR 2 Comment

    Score Summary

    Score Summary is a system calculated view of the scores by KPI Group. See rules for Appraisal Score Calculation . See figure 3

    Access to Add,Edit & Delete of "KPI Details" is based on menu "HR471-3 - Access to KPI Details in menu "Performance Management -> Appraisal (Score Summary)""
    1. Add KPI Details - The following details can be entered:
      1. KPI - This field is optional and can be left blank.
      2. KPI Description - Defaulted from the KPI selected. Description can be overridden here.
      3. Weight - Defaults from " menu configuration ".
      4. Base Value - Maximum score that can be given of a KPI.
      5. Average - Tick this flag to include the KPI in score calculations. Defaults from " menu configuration ".
      6. Initiative - Defaults from " menu configuration ".
    2. Edit KPI Details
      1. These fields cannot be changed:
        1. KPI
        2. KPI Description
      2. These fields can be edited by users having access to menu "HR471-3 -> Allow Add". Once the KPI has been scored by employee, these fields cannot be changed.
        1. Weight
        2. Base Value
        3. Average
        4. Initiative
      3. These fields can be edited by Employees. Once the KPI is submitted, these fields cannot be changed.
        1. Employee Score - Scores cannot be changed for KPI's that use a script to assign a score.
        2. Employee Comment
      4. These fields can be edited by Managers once the Employees have submitted the scores. Once the manager has submitted, these fields cannot be changed.
        1. Manager Score
        2. Manager Comment
      5. These fields can be edited by HR1/HR2 users. Once the HR has submitted, these fields cannot be changed.
        1. HR1/HR2 Score
        2. HR 1 Comment
        3. HR 2 Comment
    3. Delete KPI Details - Delete is available for users with access to menu "HR471-3 -> Allow Delete". Once the KPI has been scored by the employee, delete option is not available.

    Score Entry

    This is batch editor that allows users to update the scores and comments for all KPIs in a group quickly without the need to edit every record. This uses the same editing rules defined in "Score Summary". See figure 4

    Submitting Appraisal

    There are three stages in submitting appraisals:

    1. Employee
      1. Employees can submit the appraisal after they have entered scores and comments for all KPI's.
      2. If the scores are not submitted within a defined timeline, the system can be configured to automatically submit the employee scores for the manger to start appraising. See process ESS034 .
    2. Manager
      1. Managers can submit the appraisal after they have entered scores and comments for all KPI's.
    3. HR
      1. HR users can submit the appraisal if they have access to menu "HR471-4 - Can Submit Performance Appraisal HR Score". Once submitted, the appraisal is closed.

    Viewing History

    There are two levels of history for previous appraisals:

    1. Maintain Appraisal - History. See figure 2
    2. KPI Details / Score Entry - History. See figure 5

    Figure 1:  Maintain Appraisal

    Figure 2: Appraisal History

    Figure 3: Appraisal Score Summary

    Figure 4: Batch Score Entry

    Figure 5: KPI Details History

    [TOP]

    4.3.9.1.1 Configuration & Processes

    Menu Configuration

    "Menu configuration" is setup in menu "Global Administration -> Menu Maintenance -> Menu Code: HR47122"

    Code Description  Default Value 
    HR1Title HR 1 Title  HR 1
    HR2Title HR 2 Title   HR 2
    NumberOfAppraisalPerGroup  Number of Appraisal Per Group  1
    AppraisalStartMonth  Month name to start the appraisal year. E.g use month name "July" if "Appraisal Year" starts in July. Use "January" if "Appraisal Year" starts in January.  Quarter 1
    January  Group Name of January. For Yearly appraisal, use "Year". For Monthly appraisal, use month name.   Quarter 1
    February Group Name of February  Quarter 1
    March  Group Name of March   Quarter 2
    April  Group Name of April   Quarter 2
    May  Group Name of May   Quarter 2
    June Group Name of June  Quarter 3
    July Group Name of July  Quarter 3
    August Group Name of August  Quarter 3
    September Group Name of September  Quarter 3
    October Group Name of October  Quarter 4
    November Group Name of November  Quarter 4
    December Group Name of December  Quarter 4
    ManagerCommentIsRequired  "Manager Comment" is required when score is less than employee score  N
    ScoreCanExceedBaseValue Scores entered by Employee/Manager/HR can exceed base value  Y
    DefaultKPIWeight Default KPI Weight when adding a KPI to an appraisal  0
    DefaultKPIAverage Default KPI Average flag when adding a KPI to an appraisal  Y
    DefaultKPIInitiative Default KPI Initiative flag when adding a KPI to an appraisal  Y

    Processes

    Code Description Default Frequency
    ESS018  Calculate performance appraisal scores for KPI's that are using a script. Every Minute
    ESS034

    Performance Appraisal Automatic Employee Submission after [N] Days. Configure the process rules before enabling this process.

    Configuration Rules
    Flag  Description  Default Value 
    ESS034-NDays Number of [N] Days from "appraisal date" after which the system will automatically submit the employee scores.  7

    		 Every Day

    [TOP]

    4.3.9.1.2 Alerts & Reports

    Alerts

    These alerts are configured in menu "Company Administration -> Configuration"

    Code Description Default Value Document Template Tags Sample Alert
    HRM.ALERT.PerformanceAppraisal.Created Send an email alert when a Performance Appraisal is created. This alert is sent to the employee and uses Document Template "HRM Performance Appraisal Employee Reminder Alert".  N

    The following tags are used in this template:

    		 Dear {@EmployeeName}

    Appraisal "{@AppraisalCode}" as at  {@AppraisalDate} has been generated.

    Please complete the employee score section for each KPI before the {@AppraisalDatePlusNDays} using the link below.

    {@WebServerURL}

    Sincerely,

    Link Technologies - Demo (Test Mode)

    HRM.ALERT.PerformanceAppraisal.ScoreRange1

    Send a Report Email alert when overall score is between [Min] and [Max] score range. This alert is sent to the manager and uses Document Template "HRM Performance Appraisal Score Range 1 Alert". A PDF of "Performance Appraisal Improvement Plan" report is attached in the email.

    Configuration Rules:

    Flag  Description  Default Value 
    MinScore Minimum Score  60
    MaxScore Maximum Score  60.99

    		  N The following tags are used in this template: Dear {@ManagerName} / HRM Team

    {@EmployeeName} has an overall score of {@OverallScore} in Appraisal "{@AppraisalCode}" dated {@AppraisalDate}.

    This requires a performance improvement plan to be conducted.

    Sincerely,

    Link Technologies - Demo (Test Mode)

    HRM.ALERT.PerformanceAppraisal.ScoreRange2

    Send an email alert when overall score is between [Min] and [Max] score range. This alert is sent to the manager and uses Document Template "HRM Performance Appraisal Score Range 2 Alert". A PDF of "Performance Appraisal Caution Letter" report is attached in the email.

    Configuration Rules:

    Flag  Description  Default Value 
    MinScore Minimum Score  0
    MaxScore Maximum Score  59.99

    		 N  The following tags are used in this template: Dear {@ManagerName} / HRM Team

    {@EmployeeName} has an overall score of {@OverallScore} in Appraisal "{@AppraisalCode}" dated {@AppraisalDate}.

    This requires a warning letter (Disciplinary Action) to be issued.

    Sincerely,

    Link Technologies - Demo (Test Mode)

    HRM.ALERT.PerformanceAppraisal.SubmitBelowNPercent

    Send an email alert showing list of KPI scored below [N] percent when a Performance Appraisal is submitted by the Manager or HR. This alert is sent to the manager and uses Document Template "HRM Performance Appraisal Submitted below [N] Percent Alert".

    Configuration Rules:

    Flag  Description  Default Value 
    NPercent [N] percent below base value  60

    		 N   The following tags are used in this template: Dear {@ManagerName}

    A score of less than {@NPercent}% has been given for:

    Appraisal: {@AppraisalCode}
    Employee: {@EmployeeName} [{@EmployeeCode}]

    {@KPIList}

    Sincerely,

    Link Technologies - Demo (Test Mode)

    These alerts are configured in menu "Company Administration -> Processes"

    Code  Description  Default Frequency  Document Template Tags  Sample Alert 
    ESS031 Performance Appraisal Employee Reminder Alert Every Day HRM Performance Appraisal Employee Reminder Alert

    The following tags are used in this template:

    		 Dear {@EmployeeName}

    Appraisal "{@AppraisalCode}" as at  {@AppraisalDate} has been generated.

    Please complete the employee score section for each KPI before the {@AppraisalDatePlusNDays} using the link below.

    {@WebServerURL}

    Sincerely,

    Link Technologies - Demo (Test Mode)

    ESS032 Performance Appraisal Manager Reminder Alert Every Day HRM Performance Appraisal Manager Reminder Alert The following tags are used in this template:
    • {@ManagerName} - Name of the manager who has to complete the appraisal 
    • {@AppraisalList} - List of Appraisals 
    • {@WebServerURL} - Web Server URL is configured in "Configuration -> General Setting -> Web Server URL"

    Dear {@ManagerName}

    The below appraisals has been generated and submitted by the employees:

    {@AppraisalList}

    Please login to the portal and provide your feedback using the link below.

    {@WebServerURL}

    Sincerely,

    Link Technologies - Demo (Test Mode)

    ESS033 Performance Appraisal On Hold Alert Every Day HRM Performance Appraisal On Hold Alert  The following tags are used in this template:
    • {@AppraisalList} - List of Appraisals  on hold
    • {@WebServerURL} - Web Server URL is configured in "Configuration -> General Setting -> Web Server URL"

    Dear HRM Team

    The below appraisals have been placed on hold.

    {@AppraisalList}

    Please login to the portal to review using the link below.

    {@WebServerURL}

    Sincerely,

    Link Technologies - Demo (Test Mode)

    Reports

    These reports are configured in "Business Intelligence -> Report Maintenance"

    Code Description
    471-3-4 Key Performance Indicator Listing
    471-3-8

    Performance Appraisal Bonus Award Letter

    Report Rules
    Flag  Description  Default Value 
    ReportHeaderNotes Report Header Notes  Please Address All Correspondence To The Chief Executive Officer

    471-3-9

    Performance Appraisal Bonus Calculation Report

    Report Rules

    Flag  Description  Default Value 
    DoNotGenerateReportForOpenAppraisal Prevent generating the report when the selected date range has open appraisals  Y
    ApprovedLeaveCodes Enter the "Approved Leave Codes" (comma separated) to identify if an employee has taken leave for consecutive working days. Leave blank to include all leave codes.  
    NumberOfCompletedAppraisals Enter the minimum number of completed appraisals required for new employees before they are included in the bonus report.  2
    NumberOfConsecutiveDays Enter the number of "Consecutive Working Days". Employees on "Approved Leave Codes" for more than [N] consecutive working days will use the pro-rata bonus calculation formula.  60
    ProbationMonths Enter the number of probationary period in months. New employees must complete the probationary period before they are included in the bonus report.  6
    WorkingDaysInYear Enter the number of "Working Days" in a year. Set this to zero if you want the system to calculate working days based on Weekdays (Mon-Fri) excluding Public Holiday. Employee shift is not considered in this calculation.  0

    471-3-12

    Performance Appraisal Caution Letter

    Report Rules
    Flag  Description  Default Value 
    ReportHeaderNotes Report Header Notes Please Address All Correspondence To The Chief Executive Officer
    MinScore Minimum Score  50
    MaxScore Maximum Score  59.99

    471-3-11 Performance Appraisal Detail Report
    471-3-3 Performance Appraisal Form
    471-3-7

    Performance Appraisal Improvement Plan

    Report Rules
    Flag  Description  Default Value 
    MinScore Minimum Score  60
    MaxScore Maximum Score  69.99

    471-3-6 Performance Appraisal Report
    471-3-10 Performance Appraisal Summary Report

    [TOP]

    4.3.9.1.3 Role Menu Access

    Role Access for Employee, Manager, HR 1, HR 2 and Super User

    The super user can enter score, comments and submit appraisals on behalf of the employee, manager and HR.

    Employee

    Manager

    HR 1

    HR 2

    Super User 

    Code

    Description

    Active

    Add

    Edit

    Delete

    Active

    Add

    		 Edit

    Delete

    Active

    Add

    		 Edit

    Delete

    Active

    Add

    		 Edit

    Delete

     Active/Add/Edit/Delete

    HR47122

    Appraisal

    X

     

     

     

    X

    		  

    X

    		  

    X

    		  

    X

    		  

    X

    		  

    X

    		  

     X

    HR471-3

    Access to KPI Details in menu "Performance Management -> Appraisal (Score Summary)"

    X

     

    X

     

    X

    X

    X

    X

    X

    		  

    X

    		  

    X

    		  

    X

    		  

     X

    HR471-6

    		 Can Edit Performance Appraisal "HR 1 Comment"

     

     

     

     

    		        

    X

    		              

     X

    HR471-7

    Can Edit Performance Appraisal "HR 2 Comment"

     

     

     

     

    		                

    X

    		      

     X

    HR471-2 Can Edit Performance Appraisal "HR Score"                

    X

    		      

    X

    		      

     X

    HR471-1 Can Edit Performance Appraisal "Override Score","Score","Override Score Reason" in menu "Performance Management -> Appraisal"                

    X

    		      

    X

    		      

     X

    HR471-5 Can Edit Performance Appraisal "Override Score","Score","Override Score Reason" in menu "Performance Management -> Appraisal" that has been entered by another user                        

    X

    		      

     X

    HR471-4 Can Submit Performance Appraisal "HR Score"                        

    X

    		      

     X

    HR471-8 Can Edit "score" and "comment" for all appraisals with "status=open". This includes future appraisals.                        

     

    		      

     X

    HR471-9 Can Submit all appraisals with "status=open". This includes future appraisals.                                

     X

    HR471-10 Can Submit Appraisals in any "Appraisal Date" order. This overrides the consecutive submission of appraisals.                                

     X

    471-3-12 Performance Appraisal Caution Letter                        

    X

    		        
    471-3-7 Performance Appraisal Improvement Plan                        

    X

    		        
    HR471-11 Can Edit "score" and "comment" and SUBMIT for appraisals with "status=open". This access will allow the user to override Employee, Manager, HR score and Submit appraisal.                                

     X

    Super User Configurations

    To configure a super user for appraisals, setup the following:

    1. Assign security access as outlined in the table above.
    2. Add the super user as an approver for performance appraisal workflow for all employees.

    [TOP]

    4.3.9.1.4 Appraisal Score Calculation
    Appraisal Score Calculation. 
    1. Employee/Manager/HR scores for "Key Performance Indicators" are averaged to obtain the "Average Employee Score, Average Manager Score and Average HR Score".  The denominator in calculating the average score is the number of "Standard KPIs".  Refer to Figure 1.
    2. The "Final Score/Score Result" is calculated based on the weight of each "Key Performance Indicator".
      1. Final Score takes Manager score as 2nd priority and 1st priority for HR score.
    3. Users will be able to edit the "Score Results" if access is enabled for rule "Can Edit Performance Appraisal Overall Score".

    Average Score

    Employee E018 has been scored for below KPIs. Refer to Figure 1.  HR average score is calculated as:

    1. KPI Code = GOVN001, KPI Type = Standard, HR Score = 85/ 100
    2. KPI Code = GOVN003, KPI Type = Standard, HR Score = 80/ 100
    3. KPI Code = TECH002, KPI Type = Initiative, HR Score = 89/ 100.
      1. The initiative KPI was added by the HR approver, hence "Employee" and "Manager" score for the KPI is score.
    4. KPI Code = TECH004, KPI Type = Standard, HR Score = 69/ 100

    Average HR Score = (85+90+89+60)/3  = 107.67.

    Final Score

    1. KPI Code = GOVN001, HR Score = 85/ 100, Weight = 45
    2. KPI Code = GOVN003, HR Score = 80/ 100, Weight = 50
    3. KPI Code = TECH002, HR Score = 89/ 100, Weight = 10
    4. KPI Code = TECH004, HR Score = 69/ 100, Weight = 5

    Final HR Score = [((85/100)*45) + ((80/100)*50) + ((89/100*)10) + ((69/100)*5)] = 90.6

    Score Result - The score result is updated from the "KPI Score Range". This contains the expected outcomes for a appraisal for a range of score. For example, if the employees scores between 90 to 100 points, the outcome should be "Outstanding". Refer to Figure 2.

    Figure 1: Appraisal Score

    Figure 2: Score Range

    [TOP]

    4.3.9.2 Performance Plan

    Performance Plan is the process of planning an employee's future work goals and objectives within the wider context of an organisation. A Performance Plan includes an assessment of the progress of an employee towards predetermined goals and any subsequent actions that may be required such as training.

    Performance Plan workflow is as follows:

    1. Create a Performance Plan
    2. Maintain the plan and update measures
    3. Review and Close

    Reports

    1. Performance Plan 

    Maintaining Performance Plan:

    1. Performance Plan. see figure 1
      1. Code - system assigned
      2. Employee
      3. Plan Date
      4. Review Date
      5. Completion Date
      6. Performance - Enter the current performance score of the employee
      7. Potential - Enter the potential score of the employee
      8. Status
      9. Notes
      10. Void
    2. Measure - Enter the KPI's to be addressed in the performance plan.
      1. KPI Code
      2. Measure - Select the measures or weights achieved by the employee
      3. Notes
    3. Development Plan - Enter the courses the employee needs to complete the performance plan.
      1. Course Code
      2. Notes
    4. Action Plan - Enter the objective of goals to achieve in the performance plan
      1. Goals
      2. Evidence -  Enter details of how the goal  is weighed or observed
      3. Evidence Date - Enter the date of accomplishment for the above
      4. Notes
    5. Additional Fields, Notes, Attachments and Tasks

    Figure 1: Performance Plan

    [TOP]

    4.3.9.3 Performance Points

    Performance Points contains the point items for an employee. The menu allows users to review and update the performance score of employees.

     

    Point Item Functionality

    1. Create a list of Point Item .
    2. Add the "Point Item" to the "Position "
    3. Enable process "ESS015 - Generate Points". This will add valid  "Point Items" for the respective employee.

    Notes

    1. Set the access for "Performance Points" as "Active" under "Role Menu Access" to allow users to view records.
    2. Users will be to edit "Performance Points" of the employees who report to them. This is determined from the users " Approval Workflow ".

    Steps to update Performance Points

    1. The "Performance Points" section shows point item by employees. To edit points:
      1. Select the "Employee" from the dropdown. This will load the point items and allocated scores.
      2. Expand into the details of an item.
      3. Click on the "Pencil Icon". This will open the "Edit form".
        1. Date is automatically updated.
        2. Enter the "Points"
        3. Enter "Notes" to add additional information.
        4. Save
    2. The "Outstanding Performance Points Entry" section shows the outstanding items for other employees. This allows the user to update pending scores.

    Figure 1: Performance Points

    [TOP]

    4.3.9.4 KPI Appraisal Template

    Appraisal Template is used to add and maintain "Key Performance Indicators (KPI)" for a KPI Group. The template also contains the "Score Type",  "Weight" and "Base Value" for each KPI. These KPIs are added to the appraisal of an employee when the appraisal is generated.
    1. Score Type - The score type can be "Score Range" or "Value".
      1. If the score type is score range, the base value is updated with the highest score from the "KPI Score Range ".
      2. If the score type is value, users can define the base value.
    2. Weight - Each KPI has a weight where the appraisal score is scored by the overall weight percentage allocated.
      1. For example "Employee A" is the "System Administrator" and has the following KPIs.
        1. KPI 1 -System Administration, Backup and Health Check.
        2. KPI 2 -Document System Security Policies.
        3. KPI 1 can be weighted as 80% and KPI 2 as 20%.
      2. The total weight for an appraisal template can not exceed 100%.
    3. Base Value - The base value is the denominator for the performance score. For example if the base value for "KPI X" is 100 then the performance score will be scored out of 100 e.g. 60/100.

    Steps to create Appraisal Templates:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details. Refer to Figure 1.
      1. Code - Enter a code. The code can be a set of alphanumeric values to uniquely identify each appraisal template. 
      2. Description - Enter the detailed description of the appraisal template
      3. Notes  -This is an open text field, users can enter referential notes. 
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      5. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" next to the template. This will expand into the details.
      1. Go to the "KPI Group" tab. Refer to Figure 2.
      2. Click on the "Green Plus Sign". This will open the "Edit Form".
      3. Enter below details:
      4. Group Code - Select the "KPI Group". KPI Groups is maintained under "Linkweb - Performance Appraisal - KPI Group".
      5. Notes - This is an open text field, users can enter referential notes. 
      6. Save. Click on the "Floppy Icon".
        1. Click on the "Grey Arrow" next to the group. This will expand into the details to add the "Key Performance Indicators". Refer to Figure 3.
        2. Click on the "Green Plus Sign". This will open the "Edit Form".
        3. Enter below details:
          1. KPI Code - Select the "KPI Objective". KPI Objective is maintained under "Linkweb - Performance Appraisal - Key Performance Indicators".
          2. Weight  - Enter the weight.
          3. Base Value.
          4. Script - Users can write a script to define the default score for all employees for a KPI. This score will updated when the appraisal is created.
          5. Save. Click on the "Floppy Icon".

    Figure 1: Appraisal Template

    Figure 2: Template KPI Groups



    Figure 3: Template Key Performance Indicators.
     

    [TOP]

    4.3.9.5 KPI Groups

    KPI Groups is used to create and maintain groups that classify the types of appraisals. KPI Groups are use to create the "Appraisal Template ". For example,
    1. The groups can be defined as departments and each department has its own key performance indicators.
    2. The groups can for each hierarchy for instance a KPI Group for "Graduate" , "Team Leader's and "Managers". 

    Steps to create KPI Groups:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code. The can be a set of alphanumeric values to uniquely identify each appraisal KPI Group. 
      2. Description - Enter the detailed description of the appraisal KPI Group. 
      3. Notes  - This is an open text field, users can enter referential notes.
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      5. Save. Click on the "Floppy Icon".

    Figure 1:  KPI Group

    [TOP]

    4.3.9.6 KPI Maintenance

    KPI Maintenance is used to create and maintain "Key Performance Indicator". Key Performance Indicators are elements are goals against which the performance for an employee is measure. For example , the KPI for a finance officer can be to reduce expenses to increase budget for future financial years.

    Reports

    1. Key Performance Indicator Listing

    Steps to create Performance Indicator:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code. The code can be a set of alphanumeric values to uniquely identify each performance indicator. 
      2. Description - Enter the detailed description of the performance indicator.
      3. KPI Type - Select the KPI type from the list. The type is used to group the key performance indicators.
        1. The "KPI Type" is maintained under "Linkweb - Company Administration - Dropdowns - Appraisal KPI Type".
      4. Score Type - Select the KPI type from the list.
        1. Score Range - If the score type for a KPI is score range, the base value is updated with the highest score from the "KPI Score Range "
        2. Value -If the score type is value, users can define the base value.
      5. Notes  - This is an open text field, users can enter referential notes.
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      7. Save. Click on the "Floppy Icon".

    Figure 1: Key Performance Indicators
     

    [TOP]

    4.3.9.7 KPI Measure

    Key Performance Measure is used to create and maintain indicators that is used to create the "Performance Plan".    

    Steps to create Performance Measure:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each performance measure. 
      2. Description - Enter the detailed description of the performance measure. 
      3. Notes  - This is an open text field, users can enter desired content.
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      5. Save. Click on the "Floppy Icon".

    Figure 1: Key Performance Measure
     

    [TOP]

    4.3.9.8 KPI Outcomes

    KPI Outcome is used to create and maintain appraisal outcomes for performance appraisals. For example, an employee with a low performance score would need "Training" while an employee with a excellent performance score may be awarded a "Pay Rise". 

    Steps to create outcome:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each appraisal outcome. 
      2. Description - Enter the detailed description of the appraisal outcome. 
      3. Notes  -  This is an open text field, users can enter referential notes. 
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      5. Save. Click on the "Floppy Icon".

    Figure 1 : Outcome  
     

    [TOP]

    4.3.9.9 KPI Score Range

    KPI Score Range is used to create and maintain the performance scores ranges. Scores are used for below features:
    1. The "Maximum"score is used as the base value for "Key Performance Indicators" with type as "Score Range".
    2. The score range is used to define the bonus percentage for the performance score earned by an employee.
    3. When the performance scores are averaged, the score range is used to specify the performance of the employee. For example, score range between "0 to 59.99" is declared as "Unsatisfactory", an employee with average appraisal score of 1.5 would have a "Unsatisfactory" performance.

    Steps to create score range:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details: Refer to Figure 1.
      1. Description - Enter the detailed description of the score range.
      2. Effective Date
      3. Active
      4. Save. Click on the "Floppy Icon".
        1. Expand into the details to enter the score range. Refer to Figure 2.
        2. Enter below details:
          1. Code - Enter a code. The can be a set of alphanumeric values to uniquely identify each score range. 
          2. Description - Enter the detailed description of the score.
          3. Min Score - Enter the minimum score. For example if the "Score Range 1" is from "0 to 59" then the minimum score would be 0.
          4. Max Score - Enter the maximum score. For example if the "Score Range 1" is from "0 to 59" then the maximum score would be 59.
          5. Bonus Percentage - Enter the percentage of bonus allowed for each score range.  For example, if the score of an employee is  is from "70 to 79.99" then the employee will receive 6% bonus.
          6. Bonus Paycode - Select the bonus paycode. This is used to calculate the tax payable for the accumulated bonus.
            1. Paycodes are maintained under "Linkweb - Payroll Maintenance - Pay Code".
          7. Notes -  This is an open text field, users can enter referential notes.
          8. Save. Click on the "Floppy Icon".

    Figure 1: Appraisal Score Range


    Figure 2:     Appraisal Score Range Details
     

    [TOP]

    4.3.10 Training & Development

    Training is a short term process which focuses to develop additional skills for an employee. Development is a pro-active and continuous process which is meant to improve the future needs of an employee and the company.

    LinkHR offers a "Course Management" functionality, to create and maintain training courses. This allows employers to align required courses for employee training . Training aims to enhance employee skills, knowledge and competencies which improves the performance of the employees.    

    Training & Development contains the following menus:

    Figure 1: Training and Development Processes
     

    [TOP]

    4.3.10.1 Traning Plan

    Training Plan is used to plan trainings after assessing skills level of an employee. The menu allows users to add "Courses"  and map "Competency " requirements for an employee. An employee can have multiple training plans.

    Notes           

    1. Employees will be automatically enrolled into a "Training Schedule" if the "Training Plan" date falls between the schedule dates.

    Steps to add Training Plan

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a course "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Description".
      3. Select the "Category", "Group", "Institution" and "Instructor ".
      4. Enter the "Minimum and Maximum" classes for the course.
      5. Enter the "Estimated Cost" of the course.
      6. Enter the "Objective", "Content" and "Pre-Requisite" for the course.
      7. Enter "Notes" to add additional information.
      8. Save. Click on the "Floppy Icon".
      9. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Course Skills". ".
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Select the "Skill".
      3. Save. Click on the "Floppy Icon".
    4. Expand into the details to add "Course Feedback".
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Select the "Course Feedback ".
      3. Save. Click on the "Floppy Icon".
    5. Expand into the details to add "Notes" and " Attachments".

    Figure 1:Training Plan
      

    [TOP]

    4.3.10.2 Training Schedule

    Training Schedule is used to create and maintain training programs. The training schedule captures below details:

    1. Training dates, courses and venue.
    2. Training institution and instructions
    3. Staff Enrolment
    4. Training Cost
    5. Resources utilized  in the training

    Reports 

    1. Training Schedule Listing

    Steps to create Appraisal Templates:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - The code is system generated
      2. Course Code - Select the course for the training. Courses are maintained under "Linkweb - Training and Development - Course Maintenance".
      3. Institution Code - Select the institution.  Institution are maintained under "Linkweb - HRM Maintenance - Institution".
      4. Instructor Code - Select the training instructor. Instructor is maintained under ""Linkweb - Training and Development - Instructor".
      5. Venue Code - Select the venue for training. Venue is maintained under ""Linkweb - Training and Development - Venue".
      6. Date From and Date To - Enter the start and end dates of the training.
      7. Duration - Enter the duration of the training.
      8. Duration Unit - Select the duration type. For example, the training is for 2 days then "Duration" will be 2 and "Duration Unit" will be days.
      9. Notes - This is an open text field, users can enter desired content.
      10. Status - Select the status of the training.
      11. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      12. Save.Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" next to the schedule. This will expand into the details.
      1. Go to the "Attendees" tab.
        1. Click on the "Green Plus Sign". This will open the "Edit Form".
        2. Enter below detail:
          1. Employee Code - Select the employee from the list.
            1. Employees are automatically enrolled from a active "  Training Plan ".
          2. Grade - Enter the grades obtained by the employee during the training.
          3. Notes - This is an open text field, users can enter desired content.
          4. Status - Select the enrolment status.
          5. Save - Click on the "Floppy Icon".
      2. Go to the "Cost" tab.
        1. Click on the "Green Plus Sign". This will open the "Edit Form".
        2. Enter below detail:
          1. Cost Code - Select the cost that can incur during the training. "Cost"is maintained under "Linkweb -  Training and Development - Cost Type".
          2. Date Incurred - Enter the date on which the cost incurred.
          3. Cost Centre Code - Select the the cost centre to which the cost is charged.  Select the "Cost Centre". "Cost Centre" is maintained under "Linkweb - HRM Maintenance- Cost Centre".
          4. For Who - Select the cost association entity. This is maintained under "Linkweb - Company Administration - Dropdowns - Training Schedule Cost For Who".
          5. Per What - This is maintained under "Linkweb - Company Administration - Dropdowns - Training Schedule Cost Per What".
          6. Amount - Enter the cost.
          7. Save.Click on the "Floppy Icon".
      3. Go to the "Resources " tab.
        1. Click on the "Green Plus Sign". This will open the "Edit Form".
        2. Enter below detail:
          1. Resource Code - Select the resource required for the training. "Resources" are maintained under  "Linkweb - Training and Development - Resources".
          2. Quantity - Enter the quantity of the resource that will be used.
          3. Save.Click on the "Floppy Icon".
    4. Add Notes and Attachments

    Figure 1: Training Schedule
     

    [TOP]

    4.3.10.3 Competency

    Competency  contains a list of skills and knowledge required for performance. For example, managers need "Leadership Skills", "Human Resource" knowledge and  "Time Management" skills to perform their duties and tasks.

    Competencies are added to "Training Plan" to form the training and learning contents.

    Steps to add Competency

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a competency "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the competency "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Competency 
      

    [TOP]

    4.3.10.4 Cost Type

    Cost Type  contains a list costs associated with a training. For example "Venue Hire" or "Refreshment" cost.

    Costs are added to a " Training Schedule".

    Steps to add Cost Type

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a cost "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments".

    Figure 1:Cost Type

      

    [TOP]

    4.3.10.5 Course Category

    Course Category contains a list of broader categories to group courses.   For example, courses can be grouped as "Internal" or "External" to indicate whether a course is an in-house company course or one provided by an external institution.      

    Course Category is added to a "Course".

    Steps to add Course Category

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a course category "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments".

    Figure 1:Course Category
     

    [TOP]

    4.3.10.6 Course Feedback

    Course Feedback contains a list of questions which are designed to obtain meaningful feedback from a training. Feedback from trainings improve the training contents and enhance the experience for the learners. For example, "Did the training content explain concepts and information clearly"?

    Course Feedback are added to a "Course".

    Steps to add Course Feedback

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a course feedback "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments".

    Figure 1:Course Feedback

    [TOP]

    4.3.10.7 Course Group

    Course Group  contains a list of disciplines or course topics. This is used to align the training content and map the learning outcomes. For example,
    1. A course group as "Excel for Beginners"  would have training on "Data Entry" and have a outcome as "Create and Modify Charts in Excel".
    2. A course group as "Advanced Excel"  would have training on "Data Modification" and have a outcome as "Perform Data Consolidation in Excel".

    Course Group is added to a " Course".

    Notes           

    1. Multiple courses can be created for one "Course Group".

    Steps to add Course Group

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a course group "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Description".
      3. Enter "Notes" to add additional information.
      4. Save. Click on the "Floppy Icon".
      5. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments".

    Figure 1:Course Group
     

    [TOP]

    4.3.10.8 Course Maintenance

    Course Maintenance contains full information for a course. Information include:

    1. The "Topic", "Instructor" and "Venue" for a course.
    2. Course Outline.
    3. Expected cost of the course
    4. Expected "Learning Outcomes" and "Course Feedback".

    Courses from "Course Maintenance" are used to create a "Training Plan" or "Training Schedule ".

    Steps to add Course Group

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a course "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Description".
      3. Select the "Category", "Group", "Institution" and "Instructor ".
      4. Enter the "Minimum and Maximum" classes for the course.
      5. Enter the "Estimated Cost" of the course.
      6. Enter the "Objective", "Content" and "Pre-Requisite" for the course.
      7. Enter "Notes" to add additional information.
      8. Save. Click on the "Floppy Icon".
      9. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Course Skills". ".
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Select the "Skill".
      3. Save. Click on the "Floppy Icon".
    4. Expand into the details to add "Course Feedback".
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Select the "Course Feedback ".
      3. Save. Click on the "Floppy Icon".
    5. Expand into the details to add "Notes" and " Attachments".

    Figure 1:Course Maintenance
      

    [TOP]

    4.3.10.9 Instructor

    Instructor contains a list of instructors or individuals. Instructors are the actors who "Instruct", "Teach" or  conduct "Trainings".

    A instructor is added to a "Training Schedule".

    Steps to add Instructor

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a instructor "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Name" of the instructor.
      3. Enter the "Residential Address".
      4. Select the "Country", "State" and "City".  "Country", "State" and "City" are maintained under "LinkWeb - Company Administration - Dropdown".
      5. Enter the "Post Code"
      6. Enter the "Postal Address".
      7. Enter the "Email" , "Phone" and "Mobile" number  of the instructor.
      8. Enter "Notes" to add additional information.
      9. Save. Click on the "Floppy Icon".
      10. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Instructor 
     

    [TOP]

    4.3.10.10 Resource

    Resource  contains a list equipment needed to conduct trainings. For example, a training setup can require laptops, projector and speakers.

    Resources added to a " Training Schedule".

    Steps to add Resource

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a resource "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the "Description" of the resource.
      3. Enter the available "Quantity" of the resource.
      4. Select the Venue at which the resource is located.
      5. Enter "Notes" to add additional information.
      6. Save. Click on the "Floppy Icon".
      7. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Resource

    [TOP]

    4.3.10.11 Venue

    Venue contains a list of available venues that can used to host a training.

    Notes

    1. "Venues" created in the menu are also used under "Employee Induction ".

    Steps to add Venue

    1. Click on the "Green Plus Sign". This will open the "Edit Form".  
    2. Enter below details.
      1. Enter a venue "Code". "Code" is a unique alphanumeric code to  uniquely identify each record.
      2. Enter the venue "Description".
      3. Enter the "Residential Address".
      4. Select the "Country", "State" and "City".  "Country", "State" and "City" are maintained under "LinkWeb - Company Administration - Dropdown"
      5. Enter the "Post Code"
      6. Enter the "Postal Address".
      7. Enter the "Name" , "Phone" and "Fax" number  of the contact person.
      8. Enter "Notes" to add additional information.
      9. Save. Click on the "Floppy Icon".
      10. Use the "Red X" to "Void" a record.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.
    3. Expand into the details to add "Notes" and " Attachments ".

    Figure 1: Venue
     

    [TOP]

    4.4 Inventory

    Inventory contains the following menus:

    [TOP]

    4.4.1 Product Master

    Product Master is used to create and maintain key information about an inventory item. Following components are manages under on the Product Master:
    1. Product Setup
      1. Product description and product properties.
      2. A product can have multiple barcodes
    2. Locations
    3. Product Pricing
    4. Customer Specific Prices
    5. Kit and Custom Kit Setup
    6. UOM Conversions

    Notes

    1. When creating an inventory item, the defaults will be saved if the user does not select required fields before saving the record.
    2. Users can configure the number of items to load on the product master. The default is 24.
      1. Navigate to "Link Technologies Application Folder - LinkWeb - web.config" file
      2. Locate the configuration "DefaultGridViewPageSize"
      3. Set the count against the "Value"
      4. Save

    Reports

    1. Inventory Listing
    2. Inventory Price Setup Listing
    3. Inventory Sell Price Listing

    Security Access

    The following security access are used in product master:

      Menu Code Description Access Level
     IV519Product Master  Active,Add, Edit, Delete
     IV5199 Can change "Cost Method" in menu "Inventory -> Product Master" Active
     640-13 Allow Inventory stock level view Active
     519-1 Can view/edit Inventory Product Cost in all forms and reports Active

    Steps to create Product

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. Go to the "Product Master Tab"
        1. Code- Enter a code which can be a set of alphanumeric values to uniquely identify each cycle code.
          1. Users can edit the code to change the product code.
        2. Description- Enter the detailed description of the cycle code.
        3. Category - Select the category from the list. Category is maintained under "Linkweb - Inventory - Category".
        4. Supplier - Select the supplier from the list. Supplier is maintained under "Linkweb - Inventory - Supplier Maintenance".
        5. UOM - Select the UOM from the list. UOM is maintained under "Linkweb - Inventory - Unit of Measure".
        6. Currency - Select the currency from the list. Currency is maintained under "Linkweb - Global Administration- Currency".
        7. Price Class - Select the price class from the list. Price Class is maintained under "Linkweb - Inventory - Price Class".
        8. Cost Method -  Select the cost method from the list. Cost Method is maintained under "Linkweb - Company Administration- Dropdowns - Inventory Cost Method".
          1. Average Cost - Average Cost is system controlled. Average Cost is calculated as:
            1. [(Current Instock X Current Cost) + (New Instock x New Cost)]/ (Current Instock + New Instock).
          2. Standard Cost - Standard Cost
          3. Last Cost -
        9. Status - Select the status from the list. Status is maintained under "Linkweb - Company Administration- Dropdowns - Inventory Status".
          1. Purchase - Physical items that are bought and sold at the same state.
          2. Kit - Products created in house which other purchased items.
          3. Non Quantity Bearing - Non physical items.
          4. Obsolete - Items that are not sold or are discontinued.
        10. Minimum Profit Percent - This is used calculate the minimum selling price of a product to reach profitability. For example, cost of item is $5 and the minimum Profit Percent is 20%.
          1. Assuming tax is 9%, the selling Price is calculated as $6.54 (5 x1.2x 1.09).
          2. Users will not be able to sell the item lower then $6.54.
          3. Discount will only be allowed up to $6.54.
        11. Sell Price - Enter the selling price of the product. This will update the products quantity break 1 price.
        12. Use Location Price - Tick the "Check Box" to use Location Price. This will allow users to set different prices at different locations.
        13. Discount - Tick the "Check Box" to allow discount for the product.
      2. Go to the "Stock and Other Properties Tab"
        1. UPC - Enter the "Unique Product Code" of the item.
        2. SKU - Enter the "Stock Keeping Unit"code distributed by the supplier.
        3. Cycle Code - Select the cycle code from the list. Supplier is maintained under "Linkweb - Inventory - Cycle Code".
        4. ABC Code - Select the ABC Code from the list. Status is maintained under "Linkweb - Company Administration- Dropdowns - Inventory ABC Code".
        5. Weight - Enter the weight of the product.
        6. H  - Enter the height of the product.
        7. W  - Enter the width of the product.
        8. L  - Enter the length of the product.
        9. Lot Bin - Tick the "Check Box"  if the product is a serialized item.
        10. Bulk Item - Tick the "Check Box"  to mark the item as "Bulk".
          1. Bulk Items are located separated and dispatched at sale.
          2. A bulk slip is generated at sale which is used to release goods from the bulk or warehouse.
        11. Custom Kit - Tick the "Check Box"  if the product is a it where users have the ability to select each item.
          1. For example, regular coffee. The customers can choose if they want milk or black coffee.
        12. Product Matrix - Select the matrix from the list. Supplier is maintained under "Linkweb - Inventory - Product Matrix".
          1. Product Row Matrix - Select the matrix for row.
          2. Product Column Matrix - Select the matrix for column.
        13. Allow Fraction - Tick the box to use fractions.
          1. For example an item sold as kilogram or litres will have this flag turned on. Items such as a can of coke will have this flag turned off.
          2. Rules for allow fraction is validated when a transaction is performed.
      3. Go to the "Notes Tab"
      4. Save.Click on the "Floppy Icon".

    Figure 1: Product Master

    [TOP]

    4.4.1.1 Product Master Details

    Product Master Details contains below:

    1. Product Location
    2. Item Price
    3. Customer Specific Price
    4. Barcodes
    5. Kit Items
    6. UOM Conversions
    7. Product Details - Product details are updated with the notes added in the header. These details are reflected in "Point of Sale"to give additional information about the products.
    8. Notes and Attachments.
    9. Copy - Click on the "Copy" button at the bottom to copy the product details.
      1. A new record will be created with code as {product code} (COPY).
    10. Cost Adjustments

    Steps to update Product Location

    1. Click on the "Grey Arrow"next to the product. This will expand into the details.
    2. Go to the "Location" tab.
    3. Click on the "Green Plus Sign". This will open the  "Edit Form".
    4. Enter below details:
      1. Location - Select the location from the list. Location is maintained under "Linkweb - Inventory - Location"
      2. Tax Code - Select the tax code from the list. Tax code is maintained under "Linkweb - Inventory - Tax Maintenance".
      3. Bin No - Select the bin from the list. Bin  is maintained under "Linkweb - Inventory - Location"
      4. Min, and Max stock is used for replenishment calculations.
        1. Min Order - Enter the minimum quantity that must be ordered for purchase.
        2. Min Stock - Enter the minimum stock that must be available at all times for an item.
        3. Max Stock - Enter the maximum stock that must be available at all times for an item.
      5. Last Cost - Last Cost of the item is auto updated based on cost from the last transaction of the item. For example, the last cost at which the item was bought. Users can alter the last cost.
      6. Standard Cost - Standard Cost is user defined.
      7. Available -Enter the available stock on the item.
      8. Posting Account - Select the posting account. Posting Account is maintained under "Linkweb - Inventory - Posting Account".
      9. Allow Negative
        1. Tick "Allow Negative"to allow the users to process sale of items if the available stock is not updated.
        2. "Allow Negative" is defaulted to ticked for "Purchase" items when location is automatically added.
      10. Save. Click on the "Floppy Icon".
    5. Enable the configuration " Automatically create all locations when an item is saved in Product Master" under "Linkweb - Company Administration - Configuration - Point of Sale - Inventory" for the system to add all active locations.

    Steps to update Item Price

    1. Click on the "Grey Arrow"next to the product. This will expand into the details.
    2. Go to the "Item Price" tab.
    3. Click on the "Pencil Icon".
    4. Enter below details:
      1. Enter the selling  price.
      2. Save. Click on the "Floppy Icon".

    Steps to update Customer Specific Price

    1. Click on the "Grey Arrow"next to the product. This will expand into the details.
    2. Go to the "Customer Specific Price" tab.
    3. Click on the "Green Plus Sign". This will open the "Edit Form"
    4. Enter below details:
      1. Customer - Select the customer from the list. Customers are maintained under "Linkweb - Point of Sale - Customer Maintenance".
      2. Enter the selling  price.
      3. Save. Click on the "Floppy Icon".

    Steps to add Barcodes.

    1. Click on the "Grey Arrow"next to the product. This will expand into the details.
    2. Go to the "Barcode" tab.
    3. Click on the "Green Plus Sign". This will open the "Edit Form"
    4. Enter below details:
      1. Barcode - Enter the alternative barcode.
      2. Save. Click on the "Floppy Icon".

    Steps to add Kit Items.

    1. Click on the "Grey Arrow"next to the product. This will expand into the details.
    2. Go to the "Kit Items" tab.
    3. Click on the "Green Plus Sign". This will open the "Edit Form"
    4. Enter below details:
      1. Product Code- Select the product from list. Products are maintained under "Linkweb - Inventory - Product Master".
      2. Kit Setup
        1. Quantity - Enter the quantity for the kit item.
        2. Conversion Factor - Enter the conversion factor.
        3. For example, 500g sugar is sold as each and is packed in house out of the 20kg bag of sugar.
        4. The quantity will be 1 and the conversion factor will be 0.5 as 0.5Kg will be make a 500g sugar.
      3. Order - Enter the display order, kits will be displayed in Point of Sale by order, description and product code.
      4. Save. Click on the "Floppy Icon".

    Steps to add UOM Conversion

    1. Click on the "Grey Arrow"next to the product. This will expand into the details.
    2. Go to the "UOM Conversion" tab.
    3. Click on the "Green Plus Sign". This will open the "Edit Form"
    4. Enter below details:
      1. "From UOM and To UOM".
        1. Enter the measure from which an item is converted for sales. For example, canned tuna is bought in boxes of 20 and sold as each.
      2. Conversion Factor - Enter the converting factor from one unit to another.

    Cost Adjustments

    When "Standard" or "Last Cost" costing method is used, the system performs cost adjustments. These adjustments are made to revalue the stock when the cost of an item changes.

    1. The cost adjustments are reflected in the valuation of the item and in the movement report.
    2. General Ledger Journals are created for the cost adjustments.

    Figure 1: Product Details
     

    [TOP]

    4.4.1.2 Price Structure

    Link Point of Sale allows for four levels of pricing where the prices are used by priority. Refer to Figure 1.

    Price Structure Definitions

    1. Priority 1 - Price Levels
      1. There is a maximum of ten price levels that can be configured. Price levels are unique to each inventory item, and once the different price levels are defined, they can be attached to a customer.
    2. Priority 2 - Cost + Markup
      1. The selling price of the product is calculated using the cost of obtaining the item.
      2. Tick the "Cost + Markup"check box and save the "Markup Percent".
        1. Cost does not include tax, tax will be added if the item is configured to be taxable. Assuming cost $20.00, Markup Percent is 30% and tax is 9%, selling price calculated will be (20 x 1.3 x 1.09).
    3. Product 3 - Promotional Price
      1. Promotional Price allows users to sell goods at a varying rate at specific time. For example:
      2. Tick the "Promotion"check box to enable promotional price.
        1. Enter the promotional date and time. For example, promotions start at 8am on the 15th December and ends at 11pm on the 15th January.
        2. Enter the specific promotional time in the "Time Form and Time To" fields. For example, Happy Hour from 5pm to 7pm.
        3. Select the "Promotional Days". For example, the special prices is only on Tuesdays.
    4. Priority 4 - Price Breaks
      1.  Quantity breaks without modulus
        1.  In this configuration, the first quantity break must be setup with a quantity of 1. This defines the price of a single item is sold. The next quantity break can be configured to define prices for the quantity sold.
        2. For example:
          1. Quantity Break 1, Quantity = 1, Unit Price = $100. This means that the price to sell 1 item is $100 each
          2. Quantity Break 2, Quantity = 5, Unit Price = $95. This means that the price to sell 1 to 4 items is $100 each, however if 5 or more items is sold, the price will be $95 each.
      2. Quantity breaks using modulus
        1. When modulus is turned on, notice the label "Unit price" changes to "price". This means that the price entered will be charged for multiples of the quantity breaks configured
        2. The first quantity break must be setup with a quantity of 1. This defines the price if a single item is sold. The next quantity break can be configured to define prices for the quantity sold.
        3. For example:
          1. Quantity Break 1, Quantity = 1, Price = $100. This means that the price to purchase 1 item is $100.
          2. Quantity Break 2, Quantity = 5, Price = $450. This means that the price to purchase 1 to 4 items is $100 each, however if a quantity of 5 is sold, the line total will be $450. This means the unit price will be $450 divide by 5.
        4.  If 6 items are purchased, the first 5 quantity will be sold at $450 and the 6th quantity will be sold at $100 giving the line total of $550.

    Figure 1: Product Pricing Structure

    Figure 2: Price Setup
     

    [TOP]

    4.4.1.3 Prescription Admin Fee

    Administration Fee records fees charged to a product sold under prescription. Items in the administration fee list will use the fee defined in this screen instead of the configured default fee.


    The following functions are available:
    1. Add/Edit/Delete Administration fee.
    2. To add a item (Item should be created on the "Product Master"). Click on the "Green Plus Sign". Type few characters of the "Product Code" or "product description" for the item to appear on the dropdown. (The dropdown uses incremental search as we can not load thousand records in the dropdown.)
    3. Enter the Fee. Note fee is tax inclusive.
    4. Enter the "Effective Date"
    5. Save.

    Figure 1: Administration Fees

     

    [TOP]

    4.4.2 Stock Adjustment

    When you need to add new inventory with an initial value or make adjustments to on hand inventory levels, you use the Stock Adjustment transaction option. Regardless of the type of transaction that you perform, the application assigns issue numbers to each adjustment performed. This lets you track changes to determine when and why adjustments were made.

    Stock Adjustment  is used to created and maintain inventory adjustments. Inventory adjustment is used to increase or decrease stock levels at a cost.

    The following functions are available:

    1. Create a stock adjustment
    2. Post Adjustment
    3. Reports

    1. Steps to create a stock adjustment 

    1. Enter the following details:
       Field  Description
       Adjustment No  Adustment Number is system assigned. Refer to configuration: "Next Adjustment No"
       Adjustment Date   This field is systematically updated. The system by default is set to the date that the adjustment was done.
       Location  Refer to Location Maintenance
       Document No  Document reference number
       Reason   The Reason field is applicable to specify why an adjustment was done for the selected item/items. For example, if you reduce inventory as the result of physical inventory, you can use the reason to indicate that the items sustained water damage and had to be discarded.
       Notes  Free text field to capture any additional information about the adjustment

    2. Expand the record and enter the item details:
       Field  Description
       Product  Select the code for the item you want to adjust
       Direction   Select the movement direction.
      1. In - "In" will increase the stock count. Security access "IV5201-1 - Can create items for "Adjustment IN" in menu "Inventory -> Stock Adjustment"" is used to enable adjustment IN.
      2. Out - "Out" will reduce the stock count .  Security access "IV5201-2 - Can create items for "Adjustment OUT" in menu "Inventory -> Stock Adjustment"" is used to enable adjustment OUT.
       Quantity  Enter the quantity for adjustment
       Unit Cost  Enter the unit cost of the product. By default the products cost is loaded when the item is selected.

    3. For Lot/Serial and Product Matrix items, expand the item and enter the item breakdown:
      1. Lot Serial
         Field  Description
        Lot Bin Items (Tab 1)
         Bin No  Select the bin from the list
         Lot Serial  Enter the Lot Serial Number
         Expiry Date  Enter the Expiry Date
         Quantity  Enter the quantity for adjustment
         Notes  Free text field to capture any additional information about the record
        Auto Create Lot/Bin Items (Tab 2)
         Auto Create  Tick the box "Auto Create" to enable "Auto Create" options
         Quantity  Enter the quantity for adjustment
         Mask

         Enter a mask for the serial number.
         For example, LB####. This will generate numbers as LB0001, LB0002, etc
         Start Number  Starting number to generate the mask from.
         For example, Mask: LB#### Start Number: 15. This will generate numbers as LB0015, LB0016, etc
         Quantity Per Line

         Quantities per line
         For example, Quantity: 10 Quantity Per Line: 3. This will generate 4 lines as follows:
         Line 1: quantity = 3
         Line 2: quantity = 3
         Line 3: quantity = 3
         Line 4: quantity = 1
         Bin No  Select the bin from the list
         Expiry Date  Enter the Expiry Date
         Notes  Free text field to capture any additional information about the record

      2. Product Matrix
         Field  Description
         Matrix Row / Column  Automatically populated to form a matrix of rows and columns for the item
         Bin No  Bin Number for the item
         Available  Available stock for the item in this row/column/bin
         Adj In  Displays the quantity for adjustment In
         Adj Out  Displays the quantity for adjustment Out
         Quantity  Enter the quantity for adjustment

    2. Post Stock Adjustment 

    1. Assign access to menu "IV5202 - Can Post in menu Inventory -> Stock Adjustment"
    2. Tick the record to post then click "Post Adjustment". On failure or error, check the messages under "Notes and Attachments" tab.

    3. Reports

    1. Inventory Adjustment Report

    Figure 1: Stock Adjustment
     

    [TOP]

    4.4.3 Stock Take

    Stocktake involves physical counting of all items held in inventory. Stock Take allow businesses to keep an accurate track of the physical stock, what's been sold, and what hasn't.

    Notes

    1. A Cycle Code is required to create a Stock Take. It determines which products will be included in the stock take.
      1. For example, items A1001 and A1002 have  the cycle code as "Weekly". Items B1001 and B1002 have the cycle code as "Daily".  If a stock take is created  with cycle code "Weekly" only items A1001 and A1002 will appear in the stock take
      2. Cycle Code is tagged to inventory in the Product Master .
    2. "Inventory Bins" are used to conduct stock take by  shelves or racks. For example, Supermarket A  has 10 shelves, shelve 1 has all baby products. A stock take can be created for shelve 1, users can count and update the stock take for all baby products and then start the stock count for shelve 2.
    3. Users can configure the stock take to exclude items from the stock take which has instock as 0.
      1. Set the value for the configuration "Create Stock take where available is not equal to zero " to Yes under Inventory Configuration .
    4. If an item is already part of an open stock take it will not be included new stock takes created. Users can void the existing stock take and create a new one.
    5. "Product Matrix" and "Lot Bin" items in the adjustment will be highlighted in red if the matrix and serial numbers have not been updated.
    6. A stock take adjustment will be created for inventory where the counted value does not equal to current instock value. For example,  the current instock for item PC1001 is 10, user updates the physical count of the item as 9, system will create an adjustment of -1.
    7. Users can disable security access "Stock Level View" to hide the instock value for a stock take.

    Reports

    1. Stock Take Count Sheet - Once a stock take has been created, users can print this report to count and enter the stock values. The report is then submitted to the inventory user to update the count in LinkSOFT.
    2. Stock Take Variance Report - The variance report shows the difference between the stock count in LinkSOFT and the physical stock count. Variance can be obtained by the cost of an item or the selling price of the item.

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps to create stock take:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Location - Select the location from the list.
        1. Location is maintained under "Linkweb - Inventory - Location"
      2. Cycle Code - Select the cycle code from the list.
        1. Cycle Code is maintained under "Linkweb - Inventory - Cycle Code"
      3. Product - Select the product from the list to create stock take for a item. 
        1. Products are maintained under "Linkweb - Inventory - Product Master" .
        2. If the stock take should include all products within a cycle code, do not select a product.
      4. Category - Select the category from the list.
        1. Category  is maintained under "Linkweb - Inventory -Category "
      5. Sub Category - Select the sub- category from the list.
        1. Sub Category  is maintained under "Linkweb - Inventory - Sub Category "
      6. Bin No  - Select the bin from the list.
        1. Bin   is maintained under "Linkweb - Inventory - Bin "
      7. Notes - Users can enter referential notes.
      8. Save. Click on the "Floppy Icon". This will create the stock take based on the selections.
        1. The "Command" tab will be updated with the "Counts Entry" link. Refer to Figure 1 and 2.
        2. Clicking on the link will open the "Stock Count Entry" sheet on a new tab. Users can directly enter the count amount in the "Count" column.
        3. Use the "Preview Changes" and "Save Changes" button at the bottom of the page to make save details.
      9. Expand into the details to view and add items to the stock take.
        1. Click on the "Pencil Icon" to edit the count amount.
        2. Click on the "Green Plus Sign" to add an item to the stock take.
    3. To update a  stock take click on the "Post Stock take" button. This will update the count values in the Product Master. Refer to Figure 3.
      1. Users need access to "Can Post Inventory Stock Take".
    4. The status will be updated to show the stock take progress.Users can view the "Notes" under "Notes and Attachments" to view the log for failed record.

    Figure 1: Stock Take

    Figure 2: Stock take Counts Entry

    Figure 3:   Post Stock take
     

    [TOP]

    4.4.4 Stock Transfer

    Stock Transfer allows movement of inventory from one location  to another in an organization.

    Reports

    1. Inventory Transfer Listing
    2. Inventory Transfer Barcode
    3. Inventory Transfer Delivery Note

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps to request a transfer:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details. Refer to Figure 1.
      1. Location From - Select the location from which the transfer is requested.
      2. Location To -  Select the location to which the transfer is sent.
      3. Freight - Enter the freight or cost of the transfer.
        1. The freight cost can be added to the cost of inventory. Users can define the cost contribution method under "Linkweb - Company Administration - Configuration - Inventory".
      4. Date Shipped and Date Received - This is auto updated.
      5. Notes - Users can enter referential notes.
      6. Save. Click on the "Floppy Icon". The status of the transfer will be "Request".
        1. Expand into the details to enter the products to transfer
        2. Click on the "Green Plus Sign". This will open the "Edit Form".
        3. Enter below detail:
          1. Product Code
          2. Request - Enter the request quantity.
          3. Save. Click on the "Floppy Icon".
      7. Select the record and click on "Submit". The status of the transfer will be updated to "Submitted" and sent for shipment.

    Steps to Ship a Transfer

    1. Expand into the details of the transfer.
    2. Update the ship quantity, "Lot Bin" and "Product Matrix" details. Refer to Figure 2.
    3. Select the record and click on "Ship" button. The status of the transfer will be updated to "Transit".

    Steps to Ship a Transfer

    1. Expand into the details of the transfer.
    2. Update the receiving quantity, "Lot Bin" and "Product Matrix" details. Refer to Figure .
      1. Users can disallow users from changing the receiving quantity. This is configured under "Linkweb - Company Administration - Configuration - Inventory".
    3. Select the record and click on "Receive" button. The status of the transfer will be updated to "Received".

    Figure 1: Transfer Request

    Figure 2: Transfer Ship
     

    [TOP]

    4.4.5 Stock Replenishment

    Stock Replenishment is a functionality that allows users to purchase or transfer inventory based on the "Minimum and Maximum" stock levels and "Minimum Order".

    Pre-requisites

    1. Update the "Minimum Stock, Maximum Stock and Minimum Order" of the items in the Product Master.
    2. Enable process "SYS001" - Server process used to prepare alerts and complex computations.
    3. Enable the "Requisition Alert" and configuration the "Email Address" under "Linkweb - Company Administration - Configuration - Purchasing".

    Steps to create replenishment:

    Table 1: Replenishment Criteria

    Replenishment Criteria

    Description

    Criteria

    Selected

    Stock level

    Min

    InStock

    No

    Existing PO

    No
    • This criteria will list all stock where the "Available Stock" is LESS THAN the "Minimum Stock".
    • Purchase Order will be created with the quantity that is  set as the "Min Order".
    • For example, Product ABC1001  has "Min Stock" as set 5,  "Min Order" as set 10 and current "Available Stock" is 3, Purchase Order will be created with quantity as 10.

    Criteria

    Selected

    Stock level

    Min

     Instock

    Yes

     Existing PO

    No
    • This criteria will list all stock where the "Available Stock" is LESS THAN the "Minimum Stock".
    • Purchase Order quantity will be calculated as "Min Stock" - "Available Stock".
    • For example, Product ABC1001, has  "Min Stock" as set 5 and current "Available Stock" is 3, then Purchase Order will be created for quantity as 2.
    • However, if order is LESS THAN the "Min Order" then reorder  will be the "Min Order". For example, Product ABC1001, has  "Min Stock" as set 5,  "Min Order" as 10 and current "Available Stock" is 3,  purchase order should be created with quantity 2, but 2 is less than 10 which is the "Min Order" hence PO will be created with quantity as 10.

    Criteria

    Selected

    Stock level

    Min

    Instock

    Yes

    Existing PO

    Yes
    • This criteria will list all stock where the "Available Stock" is LESS THAN the "Minimum Stock".
    • Purchase Order quantity will be calculated as "Min Stock" - ["Available" + "Exiting Purchase Order Quantity"]. 
    • For example, Product ABC1001, has "Min Stock" as set 5,current "Available Stock" is 3 and a Purchase Order is open with order quantity as 1 then the reorder quantity through replenishment will be 1.
    • However, if order is LESS THAN the "Min Order" then reorder will be the "Min Order". For example, Product ABC1001, has "Min Stock" as set 5, "Min Order" is set as 10, current "Available Stock" is 3 purchase order should be created with  quantity as 1 ,but 1 is less than 10 which is the "Min Order" hence PO will be created with quantity as 10.

    Criteria

    Selected

    Stock level

    Max

     Instock

    No

     Existing PO

    No
    • This criteria will list all stock where the "Available Stock" is LESS THAN the "Maximum Stock".
    • Purchase Order will be created with the quantity that is  set the "Max Stock".
    • For example, Product ABC1001, has the "Max Stock" as set 5 and current "Available Stock" is 3, Purchase Order will be created with quantity as 5.
    • However, if order is LESS THAN the "Min Order" then reorder  will be the "Min Order". For example, Product ABC1001, has  "Max Stock" as set 5,  "Min Order" as 10 and current "Available Stock" is 3 then purchase order will be created with quantity as 10.

    Criteria

    Selected

    Stock level

    Max

    Demand – Instock

    Yes

    Supply - Existing

    No
    • This criteria will list all stock where the "Available Stock" is LESS THAN the "Maximum Stock".
    • Purchase Order quantity will be calculated ax "Max Stock" - "Available".
    • For example, Product ABC1001, has the "Max Stock" as set 5 and current "Available Stock" is 3, Purchase Order will be created with quantity as 2.
    • However, if order is LESS THAN the "Min Order" then reorder  will be the "Min Order". For example, Product ABC1001, has  "Max Stock" as set 5,  "Min Order" as 10 and current "Available Stock" is 3,  purchase order should be created with quantity 2, but 2 is less than 10 which is the "Min Order" hence PO will be created with quantity as 10.

    Criteria

    Selected

    Stock level

    Max

     Instock

    Yes

     Existing PO

    Yes

    		  
    • This criteria will list all stock where the "Available Stock" is LESS THAN the "Maximum Stock".
    • Purchase Order quantity will be calculated ax "Max Stock" -  ["Available" + "Exiting Purchase Order Quantity"]. 
    • For example, Product ABC1001, has "Max Stock" as set 5,current "Available Stock" is 3 and a Purchase Order is open with order quantity as 1 then the reorder quantity through replenishment will be 1.
    • However, if order is LESS THAN the "Min Order" then reorder will be the "Min Order". For example, Product ABC1001, has "Min Stock" as set 5, "Min Order" is set as 10, current "Available Stock" is 3 purchase order should be created with  quantity as 1 ,but 1 is less than 10 which is the "Min Order" hence PO will be created with quantity as 10.

    Figure 1: Create Replenishment
    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Product - Select the product from the list.
        1. Products are maintained under "Linkweb - Inventory - Product Master" .
        2. If the replenishment should include all products  do not select a product.
      2. Location - Select the location from the list.
        1. Location is maintained under "Linkweb - Inventory - Location"
      3. Category - Select the category from the list.
        1. Category  is maintained under "Linkweb - Inventory -Category "
      4. Supplier  - Select the supplier the list.
        1. Supplier   is maintained under "Linkweb - Inventory - Supplier Maintenance".
        2. If a supplier is not selected then the purchase order will be created for the "default" supplier in the supplier maintenance.
      5. Replenish Type - Select the replenishment type from the list. Refer to Table 1 for replenishment criteria.
      6. In Stock - If "InStock" is enabled system will use the available stock to compute the quantity to order. Refer to Table 1.
      7. Existing PO - If "Existing PO"  is enabled system will use the order quantity in a open purchase order to compute the new quantity to order.Refer to Table 1.
      8. Transfer From - Select the location from which the item should be transferred.
      9. Save. Click on the "Floppy Icon".
      10. Expand into the details to view the replenishment details
        1. Users can add other items that will be included in the purchase order.
          1. Click on the "Green Plus Sign".
          2. Enter below details:
            1. Product, Location, Supplier, Quantity and Unit Cost.
    3. To create the "Purchase Order" or "Transfer" select the replenishment and click on the "Create PO" or "Create Transfer" button.
    4. The status will be updated to show the replenishment progress.Users can view the "Notes" under "Notes and Attachment" to view the log for failed record.

    Figure 2: Create Purchase or Transfer
     

    [TOP]

    4.4.6 Purchase Request

    Purchase Request is used to request the purchase of a specific item. The requester creates and submits a request with the products and purchase quantity. The request is then approved to create a purchase order.

    For example, the "Human Resource (HR)" department has advertised a vacancy and analysed that a new laptop will be needed for the staff to use. HR will request the purchase of the laptop which is  approved by Finance before the purchase order can be created.

    Reports

    1. Purchase Request Form
    Pre-requisites
    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps to create a purchase request:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Location - Select the location from the list.
        1. Location is maintained under "Linkweb - Inventory - Location"
      2. Date Request - Enter the date the request was made.
      3. Description - Enter the purpose of the purchase request.
      4. Reference - Users can enter referential notes.
      5. Save. Click on the "Floppy Icon". This will create the purchase request.
        1. Expand into the details to enter the product details.
        2. Click on the "Green Plus Sign". This will open the "Edit Form".
          1. Enter below details:
            1. Part No - Select the product to purchase.
              1. The product list is maintained under "Linkweb - Inventory - Product Master".
            2. Description - Enter the description of the non-inventory or miscellaneous items to purchase. 
            3. Quantity - Enter the purchase quantity.
            4. Notes Request - Users can enter referential notes.
            5. Save.Click on the "Floppy Icon". This will add the product to the request.
            6. Expand into the details to define the "Product Matrix" for products with matrix setup .
              1.  For example "Shirts" can have "Size and Colour" as matrix. User can then request 2 Large Black Shirts.
    3. Select and "Submit" the request for approval. Users can copy the request using the "Copy" button.
    4. The status will be updated to show the request progress.Users can view the "Notes" under "Notes and Attachments" to view the log for failed record.

    Figure 1: Purchase Request

    Figure 2: Purchase Request Details
     

    [TOP]

    4.4.7 Request Approval

    Request Approval contains all purchase request submitted for approval. The approval is created for each item in the purchase request.

    For example, Request 1 has items A, B and C. When the request is submitted 3 records with request number 1 will be created for approval. Users can approve or 3 or selective items for the request.

    Notes

    1. Request Approval uses the "Approval Workflow".  Create the workflow and add users who can approve the request.
    2. Assign the workflow to the users on the"User Maintenance".
    Pre-requisites
    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

     Steps to approve or reject a request:

    1. Expand into the details of the request to view the products and the product matrix. Refer to Figure 1.
    2. Click on the "Pencil Icon". This will open the "Edit Form" to enter the "Approver Comments".
    3. Select the request. Click the "Check Box" next to the request.
    4. Click on the "Approve" or "Reject" button.
      1. Once a request is approved it is  removed from the "Request Approval" screen. The approved request will be updated under "Purchase Quote".
      2. If the request is rejected it is  removed from the "Request Approval" screen. The purchase request detail is updated for show that the item has been rejected for purchase.

    Figure 1: Approve Purchase Request
     

    [TOP]

    4.4.8 Purchase Quote

    Purchase Quote is used process approved purchase requests.

    1. Users can "Request for Quotation" for the products.
    2. Users can edit request with creditor, quantity and pricing details to create the "Purchase Order".

    Reports

    1. Purchase Request Quote

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps to create a request for a quotation.

    1. Click on "Load and Consolidate Approve Requests".  This will load all approved purchase request. The status of the quote will be "New".
    2. Users can "Allocate Group" to consolidate individual purchase request to create a request for quotation. Refer to Figure 1.
      1. Type the group name in the "Group Name to Allocate" field.
      2. Select the purchase request and click on "Allocate Group" button.
      3. The group name will be added to the "Reference" field.
        1. Click on "Remove Group" to unallocate group.
      4. Generate the " Purchase Request Quote" report.
      5. Submit this to get quotations for the purchase. The status of the request will be updated to "Quote Sent".

    Steps to create a purchase order from the purchase quote:

    1. Click on the pencil icon to edit the record.
    2. Enter below details. Refer to Figure 2.
    3. Creditor -  Select the creditor or supplier from who the products will be purchase.
      1. Suppliers are maintained under "Linkweb - Inventory - Supplier Maintenance".
    4. Currency - Select the currency from the list.
      1. Foreign currencies and buying exchange rate is set under "Linkweb - Global Administration - Currency".
    5. Tax Code - Select the tax applicable for the purchase order.
    6. Suppliers are maintained under "Linkweb - Inventory - Tax Maintenance".
    7. Unit Price - Enter the purchase price of the item.
    8. Quote Notes - Enter referential notes from the quotation.
    9. Purchase Notes - Enter referential notes for the purchase order.
    10. Save . Click on the "Floppy Icon".
    11. Click on "Create PO" button to create the Purchase Order. The request will be removed from the screen.

    Figure 1: Allocate Group

    Figure 2: Create Purchase Order

    [TOP]

    4.4.9 Purchase Order

    Purchase Order is a document that is issued to a supplier or vendor to confirm purchase of goods or services. It contains details of the products, quantity of purchase and pricing information.

    Purchase Order process includes the following steps.

    1. Create purchase order.
    2. Approve the purchase order.
    3. Print and submit the purchase order to the supplier.
    4. Receive items.

    Notes

    1. A purchase order can be created any of the following options
      1. Stock Replenishment  
      2. Purchase Request  
      3. Purchase Order
    2. Enable access to "Can create MISC items in "Purchase Request" / "Purchase Order" to create create purchases for non-inventory items.
    3. LinkSOFT allows users to create purchase orders for local and foreign suppliers.
      1. Configure the "Exchange Buy Rate" on the menu "Global Administration -> Currency". These rates need to be entered under the "Home" currency code.
    4. Purchase Orders can be created with a "Unit of Measure Conversion"(UOM). For example,
      1. Product A is sold as each, however, the supplier delivers product A in a box.  Each box contains 10 pieces of product A.
      2. A purchase order can be created with the UOM "BOX" which will update the stock as 10 when the box is received in LinkSOFT.

    Reports

    1. Purchase Order Status
    2. Purchase Order Reprint

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.
    2. To automatically close the purchase order after a configured number of days, enable plugin "POS001" - Close purchase order after a number of days specified from purchase order date.

    Steps to create a purchase request:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details. Refer to Figure 1.
      1. Date PO - Enter the purchase order date. The date is defaulted to the current day.
      2. Location - Select the location from the list.
        1. Location is maintained under "Linkweb - Inventory - Location"
      3. Creditor - Select the creditor or supplier from who the products will be purchase.
        1. Suppliers are maintained under "Linkweb - Inventory - Supplier Maintenance".
      4. Attention Name
      5. Attention Phone
      6. Currency - Select the currency from the list.
        1. Foreign currencies and buying exchange rate is set under "Linkweb - Global Administration - Currency".
        2. Edit the "Purchase Order" header and save the record whenever the rates are changed.
      7. Description - Enter the purpose of the purchase request.
      8. Reference - Users can enter referential notes.
      9. Save. Click on the "Floppy Icon". This will create the purchase request.
        1. Expand into the details to enter the product details.
        2. Click on the "Green Plus Sign". This will open the "Edit Form".
        3. Enter below details:
          1. Part No
          2. FOC Ordered
          3. Notes Purchase
          4. Save. Click on the "Floppy Icon". This will create the purchase request.
            1. Each line is added to a "Quote" link. This contains "Supplier Quotes", "Sales Analysis" and "Instock" information of the product.
          5. Expand into the details to define the "Product Matrix" for products with matrix setup . Refer to Figure 2. 
            1. For example "Shirts" can have "Size and Colour" as matrix. User can then request 2 Large Black Shirts.
    3. Users need to "Submit" the purchase order for approval. Users can "Copy" and create a new purchase order with the existing items.
    4. The status will be updated to show the purchase order progress.Users can view the "Notes" under "Notes and Attachment" to view the log for failed record.

    Figure 1 : Purchase Order
     

    Figure 2: Purchase Order Details

    [TOP]

    4.4.10 Purchase Approval

    Purchase Approval allows users to validate the purchase order details and approve or reject the order for buying.

    1. Purchase Order approval uses the "Approval Workflow ".  Create the workflow and add users who can approve the request.
      1. Users added to the workflow will be able to approve purchase orders.
    2. Assign the workflow to the users on the "User Maintenance ".

    1. Prerequisites
    Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    2. Steps to approve or reject a purchase order:

    1. Expand into the details of the purchase order to view the products and the product matrix. Refer to Figure 1.
      1. Click on the "Red X"  to delete items that should not be approved for purchase.
    2. Click on the "Pencil Icon". This will open the "Edit Form" to enter the "Approver Comments".
    3. Select the purchase order.
      1. Click the "Check Box" next to the request.
    4. Click on the "Approve" or "Reject" button.
      1. Once a purchase order is approved it is  removed from the "Purchase Approval" screen. Users can then receive the purchase order.
      2. If the request is rejected it is  removed from the "Purchase Approval" screen. Purchase Order status is updated to "Rejected".

    3. Automatically Email Purchase Order
    The following configuration is used to automatically email purchase orders to suppliers.

      Code Description Default Value
     PUR.EmailPurchaseOrderToSupplier

    Send an email when a "Purchase Order" is "Approved". This alert is sent to the supplier with purchase order attachment.

    This alert uses Document Template "Email Purchase Order To Supplier"
      Tags Sample Alert
    {@SupplierName}
    {@PurchaseOrderNumber}
    {@CompanyName}
    {@CompanyPhone}
    {@CompanyEmail }    		Dear {@SupplierName}

    Attached is Purchase Order No {@PurchaseOrderNumber}.

    Yours sincerely,

    {@CompanyName}
    Phone: {@CompanyPhone}
    Email: {@CompanyEmail}

    		 N

    Figure 1: Purchase Order Approval

    [TOP]

    4.4.11 Purchase Receive

    Purchase Receive is used to receive  approved purchase orders.

    Reports

    1. Purchase Order Received Report
    Pre-requisites
    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps to Receive Purchase Order:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. Receive Date - This is the date the purchase order is received in the system. The date is current date by default.
        1. Users with access to "Change Receive Date on "Receive Purchase"screen"  can change the receiving date.
      2. Order Number - Select the purchase order to receive.
      3. Supplier Reference - Enter the supplier reference for the purchase order, for example, the invoice number from the supplier.  Supplier reference should be unique for a supplier.
    3. Save. Click on the "Floppy Icon".
      1. Expand into the details to update the "Cost", "Receiving Quantity" and "Free of Cost (FOC) quantity. Refer to Figure 1.
        1. The receiving quantity is defaulted to the ordered quantity. Users can disable configuration "Automatically fill receive quantity when receiving purchase order" to enter a different quantity to receive.
        2. Enter the "Receiving and FOC "quantity for "Lot Bin" and "Product Matrix" items in the details. Refer to Figure 2.
    4. Select the record and click on the "Post" button to update the purchased quantity on the Product Master. Refer to Figure 3.
      1. Users need to have access to "Can POST Purchase Receive".
      2. When a purchase order is posted, the supplier is updated on the "Product Master".
      3. Enable the configuration to "Automatically Post Purchase Order to Accounts Payable (Y/N)" for financial integration. This will create the creditor Invoice" and "General Ledger" journals for the purchase order.

    Figure 1: Purchase Receive

    Figure 2: Receive Lot Bin or Product Matrix Items

    Figure 3: Post Purchase Order

    [TOP]

    4.4.12 Valuation

    Inventory Valuation is the cost associated with inventory at the end of a current period. LinkPOS values inventory monthly based on POS transactions.

    1. Steps to Setup Valuation:

    1. Go to "Company Administration -> Processes"
      1. Expand process "POS012" and enter the "Valuation Start Date".
      2. Enable process "POS012". Review POS Processes for the functionality of the processes.
    3. Review the "Valuation" page to monitor the Valuation progress. Refer to Figure 1.
      1. Click on the "View" link to see valuation per location.
      2. Click on the "Grey Triangle" next to the "Location Code" to see valuation of each item. Refer to Figure 2.
      3. Users can also review "Inventory Valuation Report" and "Inventory Movement Summary & Valuation" for valuation data.

    2. Note

    1. Valuation is computed from the "Valuation Start Date" configured in process "POS012". All entries prior to this date is removed.
    2. Entries in valuation are created when a new month starts.
    3. During the month, the valuation of an item is recalculated based on the items transactions.
    4. The valuation of an item can be adjusted manually by editing the valuation record. The variance as a result of the edit is created as a valuation adjustment in the items movement.

    Figure 1 : Valuation Progress

    Figure 2 : Valuation per Item

     

    [TOP]

    4.4.13 Valuation GL Process

    Valuation GL Process  compares LinkPOS and Financial Valuation. GL Valuation also creates a Journal with the difference  that can be posted to the financials to balance the GL accounts.

    Steps to run GL Valuation:

    1. Enable "POS013".Review POS Processes for the functionality of the processes.
    2. Create a "New Entry" on the GL Valuation Page
      1. "Batch ID"  is system generated.
      2. "User Created" is the user who has created the batch. This is system populated.
      3. "Date Created" is the date on which the batch was created. This is system populated.
      4. "Period End Date"  users need to select the Period for valuation. Period End date should be the last day of the month.
      5. "Status" will be automatically updated with the valuation process
        1. "New" status indicates that the entry is new.
        2.  "Invalid" status indicates that there are error with data validation. Click on the "Grey Triangle"  to expand into the details to view the notes.
        3. "Complete" status indicates that GL Valuation has been successfully completed.
      6. "Recalculate", users can recalculate the GL amounts after new transactions.
        1. To recalculate a batch, edit the batch, tick the "Recalculate" option and save.
      7. "Create Journal",  users are required to check "create journal"  which will post the journals into the Financial. It is recommended to post journals after all verifications. Once journal has been posted it can not be recalculated.
        1. To post a journal, edit the batch, tick the "Create Journal" option and save.
      8. "Count" displays the number of items in the valuation list.
      9. "Total Value" states the total difference in Financial and LINK valuation.
    3. Click on the "View" link to see GL valuation entries
      1. The details will show the difference in Financial  and LINK Valuations.
      2. Contain a journal with the difference.
      3. Valuation for each item with respect to its Cost of Golds sold accounts.

    Notes:

    1. Users must pots transactions in the financial database before running the period valuation.
    2. Validation will check for any unposted adjustments, purchase received in LINKSOFT for the period.
    3. A user can choose to run the valuation for a period multiple times provided prior valuations are closed.
    4. A user can initiate a valuation by month as long as the period is open in the financial database.

    [TOP]

    4.4.14 Category

    Category is used to create and maintain categories and sub categories. Product Category is used to group and manage similar inventory items. Users can analyse high selling items by category.

     For example :

    Category and Sub Categories are required for product creation.If users do not prefer categorizing items, users can use the default (DEF) category on the system.

    Report

    1. Inventory Category Listing
    2. Inventory Sub - Category Listing

    Steps to create categories:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details for the category:
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each category.
      2. Description - Enter the detailed description of the category.
      3. Notes  - This is an open text field, users can enter desired content.
      4. Default - Tick the "Check Box", to mark it as default. Users can mark a category as default whereby if a user creates an inventory and does not select the category, the item will be created with the default category.
      5. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      6. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" to expand into the details:
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Enter below details for the sub-category:
        1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each sub-category.
        2. Description - Enter the detailed description of the sub-category
        3. Notes  - This is an open text field, users can enter desired content.
        4. Default - Tick the "Check Box", to mark it as default. Users can mark a sub-category as default whereby if a user creates an inventory and does not select the sub-category, the item will be created with the default sub-category.
        5. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
        6. Save. Click on the "Floppy Icon".

    Figure 1: Category

    [TOP]

    4.4.15 Cycle Code

    Cycle Code  is used to created and maintain frequencies  at which an inventory item is to be counted; for example, weekly, monthly, or quarterly. Cycle Code is tagged to inventory on the Product Master and is used to create Stock Take.

    Report

    1. Inventory Cycle Code Listing

    Steps to create cycle code:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each cycle code.
      2. Description - Enter the detailed description of the cycle code.
      3. Notes  - This is an open text field, users can enter desired content.
      4. Default - Tick the "Check Box", to mark it as default.Users can mark a cycle code as default whereby if a user creates an inventory and does not select the cycle code, the item will be created with the default cycle code.
      5. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      6. Save. Click on the "Floppy Icon".

    Figure 1: Cycle Code
     

    [TOP]

    4.4.16 Location

    Location stores list of all physical locations for Point of Sales. Locations are used for inventory management and retail movement. Location contain below components

    1. List of operating locations.
    2. Location "Next Number Mask" - "Next Number Mask" is used to define the sequence numbers of the transactions in Point of Sales. For example,
      1. Transaction 1 - TX00001
      2. Transaction 1 - TX00002
      3. Transaction 1 - TX00003
    3. Location Bins - Inventory bins are used to store and sort items as it allows users to know where each item is located. Bins can be defined as rack numbers, rows or shelve numbers.
      1. Bins are used to create stock take.

    Reports

    1. Inventory Bin Listing
    2. Inventory Location Listing

    Steps to create Location:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each location.
      2. Name  - Enter the name of the location.
      3. Address 1 to 5 - Enter the physical address of the location.
      4. Phone - Enter the phone number of the location.
      5. Contact Name - Enter the name of the person to contact for any queries at the location.
      6. Comment - This is an open text field, users can enter desired content.
      7. Default Tax Code -  Select the tax code from the list. Default Tax is automatically tagged to a Product when inserting the location. Tax codes are maintained under "Linkweb - Inventory -Tax Maintenance".
      8. Location Mask - Location Mask is a user defined code to uniquely identify the Location. Location Mask should be only 2 characters which is the prefix of the next transaction ID number.
      9. Allow Stock Update -Allow Stock Update should be ticked for a location to allow users to update stock take, inventory adjustment, purchasing and POS Transactions.
      10. Default - Tick the "Check Box", to mark it as default.Users can mark a location as default whereby if a user creates an inventory and does not select the location, the item will be created with the default location.
      11. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      12. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" to expand into details: 
      1. Go to the "Next Number Masks" tab.
        1. Click on the "Pencil Sign". This will open the "Edit Form".
        2. Enter below details:
          1. Transaction Mask - Enter the prefix of the next transaction ID number. 
          2. Number Mask - Enter the serial number (to be used between the prefix and suffix) for the next transaction ID number.
          3. Next Number  - Enter the suffix part of the next transaction ID number.
        3.   Save. Click on the "Floppy Icon".
      2. Go to the "Location Bins" tab.
        1. Click on the "Green Plus Sign". This will open the "Edit Form".
        2. Enter below details:
          1. Bin Code - Enter a code which can be a set of alphanumeric values to uniquely identify each bin.
          2. Name - Enter the detailed description of the bin.
          3. Comment - This is an open text field, users can enter desired content.
          4. Default - Tick the "Check Box", to mark it as default.Users can mark a bin as default whereby if a user creates an inventory and does not select the bin, the item will be created with the default bin.
          5. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
          6. Save. Click on the "Floppy Icon".

    Figure 1 : Location
     

    [TOP]

    4.4.17 Posting Account

    Posting Account contains General Ledger account.These accounts are used to create journals in the FMIS database when Back office transactions are posted.

    Posting Accounts are used on below menus:

    Notes:

    1. General Ledger accounts should be present in the FMIS database for successfully integration

    Steps to create Price Class

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each posting account.
      2. Description - Enter the detailed description of the posting account.
      3. Enter the "General Ledger Accounts" for the below: 
        1. Asset
        2. Sales
        3. Returns
        4. Cost of Goods Purchased
        5. Cost of Goods Sold
        6. Cost Variance
        7. Work In Progress
        8. Transfer
        9. Transfer Variance
        10. Quality Control
        11. Unearned Revenue
        12. Tax
        13. Purchase Commitment
        14. Sales Commitment
        15. Clearing Account
        16. Adjustment Write ON
        17. Adjustment Write Off
      4. Notes - This is an open text field, users can enter desired content.
      5. Default - Tick the "Check Box", to mark it as default.Users can mark a posting account as default whereby if a user creates an inventory and does not select the posting account, the item will be created with the default posting account.
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      7. Save. Click on the "Floppy Icon".

    Figure 1 : Posting Account
     

    [TOP]

    4.4.18 Price Class

    Price Class can be used to sell different products from the same manufacturer at the same price.For example,

    A can of Coke is sold at $1.50 each. A can of Fanta is sold at $1.50 each. If customers buys a can of Coke and Fanta together it will only cost $2.35.We can set a Price Class with a Modulus price of 2 for $2.30 and tag it both the products.

    Notes:

    1. Price Class will override "Product Price" and "Location Price" setup.
    2. If Promotional Price and Modulus are both set for a Price Class, system will use the promotional price.

    Reports

    1. Inventory Price Class Listing

    Steps to create Price Class

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each price class.
      2. Description - Enter the detailed description of the price class.
      3. Tax Code
      4. Promotion
      5. Date Time To/ Date Time To
      6. Time From / Time To
      7. Promotional Days
      8. Price
      9. Modulus
      10. Qty Breaks 1-5
      11. Price 1 - 5
      12. Notes - This is an open text field, users can enter desired content.
      13. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      14. Save. Click on the "Floppy Icon".

    Figure 1: Price Class
     

    [TOP]

    4.4.19 Price Level

    Price Level contains ten price levels which can be configured to state different prices used in a company. Price levels are unique to each inventory item, and once the different price levels are defined, they can be attached to a customer.

    Price Levels are updated under "Priority 1" in the "Price Setup" on the product master. Price level takes the first priority in determining the selling price of an item. Refer to Figure 2:
    For example,

    1. Item A has the price level price of $12.00
    2. Item A is also setup with a selling price of $4.00
    3. When the cashier loads the item in POS, the sell price of $12.00 will be used.

    Steps to Edit Price Levels

    1. Click on the "Pencil Icon". This will open the edit form.
    2. Enter below details:
      1. Code - The code is system generated.
      2. Description - Enter the description of the price.
      3. Save. Click on the "Floppy Icon".

    Figure 1: Price Level Edit

    Figure 2: Price Setup

    [TOP]

    4.4.20 Product Matrix

    Product Matrix   has rows and columns that describe a product. For example,
    1. Colour and Size of a Shoe. Red, Size 6 Novo Heels.
    2. Length and Width of a Photo Frame. 15cm by 15cm Graduation Frame.

    Product Matrix  is tagged to inventory on the Product Master .

    Steps to create Product Matrix.

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each matrix.
      2. Description - Enter the detailed description of the matrix.
      3. Notes - This is an open text field, users can enter desired content.
      4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      5. Save. Click on the "Floppy Icon".
    3. Click on "Grey Arrow"next to the matrix. This will list the matrix components.
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each matrix component.
      3. Description - Enter the detailed description of the components.
      4. Notes - This is an open text field, users can enter desired content.
      5. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      6. Save. Click on the "Floppy Icon".
    4. Add Notes and Attachments

    Figure 1: Product Matrix
     

     

    [TOP]

    4.4.21 Supplier Maintenance

    Supplier Maintenance is used to create and manage supplier details and supplier quotes . 

    Supplier quote is a quotation provided by the supplier specifying the cost of goods for a specific period. Valid supplier cost is used for purchasing.

    Reports

    1. Supplier Listing Report
    2. Supplier Quote Listing

    Steps to create a Supplier:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each supplier.
      2. Description - Enter the detailed name of the supplier.
      3. Tax ID - Enter the "Tax Identification Number" of the supplier.
      4. Physical Address 1 to 3 - Enter the physical location of the supplier.
      5. City - Select the city of the supplier. City is maintained under "Linkweb - Company Administration - Dropdowns - City".
      6. Post Code - Enter the postcode or zip code for the supplier.
      7. Postal Address 1 to 3 - Enter the postal address of the supplier.
      8. Currency - Select the operating currency for the supplier. Currency list is maintained under "Linkweb - Global Administration - Currency" .
      9. Attention Name - Enter name of the person in authority for controlling the transaction of the accounts.
      10. Attention Phone - Enter the phone number.
      11. Contact Name - Enter the name of the contact person. 
      12. Contact Phone - Enter the phone number.
      13. Office Phone -  Enter the office phone of the supplier.
      14. Mobile Phone - Enter the mobile phone of the supplier.
      15. Fax - Enter the fax number of the supplier.
      16. Email - Enter the email address of the supplier.
      17. Notes  - This is an open text field, users can enter desired content.
      18. Default - Tick the "Check Box", to mark it as default. Users can mark a supplier as default whereby if a user creates an inventory and does not select the supplier, the item will be created with the default supplier.
      19. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      20. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" to expand into details:
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Enter below details
        1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each Tax label.
        2. Description - Enter the detailed description of the tax.
        3. Amount - Enter the tax rate or value.
        4. Save. Click on the "Floppy Icon".

    Steps to update Supplier Quote:

    1. Click on the "Grey Arrow" next to the  supplier. This will expand the details.
    2. Click on the "Supplier Quotes" tab.
    3. Click on the "Green Plus Sign". This will open the "Edit Form".
    4. Enter below details:
      1. Product Code - Select the product from the list. Products are maintained under "Linkweb - Inventory - Product Master".
      2. UOM - Select the UOM from the list. Products are maintained under "Linkweb - Inventory - Unit of Measure".
      3. SKU - Enter the supplier code provided by the supplier.
      4. Quantity - Enter the quote quantity.
      5. Cost - Enter the quote cost
      6. FOC Quantity - Enter "Free of Charge"quantity supplied on the quotation
      7. Valid From - Valid To - Enter the dates the quote is valid for.
      8. Save. Click on the "Floppy Icon".

    Figure 1: Supplier Maintenance
     

    [TOP]

    4.4.22 Tax Maintenance

    Tax Maintenance is used to create and maintain the buying and selling tax rates. The menu stores the tax codes, tax labels and tax rate by value or percentage.

    "Tax Code" defines the type of tax and the "Tax Label" are used to list tax components. For example, service provides pay 16% tax which is a sum of VAT (10%)  and Environment Levy (6%), tax labels are then use to differentiate each tax and their rates.  

    Reports

    1. Tax Code Listing Report

    Steps to setup Tax Rates:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each Tax setup.
      2. Description - Enter the detailed description of the tax.
      3. Inclusive - Tick the "Check Box"to indicate that the tax is inclusive where the price will include VAT. If this is not ticked that the tax is considered to be exclusive and the price is expressed without VAT.
      4. Percentage - Tick the "Check Box" if the tax rate is a percentage. Price and tax component will be calculated  based on the set percentage. For Example, TAXIN price for an item is $5. The tax rate is 9%.
        1. If the box is unticked then the tax will calculated based on the defined tax value which is taken as the fixed amount to be calculated as the tax. E.g. TAXIN price for an item is $5. The defined tax rate is 2 then the actual price of the item without tax will be $3, i.e. 5 – 2 = 3
      5. Notes  - This is an open text field, users can enter desired content.
      6. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      7. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" to expand into details:
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Enter below details
        1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each Tax label.
        2. Description - Enter the detailed description of the tax.
        3. Amount - Enter the tax rate or value.
        4. Save. Click on the "Floppy Icon".

    Figure 1: Tax Maintenance

    [TOP]

    4.4.23 Unit of Measure

    Unit of Measure (UOM) maintains units  which is used to sell inventory. For example, Each, litres , Box of 36 and the like. UOM is tagged to inventory on the Product Master . It is important to tag the correct UOM to depict the correct measurements and quantity sold.

    Unit of Measure Conversion  maintains conversions which is used to purchase inventory.    For example,a bottle of coke is sold as "Each", and the coke factory sells cokes in "Boxes". Each box contains 36 bottles. When creating a purchase order, ordered quantity would be "Box of 36".  Product Master will updated with stock as 36 based on the conversion of "Box of 36" to "Each" with a conversion factor of 36.UOM conversion is used when creating Purchase Orders.

    Reports

    1. Inventory UOM Listing
    2. Inventory UOM Conversion Listing

    Steps to create UOM Conversion:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details
      1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each UOM.
      2. Description - Enter the detailed description of the UOM.
      3. Notes  - This is an open text field, users can enter desired content.
      4. Default - Tick the "Check Box", to mark it as default.Users can mark a UOM as default whereby if a user creates an inventory and does not select the UOM, the item will be created with the default UOM.
      5. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
      6. Save. Click on the "Floppy Icon".
    3. Click on the "Grey Arrow" to expand into details:
      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Select the UOM from the list.
      3. Enter the "Conversion Factor".
      4. Save. Click on the "Floppy Icon".

    Figure 1: Unit of Measure
     

    [TOP]

    4.4.24 Utility - Cost Update

    Cost Update Utility is used to update the cost of mass based on the selection criteria. This allows users to update cost for mutilate products at once.

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps:

    1. Click on the "Green Plus" sign. This will open the "Edit Form".
    2. Enter below details.
      1. Product - Select the product from the list.  If a product is not selected the changes will be updated for all products.
        1. The product list is maintained under "Linkweb - Inventory - Product Master".
      2. Category - Select the category from the list. Changes will be updated for products in the selected category. 
        1. Category  is maintained under "Linkweb - Inventory -Category ".
      3. Location From - Select the location from the list.
        1. Location is maintained under "Linkweb - Inventory - Location"
      4. Supplier - Select the supplier from the list. Changes will be updated for products having the selected supplier.
        1. Supplier is maintained under "Linkweb - Inventory - Supplier Maintenance".
      5. Direction - Specify if the cost of the product or "Increase", "Decrease" by a amount or "Override" the cost with a new value.
      6. Type - Select the type from list.
      7. Amount -
      8. Notes - Users can enter referential notes.
      9. Save. Click on the "Floppy Icon".
        1. Expand into the details to view list of products. Location is be updated for these products.
          1. Users can delete products using the "Red X". Refer to Figure 1
          2. Users can add products to the list using the "Green Plus Sign".
      10. Select the record and click on the "Post" button to update the details on the the Product Master.
        1. Users need access to " Can Post Inventory Utility Cost Update".

    Figure 1: Cost Update

    Figure 2: Post Cost
     

    [TOP]

    4.4.25 Utility - Min/Max Level

    Min/Max Level Utility is used to do a mass update of the "Minimum Stock", "Maximum Stock" and "Minimum Order" for products. The  "Minimum Stock", "Maximum Stock" and "Minimum Order"  setup is used in replenishment .

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps:

    1. Click on the "Green Plus" sign. This will open the "Edit Form".
    2. Enter below details.
      1. Product - Select the product from the list.  If a product is not selected the changes will be updated for all products.
        1. The product list is maintained under "Linkweb - Inventory - Product Master".
      2. Category - Select the category from the list. Changes will be updated for products in the selected category. 
        1. Category  is maintained under "Linkweb - Inventory -Category ".
      3. Supplier - Select the supplier from the list. Changes will be updated for products having the selected supplier.
        1. Supplier is maintained under "Linkweb - Inventory - Supplier Maintenance".
      4. Location From - Select the location from the list.
        1. Location is maintained under "Linkweb - Inventory - Location"
      5. Min Order - Enter the minimum quantity that should be ordered when a purchase order is created through replenishment.
      6. Min Stock
      7. Max Stock
      8. Notes - Users can enter referential notes.
      9. Save. Click on the "Floppy Icon".
        1. Expand into the details to view list of products. Location is be updated for these products.
          1. Users can delete products using the "Red X". Refer to Figure 1
          2. Users can add products to the list using the "Green Plus Sign".
      10. Select the record and click on the "Post" button to update the details on the the Product Master.
        1. Users need access to "Can Post Inventory Utility Min/Max Level".

    Figure 1: Update "Minimum Stock", "Maximum Stock" and "Minimum Order" 

    Figure 2: Post "Minimum Stock", "Maximum Stock" and "Minimum Order"  to the Product Master.
     

    [TOP]

    4.4.26 Utility - Price Update

    Price Update Utility is used to update the selling price of multiple products at once based on the selection criteria. Users can schedule the price update to automatically change the price on a specified date and time.

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.
    2. Enable process "POS019" - Inventory Price Update Process.

    Steps:

    1. Click on the "Green Plus" sign. This will open the "Edit Form".
    2. Enter below details.
      1. Product - Select the product from the list.  If a product is not selected the changes will be updated for all products.
        1. The product list is maintained under "Linkweb - Inventory - Product Master".
      2. Category - Select the category from the list. Changes will be updated for products in the selected category. 
        1. Category  is maintained under "Linkweb - Inventory -Category ".
      3. Sub Category - Select the category from the list. Changes will be updated for products in the selected  sub category. 
        1. Sub Category  is maintained under "Linkweb - Inventory - Sub Category ".
      4. Location From - Select the location from the list.
        1. Location is maintained under "Linkweb - Inventory - Location"
      5. Supplier - Select the supplier from the list. Changes will be updated for products having the selected supplier.
        1. Supplier is maintained under "Linkweb - Inventory - Supplier Maintenance".
      6. Change Level - Specify if the price change us by "Product Price" or "Location Price".
      7. Price To Change - Select the "Price Level" that should be updated.
      8. Use Cost Amount - Indicate if the cost of the item should be used to calculate the price.
      9. Direction - Specify if the cost of the product or "Increase", "Decrease" by a amount or "Override" the cost with a new value.
      10. Type - Select the type from list.
        1. If type is percentage and the "Change Amount" is 2. The price will change by 2 %.
        2. If type is value and the "Change Amount" is 2. The price will change by $2.00
      11. Change Amount - Enter the change amount.
      12. Update Price On - Set the date and time for the price update to take place
      13. Notes - Users can enter referential notes.
      14. Save. Click on the "Floppy Icon".
        1. Expand into the details to view the item, current and new prices.
        2. Click on the "Green Plus Sign" to add items to the list.
        3. Click on the "Red X" to delete items from the list.
      15. Select the record and click on the "Post" button to update the details on the the Product Master.
        1. Users need access to " Can Post Inventory Utility Price Update".

    Figure 1: Price Update

    Figure 2: Price Update Post

    [TOP]

    4.4.27 Utility - Product Location

    Product Location Utility is used for mass location update where users can add or copy location details for all products at once.  The utility allows for below scenarios:

    1. Company A has opened a new branch. The new branch will sell the same products in the current shop. Users can use the utility to add the new branch as a location to all products.
    2. Company B has moved from products from warehouse to the retail shop. Users can use utility to copy the locations full details from the warehouse to the retail location. This will copy all product location details including product cost, instock and tax setup.

    Pre-requisites

    1. Enable process "SYS001" - Server process used to prepare alerts and complex computations.

    Steps:

    1. Click on the "Green Plus" sign. This will open the "Edit Form".
    2. Enter below details.
      1. Product - Select the product from the list. If a product is not selected the changes will be updated for all products.
        1. The product list is maintained under "Linkweb - Inventory - Product Master".
      2. Category - Select the category from the list. Changes will be updated for products in the selected category. 
        1. Category  is maintained under "Linkweb - Inventory -Category ".
      3. Supplier - Select the supplier from the list. Changes will be updated for products having the selected supplier.
        1. Supplier is maintained under "Linkweb - Inventory - Supplier Maintenance".
      4. Location From - Select the location from the list. The details of the selected location will be copied into the new location. Do not selected the "From Location" if the requirement is only to add a location to a product.
        1. Location is maintained under "Linkweb - Inventory - Location"
      5. Location To - Select the location from the list. This is the new location that will be created and updated in the Product Master.
        1.  Location is maintained under "Linkweb - Inventory - Location"
      6. Notes - Users can enter referential notes.
      7. Save. Click on the "Floppy Icon".
        1. Expand into the details to view list of products. Location is be updated for these products. Users can delete products using the "Red X". Refer to Figure 1
      8. Select the record and click on the "Post" button to update the details on the the Product Master.
        1. Users need access to "Can Post Inventory Utility Product Location".

    Figure 1: Product Details

    Figure 2: Post Location Details.
     

    [TOP]

    4.5 Point of Sale

    Point of Sale contains the following menus:

    [TOP]

    4.5.1 Customer Access Security

    Access to view customer is controlled by the following:

    1. Security Access to menu:
      1. PS009-6 - Can "View" all customers in menu "Point of Sale -> Customer Profile"
      2. PS009-7 - Can "View" customers in my Organisation in menu "Point of Sale -> Customer Profile"
    2. Logged in user is tagged as a primary user in customer profile.

    [TOP]

    4.5.2 Customer Display

    Customer Display lists pending transactions that can be viewed by customers. This is most applicable in a restaurant setup.

     
    For example, Customer A has ordered a "Combo Meal", customer is given a receipt and asked to wait. While waiting, customer can view the "Customer Display" to track if the order has been "Processed" and is "Ready" for collection.
     
    Note
    1. Orders are displayed with the last 3 digits of the receipt number.
    2. Only transactions that have products with "Bulk Item" enabled are listed on the customer display.
    3. The "Customer Display" is a public link, users access the display via the defined link.
    Steps to enable Customer Display.
    1. Enable the process "POS Customer View Process (Kitchen/Bulk)".
    2. As the process is executed,  transactions will be loaded under "Business Intelligence --Customer View " in POS. The status will be "New Order".
    3. The kitchen staff can alter the status to "In Progress", "Ready" and "Delivered" as the order is processed. Right click on the order to change status.
    4. The "Customer Display" will refresh and update the status accordingly.
    5. Once the order is delivered, the "Order Number" will be removed from the display.
    Figure 1 : Customer Display

    [TOP]

    4.5.3 Customer Profile

    Customer Maintenance is used to create and maintain customer records.

    The following functions are available:

    1. The list of customers shown to the user is based on Customer Access Security .
    2. Maintain Customer Profile
    3. Invoice List
    4. Payments
    5. Returns List
    6. Invoice Templates
    7. Fleet Management
    8. Child Customers  

    Maintain Customer Profile

    1. Add a New Record
    2. Enter the following details:
       Field  Description
       General
       Code  Enter a code which can be a set of alphanumeric values to uniquely identify each customer.
      1. Enable the configuration "Allow users to assign new customer number". Set the value as "Y".
      2. If the above configuration is No (N), then the customer number will be system generated based on the "Next Customer Number".
       Name  Enter the full name of the customer
       Contact First Name  Enter the first name of the contact person
       Contact Surname  Enter the last name of the contact person
       Street No  Enter address Street No
       Street Name  Enter address Street Name
       City/Suburb  Enter address City or Suburb
       State  Enter address State or territory
       Postcode  Enter address Postcode
       Country  Enter address Country
       Home Phone  Enter Home Phone
       Business Phone  Enter Business Phone
       Mobile Phone  Enter Mobile Phone
       Tax File Number  Enter the "Tax Identification Number" of the customer
       Email  Enter the email address of the customer.Users can enter multiple email addresses separated by a semicolon (;).
       Customer Type  Select the Customer Type
       Category  Select the category. Category is maintained in menu: "Dropdown -> Customer -> Category"
       Group  Select the group. Group is maintained in menu: "Dropdown -> Customer -> Group"
       Pricing
       Credit Limit  Credit Limit is the maximum amount of credit sales allowed for a customer. For example, customer with credit limit as 200 can have total credit sales less than or equal to $200.
       Rollover Type  Select the frequency at which the credit limit will rollover. For example, if the credit limit over type is "Monthly".
      1. January Limit is $200. Customer processes a credit sale of $40. Credit Balance is $160.
      2. In February, the limit will be updated to $200.
       Preferred Payment Method  Select the payment preference of the customer
       Enable Price Level  "Enable Price Level" if enabled will use "Priority 1, Price Levels" from the price structure  for the customer.
       Price Level  Select the "Price Level" to use for the customer.
       Enable Price Class  "Enable Price Class" if enabled will allow the users to set a price class for the customer.
       Price Code  Select the Price Class
       Loyalty
       Loyalty Customer  Tick the "Loyalty Customer" if the customer is a loyalty customer.
       Loyalty Category  Select the loyalty category for the customer.
       Insurance and Security
       Insurer  Select if the customer is part of an insurer. Prescription medicines will be charged to the insurer.
       Policy No  Enter the policy number for the insurance.
       Reference  This is an open text field, users can enter desired content
       Security Card ID Enter Customer's unique security ID. For example, a security ID for a customer can be 111122223333. Enter the ID with the identifier combination to automatically select the customer in the POS screen (this combination is used for printing on the customer loyalty card). The Identifier is LOY, then use LOY111122223333LOY, this selects the customer with a security ID 111122223333 and loads the customer name in the Customer Field and populates the address in the Delivery Button
       Primary User  Select the primary user for the customer record. Used by Customer Access Security
       Organisation  Select the organisation for the customer. Used by Customer Access Security
       Notes  This is an open text field, users can enter desired content

    Addtional Fields

     Field Name  Description  Value
     LoyaltyNumber  Loyalty Number. This number is exported in "Sales Loyalty" file.  
     ShowAvailableCredit  Show Available Credit on sales docket. Use this flag to show/hide available credit in receipt.  Y / N

    1. Loyalty Number
    2. Show Available Credit on sales docket

    Figure 1: Customer Maintenance

    [TOP]

    4.5.3.1 Invoice List

    Invoice List  contains all sales invoices for a customer.

    1. Sales invoices from LinkPOS is updated in the "Invoice List" with status as "PRSD" (Processed)
    2. Users can add a new invoice in the Invoice List. This invoice with will signed for "Tax Monitoring System " if the SDC integration is enabled.     

    Steps to setup create invoices :

    1. Select the customer and expand into the details.
    2. Go to the "Invoice List" tab:
      1. Click on "Green Plus Sign". This will open the edit form.
      2. Enter below details
        1. Reference No - The "Reference Number" is system generated.
        2. Location - Select the location or warehouse.
        3. Transaction Date - Enter the invoice date
        4. Transaction Type - Select the transaction type. These includes:
          1. Cash Sale
          2. Credit Sale
          3. Lay- By
          4. Quotation
          5. Due Date - Enter the date the payment is due for the invoice.
          6. Notes - This is an open text field. Users can enter desired content.
          7. Save. Click on the Floppy Icon. This will create the transaction header with status as "Park". Refer to Figure 1.
    3. Click on the "Grey Arrow" next to the transaction. This will load the details of the invoice.
      1. Go to the "Invoice" tab
      2. Click on "Green Plus Sign". This will open the edit form.
      3. Enter below details:
        1. Part No - Select the product for the invoice.
        2. Description - The description of the product is auto updated.
        3. Tax Code -  Select the sell tax rate.
        4. Posting Account - Select the general ledger "Posting Account" for the invoice.
          1. The general ledger account from the posting account is used to integrate the invoice into ERP systems.
          2. Posting accounts are maintained under "Linkweb - Inventory - Posting Account"
        5. Revenue GL Account - Select the "Revenue GL Account" for the invoice.
          1. Revenue GL Accounts list is integrated from ERP systems
        6. Quantity - Enter the sell quantity.
        7. Unit Price - Enter the selling price.
        8. Discount - Enter the discount amount. The discount is entered as a dollar value. For example,
          1. Unit Price is $10.00
          2. Discount is $2.00
          3. New Selling price will $8.00
        9. Save. Click on the Floppy Icon.
    4. Go to the "Receipts" tab - Enter any payment received for the invoice.
      1. Click on "Green Plus Sign". This will open the edit form.
      2. Enter below details
        1. Payment Date - Select the payment date
        2. Payment Type- Select the  payment method. Payment method is maintained under "Link Point of Sale - Payment"
        3. Description - Enter the payment description.
        4. Amount - Enter the payment amount.
        5. Save. Click on the Floppy Icon.
    5. Click on the "Submit and Print" button. 
      1. This will save the invoice and generate the receipt.
      2. If TMS is enabled, data will be transmitted for signing. System will generate a "Fiscal invoice".
      3. The status of the invoice will be updated to "CLOD" (Closed).

    Figure 1: Invoice Header

    Figure 2: Invoice Details
     

    [TOP]

    4.5.3.2 Payment and Credits

    Payments and Credits is used to process and maintain customer payments.

    All payments received through "LinkSOFT Point of Sales" is updated under "Payments" for the respective customers.

    The following features are available in this menu:

    1. Process Payment and Credit Notes
    2. Void Payment
    3. Refund Payment
    4. Allocate payments to invoices

    S teps 

    1. Process Payment and Credit Notes
      2. Add a new record and enter details below:
        • Payment Date - Enter the date on which the payment was received.
        • Payment Type - Select the payment method. For credits, select "Credit Note" as the payment type.
        • The required fields for a payment method will loaded when the user has selected a method from the list.
        • Description - Enter a description for the payment.
        • Amount - Enter the payment amount.
    2. Void Payments
      1. Unallocate all invoices allocated to the payment.
      2. Click on the "Delete" icon to Void the payment.
    3. Refund Payment - Refunds can be processed for any unallocated payments
      1. Add button will be enabled under "Payment Details" section when a payment can be refunded
      2. Enter the following details to refund:
        • Date
        • Reason
        • Amount
    4. Allocate payments to invoice
      1. Outstanding invoices will be shown under the "Allocations" grid
      2. Edit the invoice record and add "This Allocation" amount.

    Note :

    1. The payment will be updated in the open shift for reconciliation.
    2. If no shift is open, the payment entry will generate a new shift with the user who has created the payment.

    Figure 1: Payments

    Figure 2: Payment Details

    [TOP]

    4.5.3.3 Returns List

    Returns List is used to process and manage sales returns.

    1. All sales return processed in "LinkSOFT Point of Sales" is updated under "Return List" for the respective customers.
      1. The status of the transaction will be "Closed". Users will not be able to make changes.
      2. Users will be able to reprint the transaction using the "Submit and Print" command.
    2. Users can process returns from the menu by creating return transactions in the "Return List".
      1. Returns from "Linkweb" does not support "Partial Returns".
    3. Users will be able to process returns of transactions which are which in the"Return Policy" days.

    Steps to process a return

    1. Navigate to "Linkweb - Customer Profile" and select the customer.
    2. Click on the "Grey Arrow" next to the customer to expand into the details.
    3. Navigate to the "Returns List " tab.
    4. Click on the "Green Plus Sign". This will open the "Edit Form".
    5. Enter below details:
      1. Transaction ID - Select the receipt number to return
      2. Transaction Date - The transaction date is the receipt return. The date is defaulted to the current day. Users can change the date.
      3. Return Reason - Select the reason the customer has returned the sale.
        1. Return reasons is maintained under "Link Point of Sales - Reason".
      4. Notes   - Users can enter referential notes.
      5. Save. Click on the "Floppy Icon".
      6. Expand into the details to view and print the details of the return invoice. Refer to Figure 2.
        1. The "Return Item Invoice Lines" tab  is updated with the items returned with the invoice amount and tax.
        2. The "Return Item Receipts" tab is updated with payments refunded.
        3. The "Transaction Logs" tab is updated to include "Notes and Attachments ".
        4. Click on the "Submit & Print" button. This will complete the return and print the receipt.

    Figure 1 : Return List 

     

    Figure 2: Return List Details
     

    [TOP]

    4.5.3.4 Invoice Templates

    Invoice Templates is used to create recurring invoices for a customer. For example an invoice for "Yearly Subscription Fees".

    Steps to create an invoice template.

    1. Navigate to "Linkweb - Customer Profile" and select the customer.
    2. Click on the "Grey Arrow" next to the customer to expand into the details.
    3. Navigate to the "Invoice Template" tab. Refer to Figure 1.
    4. Click on the "Green Plus Sign". This will open the "Edit Form".
    5. Enter below details:
      1. Location - Select the location from the list.
        1. Location is maintained under "Linkweb - Point of Sales - Location".
      2. Description - Enter the description for the invoice.
      3. Frequency - Select the frequency at which the invoice should auto generate or recur. For example, the invoice to be generated on the 1st of every month.
        1. Frequency is maintained under "Linkweb - Company Administration - Frequency".
      4. Next Run Date - Enter the start date and time from which the invoice should be created.
      5. Active - Tick the box for the system to create the recurring invoices.
      6. Save.  Click on the "Floppy Icon".
      7. Expand into the details to add the items for the invoice.
        1. Click on the "Green Plus Sign". This will open the "Edit Form".
        2. Enter below details:
          1. Line
          2. Product
          3. Description
          4. Posting Account
          5. Revenue GL Account
          6. Quantity
          7. Unit Price
          8. Notes -  Users can enter referential notes.
          9. Save. Click on the "Floppy Icon".

    [TOP]

    4.5.3.5 Fleet Management

    Fleet Management is used to manage vehicle and driver details for a customer.

    The following functions are available:

    1. Maintain Vehicle
      1. Vehicle Product Category Limits
      2. Drivers allocated to this vehicle
      3. Vehicle Mileage
      4. Vehicle Additional Credit Limits
      5. Fleet Card Time Limits
    2. Maintain Driver
      1. Vehicles allocated to this driver

    1. Maintain Vehicle

    1. Add a New Record
    2. Enter the following details:
        Field  Description
       Registration No Enter the vehicle registration number
       Make  Enter the make of the vehicle
       Model  Enter the model of the vehicle
       Year  Enter the year in which the vehicle was manufactured
       Colour  Enter the colour of the vehicle
       Engine No  Enter the engine number of the vehicle
       Chassis No  Enter the chassis number of the vehicle
       Transmission  Enter the transmission type of the vehicle
       Fuel Type  Select the fuel type for the vehicle.The list of the fuel type is maintained under "Linkweb - Company Administration - Dropdowns - Fuel Type".
       Credit Limit  Enter the credit sale limit for the vehicle. For example,
      1. Vehicle A has a limit of $100. The cumulative fuel translation for the vehicle can not exceed $100.00.
      2. Vehicle B has a limit of $50. The cumulative fuel transaction for the vehicle can not exceed $50.00.
      3. If the vehicle credit limit is zero then the customer credit limit from customer maintenance will be validated.
       Rollover Type  Select the rollover type. The credit limit resets based on the rollover type.
      1. For example, the "Credit Limit" is set to $100 and the "Rollover Type" is monthly.
      2. On the 1st of every month
       Mileage Is Required  Tick this box to enforce mileage tracking
       Mileage Limit  Enter the Mileage Limit. Mileage limit allowed in the last "Mileage Limit Days"
       Mileage Limit Days  Enter the Mileage Limit Days
       Security PIN  Enter the PIN number of the Fleet card
       Card Serial Number  Enter the serial number of the Fleet card.
       Expiry Date  Enter the expiry date of the Fleet card.Users will not be able to use the card after expiry
       Deleted  Deleted will disable the vehicle record

    1.1 Vehicle Product Category Limit

    Vehicle Product Category Limit are used to limit fleet card purchases by a category of products.

    1. Add a New Record
    2. Enter the following details:
        Field  Description
       Category  Select a product category
       Credit Limit  Enter the credit limit
       Deleted  Deleted will disable the record

    1.2 Drivers allocated to this vehicle

    Drivers can be mapped to a vehicle. A combination of Vehicle PIN and Driver PIN will be required to complete a fleet card sale.

    If a driver is deleted or expired, the system will not allow the Driver PIN to be used.

    If there are no drivers allocated to a vehicle, you will need the Vehicle PIN to complete a fleet card sale.

    1. Add a New Record
    2. Enter the following details:
        Field  Description
       Driver  Select a driver
    3. To remove a driver, click on the delete icon.

    1.3 Vehicle Mileage

    Vehicle mileage shows the list of transactions for the vehicle.

    1. Edit the Record
    2. Enter the following details:
        Field  Description
       Date  Transaction Date
       Reference No  Reference No
       Vehicle Mileage  Mileage that was recorded at point of sale. Users can change this field if the mileage was entered incorrectly.
       Fuel Quantity  Sum of quantity of "Fuel Category" items in the transaction
       Fuel Value  Value of "Fuel Category" items in the transaction
       Credit Type  Shows the credit limit used in the transaction
       Consumption per 100  Litres of fuel used to travel 100 mileage units
       Cost per unit travelled  Cost of fuel per mileage unit
       Driver  Driver details for the transaction
       Transaction Notes  Transaction Notes

    1.4 Vehicle Additional Credit Limits

    Additional credit limits can be issued to a vehicle. This additional limit is available for the period defined in credit limit rollover type.

    To implement additional credit limit, vehicle credit limit must be used. Additional credit limit is not applicable to customer credit limit.

    1. Edit the Record
    2. Enter the following details:
        Field  Description
       Date From System assigned date. Defaults to the current system date.
       Date To  System assigned date. Defaults to the date when the credit limit rollover will occur.
       Credit Limit  Additional credit limit
       Deleted  Deleted will disable this record

    1.5 Fleet Card Time Limits

    Time limits can be implemented on the fleet card. The system will reject the card to be used when scanned outside the configured time limit.

    1. Edit the Record
    2. Enter the following details:
        Field  Description
       Days  Select the days from the list.
       Time From  Enter the time from
       Time To  Enter the time to
       Do Not Allow  Specify if the card can be used or not. Tick this box if you do not want the card to be used for the specified time.
       Deleted  Deleted will disable this record

    2. Maintain Drivers

    1. Add a New Record
    2. Enter the following details:
        Field  Description
       Name Enter the driver full name
       Address  Enter the driver's address
       Employee Number  Enter the driver's employee number
       Tax File Number  Enter the driver's tax file number
       Contact  Enter the driver's contact details
       Driver PIN  Enter the driver PIN
       Valid From  Enter the date driver is valid from
       Valid To  Enter the date driver is valid to
       Deleted  Deleted will disable the driver record

    2.1 Allocating vehicles to a Driver

    Vehicles can be mapped to a driver. A combination of Vehicle PIN and Driver PIN will be required to complete a fleet card sale.

    2. Enter the following details:
        Field  Description
       Vehicle  Select a vehicle
    3. To remove a vehicle, click on the delete icon.

    Figure 1: Vehicle Maintenance

    Figure 2: Driver setup for a Vehicle

    Figure 3: Driver Maintenance
     

    [TOP]

    4.5.3.6 Child Customers

    Child Customers is used to map a customer to its parent customer.

    The following functions are available:

    1. Maintain Child Customer
    2. Plugin POS003 - TaxCore Tax Management System documents to be signed using the parent customer where available. The parent customer code will be used to send transactions through integration to external systems

    1. Maintain Child Customers

    1. Add a New Record
    2. Enter the following details:
       Field  Description
       Code  Enter the customer code to map to the parent customer

    2. Plugin POS003

    This plugin does the following:

    1. TaxCore Tax Management System documents to be signed using the parent customer where available.
    2. The parent customer code will be used to send transactions through integration to external systems

    To enable this plugin, goto menu "Company Administration -> Plugins"

    [TOP]

    4.5.4 Customer Request

    Overview

    Customer Request is used to perform the following:

    1. Create new requests for the following:
      1. Apply for Customer Account
      2. Change card PIN
      3. Complaint / Enquiry
      4. Increase  / Decrease Card Limit
      5. Revoke an existing card
    2. Approve/Reject/Close requests
    3. Customer Request Notification

    1. Create new requests

    1. Add/Edit the record
    2. Enter the following details:
      Request Type  Field  Description
      1. Apply for Customer Account  Request Type Choose request type "Apply for Customer Account"
      Workflow:
      New -> Submit -> Reject / Close      		  Application FormEnter the details in the application form. The content for the application form is configured in menu "Document Templates -> POS Customer Request Application Form"
      2. Change card PIN  Request Type  Choose request type "Change card PIN"
      Workflow:
      New -> Submit      		  Customer  Refer to Customer Access Security
         Vehicle/Driver  Choose Vehicle/Driver
         Current PIN  Enter the current PIN
         New PIN  Enter the new PIN
         Confirm New PIN  Re-enter the new PIN
         Notes  Enter notes for the request
           
      3. Complaint / Enquiry  Request Type  Choose request type "Complaint / Enquiry"
      Workflow:
      New -> Submit -> Reject / Close      		  Customer  Refer to Customer Access Security
         Notes  Enter notes for the request
           
      4. Increase  / Decrease Card Limit  Request Type  Choose request type "Increase  / Decrease Card Limit"
      Workflow:
      New -> Submit -> Approve / Reject -> Close      		  Customer  Refer to Customer Access Security
         Vehicle/Driver  Choose Vehicle. Leave blank to change customers credit limit
         Category  Choose product category. Leave blank to change Vehicle credit limit.
         Credit Limit  Enter the credit limit to change
         Notes  Enter notes for the request
           
      5. Revoke an existing card  Request Type  Choose request type "Revoke an existing card"
      Workflow:
      New -> Submit -> Approve / Reject -> Close      		  Customer  Refer to Customer Access Security
         Vehicle/Driver  Choose Vehicle.
         Notes  Enter notes for the request
    3. Once the record is saved, an alert is sent notifying the request has been submitted. The alert uses document template "Customer Request Notification"

    2. Approve / Reject / Close Requests

    Assign security access to menu "PS012-1 - Can "Approve,Reject or Close" in menu "Point of Sale -> Customer Request"

    Approve / Reject is available for the following request types:

    1. Increase  / Decrease Card Limit - Once approved, system will change the credit limit on the customer's profile
    2. Revoke an existing card - Once approved, system will mark the fleet card as deleted.

    3. Customer Request Notification

    Customer request notification is an email alert that is sent when the request is Submitted, Approved, Rejected or Closed.

    The alert is sent using document template "Customer Request Notification"

    Document Template  Sample Alert
    Customer Request NotificationCustomer Request Notification.
     Request Number:  {@RequestNumber}
     Request Date:  {@DateCreated}
     Request By:    {@UserCreated}  
     Request Type:  {@RequestType}
     Customer:  {@Customer}
     Vehicle/Driver:  {@VehicleDriver}
     Category:  {@Category}
     Description:  {@Description}
     Request Details:  {@RequestDetails}
     Status:  {@Status}

    [TOP]

    4.5.5 Customer Type

    Customer type is used to categorize customers and the term days for credit sales, layby and quotation for reporting purpose.

     
    Credit and Layby Terms is the days or period allowed for user to make payments for credit and layby transactions. Quotation Terms is the days for which the quotation is valid.
     
    The following functions are available:
    1. Add/Edit Customer Type lookup for customers
    2. Edit the Terms days

    Figure 1 : Customer Type


    Definitions for Terminology

    [TOP]

    4.5.6 Delivery Management

    Delivery Management is a module that allows you to manage all sale items that need to be delivered to your customer. 

    Below are the summary of steps to manage customer deliveries:

    1. Create a sale using the Point of Sale system.
    2. Before completing the sale, select the Delivery Option. This will enable the sale to flow into Delivery Management.
    3. Once the sale is completed, the Delivery Management system can be used to manage the delivery.
    4. Use the Process Deliveries option below to see detailed explanation on delivery management.

    To start Delivery Management, use the menu option shown below:

    1. Point of Sale -> Delivery Management -> Process Deliveries
    2. Link WEB -> Point of Sale -> Delivery Management

    [TOP]

    4.5.7 Discount Coupon

    Overview

    Discount coupons are used to give discounts based on a coupon code which can be printed at the end of a receipt (original or copies). Refer to coupon setup.

    Coupon codes can be used multiple times, therefore it is recommended that customers surrender their coupon codes if you want the customers to use the coupon once.

    The following functions are available:

    1. Prerequisites
    2. Steps to configure discount coupons
    3. Redeeming Discount Coupons

    1. Prerequisites

    Setup the following configurations:

      Code  Description  Default Value
     POS.DiscountCoupon.Identifier

     Discount Coupon Identifier.

     To scan a discount coupon, the barcode or card reader must have the format {DiscountCoupon.Identifier}DiscountCouponCode{DiscountCoupon.Identifier}

    		  DC

    2. Steps to configure discount coupons

    2.1 Discount Coupon

    1. Add a New Record
    2. Enter the following details:
        Field  Description
       Code Enter an alpha numeric unique code to identify the record
       Description

       Enter a detailed description for the discount coupon including any terms and conditions.
       The description will be printed on receipt. It is recommended to enter the coupon validity period so users know when to use the coupon. See example below:

       For example: a fuel offer of 1c per litre can be as follows:

       Fuel Offer - Save: 1c/litre
       Valid for Novemeber 2020
       This receipt entitles you to receive a discount of 1c per litre off the pump price for all fuels at service stations.
       Valid for one transaction only. Limit of 1 receipt per fuel purchase up to 150 litres per vehicle per customer.
       No other discounts apply. See in-store for fuel terms and conditions.
       This section of receipt must be surrendered on redemption.

       Start Date  Enter the Start date the discount coupon is valid from
       End Date  Enter the End date the discount coupon is valid to
       Print Type  Select the transaction type from "Cash, Credit or Layby" to control which transactions can print the discount coupon in receipt.
       Redeem Type  Select the transaction type from "Cash, Credit or Layby" to control which transactions can redeem the discount coupon.
       Minimum Spend  Minimum spend required to print the discount coupon on receipt.
       Print on Receipt  Tick this box to print this coupon on Point of Sale receipts exceeding the "Minimum Spend" amount.
       Deleted  Deleted will disable the record

    2.2 Discount Details

    1. Add a New Record
    2. Enter the following details:
        Field Description  Example values for 1c per litre
       Sequence Sequence order in which the discount is applied  1
       Location

      Enter the location for the discount. Leave blank when discount is applied to all locations.

      		  leave blank
       Category Enter the Product category for the discount. Leave blank when discount is applied to all categories.  Wet Goods (include all sub categories)
       Product Enter the product for the discount. Leave blank when discount is applied to all products.  leave blank
       Discount Type

      Select the discount type "Line Total" or "Quantity".

      When giving discounts by "Line Total" it is recommended to use "Discount Is Percent = Yes".  Choosing a "Discount is Percent" = No implies that each line will get the discount.

      		 Quantity
       Minimum Enter the minimum "Line Total" or "Quantity" based on the "Discount Type". The sale will need to exceed this value for the discount to apply.  0.00
       Maximum

      Enter the maximum "Line Total" or "Quantity" based on the "Discount Type". This can be used to limit the amount of discount given.

      E.g: if the customer gets 1c per Litre discount, you can set the maximum of 150 to indicate the customer will get discounts upto 150 L of fuel.
      If the customer fills 200L of fuel, the last 50L will not get a discount.

      		  150.00
       Discount Amount Discount amount per "Line Total" or "Quantity" based on the "Discount Type"  0.01
       Discount Is Percent Tick this box if discount amount is a percent  unticked
       Deleted Deleted will disable the record  unticked

    2.3 Coupon Usage

    Shows the transactions in which the discount coupon was applied.

    3. Redeeming a Discount Coupon

    To redeem a discount coupon, follow these steps:

    1. Scan all the items that the customer has bought in the Link POS
    2. Scan the discount copuon barcode. Discounts will be applied. Note that any prior discounts applied will be removed.

    Figure 1: Sample Receipt with Discount Coupons

    [TOP]

    4.5.8 Integration File Export

    Overview

    Integration File Export is used to generate a file that can be uploaded to external systems. This integration uses the File Export framework to generate the file.

    The following file formats are available:

    1. Sales Transactions
    2. Sales Transactions - SAP
    3. Sales Transactions - Loyalty

    Prerequisites

    1. Enable the "Integration Scheduler" in menu "Global Administration -> Process Setup "
    2. Enable integration for "POSIntegrationFile" under "Integration -> Integration Setup ".

    Steps to create integration file export

    1. Add a new record
    2. Enter the following details:
        Field  Description
       Integration Type  Select the file format to export
       Date From

       Enter the Date From

       Date To  Enter the Date To
       Customer Category  Select the customer category. Leave this field blank to include all records.
       Customer Group  Select the customer group. Leave this field blank to include all records.
       Customer Type  Select the customer type. Leave this field blank to include all records.
       View  Click on the View link to display the file export data in grid

    Scheduling the file to export on a defined frequency

    The integration files can be scheduled to be exported on a defined frequency using menu "Company Administration -> Processes -> POS029 "

    [TOP]

    4.5.8.1 Sales Transactions

    Sales Transactions File Format

     Field  Data Type
     Reference No  Text
     Transaction Date  Datetime
     Transaction Type  Integer
     Customer Code  Text
     Customer Name  Text
     Product Code  Text
     SKU  Text
     Quantity  Decimal (14,4)
     UOM  Text
     Unit Price  Decimal (14,4)
     Discount  Decimal (12,2)
     Line Tax  Decimal (12,2)
     Line Total  Decimal (12,2)

    [TOP]

    4.5.8.2 Sales Transactions - SAP

    Sales transactions - SAP File Format

     Field  Data Type  Description
     # Batch  Text  Point of Sale -> Integration File Export -> Batch Number
     D/C  Text  Returns: ZICR Sales: ZIDR
     Ref. Billing Doc.  Text  Blank
     Ref. Billing Item  Text  Blank
     GT Number  Text  Blank
     Billing Date  Text  Transaction Date Format (YYYYMMDD)
     Ord Rsn  Text  Global Administration -> Company -> Notes and Attachments -> Additional Fields -> OrdRsn
     CO  Text  Global Administration -> Company -> Notes and Attachments -> Additional Fields -> CO
     CH  Text  Global Administration -> Company -> Notes and Attachments -> Additional Fields -> CH
     DIV  Text  Global Administration -> Company -> Notes and Attachments -> Additional Fields -> DIV
     Customer No. (SH) Text  Point of Sale -> Customer Profile -> Notes and Attachments -> Additional Fields -> MobilCustomerNumber
     Payer Text  Point of Sale -> Customer Profile -> Notes and Attachments -> Additional Fields -> MobilCustomerNumber
     Cust Name (Reference)  Text  Point of Sale -> Customer Profile -> Name
     PO Name  Text  Blank
     Material  Text  Inventory -> Product Master -> SKU
     Qty  Decimal (14,4)  Transaction Item Quantity
     Qty Unit  Text  Inventory -> Product Master -> UOM
     Rate  Decimal (14,4)  Transaction Item Unit Price
     Per  Integer  Default value "1"
     Currency  Text  Inventory -> Product Master -> Currency
     Payment Term  Text  Point of Sale -> Customer Profile -> Notes and Attachments -> Additional Fields -> MobilPaymentTerm
     Plant  Text  Global Administration -> Company -> Notes and Attachments -> Additional Fields -> Plant
     ASSIGN #  Text  Blank
     Description (Detail Text Header)  Text  Transaction Reference No
     H-Description (Internal Text Header)  Text  Blank
     Description (Item Text)  Text  Blank
     H-Red Invoice Text (Header)  Text  Blank
     Your reference  Text  Blank

    [TOP]

    4.5.8.3 Sales Transactions - Loyalty

    Sales Transactions - Loyalty File Format

     Field  Data Type   Description
     Customer Code  Text  Transaction -> Customer Code
     Loyalty Number  Text  Customer Profile -> Additional Fields -> Loyalty Number
     Reference No Text  Transaction -> Reference No
     Product Description  Text Transaction -> Product Description
     Quantity  Decimal (14,4) Transaction -> Quantity
     Value Decimal (12,2)  Transaction -> Line Total

    [TOP]

    4.5.9 Integration Queue

    FMIS Integration Queue, queues and validates all transactions before the Integration process. Refer to Figure 1.
     
    Valid transactions will flow into Integration. Invalid transactions will remain on the screen for the users to verify and make corrections.
     
    Note
    1. Enable the access for "FMIS Integration Queue"  under Role Menu Access.
    2. Enable process "POS204 -FMIS Integration for POS transactions. This process creates FMIS entries for LINKSOFT transactions (Sales Order, Sales Order Payment, Debtor Adjustment, Cash Book Receipt, Shift Variance Journal, Inventory Adjustment Journal, Purchase Order Invoices)".
      1.  This process should execute in a timely manner.
      2. Process should be enabled in the database that has FMIS Integration.
    3. FMIS Integration Queue is a read only screen.

    Plugin

    Plugin "POS004" - Point of Sale transaction type "cash sale" and "returns for cash sale" to be billed to POSCASH customer. This will be done for all sales orders sent to external systems in menu "Integration -> AR Sales Order"

    Figure 1: FMIS Integration Queue

    [TOP]

    4.5.10 Invoice

    The form "Invoice" provides a list of transactions in processed LINKSOFT. The page provides following information:
    1. Invoices with the transaction date, type and status.
    2. Items in the transactions, the quantity sold, sell price and tax details.
    3. Payment received on a transaction.
    4. Ability to "Submit and Print" a transaction
    5. Ability to Create  a Fleet Invoice

    1. Creating a "Fleet Invoice"

    1. Click the button "Fleet Invoice"
    2. Scan the Customer Fleet Card. The Fleet Card is configured in LinkPOS
    3. Select the Product to sell. List of products to sell is configured in menu "Company Administration -> Configuration"  Flag: POS.FleetManagement.FuelProductCategory
    4. Select the Quantity and enter the Mileage
    5. Save. The system will validate the Fleet Card, Mileage requirements and Credit Limits.

    Figure 1: Invoice View

    [TOP]

    4.5.11 Loyalty Adjustment

    Loyalty Adjustment allows users to manage loyalty points. Users will be able to create "In" (Increase Points) or "Out" (Redeem Points) adjustments. An "Out" adjustment will print a shopping voucher in the "Customer Loyalty Adjustment" report.

    Notes

    1. The customer list will only load "Loyalty" customers. 
    2. The adjustment is "Not" editable after it has been saved.
    Reports
    1. Customer Loyalty Adjustment Report
    2. Customer Loyalty Transaction.

    Steps to create a Grade:

    1. Click on the "Green Plus Sign". This will open the "Edit Form".
    2. Enter below details:
      1. Enter the "Date" of adjustment.
      2. Enter the "Description".
      3. Enter the "Points" to adjust.
      4. Select the adjustment type. ("In" (Increase Points) or "Out" (Redeem Points) )
      5. Enter "Notes" to add additional information.

    Figure 1 :Loyalty Adjustment
      

    [TOP]

    4.5.12 Loyalty Maintenance

    Refer to POS Loyalty Category for details.

    [TOP]

    4.5.13 Multi Currency Maintenance

    Refer to POS Multi Currency for details.

     

    [TOP]

    4.5.14 Payment Allocation

    Overview

    Payment Allocation is used to take a payment and allocate it to invoices.

    Steps

    1. Search for the "Customer" using key words
    2. Once the customer is loaded, expand the record and add a new payment
    3. Expand the payment record and tick which invoices this payment is made for.
    4. Once the payments are allocated, click on the "Post" button.
    5. View the receipt by clicking on the "Receipt" link.

    Notes

    1. When posting the payment, un-allocated payments are created as an "On-Account" payment to the customer.
    2. "On-Account" payments can be allocated to invoices using menu "Point of Sale -> Customer Profile -> Payment"

    [TOP]

    4.5.15 Payment Maintenance

    Refer to POS Payment Maintenance

    [TOP]

    4.5.16 Payment Options

    Payment Method List menu records the various payments and their payment details. These payment list are used to configure the lookup list under "Payment--> Lookup List " in POS.

     
    The default payment method list include:-

    Follow the steps below to record the details of the Payment Method List, Refer to figure 1 below :-

    1. Click on the grey triangle to expand into the details of the Payment Method.
    2. Click on the green plus sign to add a new item.
    3. Enter the Payment Details.
      • Item ID - Item ID is the payment method type.
      • Item Description - Item Description is the description of the payment method.

    Figure 1: Payment Method List


    [TOP]

    4.5.17 Payment Voucher

    Payment Vouchers are prepaid money cards that can be redeemed to exchange goods. For example,

    1. The retail store"XYZ" has launched $20, $50, and $100 gift vouchers.
    2. Customer A at "XYZ" bought the $20 gift voucher for his friend, Peter. 
    3. Peter can visit the store any time and take products worth $20.00
      1. If Peter chooses to buy additional items where the total is more than $20 then he can use the $20 gift voucher and pay for the surplus.
      2. Peter can also purchase items where the total is less than $20. However, the unused balanced will not be returned to Peter.

    Steps to configure Payment Voucher

    1. Payment vouchers are set up as "Lot-Serial" tracked item. The serial numbers  must be unique across the items.
      1. For example:
        1. Voucher $20 has serial numbers as GV20-0001, GV20-0002.
        2. Voucher $0 has serial numbers as GV50-0001, GV50-0002.
    2. All the voucher items must have the same category. For example, the category could be:
      1. Code - GV
      2. Description -  Gift Voucher
    3. The code for the "Gift Voucher" category and "Voucher Valid Days" should be configured in POS.
      1. Configuration is updated under "LinkWEB - Company Administration - Configuration - Point of Sale".
    4. Configure the Payment Method for "Gift Voucher":
      1. Description: Voucher No
      2. Required: Ticked
      3. Field Type: Text Field
      4. Lookup List: Gift Vouchers
      5. Verify from List: Ticked
      6. Bank Account: Set this to the "Gift Voucher" liability account.

    The payment voucher menu shows all vouchers issued with its usage. See figure 1 below.

    Figure 1: Payment Voucher and usage

    [TOP]

    4.5.18 Reason Maintenance

    Refer to POS Reason Maintenance

    [TOP]

    4.5.19 Shift Banking

    At the end of each day, the total takings in the till need to be reconciled with the amounts recorded by the software. The "day end" process can be run multiple times on a single day (partial close).

     

    Steps to perform shift banking

    1. Banking that has not being completed will be on the top line in menu "Point of Sale -> Shift Banking".
    2. Review the list of payments that are pending.
    3. Click on the edit icon and select the option to "Create Banking". This will create a new banking batch.
    4. Review the details and print the banking report. Refer to figure 1 below.

    Figure 1: Banking Report
     

    [TOP]

    4.5.20 Shift Management

    The shift close function is used to reconcile Till amounts to System amounts in preparation for banking.
     
    The steps to close shift is as follows:
    1. The cashier will place the shift on HOLD. This will close the main Point of Sale screen and allow the cashier to start a new shift.
    2. Once the shift is on HOLD, you can reconcile and close using the following methods:
      1. On Point of Sale, select the option "Reconcile & Close Shift"
      2. On Link Web, use menu "Point of Sale -> Shift Management"
    3. Enter the counted amounts for each payment method.
    4. Select the option to accept variance and submit

    Below are the screenshots explaining the steps using Point of Sale. The steps to close shift on Link WEB is similar.

    Steps to Reconcile & Close shift

    Figure 1: Steps to Hold Shift
     

    When Close Shift is selected from the tree view, the screen will show all the shifts which are on hold. The user will need to select the shift they want to close by clicking on the Close button for the relevant Shift Number.

    Figure 2: Close Shift which are currently on Hold
      

    Total Sales include:

    - Cash Sales (rounding included)

    - Returns (rounding included)

    - Lay-by

    - Credit Sales

    Till Amount include:

    - Float Amount

    - Total Sales for the Shift

    A detail breakdown of payments is shown in the Close Shift Screen.

    Cash is made up of the following transactions:

    1. Float received on shift open
    2. Cash payments received
    3. Change given
    4. Refunds given

    For Example:
    Payment Type Amount Received Cashout Total Cash
    Cash 100 100
    EftPOS 200 50 50
    Partial close payment type cash is $50
    Cash 200 200
    EFTPOS 150 10 190
    Partial close payment type cash is $190
    Add a flag on payment line so we can mark eftpos cashout and any other cash movement in a partial close
    Refunds are not required to be marked as there is 1 line per refund in the payment table
    Refunds are treated as change, and change is always in the form of cash.


    Figure 3:  Close Shift Screen


    After counting the money in the till, enter the amount in the Till Amount field and select Next.

    Figure 4: Close Shift Screen to Enter Till Amounts per Payment Method

    If there is a variance between the System Amount and Till Amount, it will show in the Variance field with a blinking red exclamation mark. At this stage, the management will decide if they need to charge the cashier if it is a vast variance.

    Figure 5: Variance at Shift Close

    The user needs to tick the Accept Variance Amount field, in order to enable the Full Close button.

    Click on FULL Close when closing the end of day shift for the cashier. This means that the system will assign a new shift number for the same cashier on NEXT Login. 

    Full Close - All till payments with the shift will be reconciled and the shift will closed.

    Partial Close - Selected payments within the shift is reconciled and the shift is NOT closed. The reconciled amount is removed from the till and the cashier can continue with the shift. The shift report will show each partial close by an incremental number.

    To enable parital close, assign security access to menu "626-3-1 - Allow "Parital Close" when closing shift"

    Once the shift is successfully closed, the system will print the following report:

    Figure 6: Shift Close Report

    1. Total Sales is equal to Total Sales from Shift Close List screen.
    2. Total Banking is calculated as follows:
    3. Total Banking = Cash Sales + Cash In - Cash Out + Account Payment + Variance (Transaction report)

    [TOP]

    4.5.21 Station Maintenance

    Refer to POS Station Maintenance

    [TOP]

    4.5.22 Station Settings

    Station Base Configuration records all POS configurations. Base Configurations is effective when settings at POS station resets.
     
    For example, the configured location at "Station X" was "Retail".  If a user accidentally resets the configurations. System will update the location saved under "Station Base Configuration" in LinkWEB. This will allow the users to use POS without disruptions.
     
    Notes
    1.  Machine names are automatically added to "Station Base Configuration".
     
    Steps to configure Station Base:
    1. Click on the "Pencil Sign" to edit a record.
    2. "Flag" and "Description" are system controlled. Users will not be able to edit details.
    3. Enter the base configuration in the "Flag Value" field.
    4. "Update All Station" will update the configuration for all POS stations with the base configuration set in 3 above.
    5. Save.
    6. Expand into the details of the "Station Base Configuration" to edit the configuration for each POS machine or station.
    Figure 1: Station Base Configuration

    [TOP]

    4.5.23 User Options

    User Options contains the following menus:

    [TOP]

    4.5.23.1 User Options

    User Option is used to map system users to "Link Point of Sale". Following details are recorded for the user.

    1. POS Location
    2. Discount Setup
    3. Tax Identification Number

    Prerequisite

    1. The user account must be created and approved under "Linkweb - Global Administration - User Maintenance".
    2. Enable "Add", "Edit " or "Delete" access for the menu under "Linkweb - Global Administration - Role Menu Access" to make changes.

    Steps to map Users

    1. Click on the "Green Plus". This will open the "Edit Form".
    2. Enter below details:
      1. Sign on ID - Select the "User" from the list.
      2. Tax File Number - Enter the "Tax Identification Number" of the user.
      3. Security ID - Security ID is an encrypted field used to login into POS.  This ID is used for swipe cards and barcode logins.  Generate the "Label - User Login" report and print the barcode. Users can scan this barcode on the "POS Login" screen. This will log the user into the system without the need to enter usernames and passwords.
      4. Is Logged In - This "Check Box" will be ticked when the user is logged into POS. If a user tries to log on and the system gives the following message: "The user is already logged in" then the administrators can un-tick this field to   "Logged Off" the user.
      5. Location - Update the default POS location for the user. Location is maintained under "Linkweb - Inventory - Location".
      6. Discount Amount - Enter the amount of discount the user can process.
      7. Discount Is Percent - This "Check Box" if ticked indicates that the "Discount Amount" is a percentage.
        1. Discount Allowed is 10 and "Discount Is Percent" is unticked. This indicates that the user can give discount up to $10.00.
        2. Discount Allowed is 10 and  "Discount Is Percent" is ticked. This indicates that the user can give up to 10% discount.
      8. Default Approver Code - Default Approval Code is applicable for users for "Purchase Order Approval".if a user is created with Approval Code as "PURCHASES". All Purchase Order created with "Approval Code "  as ""PURCHASES" will be accessible by the user for approval. Approval Codes  is maintained under "Backoffice - Purchasing - Maintenance - Approval Code".
      9. Notes - This is an open text field. Users can enter desired content.
      10. Void - Tick the "Check Box" to void the user.
        1. Void records will be "Disabled" and will not appear in any lookups.
        2. Edit the record and "Un-tick" void to activate a record.

    Figure 1: User Options

    [TOP]

    4.5.23.2 User Location Access

    User Location Access restrict users  to only generate reports by configured location.

    For example, Client XYZ has 2 locations, Location A and Location B. As per the policy, User "PP" should only be able to access "Sales By Week" report for location B.

    The above is achieved by mapping users and locations.
    Follow the steps below to map users and locations. Refer to Figure 2 below.
    1. Click on the "Green Plus Sign" to add mapping.
    2. Select the "User" and the relevant "Location" on the Edit Form. Note: Users created in Link POS will appear on this list.
    3. Click on Save.

    Figure 1 : User Location Mapping

    [TOP]

    4.6 Replication

    Overview

    Replication is process to synchronize data between two or more servers.

     

    The replication module can be used to achieve data synchronization for the following:

    1. Head Office to Branch
    2. Branch Server to Stand-Alone POS Machines (Fail Safe)

    Configure the "LinkSOFT API" in menu "Integration -> Integration Setup" to send and receive replication data.

     

    The following functions are available:
    1. Servers
    2. Server Connections
    3. Server Topology
    4. Rules
    5. Import / Export Data
    6. Compare Data
    7. Queue Monitor

    Important Notes:

    1. All Branch and Head Office servers must have time synchronised
    2. All Standalone servers must have time synchronised
    3. The system uses UTC time for replication so the time zone does not matter, however the local time must be correct. Synchronise with Internet Time.
    4. If you decide to setup REPLICATION between servers, the server specifications and interconnection bandwidth must be correctly chosen in order for data to flow smoothly. Line stability is also an important factor.
    5. When setting up STAND ALONE mode, the stations should connect to the Branch server under normal operation. The stations will switch to Fail Save mode automatically if there is a problem with the main server
    6. An administrator should check replication logs to resolve any conflicts

    Also See:

    1. Frequently Asked Questions
    2. How to setup replication with fail-safe

    [TOP]

    4.6.1 Servers

    Overview

    Servers are used to define a SQL Database Server.

    The following functions are available:

    1. Defining a server
    2. View Server Status
    3. Creating a Branch database  

    Steps to define a server:

    1. Edit the record. Refer to Figure 1
      1. Description - Enter a description to identify the server
      2. Physical Address - This is the address where the server is located
      3. Server Name -  Name of server where the database is hosted. E.g HQ, Branch A, Branch B, etc. The server name must uniquely identify the server in the replication setup.
      4. Database Name - Database name to be used with the Server Name.
      5. Mask - This is a two character unique identifier for all transactions created on this database. Please make sure that you use a unique two digit identifier for each database server.
      6. Server Type - Tag a server as either "Head Office" or "Branch". There should be only 1 server tagged to "Head Office" in the entire replication network. All other servers should be tagged as "Branch".
      7. Active - Tick this flag if the server is available for replication
      8. Create Branch Database - Tick this flag to create a branch database.
    2. Locations   - Locations are used to restrict transactional data flowed from Head Office to Branches. These are configured in Replication Rules . Refer to Figure 2.
      1. Location Code - Add the locations for the server.
      2. Active - Tick this flag to make the location active.

    View Server Status

    1. Queue Details - Shows the number of records at different stages in replication.
    2. Status - Shows last connection time.

    Rules - The rules tab shows a list of replication rules that is active for the server.

    Figure 1 : Replication Server
     

    Figure 2: Locations
     

    [TOP]

    4.6.1.1 Create Branch Database

    Overview

    Create Branch Database is used to prepare a database for a new branch server.

    This process does the following:

    1. Creates and configures a "Server Connection" between "Head Office" and the new branch server
    2. Backup the Head Office database
    3. Restores a copy of the Head Office database as: <Branch Database Name>_<YYYYMMDDHHMISS>
    4. Clears all transactions in the branch database
    5. Creates a "Server Connection" between "Branch" and "Head Office".
    6. Backup the Branch database
    7. Deletes the copy of the Branch database that was restored in step 3 above from the Head Office SQL Server.

    Prerequisites

    1. Enable process "SYS001"
    2. Create the Server for "Head Office"

    Steps to create a branch database

    1. Create the Server for the new branch.
    2. Edit the branch server and tick "Create Branch Database". Refer to Figure 1.
    3. At this stage, the background process "SYS001" will prepare the branch database. Refer to the log under "Notes and Attachments -> Notes". Refer to Figure 2.
      1. Location of database backup
      2. Instructions on how to restore and configure the new branch database.
    4. Restore the backup from Figure 2.1 on the new branch SQL Server. Ensure the database name is the same as what was used to configured replication at Head Office.
    5. Using SQL Server Management Studio (SSMS), execute the following scripts on the branch database. These files are located in folder <Installed Directory>\Link Technologies\DB Scripts
      1. 99998-LINKSOFT Data Updates.sql
      2. 99999-LINKSOFT Post Upgrade Scripts.sql
    6. Login into the Branch Database Web Portal and configure the replication in "Server Connection"

    Figure 1: Create Branch Database

    Figure 2: Create Branch Database Log

     

    [TOP]

    4.6.2 Server Connection

    Overview

    Server Connections is used to create replication links between two servers.

    Server Connections must be configured on the "Parent" and "Child" servers. Steps to configure a server connection between "parent" and "child".

    1. Login to "Parent" server, add a "Server Connection" as follows:

      Field

      Description

      Description

      Enter a description for the connection. E.g "Parent Server to Child Server"

      Connection Type

      Parent

      Source

      Parent Server

      Destination Child Server

    2. Login to "Child" server, add a "Server Connection" as follows:

      Field

      Description

      Description

      Enter a description for the connection. E.g "Child server to Parent Server"

      Connection Type

      Child

      Source

      Child Server

      Destination Parent Server

    There are two types of connections:

    1. Parent: Create this connection at Head office only. Create one connection from head office (source) to each branch (destination).
    2. Child: Create this connection at Branches only. Create one connection from branch (source) to head office (destination). 
    Prerequisites
    1. Enable process "SYS001".
    Steps for Server Connections
    1. Click on "Add New" to create a new connection.
    2. Enter the description of the connection.
    3. Select the connection type.
    4. Select the "Source Server ID" and "Destination Server ID". These are defined under Servers .
    5. Mark the connection as "Active".
    6. Save.
    7. Select the connection and click on the "Process" button to create the connection.
      1. Expand into the details to review the connection progress.
    Tables in Replication
    This view will show the progress of replication data and display entries that are in queue.
    The tables can be further expanded to view the data in queue.
    1. Re-Submit - entries in "In Failed" queue can be resubmitted for replication.
    2. Delete - entries in the "In Failed" queue can be deleted from replication. Before deleting entries consult with your Link Technologies support to verify the impact of this action.

    Figure 1 : Server Connections
     

    Figure 2: Server Connection Details
     

    [TOP]

    4.6.3 Server Topology

    Server Topology shows the overview of servers in the replication process.   This form also shows number of transactions in the replication queue.

    Note
    1. Different colour codes is used to reflect the replication status.
    2. Out Rate is the rate in minutes data is replicating to other servers.
    3. Out TTS (Time to Settle) is the rate in minutes for the data to settle.
    4. Status shows if the server is Online or Offline.
    Figure 1: Server Topology
     

    [TOP]

    4.6.4 Rules

    Replication Rules control data flow from head office to branches. When rules are active, the rules are applied to data being processed by replication at that point in time.

     
    The below table lists all the replication rules and its functions.
     
    Table 1: Replication Rules
     Sequence  Table Name  Rule Code Description 

     Inward

     Outward

     Pre

     Post

    		  Notes
     0  LT_REPL_DATA_IN  R1100 Synchronize data to all SERVERS (Active rules restrict data transmitted to BRANCH servers) 

     X

     

     

    X

    		  This rule is system assigned and is always active.
     1  LT_REPL_DATA_OUT  R0100 Do not update closed shift. Do not update closed order lines.

     X

    		  

     X

    		    This rule is system assigned and is always active.
     2  LT_REPL_DATA_OUT  R1140 Restrict masterfile data transmitted to BRANCH by configured server locations.
    Masterfile Data:
    - Inventory List
    - Location Price    		  

     X

     X

    		    
     3  LT_REPL_DATA_OUT  R1130 Restrict transactional data transmitted to BRANCH by configured server locations.
    Transactional Data:
    - Inventory Adjustments
    - Stocktake
    - Transfer (Request, Ship & Receive)
    - Purchase Order
    - POS Sales & Payments    		  

     X

     X

    		    
     4  LT_REPL_DATA_OUT  R1081 Do NOT send customer masterfile data to BRANCH (Rule R1130 must be ACTIVE for this rule R1081 to be ACTIVE)
    Masterfile Data:
    - Customer Maintenance
    - Fleet Maintenance
    - Customer Notes    		  

     X

     X

    		    

    [TOP]

    4.6.5 Import/Export Data

    Import/Export Data contains the following menus:

    [TOP]

    4.6.5.1 Replication - Import Data

    Import Data is the feature to import replication data from servers.  Import is done at the Head Office.

    Note

    1. The "POS Replication Data Import Process" should be running for the system to import data.
    2. If a batch is imported in the wrong server, an error message will be displayed.
    3. A file can be successfully imported once.
    4. A failed batch must be deleted. Read the error message on the import batch description and make the necessary corrections.

    Steps to Import Data

    1. Click on "Browse" on the screen.
    2. Select the file to import.
    3. Click on "Upload".
    4. A new record will be created. Status will be "VALIDATING".
    5. Once the file has been successfully imported, status will be updated as "COMPLETED".

    Figure 1: Data Import

    [TOP]

    4.6.5.2 Replication - Export Data

    Export Data is a feature to export or download data from the replication queue. Data exported then can be manually imported.

    Export feature is used when replication setup is down where the configured servers are unable to connect to each other.

    Note

    1. Data is to be exported from the branch and imported to the Head Office Server.
    2. The "POS Replication Data Export Process" should be running for the system to export data.
    3. Folder path to export files should be set under Configurations. Flag to set is "REPL.Export.Path".
    4. The exported file naming convention is  {DestinationServer}_{DestinationDatabase}_YYYYMMDDHHMMSS.xml
    5. Once a batch has been exported it cannot be deleted. Delete is only allowed on files that fail validation.
    6. Do not change the name or contents of the exported file.

    Steps to Export Data

    1. Click on the "Green Plus Sign" to add new record.
    2. Select the Server in which data will be import. Enter any necessary notes. Refer to Figure 1.
    3. Save. Once the details is saved a new record will be created with status "NEW".
    4. Select the record and click on the "Export" button at the bottom. Click on the check box  to select the record. Refer to Figure 2.
    5. Once data is exported, the record will be highlighted in red. The status will be updated as "EXPORTED". Users will be able to access the exported files in the defined path.
    6. Users can mark the status as "COMPLETED" after the data has been successfully imported.

    Figure 1: New Export


    Figure 2: Data Export

    [TOP]

    4.6.6 Compare Data

    In a Replicated environment "Compare Data" menu outputs any "Additional", "Missing" or "Different" data between the Head Office and Branch.

    In order to compare data, users need to create a new batch. The batch will complete data comparison when the "POS Replication Compare Data Process" has been executed.

    Once the comparison has been completed, users can can click on the "View" link to see the details.  The details will show the database tables that have mismatch.Refer to Figure 1 and 2 below.

    Users then need to study the mismatch and select to "Send" or "Receive" data from the Branch or Head Office.

    Note

    Figure 1: Click on View to see details


    Figure 2: Details of Comparison


    Figure 3: Send or Receive data

    [TOP]

    4.6.7 Queue Monitor

    Overview

    Queue Monitor shows a list of records in the replication queue. This menu can be used to query when a record was transmitted.

    Search

    The search can be used to find when a record was transmitted. For example, if you search for a part number, the search will list all references of the part number from the replication queue and history.

     

    [TOP]

    4.6.8 Frequently Asked Questions

    Question 1: Users are finding when replication is enabled, inventory prices sometimes revert back to the old price.

    Response : This can happen when replication data is backlogged for transmission in the branch. Example, Branch A has a price update for item A001, this data is queue for transmission. In the meantime another update is made on the head office for the same item. When the data from Branch A arrives in Head office, it will change the price for item A001. This will revert the changes done in head office with the price update from Branch A.
    Resolution :

    1. This problem can be solved by ensuring that your bandwidth is capable of transmitting data with minimum backlog.
    2. Consider using the replication data "Export/Import" facility to clear backlogs.
    3. If bulk data update has been done, allow sufficient time for the queue to settle.

    [TOP]

    4.6.9 How to setup replication with fail-safe

    Overview

    In this example, there are two stations in Suva Office and two stations in Sydney Office.

    1. Each station will be configured to run on Stand Alone (Fail-safe) mode.
    2. Suva and Sydney servers will be configured to replicate data.
    3. Sydney Server SQL Database needs to be accessible from Suva server. Therefore you need a Static IP address.
    4. Suva Server does not need a Static IP address.

    This will achieve two results:

    1. The Stations will be able to run on Stand Alone mode in an event of network failure. Stand Alone means that all processing will be performed locally until the servers are available.
    2. Sydney and Suva servers will be configured to replicate data.

    Figure 1: Network diagram showing two branches (Suva and Sydney) and 2 stations per branch

    Definitions

    Stand-Alone (Fail-safe)

    This mode is usually used for Point of Sales Stations (SYDNEY-ST1, SYDNEY-ST2, SUVA-ST1 and SUVA-ST2). In the event of a network failure, the station will switch to local database and all transactions will be saved on the local station. When the network recovers, the Stand Alone station will automatically detect its server (SYDNEY-AU, SUVA-FJ) and connect to the server. Data will be transferred to the server automatically.

    Child

    This is when a branch server needs to connect and replicate to head office server. In the above network diagram, the following are child connection types:

    1. SUVA-FJ server connects to SYDNEY-AU server using a child connection type.

    Parent

    This is when a server connects to Stations or to a branch Servers.In the above network diagram, the following are parent connection types: 

    1. SUVA-FJ server connects to SUVA-ST1 Station using a parent connection type
    2. SUVA-FJ server connects to SUVA-ST2 Station using a parent connection type
    3. SYDNEY-AU server connects to SUVA-FJ Server using a parent connection type
    4. SYDNEY-AU server connects to SYDNEY-ST1 Station using a parent connection type
    5. SYDNEY-AU server connects to SYDNEY-ST2 Station using a parent connection type

    Important Notes:

    1. It is important that you use the Unique name for Station. (SUVA-ST1, SUVA-ST2, SYDNEY-ST1, SYDNEY-ST2, SUVA-FJ, SYDNEY-AU)
    2. Transaction ID needs to be unique in Stand-Alone Mode and between branches. Please make sure that you use a unique two digit identifier for each database server. Examples are: A0, A1, A2... B0, B1, B2 ... Z0, Z1, Z2...

    Below is a summary of steps on how to configure the systems to achieve the following:

    1. The Stations will be able to run in an event of network failure. All processing will be performed locally until the servers are available.
    2. Sydney and Suva servers will replicate data

    Steps to configure

    1. Install LinkSOFT on all Servers and Stations .
    2. Configure the Servers as show below:
       Description  Physical Address  Server Name  Database Name  Mask  Server Type

      Active

       Sydney Head Office  SYDNEY-AU  SYDNEY-AU  LinkSOFT  AU  Head Office

      X

       Sydney Station 1  SYDNEY-ST1  SYDNEY-ST1  LinkSOFT  AB  Branch

      X

       Sydney Station 2  SYDNEY-ST2  SYDNEY-ST2  LinkSOFT  AA  Branch

      X

       Suva Branch  SUVA-FJ  SUVA-FJ  LinkSOFT  FJ  Branch

      X

       Suva Station 1  SUVA-ST1  SUVA-ST1  LinkSOFT  FB  Branch

      X

       Suva Station 2  SUVA-ST2  SUVA-ST2  LinkSOFT  FA  Branch

      X


    3. Create a server connection as shown below in order of sequence:

      Sequence

      		  Login to Web Server  Description  Connection Type  Source Server ID  Destination Server ID

      Active

      1

      		  Sydney Head Office  Sydney Head Office to Suva Branch  Parent  Sydney Head Office  Suva Branch

      X

      2

      		  Suva Branch  Suva Branch to Sydney Head Office  Child  Suva Branch  Sydney Head Office

      X

      3

      		  Sydney Station 1  Sydney Station 1 to Sydney Head Office  Stand Alone  Sydney Station 1  Sydney Head Office

      X

      4

      		  Sydney Head Office  Sydney Head Office to Sydney Station 1  Parent  Sydney Head Office  Sydney Station 1

      X

      5

      		  Sydney Station 2  Sydney Station 2 to Sydney Head Office  Stand Alone  Sydney Station 2  Sydney Head Office

      X

      6

      		  Sydney Head Office  Sydney Head Office to Sydney Station 2  Parent  Sydney Head Office  Sydney Station 2

      X

      7

      		  Suva Station 1  Suva Station 1 to Suva Branch  Stand Alone  Suva Station 1  Suva Branch

      X

      8

      		  Suva Branch  Suva Branch to Suva Station 1  Parent  Suva Branch  Suva Station 1

      X

      9

      		  Suva Station 2  Suva Station 2 to Suva Branch  Stand Alone  Suva Station 2  Suva Branch

      X

      10

      		  Suva Branch  Suva Branch to Suva Station 2  Parent  Suva Branch  Suva Station 2

      X


    4. Configure Fail-Safe mode  on Point of Sale Stations (SYDNEY-ST1, SYDNEY-ST2, SUVA-ST1,SUVA-ST2)

    [TOP]

    4.6.10 Configure Fail Safe Mode

    Overview

    Fail Safe (Stand Alone) mode is configured in Point of Sale Stations so that in the event of a network failure, the station will switch to local database and all transactions will be saved on the local station.

    When the network recovers, the Stand Alone station will automatically detect its server and connect to the server. Data will be transferred to the server automatically.

    Definitions

    Primary Server - This is the Branch Server
    Secondary Server - This is the Point of Sale Station

    How Fail Safe works:

    1. Fail Safe triggers when the Primary Server is not available.
    2. At this point, the POS station attempts to reconnect with primary server.
    3. After [Failover Timeout] attempts, the POS station connects to the Secondary Server.
    4. When the system switches to the "Secondary" server existing "Shift ID" will be used. However, if the "Shift ID" had not replicated at point of switch over, system will open a new shift.
    5. Once the "Primary" database is restored, users will need to log out and log back into the system.

    Steps to configure Fail Safe

    1. Establish a Stand Alone replication connection between the Primary Server and Secondary Server.
    2. Enter the Primary and Secondary connection details on the POS Station.
    3. Login to POS Station and goto "Point of Sale -> Maintenance -> Configuration - Station Settings 1"
      1. Tick the box "Switch into failover mode"
      2. Failover Timeout: 3

    [TOP]

    4.7 Asset Management

    Link Asset Manager Key Features - A complete Fixed Asset Register and the key to your entire Asset Management solution:

      [TOP]

      4.7.1 Assets

      Asset Maintenance allows you to Create and Edit values for an asset.

      The following are important notes:

      1. COST - This is the original cost of the asset. Cost amounts can be changed only if the asset has no Depreciation or Activity transactions against it.
      2. PLACED in SERVICE Date is used by the system to define the depreciation schedules. The acquired date is only useful for identifying the date the asset was received.
      3. GL INTEGRATION - If you enable this field, Journals will be created in the General Ledger system for this asset.
      4. You may VOID an asset you create it by mistake. Only assets that have no transactions against them can be voided. Use Asset Activity to dispose of an asset that has transactions against it. 

               

      1. The Asset Grid displays the current assets. The Assets may be sorted on any of the fields by clicking on the grid header row. For example, if you want to see the assets in order by Date click on the grid header  'DATE'. The Assets will then be re-sorted by date. If you want disposals to be included in the list, check the Disposals box at the top of the screen.

      2. The Asset grid can also be grouped by selecting and dragging the column you wish to sort data by. For example, drag the Classification column and drop where it says " Drag a column header here to group by that column" to group the Asset grid view by classification:

      3. Click on the  to view the grouped data by Classification.

      4. To find a specific Asset, enter a value in the Search/Filter field. For example, to search for all the assets acquired for a certain date: Select the icon to select criteria and then select the date. The database will refresh automatically and retrieve and display data in the grid for the selected criteria.

      The above functionality is available in all the screens within the system

       

      [TOP]

      4.7.2 Asset Activities

      Asset Activities allow you to manage assets through its various stages.

       

      You can perform the following functions for an asset:

      Note:

      1. Activity will be only performed after the last depreciation date.
      2. If no depreciation exits then activity date needs to be in the same month/year as the asset is Placed In Service.This is the date on which asset was put in use.
       Once an activity is processed, the appropriate journal will be created in General Ledger.

      If there are any INVALID General Ledger Accounts, the Activity will not be performed. Use the Asset GL Account code verification report to correct these assets.

      [TOP]

      4.7.3 Period Depreciation

      Processing Depreciation will create a Depreciation Entry for all assets that are in the range specified. The following criteria must be met for an Asset to be Depreciated.

      To calculate depreciation select the following: Refer to Figure 1 below.

       

      Task Description
      1 Select the Depreciation Date - up to the date you want to process Depreciation for the Asset.
      2 Select Asset .
      3 Select Group .
      4 Select Classification . Depreciation Rules are attached to the Classification and Classification are attached to Assets hence asset will be depreciated depending on the depreciation rule.
      5 Select Location .
      6 Select Validate .
      7 Select Depreciate.

      Table 1: Field Descriptions for New Depreciation.

       

      Note:

      1. There are 3 phases of depreciation.

        1. When the depreciation is added on the system , it processes to create a new batch with status "In Progress", this is where system starts to validate the depreciation. Refer to Figure 2 below.

        2. When validation is successfully completed, system starts to depreciate the assets where status is "In Progress". Refer to Figure 3 below.

        3. Once depreciation calculations have been completed, then the journal entries are created on the  system. Refer to Figure 4 below.

        4. When the journals have been successfully created and the depreciated is marked as completed then journals are reflected in the financial system. Refer to Figure 5 below.

      2. The System Setting determines the General Ledger Code used when an Asset is Depreciated.

      3. If any of the Account Codes are invalid, the depreciation process will not run. You need to resolve any Invalid Account Code issues before processing a Depreciation. The status of the depreciation will read Invalid, where the details can be viewed under the Depreciation Log. Click on the grey triangle next to the depreciation entry to view the log. Refer to Figure 6 Below.

      Depreciation Calculations:

       

      The calculation of Depreciation is dependent on the following factors:

      1. Cost - the original cost of the asset. This cost may include Installation Costs, Taxes, and any other costs of putting the asset into service.

      2. Salvage value - the estimated value of the asset at the end of its useful life.

      3. Prior Accumulated Depreciation - this is the amount of depreciation that had been expensed for the asset before entry into the Asset Manager. The methodology used to calculate any previous depreciation may produce a slightly different amount than what

      4. Life - the estimated useful life of the asset.

       

      Formula:

      Straight Line Depreciation : For an asset that is newly entered into the Asset Manager, the calculation for straight line depreciation is:

         (cost - salvage value) / Life of the Asset

      Declining Balance Depreciation : The declining balance method calculates higher depreciation charges at the beginning of an asset's useful life. Depreciation value reduces in sub-sequent years.

      Each year, the depreciation is calculated using the same constant percentage rate. In the first year, the system calculates the depreciation based on the asset's acquisition cost. In the following years, the calculation is based on the asset's remaining book value.

      Examples of depreciation calculations is available to view on this spreadsheet.

       

      Figure 1: Form to create a new depreciation entry

       

      Figure 2: Form to view depreciation log which will show the progress and any messages relating to depreciation calculations


       

      Figure 3: Depreciation Validation Process


       

      Figure 4: Journal creation after Depreciation Process

       

      Figure 5: Depreciation Completed and Journals Posted


      Figure 6: Invalid GL Accounts

      [TOP]

      4.7.4 Books

      Maintain Books is used to define multiple books for assets.

       

       

      Maintain Books contain the following types of information:

       

      Fields Description
      Description Enter a description for the book.
      Notes Enter additional details on the book.
      Void You may void a book that is not attached to any assets.

      [TOP]

      4.7.5 Classifications

      Classifications are defined and assigned to Assets .

       

      Main Classification contains the following information:

      Fields Description
      Description

      A brief description on the Class of Assets, for example, Land, Furniture, Motor Vehicle etc.
      Rule

      The depreciation rule that applies to the Asset during Depreciation Processing.
      GL

      GL Account Codes that affect an asset when it is Depreciated, and when an activity takes place.
      Notes

      Detailed description of this Classification .
      Void

      You may Void a classification that has not been used in the system.

       

       

      Additional Books contain the following information:

       

      Fields Description
      Book

      Additional Book depreciation that applies to the Asset during Depreciation Processing.
      Rule

      The depreciation rule that applies to the Asset during Depreciation Processing.
      Void

      You may Void an Additional Book that has not been used in the system.

      [TOP]

      4.7.6 Depreciation Rules

      Depreciation Rules are used to define the depreciation schedule of an asset.

      Maintain Depreciation Rules contains the following types of information:

      Fields Description
      Description Enter a description for the Depreciation Rule.
      Convention Conventions are defined as follows:

      FULL MONTH - Assets will be depreciated for the Full Month.

      PLACED IN SERVICE DATE  - Asset depreciation will be calculated and pro-rated for the month based on the ACQUISITION DATE . (Available for Enterprise Edition of Asset Management ).
      Method The Method used to calculate depreciation for the asset.

      The Depreciation METHOD can be defined as follows:

      STRAIGHT LINE - Depreciation is calculated based on the Initial Value and spread over the life of the asset. The value will be consistent over the life of the asset.

      DECLINING BALANCE - The Declining Balance Method provides for greater depreciation expense at the beginning of an Asset's life. The depreciation expense then declines each period of the asset's life. Since declining balance depreciation is based on a percentage of the asset's basis, the basis will not reduce to zero.

      NONE - If the company is set to calculate depreciation, any one asset may be set to not have depreciation calculated. This allows for the entering and tracking of non-depreciable assets such as land.
      Rate Rate of the depreciation.
      Salvage Percent The estimated value of the asset at the end of its useful life. This value is reduced from the INITIAL COST before depreciation is calculated.
      Notes Enter details on the depreciation rule.
      Void You may Void a depreciation rule.

       

      [TOP]

      4.7.7 Employees

      Employee Maintenance is used to define Employees in the system. You can assign an Asset to an Employee .

       

      Employee  are used in the reporting process to identify which assets are assigned to employees.

       

      Employee Maintenance contains the following types of information:

      Fields Description
      Name

      Employees Name.
      Job Title

      Job Title of the Employee.
      Notes

      Additional information about the Employee or Relevant Information.
      Void

      You may Void an employee that has not been assigned to an asset. 

      [TOP]

      4.7.8 GL Groups

      GL Groups are defined and assigned to Assets . When defining a GL Group, you specify the following information:

      1. DESCRIPTION - A brief description of this Group of assets.
      2. General Ledger Account codes that affect an asset when it is DEPRECIATED .
      3. General Ledger Account codes that affect an asset when an ACTIVITY takes place.
      4. NOTES - Detailed description for this Group .
      5. VOID - You may Void a classification that has not been used in the system.

      If an asset has a GL Group assigned to it, the GL Account Codes assigned to the selected group will be used when creating entries in General Ledger.

       

       

      [TOP]

      4.7.9 Groups

      ASSET GROUPS can be created and assigned to an Asset. Reports can be used to group assets. Depreciation can also be performed by ASSET GROUPS .

      Groups are also used in the creation of the General Ledger Code for an Assets.

      [TOP]

      4.7.10 Locations

      Maintain Location is used to define valid locations a user can select when creating an asset.

       

       

      Maintain Location contains the following types of information:

      Fields Description
      Description Enter the Description for the location.
      GL This will be used by the System Configuration to determine the General Ledger accounts to which Activities and Depreciation Records will be posted.
      Notes Enter details on the location, such as Address, Manager, Location Specific Information etc.
      Void You may void a location that isn't attached to any assets.

      [TOP]

      4.8 Helpdesk

      Helpdeskis a web based software that enables businesses to support their customers effortlessly and efficiently. It provides a point of contact to maintain enhanced communication between clients and companies.

       

      It allows users to troubleshoot issues or provide guidance about product and services. Therefore, it enables users to manage and track call and respond within

       

      It runs equally well on the internet, or Intranet web server. There is no need for software to be installed individually for customers or technicians as everyone users  can access helpdesk from the browser. Helpdesk is supported by Google Chrome and Internet Explorer.

       

      Helpdesk  contains the following menus:

       

      [TOP]

      4.8.1 View All Cases

      View All Cases  shows cases in helpdesk.By default users can view all open cases assigned to them.The call filters can be used to load other cases.

       

      Calls can be filtered by "Status" and "Assignment levels"

       

      Status:

      Assignment Levels:

      Colour codes distinguish call progress in helpdesk:

      Notes :

      1. Access to "Add Comment" , "Edit Case Header" and "Delete Comment" should be enabled to allow users to work on the calls respectively. Users can enable access under "Global Administration -Role Menu Access".
      2. Users have the ability to comment on cases via emails without the need to log into Helpdesk.
        1. Locate the text "Post a reply to this case here" at the bottom of the email.
        2. Click on the "Here" link , this will open the case details on a new tab.
        3. Scroll to the bottom to the "Post A Reply"section
        4. Enter details and click on the "Save Comment" button. This will update the comment in the case.
      3. Users can expand into the details of a case and edit comments in the "Comments" section. The "Status Notes" will be updated with the "User,Time and Date" when a comment is edited.

       

      Figure 1: View All Calls

      [TOP]

      4.8.1.1 New Call -Simple

      New Call - Simple case is to create a  quick and simple case on helpdesk.  Users can attach documents to the case after saving a call.

       

      A simple case contains the following:

      1. Logged By - Logged by is the user logging the case.
      2. Logged Date - Logged Date is the date on which the case is logged.
      3. Contact Name and/or number - Contact Name/Number is the name and phone details of the contact person for the case.
      4. Select a Template - Users can select a template from the dropdown list.
      5. Subject - Subject is the brief description for case with the main ideas.
      6. Enter Case Information - Users can enter the details of the case in the text box.

      Note:

      1. Simple calls uses the "New Case Template".
      2. New Case Template predefine the call components. users need to create the template before logging a case.
      3. "Template" within the "New Case Template" is to outline the default contents of a call. This is maintained under "Document Template".

       

      Figure 1: New Call - Simple

       

      [TOP]

      4.8.1.2 New Call - Detail

      New Call - Detail  case is used to create a detailed case in helpdesk . User creating the case can assign the case to other users.

       

      Steps to create a Call:

      1. Navigate to "Helpdesk" -> "New Call - Detail". This will open the form with the "Call Header" tab. Refer to Figure 1.
      2. Enter below details:
        1. "General" section consist the following:
          1. Call - This is the "Call Number". Call Number is system generated.
          2. Status - When creating a call the status is "New". Status is updated by call comments.
          3. Logged Date - The "Logged Date" is defaulted to the present date. Users can change this date.
          4. Publish - Tick the "Publish" box to add the call to the knowledge base .
          5. Private - Calls marked as private are only visible to users in the "Notifications" list. To grant access to a private call, add the user to the "Notifications" list.
            The following rules apply to private calls:
            1. To add a private call to a project, the project manager must have access to the call.
            2. When changing the project manager, ensure the new project manager has access to all the private calls in the project.
            3. There must be at least one user in the "Notifications" list. This is to prevent being lockout from a private call.
          6. Admin Lock - This is used to lock the case header from editing.
        2. "About Me" section consist the following:
          1. Logged By - "Logged by" is the user who creates the call. By default "Logged by" is the user logged into Helpdesk when the call is created.
            1. Users can change the "Logged By" user
            2. If the "Logged By" is changed the call header is updated with the details. Refer to Figure 2.
          2. The field labels for "About Me" are configured under "LinkWeb -> Company Administration -> Configuration -> Helpdesk -> Alias Name".
        3. "Classification" section can be user defined.
          1.  The labels for these are configured under "LinkWeb -> Company Administration -> Configuration -> Helpdesk -> Alias Name"
        4. Costing" section
        5. "Resolution Details" section consist the following:
          1. Assigned To -
          2. Resolve By
          3. Project - "Project" contains a list of projects in Helpdesk which allows users to add calls to a project.
            1. To add a call, select the project from the list and save.
            2. Users need to have access to "Has Access To All Projects" . Access is enabled under "LinkWeb -> Global Administration -> Role Menu Access"
        6. Enter the "Subject" and " Call information" in the "Call Subject and Detailed Information" section
      3. Save
      4. "Copy" is used to copy the "Case Header" of the existing call.
        1. The copied call will be loaded on the screen once the copy command has been successfully completed. 
        2. "Copy" will copy the original call header. If user edits call content and copies the call, a call will be created with the original details.

      Call Features

      1. Call Header
        1. "Call Header" contains the case details and contents as listed under "Steps to create a Call"
      2. Comments
        1. The "Comments" tab will be activated once a call has been created.This is used to add call details in the "Enter Comments" section.
        2. Users can use predefined templates to update call comments. Templates are maintained under "Linkweb - Company Administration - Document Templates".
        3. Costing
        4. What Next
        5. Command and Controls
          1. Create New Case - This will create a new call using the comments entered. The new call will have the comments as the call header, the call header details will inherited from the original case.
          2. Mark as Solution - This will mark the comment as solution.
          3. Extend Resolve By - Users can tick "Extend Resolve By" to extend the call completion date based on the "Follow Up Date". The call header  "ETC" is extended and a comment is added to show the old and new "ETC" dates.
          4. Send Notifications - Tick this box to send notifications to users in the notification list.
      3. History
        1. The "History" tab will be activated once a call has been created.
        2. The history shows the full content of the call where the case header and comments are consolidated.
      4. Related  Items - Related Item is used to add features and functions that must be tested for a Helpdesk Call.
        1. Select the related item from the list.
          1. Related Items is maintained under "Linkweb - Helpdesk - Related Items ".
        2. Expand into the details of the related item.
        3. Click on the "Green Plus Sign". This will open the edit form.
        4. Enter below details
          1. Description - Enter the description of what to test for the new.
          2. Status - Select the status from the list
          3. Save. Click on the "Floppy Icon".
        5. Expand into the details of the "Related Items Details", this will load the "Related Items Log". Refer to Figure 3.
        6. Enter below details:
          1. Description - Enter the test results.
          2. Version - Enter the version of LinkSOFT in which was the test was performed.
          3. Reference - Users can enter referential notes
          4. Status - Select the status of the test.
          5. Deleted - This will delete the record.
          6. Save. Click on the "Floppy Icon". 
      5. Notifications
        1. The "Notification" contains the list of users. An email alert is generated on the following actions:
          1. New case logged - Notification is sent to the users in the notification list except to the user logging the case.
          2. Existing case edited - Notification is not sent
          3. New comment added - Notification is sent to the users in the notification list except to the user adding the comment. The option "Send Notifications" is checked when adding a comment to send the email alerts.
          4. Existing Comment is edited - Notification is not sent.
        2. A user is automatically added to the notifications if the user logs or comments on the call.
          1. The helpdesk administrator can add "Additional Emails" for a user. Add multiple email addresses separated by a semi-colon (;).
        3. The helpdesk administrator can add new users to the call notifications. The user account must be created under "Linkweb - Global Administration - User Maintenance".
      6. Notes and Attachments.
        1. Users can add Notes and Attachments.

      Figure 1: New Call - Detail
       

       

      Figure 2: Logged By details
       

      [TOP]

      4.8.1.3 Email Import

      Overview

      Helpdesk Email Import is a feature to automatically create helpdesk calls through emails sent to a mail account.

       

      How it works :

      1. The "Email Import Scheduler" process reads any unread messages sent to a dedicated mail account.
      2. The subject line of the email is used to determine how to create the call in helpdesk
        1. A call is created and assigned to the user when the subject of the email has the company and user tag in format [Company,User]
          For example email subject:
          1. [1001,peter]Tasks for Month of end
            This will create a new call in company: "1001" and assign the call to user "Peter". The subject for the call is: "Tasks for Month of end"
          2. Part of company name, user name can also be used as tags e.g [Link,Peter Smith]Tasks for Month of end

          3. For example, "Juli" is a helpdesk user in company 1001.

            1. Send an email to helpdesk with the subject as "[1001,Juli] Prepare for LinkPOS Demo".
            2. This will create a call in company 1001, the call subject will be "Prepare for LinkPOS Demo" and the call will be assigned to Juli.
      3. The "From Email Address" is used to determine the helpdesk user to create the call. If a matching helpdesk user is not found, then the call is not created. Instead, the message is logged in event log.

      Follow the steps below to enable Email Import : Refer to Figure 1 below.

      1. Enable to "Email Import Scheduler" in menu "Global Administration -> Process Setup"
      2. Navigate to "Integration -> Integration Setup" in LinkWeb. Search for "HelpdeskEmailImport".
      3. Expand into rule and configure below settings.
        1. Email Import Mail Server
        2. Email Import Mail Port
        3. Email Import Mail Use SSL.
        4. Email Import Main UserName
        5. Email Import Mail Password
        6. New call from email template
          1. Create a default " New Case Template " under Maintenance.
          2. This template will contain default values with which the case is logged.

      Figure 1: Email Import Configuration

      [TOP]

      4.8.1.4 Call Security

      Call Securities can be enabled to control access to calls for Helpdesk Users.

       

      General Definitions

      1. A user is assigned access to one or more companies in the User Maintenance form.
      2. A user can be part of only ONE organisation
      3. A case has a “Logged By” and “Created By” user attached to the case when a case is created. These users are added to the “Notifications list” when the case is created.
      4. A case has an “Assigned to” user. This can be assigned when creating a case, or when a comment is added. This user is added to the “Notifications list” when a comment is added.
      5. User Notification List contains all users that the case relates to. When adding to his list, we do not need to “Re-activate” the user if the user had previously “Un-Subscribed” or “Deleted”

      Logged by - A list of cases that was logged by a specific user on the call header.
      Assigned To - A list of cases that is assigned to a specific user on the call header.
      Not Assigned - A list of calls that does not have a specific assignment in “Assigned To”
      My Calls - A list of calls based on users in the active (Not deleted) “Call Notification” list table


      Security Definitions

      Security Description

      View All Calls

      		 Users with access will be able to view all calls in Helpdesk.
      Can View calls in My Organisation

      Users with access will be able to access calls only in the assigned Organisation.

      Can Add Comments for calls in My Organisation

      		 Users with access will only be able to comment on calls in the assigned Organisation.
      Can Edit Comments for calls in My Organisation

      Users with access will only be able to edit comments on calls in the assigned Organisation.

      Can Edit Header for calls in My Organisation Users with access will only be able to edit case headers for  calls in the assigned Organisation.
      Can Delete Comments for calls in My Organisation Users with access will only be able to delete comments for calls in the assigned Organisation.
      Can View calls in My Company

      Users with access will be able to access all calls in the Company.

      Can Add Comments for calls in My Company

      Users with access will be able to comment on all calls in the Company.

      Can Edit Comments for calls in My Company

      Users with access will be able to edit comment on all calls in the Company.

      Can Edit Header for calls in My Compared

      Users with access will be able to edit case header for all calls in the Company.

      Can Delete Comments for calls in My Company Users with access will be able to delete comments for calls in the Company.
      Can Add Comments for My Calls

      Users with access  will be able to comments on calls, they have "Logged", calls that is "Assigned To" the user and calls in which the user is in the "Notification".

      Can Edit Comments for My Calls

      Users with access will be able to  edit comments on calls, they have "Logged", calls that is "Assigned To" the user and calls in which the user is in the "Notification".

      Can Edit Header for My Calls

      Users with access will be able edit case header for  calls, they have "Logged", calls that is "Assigned To" the user and calls in which the user is in the "Notification".

      Can Delete Comments for My Calls

      Users with access will be able to delete for calls, they have "Logged", calls that is "Assigned To" the user and calls in which the user is in the "Notification".


      [TOP]

      4.8.2 Projects

      Project management  is a  tool to group project tasks and assist project manager's produce project status reports.

       

      The project management system in HELPDESK gives you the following capability:

      1. Manage project budgets, hours used and overall project progress
      2. Manage project tasks, assignments and effort against each task and the impact on the project
      3. Manage project risk and issues
      4. Document notes and attachments for the project
      5. Coordinate multiple tasks for a project and manage the process
      6. Send task reminders and a summary of outstanding tasks to managers and resources
      7. Project costs and billing
      8. Project status reporting

      [TOP]

      4.8.2.1 Projects

      The purpose of projects is to group tasks together and manage a common set of tasks. Projects allows the user to:

      1. View project progress as tasks are updated.
      2. Manage Budget for each project by hours or dollar amount.
      3. Manage risks and issues related to a project.
      4. View the overall status of a project through colour coded tasks.

      To create a new project, click on the green plus sign.

      The table below describes each field in the Create New Project form. Refer to Figure 1.

      Table 1: Field Descriptions for Edit form.
      Fields Description

      Customer

      Customer is the client or customer for the project. The list of customers comes from organization.

      Project No

      The project number is user assigned and is usually the asset number or the approved project number.

      Manager

      Manager is the project Manager or the individual responsible for the project.

      Title

      Title is a brief description of the project.

      Description

      Description contains details and information about the project.

      Budget Hrs

      Budget hours is the estimated time in hours for the completion for the project.

      Budget $

      Budget dollars is the estimated cost in dollars for the completion for the project.

      Delivery Date

      Date of project completion or the date project is signed off.

      Status

      Status indicates the status of the project, status can be selected from the list as New, In Progress, Completed, Suspended or Cancelled.

      When a user logs into helpdesk, by default, the page will only display the projects which are open for the user .

      Open, All and My Projects filters can be used to access other projects on the system. Refer to Figure 2

      Note :

      1. Users on Helpdesk can only edit and manage projects of which they are project Managers.


      Figure 1: Edit Form to create a New Project


      Figure 2: Project Filters
       

      [TOP]

      4.8.2.2 Project Tasks

      All activities and tasks associated with a project are recorded within the main project, differentiated through Project Task Numbers.
       
      Task created for a project is created as a call/case in helpdesk which has its own duration and purpose.

      Expand the required project by clicking on the grey triangle next to it and enter respective tasks.

      The table below describes each field in the Create New Project form. Refer to Figure 1.

      Table 1: Contents to Create a New Project Task

      FieldsDescription

      Project Task Number

      Project Task Number is the task ID for Project , for example if a Project has a code of P001, the task ID can be P001-1 to indicate Task 1 for Project P001.

      Call Number

      Call number is system generated to reflected the call number on Helpdesk.

      Subject

      Subject is a brief description about the task.

      Category ID

      Category ID reflects the category of the task. Categories can include hardware, software, training and the like.

      Group ID

      Group ID reflects the group or task type, these include groups such as customer support, change request, system issue.

      Priority

      Priority indicates the level of importance for a task.

      Weight

      The weight is actually the hours in numbers based on which the progress for a project is determined. For instance if a Project has two tasks, Task A and Task B. Task A has a weight of 1 and Task B has a weight of 2. If Task A is completed and Task B is not, Progress is 33%. On the other, hand if Task B is completed and Task A is not, Progress is 66%.

      ETC

      Expected date of completion for the task.

      Assigned To

      The individual responsible for completing the task.

      Status ID

      Status indicates the status of the project, status can be selected from the list as New, In Progress, Completed, Suspended or Cancelled.

      Reference

      Records any reference numbers or details for the task for example purchase order numbers or any other relevant information.

      Summary

      Users can enter the details of the task that needs to be completed.

      To add an existing call on the Helpdesk to a project. Refer to Figure 2

      1. Click on the link "Assign Existing Case"
      2. Select the Respective Case Number from the pop up screen.
      3. Tag the correct Project for the task and save the details.

      Note: Once the case has been assigned, users are required to edit the task to add the Task Number and the project weight.

      Figure 1: Edit Form to Create a New Project
       

      Figure 2: Assigning Cases to a Project
       

      [TOP]

      4.8.2.3 Risk and Issues

      Any risks and issues relating to a project is also listed under the main project.

      Expand the required project by clicking on the grey triangle next to it and enter respective risks.

      The table below describes each field in the Risk form. Refer to Figure 1.

      Table 1: Contents to record a risk or issue
      Fields Description

      Date Created

      Customer is the client or customer for the project. The list of customers comes from organisation.

      Description

      The project number is user assigned and is usually the asset number or the approved project number.

      Severity

      Manager is the project Manager or the individual responsible for the project.

      Status

      Title is a brief description of the project.

      Resolution

      Description contains details and information about the project.

      Resolve Date

      Budget hours is the estimated time in hours for the completion for the project.

      Assigned

      Budget dollars is the estimated cost in dollars for the completion for the project.


      Figure 1: Edit form to record a Risk or Issue
       

      [TOP]

      4.8.3 Project - Calendar

      Project Calendar is updated with the project dates indicating the start and end dates for each project.This can be used to manage project timeline and plan future projects.
       
      Calendar can also be used to manage events . Users can manage events for a Day, Work Week (Monday to Friday), Week (Monday to Sunday) or Month.
       
      Notes
      1. Project details are not editable from the calendar.
       Steps to add Events
      1. Navigate to the date and day on the calendar.
      2. Click into the field. A small note pad icon will be visible.
      3. Click on the icon.
      4. Select New Appointment. Enter the details
      5. Subject - Subject is the agenda appointment or meeting
      6. Location - Location is the venue where the meeting will be conducted.
      7. Label - Label is the classification of the meeting.
      8. Start Time - Start time saves the date and start time of the meeting.
      9. End Time - End time saves the date and end time of the meeting.
      10. Show time as - Show time as denotes the availability of a person.


      Figure 1: Calendar
       

      [TOP]

      4.8.4 Projects - Public

      Project Public loads all helpdesk calls that has been marked as  "Publish to Knowledge-base".
       
      Notes
      1. Project - Public is a public page which can be shared.  Users do not need to create user accounts in Helpdesk to access the projects. They can view the projects and the project tasks using the "Project - Public" URL.
      2.   "Project-Public" is  a read only interface.

      Steps to filter Projects:

      1. Drag and the drop the required columns below the search field. This will group all projects using the selected column. Refer to Figure 1.
      2. Expand each row to see the details.


      Figure 1: Projects -Public

      [TOP]

      4.8.5 Knowledge Base

      Knowledge Base stores all cases checked as "Publish to knowledge- Base". "Knowledge Base" calls acts a reference call which allows users to search for information easily.
       
      1. A "text box" is added on the screen to filter calls.
      2. Type the key word in the text field and click on the "Search" button. This will load all the cases with the key word.


      Figure 1: Knowledge Base
       

      [TOP]

      4.8.6 Call Chart Views

      Chart Views provides a graphical view of helpdesk calls. The calls can be filtered by

      1. Date
      2. User
      3. Category
      4. Group

       

      [TOP]

      4.8.7 Call Monitor

      Call Monitor allows users to monitor all open helpdesk calls. The page provides following information:

      1. Loads all open and resolved cases by the "Overdue" days. The overdue days is in a descending order.
      2. The pages refreshes every 5 seconds to add and remove cases from the list.

      Figure 1: Call Monitor

      [TOP]

      4.8.8 Call Pivot Analysis

      Call Pivot Analysis to used to generate charts to extract information on Helpdesk calls.

       

      Steps to generate charts.

      1. Go to the "Select Chart Options" section.
        1. Select the "Chart Type"
        2. Check the chart option for the chart label.
          1. Tick the "Check Box".
      2. Filter the data for the chart:
        1. "Filter Area" and "Data Area" contains list of data can be included in the chart.
        2. "Column Area" and "Row Area" will printed the selected data in the chart.
        3. Drag and drop the required data from the "Filter Area" and "Data Area" to "Column Area" and "Row Area" sections.
        4. A table will be generated next to the filters to show the data count.
      3. The graph will be updated with the data filtered in 2 above.

      Figure 1: Pivot Analysis

      [TOP]

      4.8.9 Call Transfer

      Call Transfer  is used to transfer calls between companies.  "Call Transfer" page contains all calls transferred on helpdesk.

      Once the call has been transferred, a new call is created in the company in which the call was transferred. Details on the call is also transferred

      Notes:

      1. Only  users with access to "Call Transfer" menu can transfer calls and view  transferred calls.
      2. Users need to click on the "New Transfer" button and enter relevant information to complete transfer.

      Figure 1: Call Transfer Listing

      [TOP]

      4.8.10 Contact Us

      Contact Us allows external users to contact an organisation. The "Contact Us" form is a public link and is shared with the public.

      The below functionalities are available:

      1. All queries sent from the "Contact Us" form will be recorded in Helpdesk under the "Contact Us" menu.  Refer to Figure 1.
      2. Users can filter the queries by "Status" and "Date".
      3. Expand into the entry to review query details.
      4. Change the status of query once it has been attended.
      5. To create a case for contact us enquires, configure the "New Call Template " for "Call Template for Contact Us"

      Steps

      1. Publish the contact page for the users. Link :- /public/contactus.aspx

      Figure 1: Contact US menu in Helpdesk

      [TOP]

      4.8.11 Edit Comment

      Edit Comment allows users to edit comments for a Helpdesk calls.

      Notes :

      1. The "Status Notes" will be updated with the "User,Time and Date" when a comment is edited.
      2. The comment in the helpdesk call be updated to state that it has been edited.

      Steps to Edit Comments:

      1. Users can search for a call under the "Comment Selection" section.
        1. Users can search for calls using the "Call Number".
        2. Users can search for calls by dates.
      2. Click on the "Pencil Icon" to edit comments
      3. The following can be edited
        1. Entered - Entered is the date case was logged.
        2. Assigned To - User who will resolve the case.
        3. Follow Up - The next date case will be addressed.
        4. Reference - Any additional information for the case.
        5. Time - Time is the time to complete the case.
        6. Cost - Cost is the cost associated to complete the case.
        7. Status - Status is the status of the case. Users can select the status from the dropdown list.
        8. Status Notes - Any additional information on the status.
        9. Comments - Users can edit the case comments.
      4. Save the changes.


      Figure 1: Edit Comment


      Figure 2: Edit Comment Form

      The table below describes each field on the Edit Comment form.

      Table 1: Field Descriptions for Edit Comments

      Fields

      Description

      Comment SelectionEnter the search criteria under Comment Selection to search for comments.
      Call Number

      Call Number is the case number.

      Comment Date From

      Comment Date From is the date from which the user wants to search cases for.

      Comment Date to

      Comment Date To is the date to which the user wants to search cases for.

      [TOP]

      4.8.12 Organisation Status

      Organisation Status  shows an analysis of helpdesk calls for an organisation. This menu shows the "Total" calls created by an organisation, "Open" calls that needs to be resolved and the "Organisation Rating" of closed calls.

      Organisation rating is computed via "Helpdesk Survey " and are enumerated to show All, Last Year, This Year, 3,6 and 12-month analysis.

      Notes

      1. "Organisation Rating" must be enabled for questions in the survey for computations.
      2. Ratings are calculated for "Yes/No" and "5Star" questions.
      3. "Organisation Status" rate is the average scores for all "Organisation Rating" questions.
        1. For example there are 3 questions.
        2. Results from the responses are as below
          •  Questions  Response 1  Response 2  Response 3 Total  
            1. Was the issue solved? Yes/No  No  Yes  Yes  2/3
            2. Please rate overall satisfaction (Out of 5 Stars)  1/5  3/5  4/5  8/15
            3.Would you like us to contact you for future surveys? Yes/No  Yes  No  Yes  2/3
        3. Organisation Status rating would be calculated as [(2/3*100)+(8/15*100)+(2/3*100)]/3 = 62.22.
      4. Click on the "Grey Triangle next to the customer to view individual calls for an organisation.

      Figure 1: Organisation Status
       

      [TOP]

      4.8.13 Quality Control

      Quality Control   is used to check to ensure that case details are accurate and completed according to policy requirements.

       

      Notes

      1. Users with access to role "Quality Control" will be able to view all calls.
      2. Users will be able to review call content and "Pass" the case. Refer to Figure 2.
        1. To pass a case,  expand into the details of the case.
        2. Click on the "Green Plus" sign.
        3. Enter the comments for passing the case.
        4. Tick "Pass" check.
        5. Save. Click on the "Floppy Icon".
      3. Once, a case is "Passed", it will be removed from the "Quality Control" screen.
      4. Comments entered while passing the case, will be added to the case comments.

      Figure 1: Quality Control.

       

      Figure 2: Passing a Case.

      [TOP]

      4.8.14 Related Item

      Related Items are used to define test scenarios or tasks that must be completed for a helpdesk call. This allows users to ensure all related items are completed before closing a call.

      When a call created users can add related items to define which areas of the system needs to be reviewed. The related item is assigned to a helpdesk call on the "Related Item" tab.

      For example, a call is created with subject as "User Unable to Login". For this call users can add related items to test log in for "Linkweb" and "LinkSOFT Point of Sales" .

      Steps to create a related item:

      1. Click on the "Green Plus Sign". This will open the edit form.
      2. Enter below details
        1. Code - Enter a unique code to identify each item. The code can be alphanumeric.
          1. Users can set the code as the menu code from "Menu Maintenance". This will integrate the functional points of the menu.
        2. Description - Enter the description of the item
        3. Deleted -
        4. Display Order - The display order will
      3. Expand into the details of the related item.
      4. Click on the "Green Plus Sign". This will open the edit form.
      5. Enter below details
        1. Description - Enter the description of what to test for the new.
        2. Status - Select the status from the list
        3. Save. Click on the "Floppy Icon".
      6. Expand into the details of the "Related Items Details", this will load the "Related Items Log". Refer to Figure 3.
      7. Enter below details:
        1. Description - Enter the test results.
        2. Version - Enter the version of LinkSOFT in which was the test was performed.
        3. Reference - Users can enter referential notes
        4. Status - Select the status of the test.
        5. Deleted - This will delete the record.
        6. Save. Click on the "Floppy Icon". 

      Figure 1: Related Items
       

      [TOP]

      4.8.15 Survey Analysis

      Survey Analysis  is used to extract charts and illustrations about the helpdesk survey responses. 

      Steps for Analysis

      1. Select the Chart Type
      2. Enable the required details for the chart.
      3. Update the "Row Area", "Column Area" and "Data Area" with the available filters under the "Filter Area".
        1. Row and Column Areas will be the row and column labels on the report.
        2. Data Area will contain the data selected for analysis.
      4. The content of the chart will be represented in a table format.

      Figure 1: Survey Analysis

      [TOP]

      4.8.16 Survey Manage

      Manage Surveys is used to send and manage surveys. Once the survey questions have been created users need to " Add Calls " and " Send " the survey.

       

      Steps to "Add Calls".

      1. Click on the "Add an Existing case to a Survey" button under command. This will open a  form  to select the call.
        1. The list will show the call number and subject for "Closed" calls only.  
      2. Tick the "Check Box"  and click on the "Select" button to add the call.
      3. Users will be able to delete calls if only a survey has not been sent for the call. Click on the "Red X" to delete the call.

      Steps to "Send" survey.

      1. Click on the "Grey Triangle" next to the call, this will show the "Survey Email List" and "Questions".
      2. Click on the "Green Plus" sign under "Survey Email List". This will open the edit form.
      3. Enter the "Email Address" to which the survey must be sent.
      4. Tick the "Send Survey" box and "Save" to send survey. Refer to Figure 1.

      Notes

      1. Configure Email settings to send surveys.

      Figure 1: Send Survey

      [TOP]

      4.8.17 Survey Question

      The Question and Response menu shows an analysis of survey questions and responses. Survey responses are enumerated to show All, Last Year, This Year, 3,6 and 12-month analysis.

       

      Notes

      1. All active questions will be listed on this page.
      2. The system will update " All, Last Year, This Year, 3,6 and 12-month" analysis when a new response is submitted.
        1. Analysis is only computed for "Yes/No" and "5 Star" questions.
      3. Click on the "Grey Triangle" next to the "Question" to review individual responses. The responses are read only.

      Figure 1 : Question/Response

       

      [TOP]

      4.8.18 Survey Setup

      Survey Setup is used to create survey questions.  

       

      Notes

      1. "Yes/No" and "5 Star" questions are used to compute customer ratings.
      2. Users will only be able to delete unused questions.

      Steps to setup Survey.

      1. Click on the "Green Plus" to add a question. This will open a edit form.
      2. Enter the details on the edit form.
        1. Order- Order determines the "Number" of question in the survey. For example, create a question  as "Other Comments" with order 6 and "Was the Issue resolved" with order as 5.When the survey is sent the questions will be listed as 5. "Was the Issue resolved?", 6. "Other Comments".
        2. Question - Enter a question for the survey.
        3. Date From - "Date From" is the date from which a question is valid. If the "Date From" is set as 01/05/2018 for question "Other Comments" and a user sends a survey on the 01/04/2018 this question will not be included in the survey.
        4. Date To - "Date To" is the date till which the question is valid. If surveys are sent out of these date ranges, the questions will not be included as part of the survey.
        5. Priority - Priority ranks the importance of the question.
        6. Category - Category is the related product or feature.For example, Link Backoffice is a product of Link technologies. The question " Was the consultant professional" is tagged category Link Backoffice. This analyses the performance of Link Backoffice consultants.
        7. Group - Group is the services provided by the business.
        8. Type - Type is the response type. Response type includes 5 Star, Memo, Text and Yes/No.
        9. Customer Rating  - "Customer Rating" enabled will use the survey responses to determine the customer satisfaction. This is analysis will be updated under "Organisation Status ".
        10. Is Required - Enable "Is Required" if respondents must provide a response for the question.

      Figure 1 :Survey Setup

      [TOP]

      4.9 Helpdesk Maintenance

      Maintenance contains the following menu:

      [TOP]

      4.9.1 Priority

      Priority  defines the importance of cases.  Priority is used when logging cases in helpdesk . It indicates how urgent the case is and allow users to work on the case accordingly.    

      Users can configure the "Hours" allowed to complete a case by priority. The system will automatically calculate the "Follow Up"date and time based on the configured "Time To Complete". When this time exceeds, the case is considered overdue.

      Steps to create a Priority:

      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Enter the "Description" for the priority.
      3. "Display Order" determines the display order of the list where the priority is used
      4. Delete will mark a record as deleted.
        1. Deleted records will not appear in any lookups.
        2. Edit the record and "Un-tick" delete to activate a record.
      5. Click on the "Grey Arrow" to expand into the details
        1. "Time To Complete" - Enter the hours allowed to complete tasks.

      Figure 1: Priority

      [TOP]

      4.9.2 Category

      Category is used to create and maintain the list of products or services. A category is used when logging cases in helpdesk. It indicates the area which needs to be addressed in the case.

       

      Users can configure the "Hours" allowed to complete a case by category. The system will automatically calculate the "Follow Up"date and time based on the configured "Time To Complete". When this time exceeds, the case is considered overdue.

       

      Steps to create a Category:

      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Enter the "Description" for the category.
      3. "Display Order" determines the display order of the list where the category is used .
      4. SLA Enabled - When "SLA Enabled" is the following features are available:
        1. "Service Agreement" is populated for each "Organization" and "Category" combination under "Helpdesk Maintenance -> Service Agreement".
      5. Delete will mark a record as deleted.
        1. Deleted records will not appear in any lookups.
        2. Edit the record and "Un-tick" delete to activate a record.
      6. Click on the "Grey Arrow" to expand into the details
        1. "Time To Complete" - Enter the hours allowed to complete tasks.
        2. Add "Notes" and " Attachments ".

      Figure 1: Category

      [TOP]

      4.9.3 Group

      Group is used to create and maintain groups which acts as the classification of a case. Group is used when logging cases in helpdesk. It type of case f or example, a case "HL001" can be a system issue ticket by case "HL002"  can be a change request case.


      Users can configure the "Hours" allowed to complete a case by group. The system will automatically calculate the "Follow Up"date and time based on the configured "Time To Complete". When this time exceeds, the case is considered overdue.


      Steps to create a Group:

      1. Click on the "Green Plus Sign". This will open the "Edit Form".
      2. Enter the "Description" for the group.
      3. "Display Order" determines the display order of the list where the group is used .
      4. Delete will mark a record as deleted.
        1. Deleted records will not appear in any lookups.
        2. Edit the record and "Un-tick" delete to activate a record.
      5. Click on the "Grey Arrow" to expand into the details
        1. "Time To Complete" - Enter the hours allowed to complete tasks.
        2. Add "Notes" and " Attachments ".


      Figure 1: Group
       

      [TOP]

      4.9.4 Task

      Task denotes the tasks of an organisation. Task is used when logging cases in helpdesk. Task are mostly activities with a assigned cost.

       

      Follow the steps below to create a Task.

      1. Click on the green plus sign.
      2. The Edit Form will open.
      3. Enter the details on the form. Refer to Table 1.
      4. Click on save.
      5. Click on the pencil sign to edit details.

      Figure 1: Task Listing

       

      Figure 2: Task edit Form

      The table below describes each field on the Task form.

      Table 1: Field Description for Task

      Fields

      Description

      Code Code is the unique code for the Task.
      Description

      Description is the detailed description for the Task.

      Notes

      Notes is the  additional notes or comments for the Task.

      Deleted

      If deleted is ticked it marks the record as Deleted.

      [TOP]

      4.9.5 Cost

      Cost denotes the cost types. Cost is used when logging cases in helpdesk.Cost can set at a hourly or fixed rate.

       

      Follow the steps below to create a Cost.

      1. Click on the green plus sign.
      2. The Edit Form will open.
      3. Enter the details on the form. Refer to Table 1.
      4. Click on save.
      5. Click on the pencil sign to edit details.

      Figure 1: Cost Listing


      Figure 2: Cost Edit Form


      The table below describes each field on the Cost form.

       

      Table 1: Field Description for Cost

      Fields

      Description

      Code Code is the unique code to define the cost type.
      Description

      Description is the detailed description for the cost.

      Rate Type Rate Type is the rate frequency for the cost. Rate can be fixed or hourly.
      Rate Rate is the rate for the cost.

      Notes

      Notes is the additional notes or comments for the cost.

      Deleted

      If deleted is ticked it marks the record as Deleted.

      [TOP]

      4.9.6 Task/Cost

      Task/Cost is to assign and maintain cost for a task.

      Follow the steps below to assign.

      1. Navigate to Cost Group Rates
      2. Select a cost group. This is Tasks created on helpdesk.
      3. The rates under Available Rate is the list of all costs. This is the costs created under the cost menu.
      4. Tick the respective check box to select the cost.
      5. Click on Add on the bottom of Available Rates to add cost.
      6. Click on save.
      7. Clicking on add, lists the cost under Assigned Rates
      8. Click on Remove on the bottom of Assigned Rates to remove cost.

      [TOP]

      4.9.7 Assignment Rules

      Classification Assignment is a feature that automatically assigns calls to a specified user as soon as a case is logged. An email notification is also sent to the user.

      Helpdesk calls are assigned based on the classification selections.

      Note : Classification Assignment is only applicable for "Not Assigned" cases.

      The following should be setup for the automatic assignment.

      1. Setup the Classification Assignment on Helpdesk. Refer to Figure 1. 
      2. The Classification Assignment criteria should be active to be functional.
      3. Enable the "HEL Classification Assignment Process" to assign calls. This process should be scheduled to run for the automatic assignment. Users can enable this under the "Processes" menu.

      Referring to Figure 1 below, all case logged and unassigned with "Priority - High", "Product - Backoffice" and "Group - New Feature"  will be automatically be assigned to Sanjeet.

      Figure 1 : Classification Assignment.

      [TOP]

      4.9.8 Escalation Rules

      Escalation Rules   is setup to automatically escalate calls that have not been updated for a predefined number of hours. The calls are escalated based on the specifications or rules.

      "HEL Escalation Process "  process should be enabled for the calls to be escalated on a timely manner.

      Follow the steps below to create a Escalation Rule. Refer to Figure 1.

      1. Click on the "Green Plus Sign" to create a new rule.
      2. Enter the details
        1. Sequence - Sequence is numeral order in which the rules will be displayed on the screen.
        2. Description - Description is the brief summary of what the rule will do.
        3. Priority - Select the priority from the list. 
        4. Category -    Select the Category from the list. 
        5. Group  -    Select the Group from the list.
        6. Assigned To - Select the "User" to whom cases are assigned that needs to be escalated.
        7. Logged By - Select the "User" who has logged the cases that needs to be escalated.
        8. Escalate To - Select the "User" to whom cases will be escalated.
        9. Escalation Comments- The is the comments that is added to the call when a case is escalated.
        10. Escalation Status - Escalation comments are added to the cases based on the status. For example, if the escalation status is as set as "Closed", then the comments will only be added when the case is "Closed".
        11. Threshold Hours - This is the "Hours"  after which a call will be escalated if the case is unattended.
        12. Threshold Date Type - Users need to select the "Date"  that will act is the base for threshold hours. These includes "Logged Date", "Resolution Date" and "Last Comment Date". For example, "Threshold Hours" is 24 and "Threshold Date Type" is "Logged Date". If a call was logged on 14/08/2017 and its unattended, case will be escalated on 17/08/2017.
        13. Threshold Includes Holidays - Tick this option, if the "Threshold Hours" include hours for Public Holiday.
        14. Stop Escalation - If "Stop Escalation" is ticked, then the rule is be stopped and cases will not be escalated.
        15. Active - Active signifies that the rule is is active and cases should be escalated.

      Figure 1: Escalation Rule

      [TOP]

      4.9.9 New Case Template

      New Call Template lists default templates that can be  used to log a simple call. It outlines the necessary contents that should be included in the case.

      When the new call template is used, the classification, costing and resolution details for the case is updated as per the template settings. 

      Templates under New Call Templates are designed and maintained under document template .


      Figure 1: New Call Template


      Figure 2: New Call Template Edit Form

      The table below describes each field on the New Call Template form.

      Table 1: Field Description for New Call Template.

      Fields

      Description

      Description Description is the detailed description of the Task Template.

      Priority Alias

      Priority is the importance level of the template

      Category Alias

      Category is the product or services.

      Group AliasGroup is the classification for the template.
      Reference Reference is any additional detail for the template.
      Template Template is the template type from the list of document templates.
      ETC Days ETC is the Expected Time of Completion for the case.
      Cost Cost is the task for the template.
      Rate Rate is the associated cost  type for the case.
      Amount Amount is the cost amount for the case.
      Assigned To Assigned to is the user to whom the case is assigned.
      KB KB if marked ticked saves the case under Knowledge base.
      Deleted

      If deleted is ticked it marks the record as Deleted.

      [TOP]

      4.9.10 Scheduled Tasks

      Scheduled Tasks is a module in the Link Helpdesk system that can be used to improve the management and documentation of business operations. Business managers can use this module to:

      1. Define tasks that each position needs to fulfil.
      2. Ensure that a detailed explanation of how tasks needs to be performed is documented.
      3. Prepare a schedule of tasks that needs to be completed on a predefined interval to ensure that they are performed.
      4. Ensure that all tasks are completed on time.
      5. Keep a detailed log and audit trail of important tasks.
      6. Prevent tasks from being missed or bypassed.
      7. Ensure employees have a work schedule that can be easily followed.
      8. Escalate tasks that are not done on time.
      9. Emulate an Active ERP environment where tasks can be managed even when important staff are absent
      10. Perform Quality checks on work done.

      This method of managing tasks is critical for businesses that need to be accountable to providing a high standard and quality of service to their clients.

      Example:

      The IT Manager of the company has the following Three Tasks:

      1. Database Backups are configured to run on a daily basis. The IT Manager needs to perform monthly backup checks and ensure backups can be restored. Backups also need to be taken off site.
      2. Perform an Audit of all IT Assets on a 6 month basis and ensure that they are in good operating condition
      3. Provide management with a Monthly Budget Analysis of IT operations

      We can create a Scheduled Task for the Position of IT Manager, with Three Task Items:

      1. Create a Scheduled Task with the Description: "IT Manager Tasks"
      2. Create three detailed task items, one for each task explained in 2.3.1 above
      3. Ensure the task details contain a clear explanation of the task, e.g. for the first item we would write the task similar to that shown in Figure 1 below.

      Prerequisites

      1. Enable the "SQL Scheduler" under "Linkweb - Global Administration - Process Setup"
      2. Enable process "HEL005 - HEL Generate Tasks" under "Linkweb - Company Administration - Processes".

      Steps to Schedule a Task

      1. Click on the "Green Plus Sign". This will open the "Edit Form" to create "Task" . Refer to Figure 1.
      2. Enter below details:
        1. Description - Enter the full description of the task.
        2. Reference - Enter referential details
        3. Priority - Select the priority for the task. This will be default priority for every task created for a task .
          1. Priority is maintained under "Linkweb - Helpdesk Maintenance - Priority".
        4. Category - Select the category for the task. This will be default category for every task created for a task .
          1. Category is maintained under "Linkweb - Helpdesk Maintenance - Category".
        5. Group - Select the group for the task. This will be default group for every task created for a task .
          1. Group is maintained under "Linkweb - Helpdesk Maintenance - Group".
        6. Assigned To - Select the user who is needs to manage the task.
          1. Users are maintained under "Linkweb - Global Administration - User Maintenance"
        7. Display Order - Enter the display order which determines the order in which the tasks should be listed on the screen.
        8. Sequence:
          1. If sequence is "Enabled", tasks will be generated in the define sequence. For example,
            1. Task 1 - Take a backup of the LinkSOFT database.
            2. Task 2 - Upload the backup to the FTP.
            3. In the above example, "Task 2" will not be generated until "Task 1" has been completed. 
          2. If sequence is "Disabled", all tasks will be generated simultaneously.
        9. Deleted - Deleted will disable the task.
        10. Save. Click on the "Floppy Icon".
      3. Expand into the details to add the "Task Details". This allows users to add individual tasks items. Refer to Figure 2 and Figure 3.
        1. Click on the "Add New Task Detail". This will open the "Edit Form".
        2. Enter below details:
          1. Assigned To -  Select the user who is needs to manage the task.
            1. Users are maintained under "Linkweb - Global Administration - User Maintenance"
          2. Sequence - Define the sequence in which the tasks should be generated. The sequence will be applied only of the sequence is enabled in 2.8 above.
          3. Priority - Select the priority for the task. If users do not select a priority, the priority will be updated with default priory from 2.3 above.
          4. Category - Select the category for the task. If users do not select a category , the category will be updated with default category from 2.4 above.
          5. Group - Select the group for the task. If users do not select a group , the group will be updated with default group from 2.5 above.
          6. Subject - Enter the subject to describe the task.
          7. Reference - Enter referential details
          8. ETC Due Days - Enter the "Expected Completion" date of the task. This is date by which the user should have completed the work.
          9. Frequency - Select the frequency. A new helpdesk call will created an assigned to the user for action based on the selected frequency.
            1. Frequency is maintained under "Linkweb - Company Administration - Frequency".
          10. Task Details - Enter the task details. In the Task Details, clearly explain the steps needed to perform the task. This should be Step by Step instructions, including any relevant references to external documents,
          11. Next Run Date - Set the next date and time at which the task should be scheduled
          12. Save. This will create a record for the task.
            1. The background process "Generate Tasks" will created the scheduled tasks.
          13. Click on the "Edit" link to make changes.
            1. Users can "Copy" a task. Click on the "Copy" button and "Save" to create a copy of a task.
        3. Expand into the details of the task to add a user who should receive notifications of the scheduled task. Refer to Figure 4.
          1.  
      4. Users can manually create all "Task" before its scheduled date.
        1. Click on the "Create ALL Task Items Now" button. This will create a helpdesk call for each task.

      Figure 1: Create a Task

      Figure 2: Create Task Items
       

      Figure 3: Task Details

      Figure 4: Task Notification
       

      [TOP]

      4.9.11 Service Agreement

      Service Agreement is a service contract which states the expected services and entitled support between companies and clients.

      Link Helpdesk allows users to monitor the clients and the status of their service agreement to successfully deliver services.

      The Service Agreement menu displays all the customers on helpdesk and the distinct services offered to respective customers.

      The SLA Amount is the service fee or any cost associated for the services being provided. Refer to Figure 1 below.

      Steps to update SLA

      1. Click on the "Grey Arrow" next to the Organisation. This will expand into the "Service Agreement Details".
      2. Enter below details
        1. Date From and Date To - Enter the SLA valid dates.
        2. Amount - Enter the SLA amount
        3. Notes - This is an open text field. Users can enter desired content.
        4. Active - Tick the "Active" box. This indicates that the SLA is active.
        5. Save. Click on the "Floppy Icon".


      Figure 1: Service Agreement

      [TOP]

      4.10 Business Intelligence

      Business Intelligence consists of all reports in the system. This allows the users to extract required data for analysis. For example, users can generate the "Sales Report" from the "Reports"menu to view the sales for a day. Most "Payroll" and "Point of Sale" reports have he option to "View Graph" which visualizes the data in the report.

      Business Intelligence contains below features:

      1. Reports and Report Rules  - Users can configure the report rule based on their specifications.
      2. Report Schedule  - Reports can be scheduled to email on a set date and time
      3. Email Log / Report Email Log - This stores details of emails sent from the system. Users can view the log to verify "Failed" emails.
      4. Downloads  - Users can "Add" and "Download" documents from this menu

      Figure 1: Business Intelligence Content

      [TOP]

      4.10.1 Reports

      Report Viewer contains reports that extract data in real time. Once the report is selected, you will be required to select the FILTERS for the report. The filters have INCREMENTAL FILTERING which allows you to select filters by typing a few characters in the filter boxes.

       

      Report Viewer has the following reports:

       

      [TOP]

      4.10.1.1 Recruitment

      Recruitment Reports:

      [TOP]

      4.10.1.1.1 Applicant Listing

      Applicant Listing report shows the contact details and application status for all applicants in Link RM.

      The report can be generated with below filter:

      1. Date
      2. Applicant
      3. Application Status

      Figure 1: Applicant Listing Report.
       

      [TOP]

      4.10.1.1.2 Advertisement Listing

      Advertisement Listing provides information on vacancies that have been advertised to the public. The report shows the advertisement medium and cost.

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Vacancy
      4. Vacancy Status
      5. Territory
      6. Branch
      7. Cost Centre
      8. Group By
      9. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".  

      Figure 1: Advertisement Listing
       

      [TOP]

      4.10.1.1.3 My Application Status

      My Application Status  provides information on the application status. Applicants generate this report to review the interview date and the progress of a vacancy.

      Figure 1: My Application Status
       

      [TOP]

      4.10.1.1.4 Vacancy Applicant Listing

      Vacancy Applicant Listing provides information on the vacancies and applicants in the system  The report shows the application status, requirement score and interview assessment score for the applicants.

      The report can be generated with below filters:

      1. Vacancy
      2. Applicant
      3. Application Status

      Figure 1: Vacancy Applicant Listing
       

      [TOP]

      4.10.1.1.5 Vacancy Listing
      Vacancy Listing provides information on the vacancies and applicants in the system. The report shows the application status, requirement score and interview assessment score for an applicant.

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Vacancy
      4. Vacancy Status
      5. Territory
      6. Branch
      7. Cost Centre
      8. Group By

      Figure 1: Vacancy Listing
       

      [TOP]

      4.10.1.2 Payroll & HR

      Use this form to Generate and e-mail reports. The following functions are available: 

      1. View list of reports available. See figure 1 below. Access to reports must be given for you to generate reports. Access is given in Role Menu Access menu.
      2. Generate a Report.
      3. E-mail Report.
      4. Update "notes" for each report. This "notes" will be available to all users.

      Note: Data in reports are of the company that your are logged into. Change company can be used to generate data for different companies.

       

      Figure 1: View report.

       

      Also see:

      [TOP]

      4.10.1.2.1 Employee Profile Report
      The ESS Employee Profile Report  outputs the employee profile. Information on the report is from the employee profile. The report also contains performance details and management reviews for an employee.

      To generate the ESS Employee Profile Report, follow these steps:

      1. Choose the ESS Employee Profile Report from the dropdown list.
      2. Choose the Employee Name from the list.
      3. Click on the View Report button to generate the report.


      Figure 1: ESS Employee Profile

       

      Figure 2: ESS Employee Profile Report

      [TOP]

      4.10.1.2.2 Leave Calendar View
      To generate a Leave Calendar View Report, follow these steps: 

      1. Enter the required parameters. If parameters are not selected, the system will get all records. See figure 1 below.
      2. Click on the View Report button to generate the report. See figure 2 below.
      3. Click on the E-mail Report button to send an e-mail attachment to the user. See figure 3 below.

      Figure 1: View Report.

       

      Figure 2: View Report.

       

      Figure 3: Email Report.

      [TOP]

      4.10.1.2.3 Payslip
      To generate a Payslip report, follow these steps: 

      1. Enter the required parameters. If parameters are not selected, the system will get all records. See figure 1 below.
      2. Click on the View Report button to generate the report. See figure 2 below.
      3. Click on the E-mail Report button to send an e-mail attachment to the each employee. See figure 3 below.

      Figure 1: View report.

       

      Figure 2: View Report.

      Figure 3: Email Report.

       

      [TOP]

      4.10.1.2.4 Time and Expense
      To generate a Time and Expense Report, follow these steps: 

      1. Enter the required parameters. If parameters are not selected, the system will get all records. See figure 1 below.
      2. Click on the View Report button to generate the report. See figure 2 below.
      3. Click on the E-mail Report button to send an e-mail attachment to the user. See figure 3 below.

      Figure 1: View Report.

       

      Figure 2: View Report.

       

      Figure 3: Email Report.

      [TOP]

      4.10.1.2.5 Timesheet Payroll Report

      Timesheet Payroll Report outputs that hours and pay codes that need to be paid to an employee from approved time entries.

      The report has below filters.

      1. Date
      2. Employee
      3. Territory
      4. Branch
      5. Cost Centre
      6. Pay Team
      7. Status
      8. Pay Processed - Pay Processed "Yes" will output all entries that have already been paid. Pay Processed "No" will only output the pending entries.
      9. Group By
      10. New Page per Group
      11. Show Details - Show details will show the break down of the pay codes.

      Figure 1: Timesheet Payroll Report
       

      [TOP]

      4.10.1.2.6 Employee Birthday Anniversary Listing Report

      Employee Birthday Anniversary Listing report shows the next "Birthday Date" and "Age" of the employees.

      The report can be generated with below filters:

      1. Birth Anniversary Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
      10. Show Graph
      11. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".  

      Figure 1: Employee Birthday Anniversary Report  
       

      [TOP]

      4.10.1.2.7 Employee Composition
      Employee Composition shows the employees in the organisation grouped by "Age", "Contract Type", and "Ethnicity". The report also shows the "Gender" of the employees.

      The report can be generated with below filters.

      1. Company
      2. Employee
      3. Employee Status
      4. Territory
      5. Branch
      6. Cost Centre
      7. Show Employees
      8. Show Graph - This will print a graph on the last page of the report.

      Figure 1: Employee Composition

      [TOP]

      4.10.1.2.8 Employee Discipline Form

      Employee Discipline Form shows "Current" and "Previous" disciplinary records for an employee from Link HR. This form can be printed and signed by the "Employee" and "Supervisor".

      The report can be generated with below filters:

      1. Company
      2. Employee
      3. Employee Status
      4. Pay Team
      5. Territory
      6. Branch
      7. Cost Centre
      8. Search -This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: Employee Disciplinary Form
       

      [TOP]

      4.10.1.2.9 Employee Discipline Listing

      Employee Discipline Listing shows "Disciplinary" records of an employee from Link HR.

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
      10. Discipline Code
      11. Discipline Warning
      12. Search - The "Search" filter is an open text field. Users can search for records by searching for a "Word" or "Code".

      Figure 1: Employee Discipline Listing
       

      [TOP]

      4.10.1.2.10 Employee Exit Details

      Employee Exit Details shows the "Exit" details of an employee from Link HR. The report shows the new employment details of the employee and feedback for the current employer.

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
      10. Exist ID
      11. Exist Reason
      12. Show Details
      13. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

       Figure 1: Employee Exist Report
       

      [TOP]

      4.10.1.2.11 Employee Entry Exit Report

      [TOP]

      4.10.1.2.12 Employee Experience Listing

      Employee Experience Listing show work experiences of an employee with the employment duration and exit reasons. 

      The report can be generated with below filters:

      1. Date - The date filters records based on the employment start date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By - Territory, Branch,Cost Centre .
      10. Show Details
      11. Search -  This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: Employee Experience Listing
       

      [TOP]

      4.10.1.2.13 Employee Issuable Items Report

      Employee Issuable Items report shows list of office item issued to an employee in the organisation.

      The report can be generated with below filters

      1. Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
        1. Territory
        2. Branch
        3. Cost Centre
      10. Included Returned Item
      11. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: Employee Issuable Item Report 
       

      [TOP]

      4.10.1.2.14 Employee Membership

      [TOP]

      4.10.1.2.15 Employee Position History

      Employee Position History report shows  information on the position history of an employee, including the effective date, job type and years of service.

      The report can be generated with below filters

      1. Effective Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
        1. Territory
        2. Branch
        3. Cost Centre
      10. Position 
      11. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".  

      Figure 1: Employee Position History 

      [TOP]

      4.10.1.2.16 Employee Profile
      Employee Profile report provides information related to an employee such as the personal information, pay details and employment information setup in LinkSOFT.

      Employee profile report  also shows "Position History", "Work Experience", "Education" "Training History, "Grade History", "Appraisal Details", "Disciplinary History", "Memo Details", "Incident Cases" and "Skills" of an employee. These are only available if the details are maintained in Link HR.

      The report can be generated with below filters:

      1. Company
      2. Employee
      3. Employee Status
      4. Pay Team
      5. Territory
      6. Branch
      7. Cost Centre
      8. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: Employee Profile
       

      [TOP]

      4.10.1.2.17 Employee Job Duties
      Employee Job Duties shows the periodical duties that must be performed by an employee.

      The report can be generated with below filters:

      1. Company
      2. Employee
      3. Employee Status
      4. Pay Team
      5. Territory
      6. Branch
      7. Cost Centre
      8. Group By
        1. Territory
        2. Branch
        3. Cost Centre
      9. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

      Figure 1: Employee Job Duties
       

      [TOP]

      4.10.1.2.18 Employee Qualification

      [TOP]

      4.10.1.2.19 Employee Start Date Anniversary Report
      Employee Start Date Anniversary Report shows  employment "Start Date" of an employee and the next "Anniversary Date".
       
      The report can be generated below filters
      1. Start Date Anniversary Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
      10. Search -  This is an open text field. Users can search for records by searching for a "Word" or "Code". 
      Figure 1: Employee Start Date Anniversary Report 
       

      [TOP]

      4.10.1.2.20 Employee Transfer Report

      [TOP]

      4.10.1.2.21 Succession Planning Report

      Succession Planning Report report shows the skill level of an employee needed for a position. The report allows the company to predict employee movement and plan external hiring.

      The report can be generated with below filters:

      1. Company
      2. Position
      3. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: Succession Planning Report

      [TOP]

      4.10.1.2.22 Year of Service Listing

      [TOP]

      4.10.1.2.23 Meeting Records
      Meeting Records shows information on "Meetings" from Link HR.

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Meeting ID
      4. Meeting Status
      5. Attendee
      6. Attendee Status
      7. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: Meeting Records Report 

      [TOP]

      4.10.1.2.24 Employee Probation
      Employee Probation Report provides information on the probation period and status of new employees.  

      The report can be generated with below filters:

      1. Date
      2. Employee
      3. Employee Status
      4. Territory
      5. Branch
      6. Cost Centre
      7. Group By - Territory, Branch, Cost Centre .
      8. Probation Status

      Figure 1: Employee Probation
       

      [TOP]

      4.10.1.2.25 Course Listing

      Course Listing  report shows  a list of courses created for HR Training.The report generates the "Course" details, "Objectives" and "Pre-requisite".

       

      The report can be generated with below filters:

      1. Company
      2. Course

      Figure 1 : Course Listing

      [TOP]

      4.10.1.2.26 Employee Training History Report

      Employee Training History report shows details of   "Courses" and "Trainings"  attended by an employee.

       

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
      10. Course
      11. Course Status
      12. Institution
      13. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: Employee Training History Report

      [TOP]

      4.10.1.2.27 Key Perfromance Indicator Listing
      Key Performance Indicator Listing provides list of business objectives and performance objectives that are measurable to evaluate KPIs.

      The report can be generated with below filters:

      1. Company
      2. KPI Code
      3. KPI Type
      4. Search

      Figure 1: Key Performance Indicator Listing

      [TOP]

      4.10.1.2.28 Performance Appraisal Report
      Performance Appraisal Report provides performance assessment of employees which shows the "Key Performance Indicators" and performance scores.

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Appraisal Type
      4. Appraisal Code
      5. Appraisal Status
      6. Employee
      7. Employee Status
      8. Pay Team
      9. Territory
      10. Branch
      11. Cost Centre
      12. Group By
      13. Performance Score
      14. Show Details
      15. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

      Figure 1: Performance Appraisal Report 
       

      Explanation of totals:

      1. Overall Score (weighted) - average of scores based "KPI Group" weight
      2. Average Score for KPI Group - This is the average score for KPI Groups without the KPI Group weight. This average calculation uses the rounded value (2 Decimal place) of each KPI Group.
      3. Average Score Report - This is the average score of each score entry

      In the example above (Figure 1), the employee has a score of 1.69 based on the weights of the three groups. "Business Objectives" and "Performance Standards" both have a weight od 10 out of 100, while "measure" has a weight of 80 out of 100. Therefore the score for "Measure" carries a lot more weight towards the overall Score of the employee.

      The "Average Score for KPI Group" of 1.84 is the score WITHOUT the weight applied.

      [TOP]

      4.10.1.2.29 OHS Claim Listing
      OHS Claim Listing report  provides information on "Health and Safety" claims applied and paid to employees in Link HR.

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory, Branch and Cost Centre
      7. Group By - Territory, Branch and Cost Centre

      Figure 1: OHS Claim Listing 
       

      [TOP]

      4.10.1.2.30 OHS Committee Listing

      [TOP]

      4.10.1.2.31 OHS Incident Listing

      OHS Incident Listing report provides information on accidents or incidents that occurred at the workplace.  

      The report can be generated with below filters:

      1. Date
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory, Branch and Cost Centre
      7. Incident Code
      8. Incident Type
      9. Incident Branch
      10. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

      Figure 1: OHS Incident Listing

      [TOP]

      4.10.1.2.32 Leave Allocation Report
      Leave Allocation Report shows current and history leave allocations of an employee.

      The report can be generated with below filters:

      1. Company
      2. Employee
      3. Employee Status
      4. Pay Team
      5. Branch
      6. Cost Centre
      7. Group By 1  - Territory, Branch, Cost Centre
      8. Group by 2 - Employee, Leave
      9. For Year
      10. Leave Code
      11. Leave Category
      12. Show Void Allocation (Y/N)
      13. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

      Figure 1: Leave Allocation Report 

      [TOP]

      4.10.1.2.33 Employee Deduction Listing

      Employee Deduction Listing report shows deductions allocated to an employee.

       
      The report can be generated with below filters:
      1. Company
      2. Employee
      3. Employee Status
      4. Pay Team
      5. Territory
      6. Branch
      7. Cost Centre
      8. Pay Code
      9. Deduction Type
      10. Pre- Tax (Y/N)
      11. Deduction Status
      12. Show Details (Y/N) - The details shows the deduction in each payrun.
      13. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

      Figure 1: Employee Deduction Listing
       

      [TOP]

      4.10.1.2.34 Employee Rate Audit

      Employee Rate Audit shows the lists of employees and their current and previous pay rates.

       
      The report can be generated with below filters:
      1. Effective Date - "Effective Date" filters records based on "current" rate in use.
      2. Company
      3. Employee
      4. Employee Status
      5. Pay Team
      6. Territory
      7. Branch
      8. Cost Centre
      9. Group By
      10. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

      Figure 1 : Employee Rate Audit
       

      [TOP]

      4.10.1.2.35 Bureau of Statistics (Fiji)

      Bureau of Statistics (Fiji) report  is submitted to "Fiji Bureau of Statistics"  to compile the "Annual Paid Employment Statistics" for the government.

      The report can be generated with below filters:

      1. Company
      2. Year
      3. Period
      4. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

          Figure 1: Bureau of Statistics (Fiji)
           

          [TOP]

          4.10.1.2.36 Pay Audit Report
          Pay Audit Report shows total payments by "Pay Code Type" in a pay for an employee. 

          Report Calculations

          1. Gross = > Sum of all gross components
          2. Net Banking = > Total Emoluments - Total Deductions
          3. Total Deductions = > Tax + Super + Other Deductions
          4. Total Emoluments = > Gross + Taxable Allowance + Non Taxable Allowance + Cash Benefits.

          The report can be generated with below filters:

          1. Company
          2. Payrun ID
          3. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".    

          Figure 1 : Pay Audit Report

          [TOP]

          4.10.1.2.37 Pay Coinage Report
          Pay Coinage Report  provides a breakdown of the number of "Notes" and "Coins"  to be paid to an employee who is being paid in "Cash". 

          The report can be generated with below filters:

          1. Company
          2. Payrun ID
          3. Denomination - Select the required denomination for the "Notes". The report is defaulted to $100.
          4. Territory
          5. Branch
          6. Cost Centre
          7. Group By
          8. Show Details
          9. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".  

          Figure 1 : Pay Coinage Report

          [TOP]

          4.10.1.2.38 Pay Component/Deduction/Banking Report

          Pay Component/Deduction/Banking   report shows all components or "Pay Codes" paid in a pay. The report shows the total value paid for each employee and the pay code.

          Users can use this report to extract the "Deduction" and "Banking" amounts for a specific period or pay run. The report shows data for active and updated pays.

          The report can be generated with below filters:

          1. Payrun Date - This will include all "Payruns" created in the selected date range.
          2. Company
          3. Payrun ID
          4. Pay Team
          5. Employee
          6. Territory
          7. Branch
          8. Cost Centre
          9. Group By
          10. Paycode
          11. Paycode Type
          12. Show Employees
          13. Show Graph
          14. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".  

          Figure 1 : Pay Component/ Deduction/ Banking Report
           

          [TOP]

          4.10.1.2.39 Pay Edit Report
          Pay Edit Report provides information on "Pay Entries" either in a summary or detailed format. The report is vital for pay reconciliation, it allows users to perform a final check on the pay values before closing a pay.

          The report can be generated with below filters:

          1. Company
          2. Payrun ID
          3. Employee
          4. Territory
          5. Branch
          6. Cost Centre
          7. Group
          8. Show Details - "Show Details" provide a detailed view of the pay which includes pay values, pay codes and references.

          Definitions

          1. AAL - Sum of hours for "Annual Leave Category" leave codes
          2. ASL - Sum of hours for "Sick Leave Category" leave codes
          3. Normal - Sum of hours for paycode "ANHRS"
          4. T 1/2 = Sum of hours for paycode "ADHLF"
          5. 2x - Sum of hours for paycode "ADTIM"
          6. H'day - Sum of hours for paycode "APHOL"
          7. Other - Sum of all other hours not defined above
          8. Total - Sum of all hours
          9. Emoluments Standard - Sum of amount for paycode types "Gross", "Taxable Allowance" and "Cash Benefit" from "Standard Pay" setup
          10. Emoluments Current - Sum of amount for paycode types "Gross", "Taxable Allowance" and "Cash Benefit"
          11. Gross - Sum of amount for paycode type "Gross"
          12. Taxable Allowance - Sum of amount for paycode type "Taxable Allowance"
          13. Non-Taxable Allowance - Sum of amount for paycode type "Non-Taxable Allowance"
          14. Fringe Benefit Cash - Sum of amount for paycode type "Benefit" and Benefit Type "Cash". Also includes excess super paycodes "DSUSP" and "DSUEM"
          15. Fringe Benefit Non-Cash - Sum of amount for paycode type "Benefit" and Benefit Type "Tax Only".
          16. Deductions Super - Sum of amount for paycode type "Deduction" and paycodes "FSUPE" and "FESUPE"
          17. Deductions Tax - Sum of amount for paycode type "Deduction" and paycodes with "Is Tax Paycode" flag ticked
          18. Deductions Other - Sum of amount for paycode type "Deduction" excluding super and tax
          19. Net Pay - Sum of amount for paycode type "Banking"

          Figure 1 : Pay Edit Report 
           

          [TOP]

          4.10.1.2.40 Pay Labour Analysis Report
          Pay Labour Analysis Report provides information on total "Labour Cost" which is reflected as the total value of a "pay code" paid in a pay and its cumulative analysis for the pay month and year.

          The report can be generated with below filters:

          1.   Company
          2. Payrun ID
          3. Group By

          Figure 1 : Pay Labour Analysis Report  
           

          [TOP]

          4.10.1.2.41 Pay Summary Report
          Pay Summary Report shows the payroll totals for a pay by "Pay Codes". The report includes subtotals for "Net Pay" and "Net Distribution" for banking. 

          The report generates information for "Active" and "Closed" pays.

          The report can be generated with below filters:

          1. Payrun Date - This will include all "Payruns" created in the selected date range.
          2. Company
          3. Payrun ID - When the "Payrun ID" is blank then the report will show a consolidated totals for all pays between the date range selected.
          4. Pay Team
          5. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

              Figure 1 : Pay Summary Report 
               

              [TOP]

              4.10.1.3 Asset

              The Report Viewer contains Reports that extract data in real time. Once the report is selected, you will be required to select the Filters for the report. The Filters have Incremental Filtering which allow you to select filters by typing a few characters in the filter boxes. 

               

               

              Report Viewer contains the following reports:

              [TOP]

              4.10.1.3.1 Asset Activity
              Asset Activity report shows information on the list of "Assets" and all "Activities" posted for an asset.

              The report can be generated with below filters:

              1.  Date
              2. Asset
              3. Group
              4. Classification
              5. Location
              6. Employee
              7. Status
              8. Activity Type

              Figure 1: Asset Activity
               

              [TOP]

              4.10.1.3.2 Asset Depreciation Projection

              Asset Depreciation Projection calculates  future depreciation of assets based on the "Period End Date"

              The report can be generated with below filters:

              1. Period End Date
              2. Asset
              3. Group
              4. Classification
              5. Location
              6. Employee
              7.  Show Details

              Figure 1: Asset Depreciation Projection

               

               

               

              [TOP]

              4.10.1.3.3 Asset Depreciation Schedule

              Asset Depreciation Schedule shows  the depreciation amount for an asset. The schedule shows different classes of assets, the type of depreciation method they use and the cumulative depreciation they have incurred.

              The report can be generated with filters:

              1. Date
              2. Asset
              3. Group
              4. Classification
              5. Location
              6. Employee
              7. Status
              8. Book
              9. Group By
                1. Group
                2. Location

              Figure 1: Asset Depreciation Schedule

              [TOP]

              4.10.1.3.4 Asset Journal
              Asset Journal report shows information on the journal entries of an asset by activity type.

              The report can be generated with below filters:

              1. Date
              2. Asset
              3. Group
              4. Classification
              5. Location
              6. Employee
              7. Status
              8. Activity Type

              Figure 1: Asset Journal
               

              [TOP]

              4.10.1.3.5 Asset Listing

              Asset Listing report shows information on the list of assets in the organisation

              The report can be generated with below filters:

              1. Asset
              2. Group
              3. Classification
              4. Location
              5. Employee
              6. Status

              Figure 1: Asset Listing
               

              [TOP]

              4.10.1.3.6 Asset Not Depreciated
              Asset Not Depreciated report shows assets that have not been depreciated for a period.

              The report can be generated  with below filters:

              1. Date
              2. Asset
              3. Group
              4. Classification
              5. Location
              6. Employee
              7. Status

              Figure 1: Asset Not Depreciated

              [TOP]

              4.10.1.3.7 Asset Register
              Asset Register provides information on the list of asset by "Asset Number". The report shows the "Cost", "Depreciation", "Activity" and "Written Down Value" of an asset.

              The report can be generated with below filters:

              1. As at Date
              2. Asset
              3. Group
              4. Classification
              5. Location
              6. Employee
              7. Status
              8. Group By
                1. Group
                2. Location

              Figure 1: Asset Register
               

              [TOP]

              4.10.1.3.8 Asset Register Book
              Asset Register Book provides information on asset "Depreciation" and "Written Down Value" by "Book". Each book has its own set of depreciation rules.

              The report can be generated with below filters:

              1. As at Date
              2. Asset
              3. Group
              4. Classification
              5. Location
              6. Employee
              7. Status
              8. Group By
                1. Group
                2. Location
              9. Book 1 and 2

              Figure 1: Asset Register Book

              [TOP]

              4.10.1.4 Helpdesk

              Report Viewer contains reports that extract data in real time. Once the report is selected, you will be required to select the FILTERS for the report. The filters have INCREMENTAL FILTERING which allows you to select filters by typing a few characters in the filter boxes.

               

              Report Viewer has the following reports:

               

              [TOP]

              4.10.1.4.1 Call Analysis Report

              Call Analysis Report  lists all helpdesk calls with  the "Status", "Duration" ,"Cost" and "Users" working on the calls.  The report allows users to analyse the progress of a call and contemplate on hours or effort needed to complete tasks.

              The report has below filters.

              1. Date
              2. Date Type - Data is generated based on the selected "Date Type".
              3. Category
              4. Priority
              5. Group
              6. Status
              7. Logged By
              8. Assigned To
              9. Reference
              10. Group By
              11. Search -This is an open text field. Users can search for records by searching for a "Word" or "Code". 

              Figure 1: Call Analysis Report
               

              [TOP]

              4.10.1.4.2 Call Listing Report

              Call Listing Report  lists all calls created in Helpdesk. Users can filter calls for a specific "Date" or "Project". The report shows the call summary with used hours and cost. Users can generate the report with "Show Details" to view full details of a call.

              The report has below filters.

              1. Date
              2. Date Type - Data is generated based on the selected "Date Type".
              3. Call No
              4. Category
              5. Priority
              6. Group
              7. Status
              8. Logged By
              9. Assigned To
              10. Comment By
              11. Project
              12. Group By
              13. Show Details
              14. Search -This is an open text field. Users can search for records by searching for a "Word" or "Code". 

              Figure 1: Call Listing Report
                

              [TOP]

              4.10.1.5 Inventory

              Organisations such as manufacturers, distributors, wholesalers, and retailers have inventory levels that they intend to sell. The inventory levels of these types of organisations tend to cluster in warehouses. A retailer's inventory may be kept in a warehouse or in store where it is accessible to the customers. Hence, while accumulating stock level, cash may be tied up and if not controlled accordingly then it will be difficult to know the actual stock level.

               

              The inventory system caters for this essential need and shows the exact stock level needed for an organisation. The system assists in demand fluctuations of the stock, that is, encounters to reduce the possibility of falling below stock level or having too much stock on hand. Controlling stock level provides clarity in decision making by management to reduce the risk of allocating access fund on stock.

              [TOP]

              4.10.1.5.1 Inventory Adjustment Report

              [TOP]

              4.10.1.5.2 Transfer/Delivery Note

              [TOP]

              4.10.1.5.3 Replenishment Report

              [TOP]

              4.10.1.5.4 Supplier Quote Listing Report
              Supplier Quote Listing Report shows the price of products quoted by a supplier and its validity.

              The report can be generated with below filters:

              1. Supplier 
              2. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                  Figure 1 : Supplier Quote Listing Report 
                   

                  [TOP]

                  4.10.1.5.5 Tax Code Listing Report
                  Tax Code Listing Report shows the tax setup for sale or purchase of inventory. The report shows the tax code and the tax rate by "Value" or "Percent".

                  The report can be generated with below filters:

                  1. Supplier 
                  2. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      Figure 1 : Tax Code Listing Report  
                       

                      [TOP]

                      4.10.1.6 Point of Sales

                      This section contains the Point of Sale reports.

                      [TOP]

                      4.10.1.6.1 Inventory Barcode - A4 (38.1 x 21.2 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      Figure 1: Report Label
                       

                      [TOP]

                      4.10.1.6.2 Inventory Barcode - A4 (45.7 x 21.2 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 3

                      Figure 1: Report Label
                       

                      [TOP]

                      4.10.1.6.3 Inventory Barcode - A4 (64 x 33.8 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      Figure 1: Report Label
                       

                      [TOP]

                      4.10.1.6.4 Inventory Barcode - A4 (99.1 x 34 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      Figure 1: Report Label
                       

                      [TOP]

                      4.10.1.6.5 Inventory Barcode - Roll ( 40 x 25 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label is printed on the printable area of the paper roll.

                      The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      [TOP]

                      4.10.1.6.6 Inventory Barcode - Roll ( 40 x 30 mm x 2)

                      The purpose of this report is a print the barcode labels for inventory. The label is printed on the printable area of the paper roll.

                      The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      [TOP]

                      4.10.1.6.7 Inventory Barcode - Roll ( 48 x 28 mm)
                      The purpose of this report is a print the barcode labels for inventory. The label is printed on the printable area of the paper roll.

                      The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      [TOP]

                      4.10.1.6.8 Inventory Lot/Bin Serial Barcode - A4 (64 x 33.8 mm)

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. No of Copies
                      11. Print Start Index - Set the start position of the labels.
                      12. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      Figure 1: Report Label
                       

                      [TOP]

                      4.10.1.6.9 Inventory Lot/Bin Serial Barcode - Roll (60 x 40 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label is printed on the printable area of the paper roll.

                      The label can be pasted on the products and scanned in Point of Sale. The labels can be also pasted on the shelves to show product price.

                      The report can be generated below filters:

                      1. Product
                      2. Category
                      3. Sub Category
                      4. Location
                      5. Supplier
                      6. Bin No
                      7. Company Name - Users can type the company name to be printed on the labels.
                      8. Barcode Format
                      9. Print Price (Y/N)
                      10. Print Start Index - Set the start position of the labels.
                      11. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      [TOP]

                      4.10.1.6.10 Inventory Transfer Barcode - A4 (64 x 33.8 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label can be pasted on the products to track transfers.

                      The report can be generated below filters:

                      1. Transfer No - Select the transfer number from the list.
                      2. Product
                      3. Category
                      4. Sub Category
                      5. Quantity (S/R) - Select to print the "Shipped" or "Received"quantities.
                      6. Company Name
                      7. Barcode Format
                      8. Print Price (Y/N)
                      9. Print Start Index - Set the start position of the labels.
                      10. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      Figure 1: Report Label
                       

                      [TOP]

                      4.10.1.6.11 Inventory Transfer Barcode - Roll (40 x 25 mm)

                      The purpose of this report is a print the barcode labels for inventory. The label is printed on the printable area of the paper roll.

                      The label can be pasted on the products to track transfers.

                      The report can be generated below filters:

                      1. Transfer No - Select the transfer number from the list.
                      2. Product
                      3. Category
                      4. Sub Category
                      5. Quantity (S/R) - Select to print the "Shipped" or "Received"quantities.
                      6. Company Name
                      7. Barcode Format
                      8. Print Price (Y/N)
                      9. Print Start Index - Set the start position of the labels.
                      10. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                      [TOP]

                      4.10.1.6.12 Outstanding Layby & Credit Transactions

                      Outstanding Layby & Credit Transactions report  shows information on the "Outstanding Balances" for credit and layby sales for a customer.

                      The report can be generated with below filters:

                      1. Customer
                      2. Location
                      3. Transaction Type
                      4. Show Due Only - Prints transactions that are over due or near to the payment due date.
                      5. Show Details
                      6. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

                      Figure 1: Outstanding Layby & Credit Transaction Report 
                       

                      [TOP]

                      4.10.1.6.13 Payment Allocation Report

                      Payment Allocation Report provides detail of each payment, payment allocation and refund by a POS customer.    

                      The report can be generated with below filters:

                      1. Payment Date
                      2. Customer
                      3. Customer Type
                      4. Payment No
                      5. Invoice No
                      6. Payment Detail No - This filters the report based on the "Additional Details" for a payment method in POS.
                      7. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

                      Figure 1: Payment Allocation Report
                       

                      [TOP]

                      4.10.1.6.14 Park Transaction Audit Report
                      Park Transaction Audit shows the variances in "Quantity" or "Price" between "Parked" and "Processed" transactions in Link Point if Sale

                      The report can be generated with below filters:

                      1. Park Date
                      2. Shift
                      3. Document Number
                      4. Location
                      5. User
                      6. Transaction Type
                      7. Product Code
                      8. Customer
                      9. Show Variance Only (Y/N)
                      10. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".

                      Figure 1: Park Transaction Audit Report   
                       

                      [TOP]

                      4.10.1.6.15 Prescription Listing
                      Prescription Listing reports shows all prescriptions created in the system.

                      The report can be generated with below filters:

                      1. Date
                      2. Doctor
                      3. Medication
                      4. Reference
                      5. Patient Name
                      6. Location
                      7. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                          Figure 1 : Prescription Listing 
                             

                          [TOP]

                          4.10.1.6.16 Sales Discount/ Price Change Report
                          Sales Discounted/Price Change Report provides information on products that were sold on a discount or at a different price.

                          The report can be generated with below filters:

                          1. Date
                          2. Product
                          3. Category
                          4. Sub Category
                          5. Location -Location filter is dependent on the "Sales Report Location" setting under POS "Global" configurations.
                          6. Customer
                          7. User
                          8. Discount/ Price Change - If this filter is not selected, then both Discount and Price change records will appear.
                          9. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code". 

                          Figure 1: Sales Discounted/Price Change Report

                          [TOP]

                          4.10.2 Data View

                          Data View provides a view of the data stored in the database. Users can sort and filter the data to get required details.

                          Pre-requisites

                          1. Users need to enable access for "Data View" menus  under "Link Web - Global Administration - Role Menu Access" .

                          Steps to filter Data

                          1. Select the data view from the list.
                          2. Select the date range for the data and click on the "Load Data" button. This will load the data for the selected dates.
                          3. Drag the column names to the space under the search to group data.
                          4. Click on the "Grey Arrow" to expand into the details once grouped.

                          Figure 1 : Data View

                          [TOP]

                          4.10.3 Downloads

                          The Downloads menu is used for storing files that are accessible by all users of ESS, for example, Company Policy Documents, Company Legislations etc.

                          Access to upload files to this form in maintained using security option "Can modify downloads"

                          Fields

                          Description

                          Edit/Add/Delete Links to Edit, Add, and Delete the selected record is available if you have access to menu "Can Modify Downloads".
                          Reference

                          Enter a Reference for the file group.

                          Description

                          Enter a Description for the file group.

                          Browse

                          Browse and select File(s) to upload.

                          [TOP]

                          4.10.4 Email Log

                          Email Log contains the following menus:

                          Note:

                          1. Emails are not sent to users if their accounts are not approved.
                          2. Emails are not sent addresses in the "Email Subscription" list.
                          3. All emails sent from the system has an email footer. The content for the footer can be changed in menu "Document Templates -> Email Identifier - Inserted at the end of every alert "

                          [TOP]

                          4.10.4.1 Queue Notifications

                          Overview

                          Multiple email notifications can be consolidated into one email to reduce the number of emails a user receives.

                          Steps to configure email consolidation:

                          1. Configure and enable the process "SYS013 - Email queue used to consolidate email alerts. When email alerts are configured to "Consolidate" notifications, this process will consolidate the messages and send out one email."
                          2. For each alert there is a configuration to "Queue Notifications". Enable this configuration to include the email for consolidation. See figure 1 below:

                          Important Note :

                          1. Alerts that require immediate attention should not be consolidated. Example, approval alerts.
                          2. The consolidated alert will be sent based on the frequency defined in process "SYS013".
                          3. Email containing scheduled reports are not consolidated.

                          Figure 1: Queue Notifications

                          [TOP]

                          4.10.4.2 Alert Email Log

                          Email Log  records emails and notifications sent from the system.
                           
                          The below functionalities are available.

                          Steps to Create a "New Email"

                          1. Click on the "Green Plus" sign.
                          2. Enter the "Subject" of the email.
                          3. Enter the "To, CC and BCC Addresses".
                          4. Enter the "Body" of the email.
                          5. Save. This will create a new entry in the Email Log.
                          6. Status of the email will be "Ready". It will be updated to "Sent" once email has been successfully sent.
                          7. Review "Event Log" if errors exist.

                          Steps to Delete a "Email"

                          1. Click on the "Red Cross" to delete an entry.

                          Steps to Resend a "Email"

                          1. Click on the "Pencil Icon" to edit an email entry.
                          2. Tick the "CheckBox" for the email to resend.
                          3. Click on the "Send Email" button to send email.

                          Process

                          1. SYS001 - Server process used to prepare alerts and complex computations. Used by all modules.Recommend: Active, run every minute.

                          Notes

                          1. Configure the email settings in the web config file.
                          2. Set "EnableScheduler" to "Yes" in the web config file.
                          3. Set the "System Operating Mode" to "Live" in the configuration.

                          Figure 1 : Email Log

                           

                          [TOP]

                          4.10.4.3 PDF Report Email Log

                          Report Email Log menu stores the log of reports emailed from Link-Web applications. The "Report Schedule " allows emailing of reports in a timely manner. Reports can also be emailed from the Reports menu using the "Email Report"  option.

                          Report Email Log allows the following : -

                          1. List all reports that have been queued for emails.
                          2. Highlights the status of the email as "Queued", "Sending" and "Sent".
                          3. Users can view the "Recipients" and  "Content"  of the email sent.
                          4. If the report has attachment details, the file is attached in the "Report Email Log" attachments section. These are for system reports that have configured to have attachments, for example Payslips.
                            1. Click on the "Grey Arrow" to expand into the details.
                            2. Navigate to "Notes and Attachments" tab to view and download attachments.
                          5. Users can resend emails.
                            1. Click on the "Grey Arrow" to expand into the details.
                            2. Select the email address to which the email must be sent.
                            3. Click on the "Send" button.

                          Notes

                          1. Before restarting IIS servers or before changing the web.config ensure that all emails with status "Sending" has completed.
                          2. For reports that take a very long time to run, it is important not to queue again as this may result in a duplicate email.
                          3. Emails that are tagged as "Sending" will be queued again if the sending process lasts more than 10 minutes.
                          4. Reports that do not contain data will not be emailed. The status of the email will be updated to "No Data". This is dependent on process SYS009.

                          Figure 1: Report Email Log

                           

                          [TOP]

                          4.10.5 Quick Notes

                          Quick Notes allow you to enter a brief to-do list that do not require a call to be created. The following functions are available:

                          1. Review a list of Quick Notes. See figure 1 below.
                          2. This to-do's can be assigned a user. See figure 2 below.

                          Note:

                          1. Entries in Quick Notes is available to all users.

                          Figure 1: List of Quick Notes.

                           

                          Figure 2: Edit Quick Notes.

                           

                          [TOP]

                          4.10.6 Report Maintenance

                          Report Maintenance   list of all reports that are available in ESS,POS web and RM.  Reports are specific to the application.


                          Below functionalities are available:-

                          1. Users can edit the "Document Template "
                            1. Navigate to the report.
                            2. Click on the "Grey" triangle next to the "Report Description". This will expand into the details of the report setup.
                            3. Click on the "Pencil Icon" under "Report Email Setup" to edit the document template.
                          2. The "Report Email Setup" to define the recipients is defaulted. This can be changed when scheduling report.

                          Figure 1: Report Maintenance.

                           

                          [TOP]

                          4.10.6.1 Report Rules

                          Table 1 : LinkSOFT reports and report rules.

                          Report

                          Report Rules

                          Account Payment 80mm
                          1. Receipt Footer Message below barcode - This is an open text field. Users can configure a message that will appear on the receipts.
                          Customer Balance - Age
                          Customer Statement Aging Method
                          1. Customer Statement by "Month" will show the balances for each month.
                          2. When the statement aging method is standard, the system uses the below breakdown:
                            • Current bracket: transactions dated between zero and 30 days
                            • 31-60 bracket: transactions dated between 31 and 60 days
                            • 60-90 bracket: transactions dated between 61 and 90 days.
                            • 90+ bracket: transactions dated more than 90 days
                          Customer Balance Listing
                          Customer Statement Aging Method
                          1. Customer Statement by "Month" will show the balances for each month.
                          2. When the statement aging method is standard, the system uses the below breakdown:
                            • Current bracket: transactions dated between zero and 30 days
                            • 31-60 bracket: transactions dated between 31 and 60 days
                            • 60-90 bracket: transactions dated between 61 and 90 days.
                            • 90+ bracket: transactions dated more than 90 days
                          Customer Statement
                          1. Customer Statement Aging Method
                            1. Customer Statement by "Month" will show the balances for each month.
                            2. When the statement aging method is standard, the system uses the below breakdown:
                              • Current bracket: transactions dated between zero and 30 days
                              • 31-60 bracket: transactions dated between 31 and 60 days
                              • 60-90 bracket: transactions dated between 61 and 90 days.
                              • 90+ bracket: transactions dated more than 90 days
                          2. Overdue Message to display in Customer Statement - This is an open text field. Users can configure a message that will appear on the statement.
                          Debtor Balance As At (FMIS)
                          1. Debtor Period 1 days
                          2. Debtor Period 2 days
                          3. Debtor Period 3 days
                          Delivery Docket 80mm
                          1. Receipt Footer Message below barcode - This is an open text field. Users can configure a message that will appear on the receipts.
                          Float 80mm
                          1. Receipt Footer Message below barcode - This is an open text field. Users can configure a message that will appear on the receipts.
                          On Account Payment/Adjustment 80mm
                          1. Receipt Footer Message below barcode - This is an open text field. Users can configure a message that will appear on the receipts.
                          Payslip
                          1. Do not show the following Leave Codes on the payslip. (Comma-separated e,g "ASL,LWOP") - Users can configure leave codes.  Leave details for these leave codes will not be printed in the payslip of the employee.
                          Payslip A4
                          1. Do not show the following Leave Codes on the payslip. (Comma-separated e,g "ASL,LWOP") - Users can configure leave codes.  Leave details for these leave codes will not be printed in the payslip of the employee.
                          POS IMAS Integration
                          1. Email Body
                          Purchase Order Reprint
                          1. Purchase Order Footer Notes
                          2. Purchase Order Header Notes
                          Receipt 80mm
                          1. Receipt Footer Message
                          2. Receipt Footer Message below barcode
                          3. Print Company Logo
                          4. Print Kit Parent Items
                          5.  Print Price Class Items
                           Receipt A4
                          1. Receipt Footer Message
                          2. Print Kit Parent Items
                          3. Print Price Class Items
                          4. Print Tax Amount in each line
                          Receipt Bulk/Non-Bulk 80mm
                          1. Footer Message Below Barcode - Users can define the footer notes.  Footer notes will be printed on the Bulk/Non Bulk  receipts under the barcode.
                          2. Layout Format  - The Layout Format can be "Normal" or "Restaurant"
                            1. Normal - Items will be listed with the product description and BIN.
                            2. Restaurant - Items will be listed with the product description under the heading "FOOD".
                          3. Print Kit Parent Items - When set to "Yes", bulk receipt will show parent kit item breakdown.
                          4. Print Price Class Items - When set to "Yes", bulk receipt will show class item breakdown.
                          5. Show Previously Printed  Park Item
                            1. If this configuration is set to "Yes", items added to a parked transaction will be printed on the slip with existing items.
                              • For example, customer A ordered Pizza. This transaction was parked. After a while customer orders fries, cashier will add fries to the parked transaction containing Pizza. When the Bulk/Non Bulk slip will be printed,both Pizza and Fries will appear on the slip.
                            2. If this configuration is set  to "No", only new items added to the parked transaction will be printed.
                              • Referring to the above example, when the Bulk/Non Bulk slip will be printed only  Fries will appear on the slip.
                          6. Strikeout Previously Printed Park Item
                            1. If this configuration is set to "Yes", items already parked will be crossed off when a new item is added.
                              • For example, customer A ordered Pizza. Transaction was parked with Pizza. Customer A then added fries to the transaction. When the Bulk/Non Bulk slip will be printed, Pizza will be crossed off from the slip.
                           Shift Close Report
                          1. Print Company Logo
                          2. Show Sales By Category
                          3. Show Sales By Item
                          Tax Deduction Report by State
                          1. Pay codes to exclude from Emolument
                          2. Pay codes to include in Emolument
                          3. Pay types to include in Emolument
                          4. Pay codes to exclude from BAS-Emolument
                          5. Pay codes to include in BAS-Emolument
                          6. Pay types to include in BAS-Emolument
                          7. Subtract Pre-tax Deductions from BAS-Emolument
                          Tax Return Report (FMIS)
                          1.  Tax Code 1 to Tax Code 4 - Enter the tax labels that should be used as "Headers" on the "Tax Return Report" for the tax breakdown
                          2.  Reportable Tax Code - Enter the tax labels that should used to compute the VAT portion on the "Fiji VAT Report"

                          [TOP]

                          4.10.7 Report Schedule

                          The  Report Schedule  is used to generate and email PDF reports on a scheduled basis. 

                          1. Create New/Edit Report Schedule . See figure 1 below.
                          2. Add/Edit Report Schedule . See figure 2 below 

                          Notes:

                          1. Document Template is used to define the email body.
                          2. The Document Template can be edited to the "Email To", "Email CC" and "Email BCC" addresses.
                          3. The email addressed can be separated by a semi-colon ";" to add multiple recipients.
                          4. The reports will be automatically emailed based on the configured frequency. 
                          5. Reports that do not contain data will not be emailed. The status of the email will be updated to "No Data".

                          Mailing Setup

                          1. Set "EnableScheduler" to "Yes" in the web config file.
                          2. Set the "System Operating Mode" to "Live" in the LinkWEB configuration.  

                          Steps to Setup Report Schedule

                          1. User should have access to "Report Schedule" . Access is enabled under "Role Menu Access ".      
                          2. Set the mail setting and SMTP in the web config file.
                          3. Click on "Add New Schedule" to create a schedule on the "Report Schedule" menu. Refer to Figure 1.
                          4. Click on "Edit" to configure details.Refer to Figure 2.
                            1. Description - This is user defined. Users can enter preferred text.
                            2. Subject - This is free text field, users can enter the subject for the report emailed.
                            3. Email To - Enter the email address to whom the email should be sent.
                            4. Frequency - Frequency is to schedule the reports for emailing. It is the "Interval" at which emails will be sent. This is set under the "Frequency" menu.
                            5. Email Send Mode - Set the mode as "Automatic" to allow the system to send emails.
                            6. Next Run Date - This is "Date and Time", the report will be emailed. This will be updated based on the frequency.
                            7. Active - Tick the check box to enable the schedule.
                            8. Report Selection - Select the report to email.
                            9. Email Report Option:
                              1. "PDF Attachment to each customer or employee" will send email to every customer or employee on the system.
                              2. "PDF Attachment will be emailed to the user running the report" will only send email to the selected user. Refer to item number 10 below.
                            10. Run report as user - Select the user with who the report is being generated. User needs to have access to the company.
                            11. Date From/To Type and Date From/To Offset is dependent on each other.
                              1. Example the Date From/To Type is selected as "Day" and Next Run Date is set "27/09/2017", if
                                1. Date From/ To Offset is set as 0 - Current day report will be emailed, i.e. "27/09/2017",
                                2. Date From/ To Offset is set as -1 - Prior day report will be emailed, i.e. "26/09/2017",
                                3. Date From/ To Offset is set as 1 - Future day report will be emailed, i.e. "28/09/2017", 
                            12. Set the report "Filters" of the report under "Report Parameter".
                          5. Click on Save.

                          Figure 1: Report Schedule Maintenance Screen

                           

                           

                          Figure 2: Add/Edit Report Schedule

                           

                           

                          [TOP]

                          4.10.8 Dashboard

                          Dashboards provides a view of the data stored in the database using many forms of User Interfaces, such as Charts, Grids, Bar and Line Graphs, gauges etc.

                          There are 4 sample Dashboards provided with LinkSOFT, however, you can create your own dashboards and publish them. Link Technologies providers can assist you with this as well, however you can create you own by following some simple steps.

                          Here are some ueful links to help you get started:

                          1. Getting Started with DevExpress Dashboards
                          2. Dashboard Samples

                          [TOP]

                          4.11 Integration

                          Integration contains the following menus:

                          [TOP]

                          4.11.1 Integration Setup

                          Integration Setup is used to integrate LinkSOFT with external systems.

                           

                          Payroll

                          Point of Sale

                          Helpdesk

                          Tax Management System

                          Financial Systems

                          [TOP]

                          4.11.1.1 File Export

                          Overview

                          File Export uses the "Integration Scheduler" configured in menu "Global Administration -> Process Setup".

                          Important Note: Do not use the "Delimiter" as values that are used in the File integration. For example, when using CSV File integration, ensure that you do not setup "Codes", "Name"s and other information used in integratiuon with "comma" in the values. This will cause the CSV definition to change and the intagretion can fail.

                          The following integrations uses the File Export framework:

                          Configurations for File Export

                          Drilldown to "Integration -> Integration Setup -> [File Export Integration] -> [Integration Rule]"

                          1. File Extension

                            Code  Description  Default Value
                           FileExtension

                           File Extension (e.g. csv, txt, dat)

                          		  txt

                          2. Encrypting the files

                            Code  Description  Default Value
                           EncryptionMethod

                           Encryption Method options: None,OpenPGP

                          		  None
                           EncryptionKeyFileName  Encryption Key File Name. This file should be stored to folder "Link Technologies\LinkWEB\App_Data\CryptographyKeys"  

                          3. Emailing the files

                            Code  Description  Default Value
                           SendEmailToUser

                           Email this file to the user's email address

                          		  N
                           EmailAddress  Additional Email Address to receive the file. Separate multiple emails by ";"  
                           EmailSubject  Email Subject. This subject is added to the transaction's description.
                           EmailBody  Email Body  

                          4. Uploading file to a FTP Location

                            Code  Description  Default Value
                           FTPAddress

                           FTP Address

                          		  
                           FTPUsername  FTP Username  
                           FTPPassword  FTP Password

                          5. Exporting file to a folder

                            Code  Description  Default Value
                           SaveFileLocation

                           Save file in this location.

                          		  

                          [TOP]

                          4.11.1.1.1 Bank File Export
                          Overview

                          Integration for Direct Bank Credit File for Bank Pay Submission . This integration creates a banking file as per the specifications for each bank and emails it to the user generating the file.

                          The entries included in the banking file are restricted based on the file format chosen:

                          1. "All" format - Entries in this file are restricted to the banks configured in the "Number Mapping"
                          2. "Bank Only" format - Entries in this file are restricted to the bank selected. For example generating "ANZ - Diskpay - ANZ Only" file will be restricted to employees banking with ANZ.

                          Prerequisites

                          1. Email is setup
                          2. Bank Maintenance is configured

                          Integration Settings

                          1. Email Address - The generated file is always sent to the user's email address that has requested the file. You can also specify additional email addresses to be included in the email.
                          2. Email Body - The body of the email for the generated file.

                          File Formats

                          [TOP]

                          4.11.1.1.2 FMIS File Export
                          Overview

                          The file export integration code "FMISFileExport" is used to output a file that can be imported by the external FMIS system.

                          This integration currently supports the following modules:

                          1. General Ledger Journals

                          Steps to configure the FMIS File Export

                          1. Specify the "File Data Format" in menu "Integration -> Integration Setup -> FMISFileExport -> Integration Settings -> Expand GeneralLedgerJournal -> File Data Format"
                          2. Enter the "Start Date" - Transactions prior to this date will not be integrated.
                          3. Enter the "File Extension"

                          Prerequisites

                          1. Enable the "Integration Scheduler" in menu "Global Administration -> Process Setup "

                          [TOP]

                          4.11.1.2 Financial Systems

                          Overview

                          LinkSOFT uses the following methodologies when interacting with external systems:

                            1. EPICOR 10

                          The following integrations are available :

                          Configuring integration for specific LinkSOFT modules:

                          1. Asset Management  - Asset activity and journals are sent to the external system.
                          2. Payroll  - Payroll Journals and Creditor Invoices are sent to the external system.
                          3. Time Management  - Billable time entry are created as sales orders and sent to the external system.
                          6. Tax Monitoring System (TMS) integration - LinkSOFT is used to sign tax invoices raised in the external system.

                          Enable the following processes when integrating FMIS with Point of Sale (POS)

                          1. POS FMIS Master Import - This process extracts FMIS master file data and updates LINKSOFT master file (Inventory Master, Barcodes, Serial No, Locations, Debtors)
                          2. POS024 - This process creates FMIS entries for LINKSOFT transactions (Sales Order, Sales Order Payment, Debtor Adjustment, Cash Book Receipt, Shift Variance Journal, Inventory Adjustment Journal, Purchase Order Invoices)

                          [TOP]

                          4.11.1.2.1 Integration Modules

                          The following integration modules are available:

                          [TOP]

                          4.11.1.2.1.1 Accounts Payable Invoice
                          Overview

                          The "Accounts Payable Invoice" rule is used to create entries in menu " AP Invoice View ".

                          These entries originate from the following areas:

                          1. Inventory and Point of Sale
                          2. Payroll
                            1. FMIS Integration  (Payroll Creditor payments)

                          Steps to configure Accounts Payable Invoice:

                          1. Enable the "Accounts Payable Invoice" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Start Date" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          [TOP]

                          4.11.1.2.1.2 Accounts Payable Master
                          Overview

                          The "Accounts Payable Master" rule is a two-way integration between LinkSOFT and FMIS. These records can be viewed in menu " AP Master View "

                          How this integration works :

                          1. Data is imported from FMIS and updated to the "AP Master View".
                          2. The modified records are pushed into "Inventory -> Supplier Maintenance" using process code "FMIS20"
                          3. Records created/modified in "Inventory -> Supplier Maintenance" is synchronized into "AP Master View". This data then flows into the FMIS system using the configured integration.

                          Steps to configure Accounts Payable Master:

                          1. Enable the "Accounts Payable Master" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Last Read Date from FMIS" and "Last Read Record Number" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          [TOP]

                          4.11.1.2.1.3 Accounts Receivable Adjustment
                          Overview

                          The "Accounts Receivable Adjustment" rule is used to create entries in menu " AR Adjustment View ".

                          These entries originate from the following areas:

                          1. Inventory and Point of Sale
                            1. Integration Queue  (Payment Refund, Payment Void, Payment Credit Notes)

                          Steps to configure Accounts Receivable Adjustment:

                          1. Enable the "Accounts Receivable Adjustment" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Start Date" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          If the integration API is configured to create journals for AR Adjustment, the following journal entries will be created:

                          1. Journals for Credit Note. Refer to Figure 1 below:
                            Figure 1: Credit Note AR Adjustment Entry
                             Line  Account No  Description  Debit  Credit
                             1  4000-01  Revenue GL Account  100.00  
                             2  3000-01  Tax GL Account  0.00  
                             3  2000-01  Debtor Control GL Account    100.00

                          2. Journals for Debit Note. Refer to Figure 2 below:
                            Figure 2: Debit Note AR Adjustment Entry


                             Line  Account No  Description  Debit  Credit
                             1  4000-01  Revenue GL Account   100.00 
                             2  3000-01  Tax GL Account   0.00 
                             3  2000-01  Debtor Control GL Account 100.00   

                          [TOP]

                          4.11.1.2.1.4 Accounts Receivable Master
                          Overview

                          The "Accounts Receivable Master" rule is a two-way integration between LinkSOFT and FMIS. These records can be viewed in menu " AR Master View "

                          How this integration works :

                          1. Data is imported from FMIS and updated to the "AR Master View".
                          2. The modified records are pushed into "Point of Sale -> Customer Profile" using process code "FMIS20"
                          3. Records created/modified in "Point of Sale -> Customer Profile" is synchronized into "AR Master View". This data then flows into the FMIS system using the configured integration.

                          Steps to configure Accounts Receivable Master:

                          1. Enable the "Accounts Receivable Master" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Last Read Date from FMIS" and "Last Read Record Number" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          [TOP]

                          4.11.1.2.1.5 Accounts Receivable Receipt
                          Overview

                          The "Accounts Receivable Receipt" rule is used to create entries in menu " AR Receipt View ".

                          These entries originate from the following areas:

                          1. Inventory and Point of Sale
                            1. Integration Queue  (POS Payments for "On Account", "Credit Sale", & "subsequent Layby payments")

                          Steps to configure Accounts Receivable Receipt:

                          1. Enable the "Accounts Receivable Receipt" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Start Date" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          If the integration API is configured to create journals for AR Receipts, the following journal entries will be created:

                          1. Journals for Receipts. Refer to Figure 1 below:
                            Figure 1 : AR Receipt Entry


                             Line  Account No  Description  Debit  Credit
                             1  2000-01  Debtor Control GL Account   100.00 
                             2  6000-01  Bank Account  100.00  

                          [TOP]

                          4.11.1.2.1.6 Accounts Receivable Sales Order
                          Overview The "Accounts Receivable Sales Order" rule is used to create entries in menu " AR Sales Order View". These entries originate from the following areas:
                          1. Inventory and Point of Sale
                            1. Integration Queue (Cash Sale, Credit Sale, Returns and Layby)
                          2. Time Management
                            1. Time Approvals (Billable Time Entry)
                          Steps to configure Accounts Receivable Sales Order:
                          1. Enable the "Accounts Receivable Sales Order" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Start Date" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.
                            1. FMIS SQL specific configurations
                              1. Warehouse - Warehouse Name. This warehouse is used when inventory is managed in LinkSOFT.
                                When Inventory is maintained outside LinkSOFT (integration "InventoryMaster" is enabled), the following rules are applied:
                                1. POS Configuration settings "Can Change the Header location" and "Show Location in POS Grid" must be disabled
                                2. When creating the sales order, use the Warehouse details from the "POS Order Lines" .
                              2. POS Transaction Group - Group transactions for POSCASH by ShiftID and Date (YYYYMM)
                              3. POS Part Number Substitution - Substitute LINKSOFT part no with location posting account

                          If the integration API is configured to create journals for AR Sales Order, the following journal entries will be created:

                          1. Journals for Sale. Refer to Figure 1 below:
                            Figure 1 : AR Sales Order - Invoice Entry 
                             

                            Invoice Journal Entry
                             Line  Account No  Description  Debit  Credit
                             1  4000-01  Revenue GL Account   90.91 
                             2  3000-01  Tax GL Account 9.09 
                             3  2000-01 Debtor Control GL Account100.00  

                            Stock Movement Journal Entry
                             Line  Account No  Description  Debit  Credit
                             1  5000-01  Stock GL Account   10.00
                             2  5500-01  Cost of Goods Sold GL Account 10.00  
                                   

                            Payment Journal Entry
                             Line  Account No  Description  Debit  Credit
                             1  6000-01  Bank Account 100.00 
                             2  2000-01  Debtor Control GL Account 100.00 
                                   

                          2. Journals for Returns. Refer to Figure 2 below:
                            Figure 2: AR Sales Order - Returns Entry



                            Return Journal Entry
                             Line  Account No  Description  Debit  Credit
                             1  4000-01  Revenue GL Account 90.91   
                             2  3000-01  Tax GL Account 9.09
                             3  2000-01 Debtor Control GL Account 100.00 

                            Stock Movement Journal Entry - Credit to Stock is ticked
                             Line  Account No  Description  Debit  Credit
                             1  5000-01  Stock GL Account 10.00 
                             2  5500-01  Cost of Goods Sold GL Account 10.00 
                                   

                            Payment Journal Entry
                             Line  Account No  Description  Debit  Credit
                             1  6000-01  Bank Account   100.00
                             2  2000-01  Debtor Control GL Account 100.00  
                                   

                          [TOP]

                          4.11.1.2.1.7 Accounts Receivable Transaction
                          Overview

                          The "Accounts Receivable Transaction" rule is a one-way integration between LinkSOFT and FMIS. These records can be viewed in menu " AR Master " and menu "AR Transaction"

                          How this integration works:

                          1. Data is imported from FMIS and updated to the "AR Master ".
                          2. These transactions can then be integrated with  Tax Core   to sign and email the signed invoice to the customer.

                          Steps to configure Accounts Receivable Transaction:

                          1. Enable the "Accounts Receivable Transaction" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Start Date" under the Integration Rule -> Configuration
                          3. Configure the "Last Read Date from FMIS" and "Last Read Record Number" under the Integration Rule -> Configuration
                          4. Configure any additional settings required by the integration code.

                          [TOP]

                          4.11.1.2.1.8 Business Intelligence Reports
                          Overview

                          The "Business Intelligence Reports" rule is a reporting integration for FMIS.

                          The following reports are available in this integration :

                          1. Creditor GL Transactions (FMIS) 
                          2. Debtor Balance As At (FMIS)
                          3. Fiji Vat Return Form (FMIS) 
                          4. GL Profit & Loss (FMIS)
                          5. Invoice Payment Summary (FMIS) (Show Data)
                          6. Licence Revenue Analysis (FMIS) 
                          7. Purchase Orders Not Invoiced As At (FMIS) 
                          8. Tax Report by Bank Reconciliation (FMIS) (Show Data)
                          9. Tax Return Report (FMIS) 

                          Steps to configure Business Intelligence Reports:

                          1. Enable the "Business Intelligence Reports" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings.

                          [TOP]

                          4.11.1.2.1.8.1 Creditor GL Transactions (FMIS) Jiwa Creditor GL Transactions report details all Creditor accounts and transactions against the creditors for a particular date.

                          Report Filters contain the following parameters. Refer to Figure 2.

                          Table 1: Descriptions for Report Filters

                          Fields Description

                          Date From

                          		Enter the Date range for the report. Enter the start date  here.
                          Date To

                          Enter the Date range for the report. Enter the end date here.

                          GL Account From

                          Enter the GL Account range for the report. Enter the starting GL Code here.

                          Gl Account To

                          Enter the GL Account range for the report. Enter the ending GL Code  here.

                           

                          Creditor No From

                          Enter the Creditor range for the report. Enter the starting Creditor Code here.

                          Creditor No From Enter the Creditor range for the report. Enter the ending Creditor Code  here.
                          Invoice No Enter any specific Invoice Number for the report.
                          Reference Enter any reference detail for the report.
                          Group By The report can be grouped by "Creditor"

                          Figure 1: Sample of a Jiwa Creditor GL Transaction Report.

                          Figure 2: Report Filters

                          [TOP]

                          4.11.1.2.1.8.2 Fiji Vat Return Form (FMIS)

                          Fiji VAT Return Form (Form V) is a tax report in Fiji.

                          The report can be generated with the below filters:

                          1. Date
                          2. Accounting Method
                            1. Cash  -  Cash method will list all sales and payment transaction on which cash has been received or paid in a particular period.
                            2. Accrual - Accrual method will list all sales and payment transaction that has been invoiced in a particular period.

                          Notes:

                          1. All fields and calculations are defined on the report.
                          2. Zero rated transactions are transaction that are VAT exempt.
                          3. Tax rates must be configured in FMS Portal for the tax report to show data correctly. Setup rates under "Debtor -- Tax Maintenance".
                          4. Values on the report is reconciled with the "Tax Return Report".

                          Figure 1 : VAT Form

                           

                          [TOP]

                          4.11.1.2.1.8.3 Licence Revenue Analysis (FMIS)

                          License Revenue Analysis report calculates the revenue split for resellers.

                          The report can be generated with below filters.

                          1. Date
                          2. Item Classification - This is the posting account of the inventory used to create the Sales Order.
                          3. Reseller Rebate - This is the percentage of sale allocated to the reseller.
                          4. Less Tax -This is the tax rate to be charged for resellers.
                          5. Conversion Rate - This is the foreign currency exchange rate.

                          Notes :

                          1. Sales Order needs to be processed before generating the report.

                          Report Calculations. Refer to figure 1

                          1. Quantity, Unit Price, Line Tax and Line Total data is extracted directly from the Sales Order.
                          2. Reseller Amount is calculated as "Line Total x Reseller Rebate Rate".
                          3. Taxes is calculated based on the difference between "Line Total and Reseller" which is multiplied by the "Less Tax" rate.
                          4. License Fee is calculated as "Line Total - Reseller Amount - Taxes "
                          5. Conversion Amount is calculated as "License Fee x Conversion Rate".

                          Figure 1 : License Revenue Analysis Report

                           

                          [TOP]

                          4.11.1.2.1.8.4 Purchase Orders Not Invoiced As At (FMIS)

                          JIWA Purchase Order Not Invoiced AS At report displays the details, Purchase Order, Supplier No. Order, Supplier Name Order, or in part number order, of the quantities still to be received on purchase orders. Supplier name, purchase order number and dollar values are also included.

                          Report Filters contain the following parameters. Refer to Figure 2.

                          Table 1: Descriptions for Report Filters

                          Fields Description

                          As At Date

                          		 As At Date generates all Purchase Order records till date the entered.
                          Warehouse Group

                          Select the warehouse. Warehouse selection includes "Physical", "Logical" and "Ungrouped".

                          Report Style

                          		 The Report Style can be "Detailed" or "Summary".
                          Sort Order

                          Sort Order is how the information with be displayed on the report. Sort Order includes "PO Number", "Supplier Account No", "Supplier Account Name" and Part No.

                          PO Status

                          PO Status includes " All", "Uncommitted" and "Committed".

                          Physical Warehouse Select the Physical Warehouse for the report.
                          Logical Warehouse Select the Logical Warehouse for the report.
                          Part No From Enter the Product range for the report. Enter the first Part Number here.
                          Part No To Enter the Product range for the report. Enter the last Part Number here.
                          Always Show Non - Stock Items (Y/N)  Set is to "Yes" to Output products with in stock as 0.
                          Creditor From Enter the Creditor range for the report. Enter the first Creditor Code here.
                          Creditor To Enter the Creditor range for the report. Enter the first Creditor Code here.
                          Inventory Classification From Enter the Classification range for the report. Enter the first Classification Code here.
                          Inventory Classification To Enter the Classification range for the report. Enter the first Classification Code here.

                          Figure 1: Sample of a JIWA Purchase Orders Not Invoiced As At Report.

                          Figure 2: Report Filters

                          [TOP]

                          4.11.1.2.1.8.5 Tax Return Report (FMIS) Tax Return Report outlines the list of invoices and payments with the VAT amount that has been collected or paid.

                          The report can be generated with the below filters:

                          1. Date
                          2. Accounting Method
                            1. Cash  -  Cash method will list all sales and payment transaction on which cash has been received or paid in a particular period.
                            2. Accrual - Accrual method will list all sales and payment transaction that has been invoiced in a particular period.

                          Notes:

                          1. Tax rates must be configured in FMS Portal for the tax report to show data correctly. Setup rates under "Debtor -- Tax Maintenance".
                          2. Values on the report is reflected on the "Fiji VAT Return Form".

                          Figure 1: Tax Return Report

                          [TOP]

                          4.11.1.2.1.9 General Ledger Journals
                          Overview

                          The "General Ledger Journals" rule is used to create entries in menu " GL Journal View ".

                          These entries originate from the following areas:

                          1. Asset Management
                          2. Inventory and Point of Sale
                            1. Stock Adjustments  
                            4. Integration Queue  (Shift variance journal)
                          3. Payroll
                            1. FMIS Integration  (Payroll journals)

                          Steps to configure General Ledger Journals:

                          1. Enable the "General Ledger Journals" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Start Date" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          [TOP]

                          4.11.1.2.1.10 General Ledger Master
                          Overview

                          The "General Ledger Master" rule is a one-way integration between LinkSOFT and FMIS.

                          These records are used by the following areas :

                          1. Point of Sale -> Dropdowns for GL Account
                          2. Generating Journal Entries for FMIS integrations

                          Steps to configure General Ledger Master:

                          1. Enable the "General Ledger Master" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Last Read Date from FMIS" and "Last Read Record Number" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          [TOP]

                          4.11.1.2.1.11 Inventory
                          Overview

                          The "Inventory" rule is a one-way integration between LinkSOFT and FMIS. 

                          How this integration works :

                          1. Data is imported from FMIS and updated to the system inventory masterfile tables.
                          2. The modified records are pushed into "Inventory -> Product Master" using process code "FMIS20"

                          Steps to configure Inventory module :

                          1. Enable the "Inventory" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Last Read Date from FMIS" and "Last Read Record Number" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          Pricing structure when using FMIS inventory:

                          1. FMIS Inventory default item unit price is mapped to LinkSOFT product price quantity 1.
                          2. When replication is in use, at Head Office LinkSOFT will always extract price information from the FMIS system.
                          3. All other branches will extract price information from LinkSOFT.

                          [TOP]

                          4.11.1.2.1.12 Tax Master
                          Overview

                          The "Tax Master" rule is a one-way integration between LinkSOFT and FMIS. These records can be viewed in menu " Tax Master View "

                          How this integration works :

                          1. Data is imported from FMIS and updated to the "Tax Master View".
                          2. The modified records are pushed into "Inventory -> Tax Maintenance" using process code "FMIS20"

                          Steps to configure Tax Master:

                          1. Enable the "Tax Master" rule in menu "Integration -> Integration Setup -> [Select the appropriate integration code] -> Integration Settings
                          2. Configure the "Last Read Date from FMIS" and "Last Read Record Number" under the Integration Rule -> Configuration
                          3. Configure any additional settings required by the integration code.

                          [TOP]

                          4.11.1.2.2 Integrating Specific LinkSOFT Modules

                          The following LinkSOFT modules are available for integration:

                          1. Asset Management  - Asset activity and journals are sent to the external system.
                          2. Payroll  - Payroll Journals and Creditor Invoices are sent to the external system.
                          3. Time Management  - Billable time entry are created as sales orders and sent to the external system.
                          4. Point of Sale with Inventory control in LinkSOFT
                          5. Point of Sale with Inventory control in Financial system
                          6. Tax Monitoring System (TMS) integration - LinkSOFT is used to sign tax invoices raised in the external system.

                          [TOP]

                          4.11.1.2.2.1 Asset Management

                          Asset Management integration uses the following modules:

                          Areas in Asset Management that this integration uses:

                          1. Assets - When new assets are activated
                          2. Activities - Adding asset activities
                          3. Period Depreciation - Processing period end depreciations

                          Configure the following areas in Asset Management:

                          1. Configure the GL Codes in menus:
                            1. Classifications
                            2. GL Groups
                            3. Groups
                            4. Location
                          2. Configure the "Interface GL Mask" in menu "Company Administration -> Configuration -> Configuration.Interface.GLMask"

                          [TOP]

                          4.11.1.2.2.2 Payroll
                          Payroll integration uses the following modules:
                          1. Accounts Payable Invoice
                          2. General Ledger Journals

                          Areas in Payroll that this integration uses:

                          1. FMIS Integration  - When a pay is closed, the AP Invoice and GL Journal entries are computed.

                          Configure the following areas in Payroll:

                          1. Configure the GL Codes in menus:
                            1. Pay Codes
                            2. Territory/Branch/Cost Centre
                          2. Configure the following in menu "Company Administration -> Configuration -> Human Resource Management -> Pay Processing"
                            1. GL Account Bank
                            2. GL Account Non Cash Benefit
                            3. GL Account Leave Liability
                            4. GL Account Government Levy
                            5. GL Account Non-Pay Items Liability
                            6. GL Account Super Liability
                            7. GL Account Tax on Benefit Liability 

                          [TOP]

                          4.11.1.2.2.3 Point of Sale with inventory control in LinkSOFT
                          Point of Sale with LinkSOFT Inventory control integration uses the following modules:

                          1. Accounts Payable Invoice
                          2. Accounts Payable Master
                          3. Accounts Receivable Adjustment
                          4. Accounts Receivable Master
                          5. Accounts Receivable Receipt
                          6. Accounts Receivable Sales Order
                          7. General Ledger Journals
                          8. General Ledger Master

                          Areas in Point of Sale that this integration uses:

                          1. Customer Profile is synchronized
                          2. Supplier Maintenance is synchronized
                          3. Stock Adjustments
                            • GL Journals are created for stock adjustments
                              Adjustment IN
                              Account  Debit  Credit 
                              Asset  DR  
                              Adjustment Write On    CR

                              Adjustment OUT
                              Account  Debit  Credit 
                              Asset    CR
                              Adjustment Write Off  DR  
                          4. Purchase Receive 
                            • GL Journals are created for cost of purchase received
                              Account  Debit  Credit 
                              Asset  DR  
                              Cost of Goods Purchased    CR
                            • AP Invoice is created for creditor payment. GL effect of the AP Invoice when it is posted in the financial system:
                              Account  Debit  Credit 
                              Creditors Control Account    CR
                              Cost of Goods Purchased  DR  
                              Tax  DR  
                          5. Valuation GL Process
                            • GL Journals are created for value of stock variances between LinkSOFT and Financial System.
                          6. Integration Queue
                            1. Cash Sale
                              • AR Sales Order is created for each cash sale
                            2. Credit Sale
                              • AR Sales Order is created for each credit sale
                            3. Returns
                              • AR Sales Order is created for each return sale
                            4. Layby
                              • AR Sales Order is created for each layby sale
                              • AR Receipt is created for subsequent layby payments
                            5. Payments
                              • AR Receipt is created for "Payment for Credit Sale" and "On Account Payments"
                            6. Payment Adjustments
                              • AR Adjustment is created for "Credit Notes", "Payment Refund" and "Payment Void"
                            7. Shift Variance
                              • GL Journal is created for shift variances.

                          Configure the following areas in Point of Sale :

                          1. Configure the GL Accounts in the following menus:
                            1. Posting Account
                            2. Customer Type
                            3. Payment Maintenance
                            4. Reason Maintenance

                          [TOP]

                          4.11.1.2.2.4 Point of Sale with inventory control in Financial System
                          Point of Sale with Inventory control in Financial System integration uses the following modules:

                          1. Accounts Payable Invoice
                          2. Accounts Payable Master
                          3. Accounts Receivable Adjustment
                          4. Accounts Receivable Master
                          5. Accounts Receivable Receipt
                          6. Accounts Receivable Sales Order
                          7. General Ledger Journals
                          8. General Ledger Master
                          9. Inventory
                          10. Tax Master

                          Areas in Point of Sale that this integration uses:

                          1. Inventory Product Master is synchronized
                          2. Customer Profile is synchronized
                          3. Supplier Maintenance is synchronized
                            1. Cash Sale
                              • AR Sales Order is created for each cash sale
                            2. Credit Sale
                              • AR Sales Order is created for each credit sale
                            3. Returns
                              • AR Sales Order is created for each return sale
                            4. Layby
                              • AR Sales Order is created for each layby sale
                              • AR Receipt is created for subsequent layby payments
                            5. Payments
                              • AR Receipt is created for "Payment for Credit Sale" and "On Account Payments"
                            6. Payment Adjustments
                              • AR Adjustment is created for "Credit Notes", "Payment Refund" and "Payment Void"
                            7. Shift Variance
                              1. GL Journal is created for shift variances.

                          Configure the following areas in Point of Sale :

                          1. Configure the GL Accounts in the following menus:
                            1. Posting Account
                            2. Customer Type
                            3. Payment Maintenance
                            4. Reason Maintenance

                          [TOP]

                          4.11.1.2.2.5 Tax Monitoring System (TMS) integration

                          Tax Monitoring System (TMS) integration uses the following modules:

                          1. Accounts Receivable Master
                          2. Accounts Receivable Transaction
                          3. Tax Master

                          When integration (FRCSSDC) is enabled , all invoices, quotes, credit notes, returns will require TMS integration.
                          As transactions flow into the Accounts Receivable table, they will require TMS integration if the transaction is not already signed.

                          How it works :

                          1. Transactions is imported into the Accounts Receivable Transactions table from  the external ERP system.
                          2. If TMS integration is enabled, the invoice is signed and email is sent to the customers email address.
                          3. In the event of failure, the following there are two scenarios:
                            1. Scenario 1 : This is where the issue can be resolved and the transaction resubmitted from LinkSOFT using the "Submit" button in the "Integration -> AR Master View - Detail form"
                              1. SDC issue, example card not inserted, SDC network failure, etc.
                              2. User Tax File Number was not entered
                            2. Scenario 2 : This is where the issue requires deleting the entry from LinkSOFT and re-entering the transaction in the external ERP system.
                              1. Tax Code is incorrectly setup

                          The failure messages of TMS are stored in:

                          1. "Notes and Attachments -> Notes" tab against the transaction
                          2. "Global Administration -> Event Log"

                          Process for Quotation

                          1. A quote is created and processed in the Financial System
                          2. The transaction is imported into the "AR Master View -> Transactions"
                          3. The system will automatically sign the quotation with TMS
                          4. Email the signed quote to the customer's email address.

                          Process for an Invoice

                          1. An invoice is created and processed in the Financial System
                          2. The transaction is imported into the "AR Master View -> Transactions"
                          3. The system will automatically sign the invoice with TMS
                          4. Email the signed invoice to the customer's email address.

                          Process for Credit Notes

                          1. A Credit Note is created and processed in the Financial System
                          2. The transaction is imported into the "AR Master View -> Transactions"
                          3. If the link between the "Credit Note" and "Invoice" is available, the transaction will be signed. Otherwise it will wait for the link to be established. The link is made available by allocating the "Credit Note" to the "Invoice" in the Financial System.
                          4. Email the signed invoice to the customer's email address.

                          [TOP]

                          4.11.1.3 Helpdesk Email Import

                          Overview

                          Helpdesk Email Import is a feature to automatically create helpdesk calls through emails sent to a mail account.

                           

                          How it works :

                          1. The "Email Import Scheduler" process reads any unread messages sent to a dedicated mail account.
                          2. The subject line of the email is used to determine how to create the call in helpdesk
                            1. A call is created and assigned to the user when the subject of the email has the company and user tag in format [Company,User]
                              For example email subject:
                              1. [1001,peter]Tasks for Month of end
                                This will create a new call in company: "1001" and assign the call to user "Peter". The subject for the call is: "Tasks for Month of end"
                              2. Part of company name, user name can also be used as tags e.g [Link,Peter Smith]Tasks for Month of end

                              3. For example, "Juli" is a helpdesk user in company 1001.

                                1. Send an email to helpdesk with the subject as "[1001,Juli] Prepare for LinkPOS Demo".
                                2. This will create a call in company 1001, the call subject will be "Prepare for LinkPOS Demo" and the call will be assigned to Juli.
                          3. The "From Email Address" is used to determine the helpdesk user to create the call. If a matching helpdesk user is not found, then the call is not created. Instead, the message is logged in event log.

                          Follow the steps below to enable Email Import : Refer to Figure 1 below.

                          1. Enable to "Email Import Scheduler" in menu "Global Administration -> Process Setup"
                          2. Navigate to "Integration -> Integration Setup" in LinkWeb. Search for "HelpdeskEmailImport".
                          3. Expand into rule and configure below settings.
                            1. Email Import Mail Server
                            2. Email Import Mail Port
                            3. Email Import Mail Use SSL.
                            4. Email Import Main UserName
                            5. Email Import Mail Password
                            6. New call from email template
                              1. Create a default " New Case Template " under Maintenance.
                              2. This template will contain default values with which the case is logged.

                          Figure 1: Email Import Configuration

                          [TOP]

                          4.11.1.4 SQL API

                          Overview

                          The SQL API integration code "FMISSQLAPI" is used integration LinkSOFT with a FMIS database.

                          The following SQL API integration packs are available:

                          Steps to configure the SQL API integration :

                          1. Apply the appropriate SQL API integration scripts using SSMS to the FMIS/ERP database. The scripts are located in the installed folder: <Installed Folder>\Link Technologies\DBIntegrationScripts
                          2. Configure the connection details in menu "Integration -> Integration Setup -> FMISSQLAPI -> Integration Settings"
                            1. Server Name: Enter the SQL Server instance name. Leave this blank if the FMIS database is on the same server as LinkSOFT. Users need to configure "Distributed Transactions Coordinator (DTC)"
                            2. Database Name : Enter the FMIS database name
                            3. User Name : Enter the SQL User Login Name that will be used to connect to the FMIS database. This field is required when the FMIS database is on a different server.
                            4. Password : Enter the SQL User's password.
                          3. Enable the following processes in menu "Company Administration -> Processes". These processes are used to interact between LinkSOFT and FMIS database.
                            1. FMIS Import - Perform all master file import from FMIS. This includes Accounts Receivable, Accounts Payable, Inventory and General Ledger
                            2. FMIS AP - Perform FMIS integration for Accounts Payable
                            3. FMIS AR - Perform FMIS integration for Accounts Receivable Process
                            4. FMIS AR Validate - Perform FMIS integration for Accounts Receivable Validate
                            5. FMIS GL - Perform FMIS integration for General Ledger

                          [TOP]

                          4.11.1.4.1 EPICOR 7.4
                          Overview

                          Epicor Enterprise 7.4 is an award-winning ERP solution that includes financial management, supply chain management, customer relationship management, and related applications that enhance the productivity of organizations.

                          Refer to  Epicor website for more information.

                          Integration modules for EPICOR 7.4

                          1. Accounts Payable Invoice - Entries are created in "EPICOR -> Accounts Payable -> Processing -> Voucher -> Voucher Entry"
                          4. Accounts Receivable Receipt - Entries are created in "EPICOR -> Accounts Receivable -> Processing -> Cash Receipts -> Cash Receipts Entry"
                          5. Accounts Receivable Sales Order - Entries are created in "EPICOR -> Accounts Receivable -> Processing -> Invoices -> Invoice Entry" and "EPICOR -> Accounts Receivable -> Processing -> Credit Memos -> Credit Memo Entry"
                          7. General Ledger Journals - Entries are created in "EPICOR -> General Ledger -> Processing-> Standard Transactions -> Transaction Entry"

                          Steps to configure integration to EPICOR 7.4:

                          1. Apply the SQL Script "IntegrationScriptsEPICOR74.sql" to the EPICOR 7.4 database. The SQL Script is located in folder "<installed directory>\Link Technologies\DBIntegrationScripts"
                          3. Configure the Integration Settings for:
                            1. "OrganisationID" - Organisation ID can be obtained from "EPICOR Enterprise 7.4 -> General Ledger -> Maintenance -> Setup -> Organisation Setup -> Organisation."
                            2. "CompanyCode" - Company Code can be obtained from "EPICOR Enterprise 7.4 -> General Ledger -> Maintenance -> Setup -> Company Definition."   
                          4. Enable the modules that is required for integration.

                          [TOP]

                          4.11.1.4.2 JIWA 6
                          Overview

                          Refer to   JIWA website for more information.

                          Integration modules for JIWA 6

                          1. Accounts Payable Invoice - Entries are created in "JIWA -> Creditors -> Purchases -> Purchases"
                          2. Accounts Payable Master
                          3. Accounts Receivable Adjustment - Entries are created in "JIWA -> Debtors -> Receipts -> Credit Adjustment and JIWA -> Debtors -> Invoices -> Debit Adjustment"
                          4. Accounts Receivable Master
                          5. Accounts Receivable Receipt - Entries are created in "JIWA -> General Ledger -> Cash Book -> Receipts"
                          6. Accounts Receivable Sales Order - Entries are created in "JIWA -> Sales Order Entry -> Sales Order Entry"
                          7. Accounts Receivable Transaction
                          8. Business Intelligence Reports
                          9. General Ledger Journals - Entries are created in "JIWA -> General Ledger -> Journal Transactions -> Journals"
                          10. General Ledger Master
                          11. Inventory
                          12. Tax Master

                          Steps to configure integration to JIWA 6:

                          1. Apply the SQL Script "IntegrationScriptsJIWA6513.sql" to the JIWA 6 database. The SQL Script is located in folder "<installed directory>\Link Technologies\DBIntegrationScripts"
                          2. Configure the SQL API integration   
                          3. "Accounts Receivable Sales Order -> Warehouse" - Enter the warehouse name in format: {Physical}\{Logical}.
                            For example:
                            Physical warehouse is: New South Wales
                            Logical warehouse is: Main
                            The value to enter in "Warehouse" configuration is: New South Wales\Main
                          4. Enable the modules that is required for integration.

                          The following areas needs to be configured in JIWA :

                          1. Create POS "Payment Methods" in Jiwa.
                            1. Create and set the Bank Account under "Debtor --Configuration --Payment Types" in JIWA.
                            2. Set the Bank Account and Shift Variance accounts under "Payment Methods"  in POS.
                          2. Create "Tax Codes" in Jiwa under "Tax Maintenance" same as Tax codes under "Linkweb - Inventory- Tax Maintenance"
                            1. Create tax code under "System Settings -- Tax --Tax Configuration". Create tax on all tax tabs
                          3. Create POS  "Reasons"  in Jiwa
                            1. Create reasons under Sales Order -->Configuration Credit Reasons Maintenance
                            2. Set the reasons GL accounts in POS
                          4. Create Rounding Item in Jiwa

                           

                          [TOP]

                          4.11.1.4.3 JIWA 7
                          Overview

                          Refer to   JIWA website for more information.

                          Integration modules for JIWA 7

                          1. Accounts Payable Invoice - Entries are created in "JIWA -> Creditors -> Transactions -> Purchases -> Purchases"
                          3. Accounts Receivable Adjustment - Entries are created in "JIWA -> Debtors -> Transactions -> Adjustments"
                          5. Accounts Receivable Receipt - Entries are created in "JIWA -> Cash Book -> Receipts"
                          6. Accounts Receivable Sales Order - Entries are created in "JIWA -> Sales -> Order Entry"
                          9. General Ledger Journals - Entries are created in "JIWA -> General Ledger -> Journal Transactions -> Journal Sets"

                          Steps to configure integration to JIWA 7:

                          1. Apply the SQL Script "IntegrationScriptsJIWA7.sql" to the JIWA 7 database. The SQL Script is located in folder "<installed directory>\Link Technologies\DBIntegrationScripts"
                          2. Configure the SQL API integration   
                          3. "Accounts Receivable Sales Order -> Warehouse" - Enter the warehouse name in format: {Physical}\{Logical}.
                            For example:
                            Physical warehouse is: New South Wales
                            Logical warehouse is: Main
                            The value to enter in "Warehouse" configuration is: New South Wales\Main
                          4. Enable the modules that is required for integration.

                          The following areas needs to be configured in JIWA:

                          1. Create POS "Payment Methods" in Jiwa.
                            1. Create and set the Bank Account under "Debtor --Configuration --Payment Types" in JIWA.
                            2. Set the Bank Account and Shift Variance accounts under "Payment Methods"  in POS.
                          2. Create "Tax Codes" in Jiwa under "Tax Maintenance" same as Tax codes under "Linkweb - Inventory- Tax Maintenance"
                            1. Create tax code under "System Settings -- Tax --Tax Configuration". Create tax on all tax tabs
                          3. Create POS  "Reasons"  in Jiwa
                            1. Create reasons under Sales Order -->Configuration Credit Reasons Maintenance
                            2. Set the reasons GL accounts in POS
                          4. Create Rounding Item in Jiwa

                          [TOP]

                          4.11.1.4.4 Microsoft AX
                          Overview

                          Integration to Microsoft AX is a customization for Coca-Cola Amatil Fiji. The design specifications can be accessed from this link .

                          Integration modules for Microsoft AX

                          1. General Ledger Journals

                          Steps to configure integration to Microsoft AX:

                          1. Apply the SQL Script "IntegrationScriptsMicrosoftAX.sql" to the Microsoft AX Staging database. The SQL Script is located in folder "<installed directory>\Link Technologies\DBIntegrationScripts"
                          2. Configure the SQL API integration   
                          3. Enable the modules that is required for integration.

                          [TOP]

                          4.11.1.4.5 Vodafone Webstore
                          Overview

                          Integration to Vodafone Webstore is a customization for Vodafone (Fiji) Limited.

                          Integration modules for Vodafone Webstore

                          1. Accounts Receivable Master
                          2. Accounts Receivable Transaction

                          Steps to configure integration to Vodafone Webstore:

                          1. Apply the SQL Script "IntegrationScriptsVodafoneWeb.sql" to the Vodafone Webstore Staging database. The SQL Script is located in folder "<installed directory>\Link Technologies\DBIntegrationScripts"
                          2. Configure the SQL API integration   
                          3. Enable the modules that is required for integration.

                          [TOP]

                          4.11.1.4.6 Numerical Computer System Suite
                          Overview

                          Integration to Numerical Computer System (NCS) Suite for TMS compliance.

                          Integration modules

                          1. Accounts Receivable Master
                          2. Accounts Receivable Transaction

                          Steps to configure integration:

                          1. Apply the SQL Script "IntegrationScriptsNCSSuite.sql" to the NCS Suite Staging database. The SQL Script is located in folder "<installed directory>\Link Technologies\DBIntegrationScripts"
                          2. Configure the SQL API integration   
                          3. Enable the modules that is required for integration.

                          [TOP]

                          4.11.1.5 Tax Monitoring System

                          Overview

                          Integration for LinkSOFT to TaxCore Tax Management System.
                          When this integration is active, all invoices in LinkSOFT will require SDC signature.
                          You may have a combination of V-SDC and E-SDC in your environment.

                          1. When using menu group "Point of Sale" in the web and the "Point of Sale Application", all SDC settings are extracted from the "Station Base Setup".
                          2. The web server will need to be configured as a station and will have its own SDC configuration.
                          3. When using menu group "Integration" in the web, all SDC settings are extracted from "Integration Setup"
                          4. If a customer "tax file number" exists, the transaction is marked as B2B otherwise, it is B2C.

                          The following functions are available:

                          2. Configurations for Tax Monitoring System
                          3. Processing TMS from Integration -> AR Master

                          1. Overview of Tax Monitoring System (TMS),(VMS),(SDC)

                          Overview of Tax Monitoring System is available at this link.

                          2. Configurations for Tax Monitoring System

                          The following configurations needs to be configured in menu "Integration -> Integration Setup -> FRCSSDC -> Integration Settings"

                           Code  Description  Default Value
                           Minimum Product Quantity

                           Minimum Product Quantity. Sale will be prevented when the quantity is less than this value.

                          		  0.001
                           Allowed Tax Labels  Allowed Tax Labels which is configured in menu "Inventory -> Tax Maintenance" as "tax detail code" (comma separated). Sale will be prevented when value is not in this list.  A,B,E,F,N,P

                          3. Processing TMS from Integration -> AR Master

                          The following configurations needs to be enabled in menu "Integration -> Integration Setup -> FRCSSDC -> Integration Settings -> Tax Integration Enabled".

                          Expand the integration rule "Tax Integration Enabled" and configure the following:

                           Code  Description  Default Value
                           CashierTaxFileNumber

                           Cashier Tax File Number used to sign invoices.

                          		  
                           TaxIntegration_BatchSize  Tax Integration Batch Size.  100
                           TaxIntegration_ESDC_Enabled  Tax Integration (ESDC) is Enabled (Y/N)  N
                           TaxIntegration_ESDC_APIURL  Tax Integration (ESDC) API URL  
                           TaxIntegration_ESDC_SecureCardPIN  Tax Integration (ESDC) Secure Card PIN  
                           TaxIntegration_VSDC_Enabled  Tax Integration (VSDC) is Enabled (Y/N)  N
                           TaxIntegration_VSDC_APIURL  Tax Integration (VSDC) API URL
                           For Production:
                           Fiji: https://vsdc.vms.frcs.org.fj
                           Samoa: https://vsdc.tims.revenue.gov.ws                          		  
                           TaxIntegration_VSDC_CertificateSerialNumber  Tax Integration (VSDC) Certificate Serial Number  
                           TaxIntegration_VSDC_PAC  Tax Integration (VSDC) PAC Code (Required if using pfx certificate)  

                          4. Processing TMS from Point of Sale

                          Processing TMS from Point of Sale is available at this link.

                          [TOP]

                          4.11.1.5.1 Tax Monitoring System (TMS),(VMS),(SDC)

                          The Tax Monitoring System (TMS) is an initiative by governments (Ministry of Customs/Revenue) to increase Tax compliance and consequently reduce hidden economy and tax evasion. This system will help taxpayers easily comply and provide insight into data submitted to the government. Each transaction involving the sale of Goods or Services will be accounted for. The primary objective of this system is to reduce hidden economy and tax evasion.

                          The TMS is a system whereby goods and services invoices are sent to the Government's computer systems showing details of the invoice and revenue/taxes collected.

                          Below are the two countries that have implemented TMS:

                          1. Fiji Revenue and Customs Service . System known as  FRCS VMS which stands for "Fiji Revenue and Customs Service Value Added Tax Monitoring System". The Fiji VMS system was launched in 2017.
                          2. Samoa Ministry of Customs and Revenue . System known as TIMS which stands for "Tax Invoice Monitoring System". The Samoa TIMS system was launched in early 2020.

                          The Tax Monitoring system has been provided to the above two governments by " Data Technical International ", and is known as the TaxCore system.

                          TMS uses a Electronic Fiscal Device (EFD) to transmit sales data. When a sale is completed, Link "Point of Sale" (POS) sends transaction data to the "Sales Data Controller" (SDC).  The SDC contains secure elements that transforms data into a "Fiscal Invoice", attaches a "Quick Response Code" (QR code)  and transmits this back to POS. Customers can scan the QR code on their mobile devices to verify the receipt. At this point, the sales transaction is available at the governments computer systems. Refer to " Data Technical International " web site for more details on how the Tax Monitoring system works.

                          Tax Payers need to register with the respective governments and obtain the relevant certificates. These certificates will be used by the POS system to securely transmit data. There are a few options to choose from. Please discuss these options with your implementation partner to work out the best and most cost effective option for you.

                          Electronic Fiscal Devices (EFD)
                          The EFD is an electronic fiscal device system that contains the SDC to produce fiscal invoices. There are two EFD systems. 

                          1. External Sales Data Controller (ESDC)
                            1. ESDC uses a web service to transmit data. The ESDC web service signs the invoice and then forwards it to the TaxCore system.
                            2. Machines with ESDC setup require network connectivity at least once in 48 hours to transfer sales data. If internet is not on the machine, on 90% usage, user will be prompted a message that card capacity has been 90% used. Users will need to connect PC to internet to migrate sales data to the TaxCore system.
                            3. Recommended for high volume sites or where internet is not reliable
                          2. Virtual Sales Data Controller (VSDC)
                            1. VSDC transmits sales data directly to the TaxCore web server.
                            2. Clients are required to install digital certificates provided.
                            3. Internet connection is required. If there is a network failure the sales data will not be sent to FRCS and the invoice will not print. Client will not be able to use the system until the network has been established.
                            4. Recommended for low volume sites with reliable internet

                          *If V-SDC and E-SDC both are enabled, V-SDC will take precedence*

                          Fiscalisation Devices - Purchase Options

                          1. ESDC : Internet connection is NOT required to sign invoices. Clients can choose from these options:
                            1. Soft ESDC - ESDC Software installed on the POS machine. Customers can download the software and buy a licence directly from the SoftSDC website.
                              1. Clients need to obtain the "Smart Card Reader" form their respective governments.
                            2. Inspur Device - The device is a little hardware box that transmits data to FRCS. The device is distributed by Datec Fiji Ltd.
                              1. The card reader is inbuilt.
                              2. The supplier will install and configure the device 
                          2. VSDC - Internet connection is required to sign invoices. Clients can choose from these options:
                            1. OPTION 1 - Obtain a "File Certificate" from  your provider. No hardware required
                            2. OPTION 2 - Secure Card and "Smart Card Reader" based certificates.

                          Training Mode
                          The TMS system will be placed in TRAINING MODE when the LinkSOFT configuration setting "System.Operating.Mode" is set to "Test". This can be done in LinkSOFT using menu "Company Administration -> Configuration -> System.Operating.Mode".

                          Notes

                          1. If the SDC signing fails, the POS station will not be allowed to proceed.Users have the ability to verify settings and retry the sign.
                          2. The system will sign all invoices that are unsigned at POS start and shift close.
                          3. More details on EFD options for FRCS VMS is available at this link .

                          References:

                          1. Fiji Revenue and Customs Service, viewed 29th July 2020,< https://www.frcs.org.fj/our-services/vat-monitoring-system-vms/>
                          2. Samoa Ministry of Customs and Revenue, viewed 29th July 2020,< https://www.revenue.gov.ws/>
                          3. Data Technical International, viewed 29th July 2020,< https://dti.rs/>
                          4. Unified Soft Limited, viewed 29th July 2020,< https://www.softsdc.com/>

                          [TOP]

                          4.11.1.5.2 TMS Setup in LinkSOFT
                          The following must be set in LINKSOFT to enable the TMS:
                          1. Tax Label
                          2. Cashier and Customer "Tax Identification Number".
                          3. Enable TMS Integration
                          4. Setup ESDC or VSDC. Refer to the setup steps under "ESDC Setup" or "VSDC Setup".
                          Tax Setup
                          1. Each tax type has a predefined tax label issued by TaxCore. Refer to Figure 1. This must be created under "Linkweb - Inventory - Tax Maintenance".
                          2. Assign the tax code to the products under  "Linkweb - Inventory - Product Master"
                          Cashier and Customer TIN
                          1. Cashier and Customer (Buyer) TIN must be stored in LinkSOFT. The TIN is transmitted to TaxCore and printed in the FISCAL invoice.
                          2. Cashier TIN is saved under   "Linkweb - Point of Sale - User Options"
                          3. Customer TIN is save under "Linkweb - Point of Sale - Customer Maintenance"
                          Enable TMS SDC integration. This is required for both ESDC and VSDC options.
                          1. Log into Linkweb and navigate to "Integration - Integration Setup"
                            1. Search for "FRCSSDC". This will load the integration setup for TMS. Refer to Figure 2.
                              1. Click on the "Pencil Icon". This will open the "Edit Form".
                              2. Tick "Active"
                              3. Save. Click on the "Floppy Disk Icon". 
                            2. Click on the "Grey Arrow" to expand into the details.
                              1. Minimum Product Quantity - This is the minimum quantity that can processed under TMS. Sale will be prevented when the quantity is less than this value. Default value is 0.001 
                              2. Allowed Tax Labels - These are the tax labels that is transited through TMS to identify the tax component. For example, the label for VAT is "A".  Users can add labels authorized by Tax Core to the list separated by a comma (CSV). 
                          ESDC Setup
                          1. Install the SoftESDC or Inspur Device.
                          2. Plug in the "Smart Card".
                          3. Navigate to "Linkweb -  Point of Sale - Station Base Setup. Refer to Figure 3.
                          4. Search for ESDC
                            1. Click on the "Pencil Icon" to update ESDC Configurations.
                              1. Tax Integration ESDC API URL - Enter the API URL in the "Flag Value"section.
                                1. For Example, http://192.168.0.107:8180. "192.168.0.107" is the IP of the machine on which SoftESDC is installed or the IP of the Inspur of the device. "8180" is the port number.  
                              2. Tax Integration Enabled - Enable ESDC integration, set the flag to "Yes".
                              3. Tax Integration ESDC Secure Card PIN - Enter the "PIN"number of the smart card.  
                                1. This is a 4 digit number provided by Taxcore.

                          VSDC Setup

                          VSDC is where the document is signed by the internet using certificates. VSDC setup requires the installation of three certificates:

                          1. Root CA Certificate
                          2. Issuing CA Certificate
                          3. PFX Certificate or Smart Card Certificate. Refer to 1 and 2 below.

                          1. PFX Certificate (File based certifcate that does not require any physical hardware) 

                          1. If you have chosen to use a "File Based Certificate" (PFX Certificate), use  this link to install your certificate. Once your file certificate is installed, go to step 3.
                            1. Request for the "PFX Certificate" under "Location - Additional Certificates" to choose the VSDC - File-based certificate on the "TaxCore Web Portal".
                            2. Install the certificate provided by TaxCore (Installing Dev-Pfx Certificate.pdf)
                            3. Enter the VSDC details into the POS "Station Configuration" including the "PAC" code provided by TaxCore. This code should be in the email received from Tax Core.
                              1. Tax Integration VSDC API URL - Enter the API URL in the "Flag Value"section. 
                                1. For test or staging setup use - https://vsdc.staging.vms.frcs.org.fj  (This is different for each country. Refer to country specific documentation)
                                2. For live or productions setup use - https://vsdc.vms.frcs.org.fj(This is different for each country. Refer to country specific documentation)
                              2. Tax Integration VSDC Certificate Serial Number - Enter the serial number issued with the digital certificate for the company.
                                1. Go to Personal Folder and into Certificates.
                                2. Double click and open the certificate for VSDC.
                                3. Go to the "Details" tab
                                4. Copy the Serial Number into a "Notepad"
                                5. Remove all "Spaces" from the number.
                                6. Copy the Serial Number into the Configuration without spaces.
                                7. Save. Click on the "Floppy Icon".
                              3. Tax Integration Enabled - Enable VSDC integration, set the flag to "Yes". 
                              4. Tax Integration PAC Code - The PAC Code is issued by the provider with the "PFX Certificate".
                              5. Save. Users should be able to sign Invoices using VSDC without the need for a PIN or a Secure Card/Secure Card Reader.
                            4. When using the Web Scheduler, the application Pool Identity should be set to startup using the user account where the PFX file is setup
                            5. When using the Link Scheduled Service , setup the service account with the user where the certificate is installed
                          2. Secure Smart Card Setup (Requires a smart card reader) 
                          1. If you have chosen to use the secure smart card then install then PKI Certificate Authority (CA) certificates on each client machine. Perform this step only if you are not using a "File Based Certificate (PFX)" explained in 1. above.
                            1. Install the “Staging”  certificates for development or test environments.
                            2. Install the “Production Certificates” for production setup.
                            3. Follow the instructions at this link to install the certificates.
                          2. Navigate to "Linkweb - Point of Sale - Station Base Setup". Refer to Figure 4. Search for VSDC
                            1. Click on the "Pencil Icon" to update VSDC Configurations.
                              1. Tax Integration VSDC API URL - Enter the API URL in the "Flag Value"section.
                                1. For test or staging setup use - https://vsdc.staging.vms.frcs.org.fj  (This is different for each country. Refer to country specific documentation)
                                2. For live or productions setup use - https://vsdc.vms.frcs.org.fj  (This is different for each country. Refer to country specific documentation)
                              2. Tax Integration VSDC Certificate Serial Number - Enter the serial number issued with the digital certificate for the company.
                                1. Go to Personal Folder and into Certificates.
                                2. Double click and open the certificate for VSDC.
                                3. Go to the "Details" tab
                                4. Copy the Serial Number into a "Notepad" 3
                                5. Remove all "Spaces" from the number.
                                6. Copy the Serial Number into the Configuration without spaces.
                                7. Save. Click on the "Floppy Icon".
                              3. Tax Integration Enabled - Enable VSDC integration, set the flag to "Yes". 
                          Processing Sales
                          1. Log into Link POS and "Start Point of Sales".
                          2. Load the items and complete the transaction. This will process SDC. Refer to Figure 5.
                            1. A fiscal invoice will print when the sales data has been transmitted.Refer to Figure 6.
                            2. If SDC fails, users can "Retry" after a few second. Users will not be able to process the second sale if the current invoice is not signed.
                              1. If the transaction fails at "Retry".
                              2. Click on the "Exit and Log Off" button. This will close POS.
                              3. Navigate to "Business Intelligence - Data View" and load the view for "Transactions Pending TMS Signature". This is show the pending transaction with the details to review and correction.
                                1. Enable access for "Transactions Pending TMS Signature" view under Role Menu Access.
                          3. Following transactions are signed with TMS: Both B2B and B2C transactions are included.
                            1. Cash Sales
                            2. Credit Sales
                            3. Returns
                            4. Reprint
                            5. Quotations
                            6. Full Lay -by
                          Figure 1 : TMS Tax Labels  
                          Figure 2: Enable FRCSSDC  

                           
                          Figure 3: ESDC Configuration
                           

                          Figure 4: VSDC Configuration

                            
                          Figure 5: SDC Processing
                           Figure 6: Sample Fiscal Invoice
                           

                          [TOP]

                          4.11.1.6 TNA Device

                          Overview

                           

                          The TNA Device contains the devices that is used to import Time and Attendance (TNA) timesheet.

                           

                          There are two types of device outputs that are support:

                          1. File Output - The device creates a file in a specific format and places this file in a pre-configured location (Watch folder).
                          2. Database - Dynamically interacts with the TNA database and imports data for processing.

                          The following File output formats are available:

                          1. TI001 - HP Ingersoll Rand HP3000e
                          2. TI002 - Biometric SC 09
                          3. TI003 - Kronos

                          Database Based Devices:

                          1. TI004 - ZKTeco Software - Time Attendance

                          How TNA Processing works:

                          1. Time is entered in the TNA physical devices.
                          2. At scheduled intervals, data is polled from the devices:
                            1. File Type
                              1. A data file is created from the device.
                              2. This file is then placed in the "Watch" folder.
                                1. The "Watch" folder is configured in menu "Integration ~> TNADevice ~> Integration Setting"
                                2. This folder is based on the "Database Server"
                                3. Folder access needs to be given to the Web Server "Application Pool User"
                                4. You can use UNC naming convention or Mapped Network Drives
                              3. System reads the files and moves it to "Completed" folder after processing
                            2. Database Type
                              1. Process "ESS021 - TNA Timesheet Import Process" pulls the time data from the TNA database.
                              2. After processing, the TNA entries are marked as completed in the TNA database.
                          3. TNA processing rules are applied and hours is calculated.
                          4. Timesheet data is reviewed and submitted from TNA Timesheet menu.

                          Prerequisites

                          1. Configure TNA Rules
                          2. Configure TNA Employee Mapping
                          3. Enable the following processes:
                            1. ESS021 - TNA Timesheet Import Process
                            2. ESS022 - TNA Timesheet Import Manual Compute
                            3. ESS023 - TNA Timesheet Import Automatic Archive

                          The following functions are available:

                          1. Review list of devices. See Figure 1 below.
                          2. Review/Edit time import devices
                          3. Change Processing Mode, Watch, Processing, Completed File Locations, Database Name and Active checkbox details. See Figure 2 below.
                          4. Disable a device by clicking on the Delete button. See Figure 1 below (X in red)

                          File Locations   - File location is where the data is saved for processing.

                          Data format is csv. Users need to only place the file with data in the "Watch " folder, system will automatically take file to the "Processing" and "Completed" folders.

                          1. Watch - Path where all raw files is stored for processing
                          2. Processing - Path where system temporarily stores the files being processed
                          3. Completed - Path where the system stores the files after it has been processed

                          Processing Modes 

                          1. Manual
                          2. Import and Submit
                          3. Import Submit and Approve

                          Manual Mode

                          When data is submitted by users, the system automatically imports the time entry.
                          The user is required to perform the following steps:

                          1. Click on the edit icon and change status from New to Submitted

                            Note: The status will be marked as Completed as soon as the file has been processed 

                            Figure 3:                             New Time Entry Import


                            Figure 4 : Completed Time Entries
                             

                          2. Navigate to Timesheets(All valid and invalid entries will be populated here)
                            These entries can be edited by the user as required and submitted for payroll processing (As shown in Figure 6)
                             
                            Figure 5: Valid & Invalid Entries
                             

                          3. Click on the edit icon, enter End Time and Hours and Save

                            Figure 6: Edit Form for Time Entry
                             

                          4. Tick the time entry and submit
                            Note: The status will show as Completed

                            Figure 7: Time Entry Submitted for Payroll Processing


                          Import and Submit Mode

                          When the processing mode is set to Import and Submit, the system automatically submits the file

                          i.e. users do not have to manually change the status from New to Submitted in order for the files to appear in the Timesheet menu for editing.

                          However, users still have to edit any invalid time entries and submit the valid entries for payroll processing.



                          Import, Submit and Approve Mode

                          When the processing mode is set to Import Submit and Approve, the system automatically processes the raw files and submits all valid entries for payroll processing. User will only be able to edit the invalid entries for payroll processing in the Timesheet menu.


                          Note: The configuration "Timesheet import automatic approve days buffer. Time entries past the days buffer will be picked by the automatic approve process." is used to delay the automatic approval. Default value is 1 day.
                          For example: If an employee sign in Today at 8am and out at 10am, system will create an entry in the timesheet for 8am - 10am and mark this as a valid entry.
                          If the same employee signs in at 1pm, then the system will re-compute the entry create above which will be 8am - 1pm.
                          When the day finishes, this entry will then be marked as completed.

                          Figure 1: List of Devices



                          Figure 2: Edit Form for Device Configuration
                           

                          [TOP]

                          4.11.1.6.1 TI001 - HP Ingersoll Rand HP3000e

                          Overview

                          HandPunch Ingersoll Rand HP3000e device is used for this integration. The device's user manual is available at this link.

                          File Format

                          The device produces a csv file format:

                          Figure 1: Raw Data File

                          File format field definition:

                          Steps to Import data from the device:

                          1. Extract the timesheet data from the device. Refer to the manufacturers document on how to extract the data file.
                          2. Copy the extracted data file to the "Watch" folder.

                          [TOP]

                          4.11.1.6.2 TI002 - Biometric SC 09

                          Overview

                          Biometric SC 09 device is used for this integration. Contact the device's manufacturer for specifications.

                          File Format

                          The device produces a csv file format:

                          Figure 1: Raw Data File

                          Figure 2: Data viewed in Excel

                          File format field definition:

                          Steps to Import data from the device:

                          1. Extract the timesheet data from the device. Refer to the manufacturers document on how to extract the data file.
                          2. Copy the extracted data file to the "Watch" folder.

                          [TOP]

                          4.11.1.6.3 TI003 - Kronos

                          Overview

                          Kronos device is used for this integration. Contact the device's manufacturer for specifications.

                          File Format

                          The device produces a csv file format:

                          Figure 1 : Raw Data File

                          File format field definition:

                          Steps to Import data from the device:

                          1. Extract the timesheet data from the device. Refer to the manufacturers document on how to extract the data file.
                          2. Copy the extracted data file to the "Watch" folder.

                          [TOP]

                          4.11.1.6.4 TI004 - ZKTeco Software - Time Attendance

                          Overview

                          Fingerprint Reader uses a  ZKTeco Software - Time Attendance to capture data from the devices. It stores the data in a TNA database. LinkSOFT interacts with the TNA database to import the timesheet data.

                          Configuration for Clock Codes

                           Flag  Description  Value
                           TimesheetImport.IN  Code used for Clock IN  I
                           TimesheetImport.Break1IN  Code used for Clock IN for Break 1  
                           TimesheetImport.Break2IN  Code used for Clock IN for Break 2  
                           TimesheetImport.OvertimeIN  Code used for Clock IN for Overtime  
                           TimesheetImport.OUT  Code used for Clock OUT  O

                          Steps to Import data from the device:

                          1. Configure the device and enter the following:
                            1. Server Name - Use the IP Address or Name that this server is recognized on the network. Using query analyser, you should be able to connect using this name. Leave this field blank if the LinkSOFT & TNA databases are in the same server.
                            2. Database Name - TNA Database name to be used with the Server Name.
                            3. Linked Server Username - SQL Login to use when establishing connecting to the Server.  Leave this field blank if the LinkSOFT & TNA databases are in the same server.
                            4. Linked Server Password -  Password for the SQL Login. Leave this field blank if the LinkSOFT & TNA databases are in the same server.
                          2. Enable the process "ESS021 - TNA Timesheet Import Process" to import data from the database.

                          [TOP]

                          4.11.1.7 Web API

                          Overview

                          Interface Type "Web API" uses The Representational State Transfer (REST) API to interact with the FMIS system.

                          The following Web API's are available:

                          1. EPICOR 10
                          2. JIWA 7.2
                          3. LinkSOFT API
                          4. MYOB AccountRight V2
                          5. NetSuite
                          6. Sage 300
                          7. XERO

                          Steps to configure the Web API integration :

                          1. Configure the integration to the Web API interface. 
                          2. Enable the "Integration Scheduler" in menu "Global Administration -> Process Setup "
                          3. Access codes and security tokens usually expire in a short period of time. The "Integration Scheduler" frequency should be less than the "Access code" expiry when configuring authorization.
                            1. E.g MYOB "access codes" expires in 2 minutes. Therefore the "Integration Scheduler" process should be configured to run in less than 2 minutes frequency.
                            2. Once the authorization is complete, the frequency of the "Integration Scheduler" can be increased.

                          [TOP]

                          4.11.1.7.1 EPICOR 10
                          Overview

                          EPICOR 10 uses REST API for its integration.

                          Refer to  Epicor website for more information.

                          Integration modules for EPICOR 10

                          2. Accounts Receivable Sales Order
                          5. Tax Master

                          Steps to configure integration to EPICOR 10:

                          1. Configure the following under "EPICOR10.API -> General Settings". These details are provided by your systems provider.
                            1. Base URL
                            2. Authorization
                            3. X-API-KEY
                          2. Enable the modules that is required for integration.

                          [TOP]

                          4.11.1.7.2 JIWA 7
                          Overview

                          JIWA 7.2 uses REST API for its integration.

                          Refer to   JIWA website for more information.

                          Integration modules for JIWA 7.2

                          1. Accounts Receivable Adjustment
                          2. Accounts Receivable Master
                          3. Accounts Receivable Receipt
                          4. Accounts Receivable Sales Order
                          5. Accounts Receivable Transaction
                          6. General Ledger Journals
                          7. General Ledger Master
                          8. Tax Master

                          Steps to configure Jiwa 7.2 REST API

                          1. Refer to  Jiwa's documentation on how to configure and host the REST API
                          2. Import and enable "Link Technologies Jiwa Plugin". Follow these steps:
                            1. Login to Jiwa 7 and goto "System Settings -> Plugins -> Plugin Maintenance"
                            2. Import and enable plugin "IntegrationAPIJIWA7Plugin.xml". This file is located in folder "<Installed Directory>\Link Technologies\DBIntegrationScripts"
                            3. Restart JIWA API hosted service.
                          3. Create a Staff login for LinkSOFT API and assign an API Key. This user will be used by LinkSOFT integration.

                          Steps to configure integration to JIWA 7.2:

                          1. Configure the following under "Jiwa7.2.API -> General Settings". These details are provided by your systems provider.
                            1. Base URL - Base URL for Jiwa 7.2 API ending with a slash "/"
                            2. Authorization - API Key. Get this value from "Staff Maintenance.API Keys"
                          2. Enable the modules that is required for integration.

                          [TOP]

                          4.11.1.7.3 LinkSOFT API
                          Overview

                          LinkSOFT API is used to transfer data from one LinkSOFT database to another. It uses REST API methodology to transfer data.

                          This API is designed for the following modules:

                          1. Replication
                          2. Time & Attendance

                          This API has been designed to easily accommodate integration to other systems.

                          Steps to configure integration to LinkSOFT API:

                          1. General Settings

                            Flag

                            Description

                            Value

                            Base URL

                            Base URL for LinkSOFT API. Enter the website URL where to send the data. E.g: http://www.example.com/LinkSOFT

                            		 http://www.example.com/LinkSOFT
                            Authorization API Key. Get this value from "Global Administration -> Security Token". It is recommended to use one security token for each client. Security Token ID
                            Username Username used to access data. Get this value from "Global Administration -> User Maintenance" admin
                            Start Time API Access Start Time. This is the time when the system will start accessing the API. 6:00 AM 
                            End Time API Access End Time. This is the time when the system will stop accessing the API. 8:00 PM
                            Delay Between API Calls Delay Between API Calls. This is used to handle throttle limits imposed by the API. 0 milliseconds
                            API Start Date API Start Date used to set the initial start date. It is also used to stop the API for a period of time. Start Date
                            API Request Timeout API Response Timeout in Milliseconds 600000 milliseconds (10 minutes)
                            API Payload Size API Payload Size in Kilobytes. Used to limit the size of each package. 25000 KB (25 MB)

                          2. Request Header POST - Configurations used by the API when transmitting data

                            Flag

                            Description

                            Value

                            Authorization

                            		 Authorization Bearer {GeneralSetting.Authorization}
                            Content-Type Content-Type application/json

                          3. Replication - Enable data transmission for Point of Sale Replication

                            Flag

                            Description

                            Value

                            CompareData.URL.POST

                            URL to send data for comparison

                            		 /api/LinkAPI
                            Receive.URL.POST URL to receive data /api/LinkAPI
                            ReceiveAcknowledge.URL.POST URL to acknowledge received data /api/LinkAPI
                            Send.URL.POST URL to send data /api/LinkAPI
                            BatchSize Number of records in each transmission batch 5000
                            APIWaitTime Wait time for complex API operations to complete 10 minutes
                          4. Time and Attendance - Enable data transmission for Time & Attendance

                            Flag

                            Description

                            Value

                            Send.URL.POST

                            		 URL to send Time & Attendance data /api/LinkAPI

                          [TOP]

                          4.11.1.7.4 MYOB AccountRight V2
                          Overview

                          MYOB AccountRight V2 uses REST API for its integration. This integration supports:

                          1. MYOB Essentials Online (Cloud). You cannot use this for Tax Monitoring System (TMS),(VMS),(SDC) as this system does not allow users to create Tax Codes.
                          2. MYOB AccountRight Online (Cloud)
                          3. MYOB AccountRight Offline (Local)

                          Refer to  MYOB Website for more information.

                          Integration modules and configurations for MYOB AccountRight V2

                          1. Accounts Payable Invoice
                            1. "BillMiscellaneous.TaxCode" - Tax Code used for creating transactions that have a tax amount greater than zero.
                            2. "BillMiscellaneous.TaxCodeExempt" - Tax Code used for creating transactions that have a tax amount equal to zero.
                          2. Accounts Payable Master
                          3. Accounts Receivable Adjustment
                            1. "GLJournal.TaxCode" - Tax Code used for creating transactions. This is used where a tax code does not exist in LinkSOFT, and is required. E.g Creditor invoices from Payroll.
                          4. Accounts Receivable Master
                          5. Accounts Receivable Receipt
                            1. "GLJournal.TaxCode" - Tax Code used for creating transactions. This is used where a tax code does not exist in LinkSOFT, and is required. E.g Creditor invoices from Payroll.
                          6. Accounts Receivable Sales Order
                            1. "GLJournal.TaxCode" - Tax Code used for creating transactions. This is used where a tax code does not exist in LinkSOFT, and is required. E.g Creditor invoices from Payroll.
                          7. Accounts Receivable Transaction
                            1. "TaxRoundingVariance" - Tax rounding variance is added to the line with highest tax when the variance is within this amount.
                              MYOB API does not have line tax, therefore, we have to calculate and distribute tax. This configuration deals with rounding variance.
                          8. General Ledger Journals
                            1. "GLJournal.TaxCode" - Tax Code used for creating transactions. This is used where a tax code does not exist in LinkSOFT, and is required. E.g Creditor invoices from Payroll.
                          9. General Ledger Master
                          10. Tax Master

                          Steps to configure MYOB API 

                          1. Refer to  MYOB documentation  on how to configure the REST API
                          2. Create a user for LinkSOFT API in MYOB. This user will be used by LinkSOFT integration. Refer to Figure 1 below.
                            Login to MYOB AccountRight and goto "Setup -> User Access".
                            1. Add New User
                            2. Untick "This user will sign on with a my.MYOB account"
                            3. Assign "Administrator" role to the user.

                            Figure 1: User Access
                          3. Obtain the "Serial Number" and "Company Name". This is required for MYOB online file options. Refer to Figure 2 below

                            Figure 2: Company Information

                          Steps to configure integration to MYOB AccountRight Offline (Local):

                          1. When accessing the API via the desktop, ensure that MYOB and its prerequisites are installed. Refer to MYOB install guide for details.
                          2. Configure the following under "MYOBAccountRightV2.API -> General Settings". These details are provided by your systems provider.
                            1. Base URL - Enter the URL to indicate the company file.
                              1. For example: http://localhost:8080/AccountRight/db39da50-1ff1-495a-bff3-9060b947d24f/
                              2. Type this link " http://localhost:8080/AccountRight/" in the browser where MYOB is installed. This will load the list of company files in MYOB.
                              3. Copy the full "URI" of the company file as the "Base URL" for integration.
                              4. The "Base URL" should end with a forward slash "/"
                            2. Authorization - Enter the username and password for the MYOB company file in the format USERNAME:PASSWORD.
                          3. Enable the modules that is required for integration.

                          Steps to configure integration to MYOB AccountRight/Essentials Online (Cloud):

                          1. Ensure that the MYOB "Company Name" matches with the "Registered Company Name" in menu "Global Administration -> Company"
                          2. Configure the following under "MYOBAccountRightV2.API -> General Settings". These details are provided by your systems provider.
                            1. Authorization -Enter the username and password for the MYOB company file in the format USERNAME:PASSWORD.
                          3. Enable Authorization using oAuth2 then configure the following:
                            1. API Key - API key provided by your oAuth Provider. You can also use Link Technologies API Key [2yeevsajxdbgwbzfey6b264t]
                            2. API Secret - API secret provided by your oAuth Provider. You can also use Link Technologies API Secret [bKPKf7vSptXnvPwySNvDWcCq]
                            3. Redirect URL - URL for redirection after oAuth Authorisation. Full LinkSOFT URL ending with /Framework/IntegrationAuthorisation.aspx.
                              If you are using "Link Technologies API Key" then the "Redirect URL" must be "http://localhost/LinkWEB/Framework/IntegrationAuthorisation.aspx"
                            4. Serial Number - Enter the serial number for the company file.
                          4. Click on "oAuth2 Request" and authenticate the integration with your company file.
                          5. Enable the modules that is required for integration.

                          Also See:

                          1. Integrating MYOB with Tax Monitoring System (TMS)

                          [TOP]

                          4.11.1.7.4.1 Integrating MYOB with Tax Monitoring System (TMS)

                          Overview

                          When integrating with Tax Monitoring System (TMS), transactions from MYOB AccountRight will flow into LinkSOFT for signing. The signed document is then emailed to the customer.

                          Refer to the following sections for configuring TMS:

                          Configure the following in MYOB:

                          Processing Transactions in MYOB:

                          [TOP]

                          4.11.1.7.4.1.1 Setting up taxes in MYOB Tax Monitoring System requires the tax codes and rates to be setup according to the specifications provided by your tax authority.

                          Use the below as an example on how to setup different tax codes in MYOB. Your tax authority rates may be different.

                          Name Abbr Tax Label Rate/Amount Setup in MYOB AccountRight
                          Value Added Tax VAT  A  9.00%  
                          Value Added Tax Export VAT-EXPORT   B   0.00%   
                          Value Added Tax Excluded VAT-EXCL   C  0.00%  
                          Service Turnover Tax STT  E  6.00%  
                          Environment Climate Adaption Levy ECAL  F  10.00%  
                          Plastic Bag Levy PBL  P  0.20 FJD  Direct tax is not supported in MYOB.
                          Non-Tax N-Tax  N  0.00  

                          Combined Taxes:

                          1. Value Added Tax
                          2. Service Turnover Tax
                          3. Environment Climate Adaption levy
                          		 VAT + STT + ECAL  AEF  25.00%

                          To set up multiple tax rates in MYOB, follow these steps:

                          1. Create the individual tax codes: A, E, F in MYOB
                          2. Create the combined tax code by adding tax code prefixes. for example. A + E + F will have a tax code as AEF.

                          [TOP]

                          4.11.1.7.4.1.2 Quotation

                          Steps to sign a quotation:

                          1. Create quotation in MYOB
                          2. TMS response
                          3. Signed document that is emailed to the customer

                          Figure 1: Create Quotation in MYOB

                          Figure 2: TMS Response

                          Figure 3: Signed Document

                          [TOP]

                          4.11.1.7.4.1.3 Invoice

                          Steps to sign an invoice:

                          1. Create an invoice in MYOB
                          2. TMS response
                          3. Signed document that is emailed to the customer

                          Figure 1: Create an invoice in MYOB

                          Figure 2: TMS Response

                          Figure 3: Signed Document

                          [TOP]

                          4.11.1.7.4.1.4 Credit Note

                          Steps to sign a Credit Note:

                          1. Create a Credit Note in MYOB
                          2. Allocate the Credit Note to an Invoice
                          3. TMS response
                          4. Signed document that is emailed to the customer

                          Figure 1: Create a Credit Note in MYOB

                          Figure 2: Allocate Credit Note to invoice

                          Figure 3: TMS Response

                          Figure 4: Signed Document

                          [TOP]

                          4.11.1.7.5 NetSuite
                          Overview

                          NetSuite uses REST API for its integration.

                          Refer to  NetSuite website for more information.

                          Integration modules for NetSuite

                          1. Accounts Receivable Transaction

                          Steps to configure integration to NetSuite:

                          1. Configure the following under "NetSuite.API -> General Settings". These details are provided by your systems provider.
                            1. Base URL
                          2. Configure the following under "NetSuite.API -> Authorization.oAuth1". These details are provided by your systems provider.
                            1. Consumer Key
                            2. Consumer Secret
                            3. Access Token
                            4. Token Secret
                            5. Realm
                          3. Enable the modules that is required for integration.

                          [TOP]

                          4.11.1.7.6 SAGE 300
                          Overview

                          Sage 300 uses REST API for its integration.

                          Refer to SAGE Website for more information.

                          Integration modules and configurations for SAGE 300

                          1. Accounts Payable Invoice
                            1. APInvoiceBatches.AccountSetCode - Enter the default "Account Set" that should be used to create transactions in SAGE. Accounts Sets are maintained under "Accounts Payable - A/P Setup - Account Sets" in SAGE.
                            2. APInvoiceBatches.RateType - Enter the default currency "Rate Type" that should be used to create transactions in SAGE. Rate Types are maintained under "Common Services - Currency - Currency Rate Type" in SAGE.
                            3. APInvoiceBatches.TaxCode - Enter the default "Tax Code" that should be used to create transactions in SAGE. Tax Codes are maintained under "Common Services - Tax Services- Tax Rates" in SAGE.
                            4. APInvoiceBatches.TermCode - Enter the default "Term Code" that should be used to create transactions in SAGE. Accounts Sets are maintained under "Accounts Payable - A/P Setup - Terms" in SAGE.
                            5. APInvoiceBatches.VendorGroupCode - Enter the default "Vendor Code" that should be used to create transactions in SAGE. Accounts Sets are maintained under "Accounts Payable - A/P Vendor - Vendor Groups" in SAGE. 
                          2. Accounts Payable Master
                          3. Accounts Receivable Adjustment
                            1. GLJournalBatches.RateType - Enter the default currency "Rate Type" that should be used to create transactions in SAGE. Rate Types are maintained under "Common Services - Currency - Currency Rate Type" in SAGE. 
                          4. Accounts Receivable Master
                          5. Accounts Receivable Receipt
                            1. GLJournalBatches.RateType - Enter the default currency "Rate Type" that should be used to create transactions in SAGE. Rate Types are maintained under "Common Services - Currency - Currency Rate Type" in SAGE. 
                          6. Accounts Receivable Sales Order
                            1. GLJournalBatches.RateType - Enter the default currency "Rate Type" that should be used to create transactions in SAGE. Rate Types are maintained under "Common Services - Currency - Currency Rate Type" in SAGE. 
                          7. Accounts Receivable Transaction
                          8. General Ledger Journals
                            1. GLJournalBatches.RateType - Enter the default currency "Rate Type" that should be used to create transactions in SAGE. Rate Types are maintained under "Common Services - Currency - Currency Rate Type" in SAGE.
                          9. General Ledger Master
                          10. Tax Master

                          Steps to configure integration to Sage 300:

                          1. Configure the following under "Sage300.API -> General Settings". These details are provided by your systems provider.
                            1. Base URL - Enter the URL to indicate the data file.
                                1. 10.0.0.16 - This is the server where the SAGE API is installed.
                                2. RSSDAT- This is the company name in the SAGE database that we will integrate with.
                            2. Authorization - Enter the username and password for the SAGE company file in the format USERNAME:PASSWORD.
                          2. Enable the modules that is required for integration.

                          Also See:

                          1. Integrating SAGE with Tax Monitoring System (TMS)

                          [TOP]

                          4.11.1.7.6.1 Integrating SAGE with Tax Monitoring System (TMS)
                          Overview

                          When integrating with Tax Monitoring System (TMS), transactions from SAGE will flow into LinkSOFT for signing. The signed document is then emailed to the customer.

                          Refer to the following sections for configuring TMS:

                          Configure the following in SAGE:

                          1. Setting up taxes in SAGE

                          Processing Transactions in SAGE:

                          1. Quotation
                          2. Invoice
                          3. Credit Note

                          [TOP]

                          4.11.1.7.6.1.1 Setting up taxes in SAGE Tax Monitoring System requires the tax codes and rates to be setup according to the specifications provided by your tax authority.

                          Use the below as an example on how to setup different tax codes in SAGE. Your tax authority rates may be different.

                          Name Abbr Tax Label Rate/Amount Setup in SAGE - Tax Group
                          Value Added Tax VAT A  9.00%  
                          Value Added Tax ExportVAT-EXPORT   B  0.00%  
                          Value Added Tax ExcludedVAT-EXCL  C  0.00% 
                          Service Turnover Tax STT  E  6.00%  
                          Environment Climate Adaption Levy ECAL  F  10.00%  
                          Plastic Bag Levy PBL  P  0.20 FJD  Direct tax is not supported in SAGE.
                          Non-Tax N-Tax  N  0.00  

                          Combined Taxes:

                          1. Value Added Tax
                          2. Service Turnover Tax
                          3. Environment Climate Adaption levy
                          		  VAT + STT + ECAL  AEF  25.00%  

                          [TOP]

                          4.11.1.7.6.1.2 Quotation

                          Steps to sign a quotation:

                          1. Create quotation in SAGE
                          2. TMS response
                          3. Signed document that is emailed to the customer

                          Figure 1: Create Quotation in SAGE

                          Figure 2: TMS Response

                          Figure 3: Signed Document

                          [TOP]

                          4.11.1.7.6.1.3 Invoice

                          Steps to sign an invoice:

                          1. Create an invoice in SAGE using Inventory module OR
                          2. Create an invoice in SAGE using Accounts Receivable Module
                          3. TMS response
                          4. Signed document that is emailed to the customer

                          Figure 1: Create an invoice in SAGE using Inventory module

                          Figure 2: Create an invoice in SAGE using Accounts Receivable module

                          Figure 3: TMS Response

                          Figure 4: Signed Document

                          [TOP]

                          4.11.1.7.6.1.4 Credit Note

                          Steps to sign a Credit Note:

                          1. Create a Credit Note in SAGE using Inventory module
                          2. Create a Credit Note in SAGE using Accounts Receivable module 
                          3. TMS response
                          4. Signed document that is emailed to the customer

                          Figure 1: Create a Credit Note in SAGE using Inventory module

                          Figure 2: Create a Credit Note in SAGE using Accounts Receivable module

                          Figure 3: TMS Response

                          Figure 4: Signed Document

                          [TOP]

                          4.11.1.7.7 XERO
                          Overview

                          XERO uses REST API for its integration.

                          Refer to XERO Website for more information.

                          Integration modules and configurations for XERO

                          1. Accounts Payable Invoice
                            1. Invoices.GLAccount - GL Account used for creating Transaction.
                            2. Invoices.TaxCode - Tax Code used for creating transactions. This is used where a tax code does not exist in LinkSOFT, and is required. E.g Creditor invoices from Payroll.  
                          2. Accounts Payable Master
                          3. Accounts Receivable Adjustment
                            1. ManualJournals.TaxType - Tax Type used for creating Transaction. 
                          4. Accounts Receivable Master
                          5. Accounts Receivable Receipt
                            1. ManualJournals.TaxType - Tax Type used for creating Transaction. 
                          6. Accounts Receivable Sales Order
                            1. ManualJournals.TaxType - Tax Type used for creating Transaction. 
                          7. Accounts Receivable Transaction
                          8. General Ledger Journals
                            1. ManualJournals.TaxType - Tax Type used for creating Transaction.
                          9. General Ledger Master
                          10. Tax Master

                          Steps to configure integration to XERO:

                          1. Configure the following under "XERO.API -> Authorization.oAuth2". These details are provided by your systems provider.
                            1. API.Key - API key provided by your oAuth Provider. You can get the API key for XERO from this link https://developer.xero.com/myapps
                              1. Users can get the key by registering an app at this link https://developer.xero.com/myapps . Refer to figure 1.
                              2. Users can follow the steps to create an "OAuth2.0 app" from this link .
                            2. API.Secret - API secret provided by your oAuth Provider
                              1. Users need to generate the secret for the key when the app has been registered with xero as stated in 1.1.1.
                              2. Make sure you save your secret somewhere secure because it will only be displayed once.
                            3. API.KeySecretBase64 - API key & secret provided by your oAuth Provider in format Key:Secret
                            4. RedirectURL - URL for redirection after oAuth Authorisation. Full LinkSOFT URL ending with /Framework/IntegrationAuthorisation.aspx
                              1. The "Redirect URL" is defaulted to " http://localhost/LinkWEB/Framework/IntegrationAuthorisation.aspx ".
                              2. Users need to update the URL with the actual Linkweb host name if it is different from the above.
                              3. Once the above has been configured, users need to scroll at the bottom and click the "oAuth2 Request" button.
                              4. This sends request to Xero to allow access to the identity details as per the registered app.
                              5. Access is sent back to the "Redirect URL" with the verification code  which updates "Access Code" and "Access Token". This completes the xero authorization setup
                          2. Enable the modules that is required for integration.

                          Figure 1: App Registration in Xero for Client Key and Secret.
                           

                          Also See:

                          1. Integrating XERO with Tax Monitoring System (TMS)

                          [TOP]

                          4.11.1.7.7.1 Integrating XERO with Tax Monitoring System (TMS)
                          Overview

                          When integrating with Tax Monitoring System (TMS), transactions from XERO will flow into LinkSOFT for signing. The signed document is then emailed to the customer.

                          Refer to the following sections for configuring TMS:

                          Configure the following in XERO:

                          1. Setting up taxes in XERO

                          Processing Transactions in XERO:

                          1. Quotation
                          2. Invoice
                          3. Credit Note

                          [TOP]

                          4.11.1.7.7.1.1 Setting up taxes in XERO Tax Monitoring System requires the tax codes and rates to be setup according to the specifications provided by your tax authority.

                          Use the below as an example on how to setup different tax codes in XERO. Your tax authority rates may be different.

                          Name Abbr Tax Label Rate/Amount Setup in XERO
                          Value Added Tax VAT  A  9.00%  
                          Value Added Tax Export VAT-EXPORT   B  0.00%   
                          Value Added Tax Excluded VAT-EXCL   C  0.00%  
                          Service Turnover Tax STT  E  6.00%  
                          Environment Climate Adaption Levy ECAL  F  10.00%  
                          Plastic Bag Levy PBL  P  0.20 FJD  Direct tax is not supported in XERO.
                          Non-Tax N-Tax  N  0.00  

                          Combined Taxes:

                          1. Value Added Tax
                          2. Service Turnover Tax
                          3. Environment Climate Adaption levy
                          		  VAT + STT + ECAL  AEF  25.00%  

                          [TOP]

                          4.11.1.7.7.1.2 Quotation

                          Steps to sign a quotation:

                          1. Create quotation in XERO
                          2. TMS response
                          3. Signed document that is emailed to the customer

                          Figure 1: Create Quotation in XERO 

                          Figure 2: TMS Response 

                          Figure 3: Signed Document 

                          [TOP]

                          4.11.1.7.7.1.3 Invoice

                          Steps to sign an invoice:

                          1. Create an invoice in XERO
                          2. TMS response
                          3. Signed document that is emailed to the customer

                          Figure 1: Create an invoice in XERO

                          Figure 2: TMS Response

                          Figure 3: Signed Document

                          [TOP]

                          4.11.1.7.7.1.4 Credit Note

                          Steps to sign a Credit Note:

                          1. Create a Credit Note in XERO
                          2. Allocate the Credit Note to an Invoice
                          3. TMS response
                          4. Signed document that is emailed to the customer

                          Figure 1: Create a Credit Note in XERO 

                          Figure 2: Allocate Credit Note to invoice 


                          Figure 3: TMS Response

                          Figure 4: Signed Document

                          [TOP]

                          4.11.2 AP Invoice

                          AP Invoice  records all creditor purchase integrated in the FMIS database.

                          Process

                          1. Enable process "SYS009" - Perform all integration tasks. This includes General Ledger Journal, Sales Order and Creditor Invoice.

                          Notes

                          1. Invoices successfully created in the FMIS are marked as "Completed".Refer to Figure 1.
                            1. Completed entries include the "FMIS Ref". FMIS Ref number is the reference from the FMIS database.
                          2. Invoices that are not created are marked as "Invalid". Refer to Figure 2.
                            1. Users can verify the cause of invalid entries in the "Notes" section.
                            2. Users can edit the " Posting Date" and "GL Account".
                          3. Users can edit and send invalid entries via "Process Invalid Entries".Refer to Figure 3.

                          Figure 1 : Completed Invoices

                          Figure 2:Editing Invalid Entries based on Notes

                          Figure 3 : Processing Invalid Entries

                           

                          [TOP]

                          4.11.3 AP Master

                          AP Master maintains supplier profiles integrated from financial systems . 

                          1. The view contains general supplier information. Refer to Figure 1.
                          2. The details of the view contains additional information:

                          Notes

                          1. "AP Master View" integration settings are configured in Accounts Payable Master .

                          Figure 1: Suppliers

                          [TOP]

                          4.11.4 AR Adjustment

                          AP Adjustment  records payment adjustments integrated in the FMIS database.

                          Process

                          1. Enable process "SYS009" - Perform all integration tasks. This includes General Ledger Journal, Sales Order and Creditor Invoice.

                          Notes

                          1. Adjustments successfully created in the FMIS are marked as "Completed".Refer to Figure 1.
                            1. Completed entries include the "FMIS Ref". FMIS Ref number is the reference from the FMIS database.
                          2. Adjustments that are not created are marked as "Invalid". Refer to Figure 2.
                            1. Users can verify the cause of invalid entries in the "Notes" section.
                            2. Users can edit the " Posting Date" and "GL Account".
                          3. Users can edit and send invalid entries via "Process Invalid Entries".

                          Figure 1 : Completed Adjustments

                          Figure 2:Editing Invalid Entries based on Notes

                            

                          [TOP]

                          4.11.5 AR Master

                          AR Master maintains customer profiles integrated from financial systems . 

                          1. The view contains general customer information. Refer to Figure 1.
                          2. The details of the view contains customer invoices.
                            1. Invoices are integrated into LinkSOFT.
                            2. Invoices created in LinkSOFT are also updated in the view.
                          3. Users can reprint a copy of the invoice. Select the invoice and click on the "Submit" button. Refer to Figure 2.

                          Notes

                          1. "AR Master" integration settings are configured in Accounts Receivable Master .

                          Figure 1: Customer Profile

                          Figure 2: Customer Invoices

                          [TOP]

                          4.11.6 AR Receipt

                          AP Receipt records payments integrated in the FMIS database.

                          Process

                          1. Enable process "SYS009" - Perform all integration tasks. This includes General Ledger Journal, Sales Order and Creditor Invoice.

                          Notes

                          1. Receipts successfully created in the FMIS are marked as "Completed".Refer to Figure 1.
                            1. Completed entries include the "FMIS Ref". FMIS Ref number is the reference from the FMIS database.
                          2. Receipts that are not created are marked as "Invalid". Refer to Figure 2.
                            1. Users can verify the cause of invalid entries in the "Notes" section.
                            2. Users can edit the " Posting Date" and "GL Account".
                          3. Users can edit and send invalid entries via "Process Invalid Entries".

                          Figure 1 : Completed Receipts

                          Figure 2:Editing Invalid Entries based on Notes

                           

                          [TOP]

                          4.11.7 AR Sales Order

                          AR Sales Order  records POS transactions and ESS Billing integrated in the FMIS database.

                          Process

                          1. Enable process "SYS009" - Perform all integration tasks. This includes General Ledger Journal, Sales Order and Creditor Invoice.

                          Notes

                          1. Sales Orders successfully created in the FMIS are marked as "Completed".Refer to Figure 1.
                            1. Completed entries include the "FMIS Ref". FMIS Ref number is the reference from the FMIS database.
                          2. Sales Orders  that are not created are marked as "Invalid". Refer to Figure 2.
                            1. Users can verify the cause of invalid entries in the "Notes" section.
                            2. Users can edit the " Posting Date" and "GL Account".
                          3. Users can edit and send invalid entries via "Process Invalid Entries".Refer to Figure 3.

                          Figure 1 : Completed Sales Orders

                          Figure 2:Editing Invalid Entries based on Notes

                           

                          [TOP]

                          4.11.8 AR Transaction

                          Overview

                          AR Transaction shows all transactions that is integrated from financial systems.  These transactions can be configured to be signed by TIMS.

                          Process overview:

                          1. AR Transactions are imported from external systems.
                          2. When TIMS is configured, the transaction is signed and an email is sent to the customer with the signed document.
                          3. When there is a failure, the transaction is marked as failed and the failure is message is sent to the external system. Failed transactions can be corrected in LinkSOFT by editing the record and resubmitting the transaction for signing.

                          Notes

                          1. "AR Transaction" integration settings are configured in Accounts Receivable Transaction .

                          Figure 1: AR Transactions

                          [TOP]

                          4.11.9 File Import

                          Overview

                          File Import is used to import data files into LinkSOFT.

                          The import process is as follows:

                          6. Review Imported Data - Goto the respective menu to review the imported data.

                          Prerequisite

                          1. Enable process "SYS001"

                          Notes

                          1.  The location of the files is "LinkWEB\App_Data\FileImport"

                          [TOP]

                          4.11.9.1 Download Sample File

                          Sample Files

                          The following sample files are available:

                          File Name

                          Menu

                          AssetActivities.csv Asset Management -> Asset Activities
                          Assets.csv Asset Management -> Assets

                          CurrencyRates.csv

                          Global Administration -> Currency -> Rates

                          EmployeeGradeHistory.csv

                          Employee Profile -> Employee Maintenance -> Grade History

                          EmployeeMasterFile.csv

                          Employee Profile -> Employee Maintenance

                          EmployeePayHistory.csv

                          Payroll Processing -> Pay Processing -> Closed Pay (History)

                          EmployeePayRate.csv

                          Employee Profile -> Employee Maintenance -> Pay Rates

                          EmployeePaySetupAllowanceBenefit.csv

                          Employee Profile -> Employee Pay Setup -> Allowance/Benefit

                          EmployeePaySetupDeduction.csv

                          Employee Profile -> Employee Pay Setup -> Deduction

                          EmployeePaySetupDirectBank.csv

                          Employee Profile -> Employee Pay Setup -> Direct Bank

                          EmployeePositionHistory.csv

                          Employee Profile -> Employee Maintenance -> Position History

                          EmployeeShiftChange.csv

                          Employee Profile -> Employee Maintenance -> Shift Change

                          InventoryLocationBin.csv

                          Inventory -> Location -> Bins

                          InventoryProductMaster.csv

                          Inventory -> Product Master

                          InventoryProductMasterBarcode.csv

                          Inventory -> Product Master -> Barcodes

                          InventoryProductMasterKitItems.csv

                          Inventory -> Product Master -> Kit Items

                          InventoryProductMasterLocation.csv

                          Inventory -> Product Master -> Location

                          InventoryProductMasterLocationPrice.csv

                          Inventory -> Product Master -> Location -> Location Price

                          InventoryProductMasterPrice.csv

                          Inventory -> Product Master -> Item Price

                          InventoryStockTakeCount.csv

                          Inventory -> Stock Take -> Counts Entry

                          InventorySupplierMaintenance.csv

                          Inventory -> Supplier Maintenance

                          InventoryUOMConversion.csv

                          Inventory -> Product Master -> UOM Conversions

                          LeaveAdjustments.csv

                          Leave Management -> Leave Adjustments

                          LeaveAllocation.csv

                          Leave Management -> Leave Allocation

                          PayrollTimesheet.csv

                          Time & Attendance -> Payroll Timesheet

                          POSCustomerProfile.csv

                          Point of Sale -> Customer Profile

                          PositionMasterFile.csv

                          HRM Maintenance -> Position

                          Download File

                          1. Click on folder "SampleFiles" then download the selected file.

                          Entering Data

                          1. Open the file using "Microsoft Excel"
                          2. Remove data from rows 2 downwards. Do not delete the title row 1. The title is used to match the filename to the menu.
                          3. Enter data from row 2. Refer to the menu in LinkSOFT for data formats and required fields.
                          4. Save the file as extension ".csv"

                          [TOP]

                          4.11.9.2 Import File

                          Steps to upload a file:

                          1. Upload file using File Manager
                          2. View the uploaded file in "File Import Processing" tab.

                          Notes

                          1. Users can upload file extensions with DAT, CSV, TXT.

                          [TOP]

                          4.11.9.3 File Import Processing

                          Files uploaded can be reviewed in the "File Import Processing" tab. The following functions are available. See figure 1.

                          1. Validate - Security access "FR036-1" is used to enable the validate button.
                          2. Post - Security access "FR036-2" is used to enable the post button.

                          Validate

                          The validate function checks each row and flags the record as either "Valid" or "Invalid". The "status" column will show the validation message.

                          Steps to Validate:

                          1. Select the record to validate
                          2. Click on the Validate button

                          Post

                          The post function creates the entries for all records with status "Valid". These records can be viewed in the respective menus.

                          Steps to Post

                          1. Select the record to post
                          2. Click on the Post button
                          3. On successful, the status will change to "posted".
                          4. When a row fails to post, you can modify the entry and repost it.
                          Figure 1: Data Validation


                          [TOP]

                          4.11.10 GL Accounts

                          Overview

                          GL Accounts shows the chart of accounts that is integrated from financial systems. 

                          Notes

                          1. "GL Accounts" integration settings are configured in General Ledger Master.

                          Figure 1: GL Accounts

                          [TOP]

                          4.11.11 GL Invoice

                          GL Journal  records all journals integrated in the FMIS database.

                          Process

                          1. Enable process "SYS009" - Perform all integration tasks. This includes General Ledger Journal, Sales Order and Creditor Invoice.

                          Notes

                          1. Journal successfully integrated is marked as "Completed".Refer to Figure 1.
                            1. If the integration setup is "FMISSQLAPI", the journals will directly flow into the FMIS database. The "FMIS Ref" column will be updated with the journal number.
                            2. If the integration setup is "FMISFileExport", a "csv file" will be created under "Attachment". Refer to Figure 2. Users can then download the file and upload it in the FMIS database.
                          2. Journals that are not created are marked as "Invalid". Refer to Figure 3.
                            1. Users can verify the cause of invalid entries in the "Notes" section.
                            2. Users can edit the " Posting Date" and "GL Account".
                          3. Users can edit and send invalid entries via "Process Invalid Entries".

                          Figure 1 : Completed Journals

                             

                          Figure 2: Attachment

                          Figure 3: Invalid Entries.

                           

                          [TOP]

                          4.11.12 Tax Master

                          Tax Master maintains records of "Tax Codes" and "Tax Rates" integrated from financial systems . The view is a representation of the tax setup in the financial system which is used by LinkSOFT for transaction processing.

                          For example

                          1. A user created a tax code as "A" with tax rate as 9% in MYOB. The user then creates a sales invoice with tax code "A".
                          2. The tax code is integrated to LinkSOFT and updated under "Tax Master View".
                          3. The sales invoice is integrated in LinkSOFT under "AR Master". The tax calculation and validations of the invoice is done against the tax details in the "Tax Master View".

                          Notes

                          1. "Tax Master View" integration settings are configured in Tax Master .

                          Figure 1: Tax Master View

                          [TOP]

                          4.12 Company Administration

                          This section contains the following menus:

                          [TOP]

                          4.12.1 Approval Workflow

                          Approval Workflow has the following menus:

                          The following 5 use cases were created based on the Standard LinkSOFT DEMO system. These examples can be used to demonstrate how Approval Workflow can be used in combination with Sequences to configure complex Approval workflows.

                          User Case 1: Employee E013 enters a time entry that needs to be approved by three people in sequence.
                          Setup:
                          1. Create a Workflow named: Time Approver. Add these three users
                              a. Amanda Clinton. NOT AN EMPLOYEE. Username: A006. Sequence: 1
                              b. Allison Parkinson. Employee Code: E029. Username: allison. Sequence: 2
                              c. Allison Jane Hill. Employee Code: E019. Username: E019. Sequence: 3
                          2. Employee: Alan Arthur. Employee Code: E013. Edit the user and change the Time Management approver to Time Approver. Menu: “Global Administration ~> User Maintenance” (Workflow Tab).
                          3. Ensure all users have access to the role “Employee Self Serve” as this will be needed to access Menu “Time Approval”

                          Execution:
                          1. Create a time entry for employee E013. Submit this time entry. Time entry status: “Submitted”
                          2. Log in as user: A006. Approve the time. Time entry status: “Approval in progress”
                          3. Log in as user: allison. Approve the time. Time entry status: “Approval in progress”
                          4. Log in as user: E019. Approve the time. Time entry status: “Approved”

                          Notes:
                          1. Details of Approval Requirements and Logs are available in the “Time View - Day ~> Detail Section”, Tab Name: Time Entry Log

                          User Case 2:  Employee E013 enters a time entry that needs to be approved by any one of three people.
                          Setup:
                          1. Employee: E013 Alan Arthur
                          2. Change Workflow: Time Approver as follows:
                              a. Amanda Clinton. NOT AN EMPLOYEE. Username: A006. Sequence: 0
                              b. Allison Parkinson. Employee Code: E029. Username: allison. Sequence: 0
                              c. Allison Jane Hill. Employee Code: E019. Username: E019. Sequence: 0

                          Execution:
                          1. Create a time entry for employee E013. Submit this time entry. Time entry status: “Submitted”
                          2. Log in as user: A006, Allison or E019. Approve the time. Time entry status: “Approved”

                          User Case 3: Employee E013 enters an Expense entry that needs to be approved by three people from the TIME workflow,  in sequence, followed by three people from the CLAIM workflow, in sequence
                          Setup:
                          1. Employee: E013 Alan Arthur
                          2. Create a workflow named: Claim Approver as follows:
                              a. Anthony August. Employee Code: E066. Username: E066. Sequence: 1
                              b. Chris Warner. Employee Code: E068. Username: E068. Sequence: 2
                              c. Amanda Clinton. NOT AN EMPLOYEE. Username: A006. Sequence: 3
                          3. “Time Management ~> Time Setup”. Add an activity called “Medical”. Set the Workflow to “Claim Approver”. Set: Override Workflow as Unticked.
                          4. Change workflow: Time Approver as follows:
                              a. Amanda Clinton. NOT AN EMPLOYEE. Username: A006. Sequence: 1
                              b. Allison Parkinson. Employee Code: E029. Username: allison. Sequence: 2
                              c. Allison Jane Hill. Employee Code: E019. Username: E019. Sequence: 3

                          Execution:
                          1. Create an expense entry (using the configured Activity) for employee E013. Submit this time entry. Time entry status: “Submitted”
                          2. Log in as user: A006. Approve the time. Time entry status: “Approval in progress”
                          3. Log in as user: allison. Approve the time. Time entry status: “Approval in progress”
                          4. Log in as user: E019. Approve the time. Time entry status: “Approval in progress”
                          5. Log in as user: E066. Approve the time. Time entry status: “Approval in progress”
                          6. Log in as user: E068. Approve the time. Time entry status: “Approval in progress”
                          7. Log in as user: A006. Approve the time. Time entry status: “Approved”

                          User Case 4: Employee E013 enters an Expense entry that needs to be approved by anyone from the TIME workflow, followed by three people from the CLAIM workflow, in sequence
                          Setup:
                          1. Employee: E013 Alan Arthur
                          2. Change workflow: Time Approver as follows:
                              a. Amanda Clinton. NOT AN EMPLOYEE. Username: A006. Sequence: 0
                              b. Allison Parkinson. Employee Code: E029. Username: allison. Sequence: 0
                              c. Allison Jane Hill. Employee Code: E019. Username: E019. Sequence: 0
                          3. Change workflow named: Claim Approver as follows:
                              a. Anthony August. Employee Code: E066. Username: E066. Sequence: 1
                              b. Chris Warner. Employee Code: E068. Username: E068. Sequence: 2
                              c. Amanda Clinton. NOT AN EMPLOYEE. Username: A006. Sequence: 3

                          Execution:
                          1. Create an expense entry (using the configured Activity) for employee E013. Submit this time entry. Time entry status: “Submitted”
                          2. Log in as user: A006, Allison or E019. Approve the time. Time entry status: “Approved”
                          3. Log in as user: E066. Approve the time. Time entry status: “Approval in progress”
                          4. Log in as user: E068. Approve the time. Time entry status: “Approval in progress”
                          5. Log in as user: A006. Approve the time. Time entry status: “Approved”

                          User Case 5: Employee E013 enters an Expense entry that needs to be approved by three people from the CLAIM workflow, in sequence. We want to Bypass the Time Entry Workflow.
                          Setup:
                          1. Employee: E013 Alan Arthur
                          2. “Time Management ~> Time Setup”. Add an activity called “Medical”. Set the Workflow to “Claim”. Set: Override Workflow as Ticked.
                          3. Verify the workflow named: Claim Approver is as follows:
                              a. Anthony August. Employee Code: E066. Username: E066. Sequence 1
                              b. Chris Warner. Employee Code: E068. Username: E068. Sequence 2
                              c. Amanda Clinton. NOT AN EMPLOYEE. Username: A006. Sequence 3

                          Execution:
                          1 Create an expense entry (using the configured Activity) for employee E013. Submit this time entry. Time entry status: “Submitted”
                          2. Log in as user: E066. Approve the time. Time entry status: “Approval in progress”
                          3. Log in as user: E068. Approve the time. Time entry status: “Approval in progress”
                          4. Log in as user: A006. Approve the time. Time entry status: “Approved”

                          [TOP]

                          4.12.1.1 Maintain Approval Workflow

                          Approval Workflow  is used to create and maintain workflows. Approval Workflow automates business processes by automatically forwarding requests to a predefined workflow.

                          1. Leave Approval
                          2. Performance Appraisal
                          3. Time Approval
                          4. Purchase Request and Purchase Order approval.

                          Approval Workflows are assigned to under

                          1. User Maintenance
                          2. User Workflow
                          3. Time Setup
                          4. Leave Code

                          Purchase Order Approval

                          1. Workflow for request -- create --approve.
                          2. Board Level (> 100k), CEO ( Upto 100K), GM ( Upto 50K), Manager IT (Up to 2K).
                          3. IT Support User submits PO for $100.00. - Manager IT (Up to 2K) will approve which will be approved for purchase
                          4. IT Support User submits PO for $10000.00 - Manager IT (Up to 2K) will approve then approval is required by the GM , GM approves it will be approved for purchase
                          5. IT Support User submits PO for $60000.00 - Manager IT (Up to 2K) will approve then approval is required by the GM , GM approves, then approval is required by the CEO.
                          6. IT Support User submits PO for $150000.00 - Manager IT (Up to 2K) will approve then approval is required by the GM , GM approves, then approval is required by the CEO. - Board

                          Steps to create a Approval Workflow:

                          1. Add a New Record.
                          2. Enter the "Description" of the Workflow.
                          3. "Display Order" determines the display order of the list where the workflow is used.
                          4. Disabled will mark a record as deleted.
                            1. Disabled records will not appear in any lookups.
                            2. Edit the record and "Un-tick" disabled to activate a record.
                          5. Expand into the details to add the approvers.
                            1. Click on the "Green Plus Sign". This will open the "Edit Form".
                            2. Select the "Approver User Name".
                            3. Set the "Approver Limit" .
                              1.  Limit is validated to verify levels of approvals. For example if the limit is set to 100 it indicates that an approver can approve purchase orders with amount up to $100.00.
                              2. This gets the list of entries for approval.
                            4. Set the "Sequence" for the approver.
                              1. If not using "Chain Approval" An approver should have the default sequence as 0, always the final approver.
                              2. Chain Approval set the sequence as 1.
                              3. Sequence is used to determine the chain of approvals.
                                1. For example, an employee applies for leave. The leave application is first approved by the supervisor then forwarded to the HR Officer for final approval. For this setup, the sequence for the supervisor will be 1 and 2 for the HR officer.
                              4. Multiple managers can be on the same sequence so that any of them can approve.
                          6. Disabled will mark a record as deleted.
                          7. Add Notes and Attachments

                          Figure 1: Approval Workflow.
                           

                          [TOP]

                          4.12.1.2 User Workflow

                          User Workflow is used to "Add" and "Remove" users from a " Approval Workflow ".
                          Steps to "Add" or "Remove" users:
                          1. Select the "Workflow". This is system controlled and is reflected under " User Maintenance ".
                          2. Select the "Approval Work". This will load all users in the system
                          3. To "Add" users go the "List of users NOT in the selected workflow" section"
                            1. Select the users by checking the box next to the "User Name".
                            2. Click on the "Add Users" button. This will update the selected workflow for the user under "User Maintenance".
                          4. To "Remove" users go the "List of users In the selected workflow" section"
                            1. Select the users by checking the box next to the "User Name".
                            2. Click on the "Remove Users" button. This will set the workflow as "Blank" under "User Maintenance".

                          Figure 1: User Workflow

                          [TOP]

                          4.12.2 Bank

                          Bank is used to create and maintain bank details. Banks for used for following features:

                          1. Point of Sales Customer Statements

                          Bank setup contains below details:

                          1. Bank Account Details
                          2. Bank Mapping - This used to map a bank with the payroll bank.
                            1. For Example, the default bank for a company is ANZ, however there are employees whose pay are transacted to "Westpac" and "Bank of the South Pacific" 
                            2. Hence the payroll officer needs to set a mapping for "Westpac" under  "ANZ".
                            3. The mapping code is printed in the "Electronic Bank File" which indicates that the amount must be transacted to Westpac.
                          3. When a bank is created, it corresponding paycode is automatically created.

                          Steps to create Bank:

                          1. Add a New Record
                          2. Enter below details
                            1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each bank.
                            2. Description - Enter the detailed description of the bank. 
                            3. Notes  - This is an open text field, users can enter desired content.
                            4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
                            5. Save. Click on the "Floppy Icon".
                          3. Click on the "Grey Arrow" next to the record. This will expand into the details.
                            1. Go the "Accounts" section.
                            2. Click on the "Green Plus Sign". This will open the "Edit Form".
                            3. Enter below details:
                              1. Account No - Enter the bank "Account Number" of the company.
                              2. Account Name - Enter the "Account Name" for the "Account Number" in 1 above.
                              3. Reg No - Enter the account "Registration Number". This is a short coded provided by the bank.
                              4. Is Default - "Is Default" enabled specifies that bank is the default bank or all transactions in the company.
                              5. Void -Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
                              6. Save. Click on the "Floppy Icon".
                            4. Go the "Number Mapping" tab.
                            5. Click on the "Green Plus Sign". This will open the "Edit Form".
                            6. Enter below details:
                              1. Bank Code - Select the bank code from the list.
                              2. Mapping Number - Enter the mapping numbers.
                                1. Mapping numbers are provided by the bank
                              3. Notes  - This is an open text field, users can enter desired content.
                              4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
                              5. Save. Click on the "Floppy Icon".
                          4. Add Notes and Attachments

                          Figure 1: Bank Account


                          Figure 2                          : Bank Mapping

                          [TOP]

                          4.12.3 Configuration

                          This form lists "General" configurations for Link Web applications.

                          Steps to configure settings

                          1. Navigate to Administration Configuration.
                          2. Select the "Configuration" from the dropdown list.
                          3. Click on the "Grey Triangle" to expand into the details of a "Configuration Group".
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Log out and Log in for the configuration to be effective.
                          7. "Notes" section will record  configuration values that are changed.

                           

                          [TOP]

                          4.12.3.1 Financial Management Information System

                          Financial Management Information System configurations contain all configurations related to Asset Management functionalities.

                          Steps to configure settings

                          1. Navigate to Administration Configuration --> Financial Management Information System.
                          2. Expand the row to go into the configuration subgroup.
                          3. Expand the row for the sub group to get into the configuration rule
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Save the configuration.

                          Table 1 : Financial Management Information System Configurations

                          Subgroup Rule Functionality
                          Asset Management Configure Interface GL Mask Configuration setting that determines the GL account code using the mask defined here. e.g. Classification.Location.Group will concatenate the accounts from these 3 areas to form the account to post to

                          [TOP]

                          4.12.3.2 General Setting

                          Financial Management Information System configurations contain all configurations related to Asset Management functionalities.

                          Steps to configure settings

                          1. Navigate to Administration Configuration --> General Setting.
                          2. Expand the row to go into the configuration subgroup.
                          3. Expand the row for the sub group to get into the configuration rule
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Save the configuration.

                          Table 1 : General Configurations

                          Subgroup Rule Functionality
                          General Setting Additional Fields Notes Instructions for additional fields

                          Application Title

                          Users can config the "Title" of the application. Title is reflected on the top of the page with the Company Name.

                            Attachments Notes

                          Users can add instructions on attaching documents in the applications. This is reflected under the "Attachment" section on related pages.

                          Default grid page size Configuration setting that determines the GL account code using the mask defined here. For example, Classification.Location.Group will concatenate the accounts from these 3 areas to form the account to post to
                          Default page (Home Page) displayed when the user logs in

                          "Default page " is defined by default. Recommended not to edit.

                          Default Page Content This is the content displayed in the Landing Page (Home Page) when the user first logs in to LinkSOFT
                            Login Page Instruction

                          Users can add instructions or guide that should appear on the "Login" page.

                          Login Page Content Enter content to appear under the login page
                          Notes Instructions

                          Users can add instructions on creating notes in the applications. This is reflected under the "Notes" section on related pages.

                            Page Reports Default Notes

                          Users can enter instructions on how to generate reports. This is reflected on the "Reports" menu

                          Alert Meeting Tasks Enabled Send an email alert when a meeting task is assigned to a user. This alert is sent to the "user".
                            Address Validation API

                          "Address Validation API" is defined by default. Recommended not to edit.

                            System report enable logging (Y/N)  

                          "Report Logging " is defined by default. Recommended not to edit.

                          Number of rows to return in forms with search capability Specify the number of rows to return in grid and report filter lookup.
                          Tax Display Text Display text for sales Tax codes (GST/VAT)
                          Tax Number Identifier Display text for Company Tax (TIN/ABN)
                            Web Server URL Enter the URL of the web application. For example http://192.168.1.11/LinkWeb
                          Mail Setting Email Size To Remove Image

                          Configure email size in KB.

                          When the email size is larger than the configured value, images will be removed from the email notifications and replaced with test "Image has been removed to reduce email size".

                          Mail Common Prefix Email subject common prefix.

                          This is an open text field. Contents saved here will be added to the "Subject" of email notifications sent from the application.

                            Mail Fail Retry Number of mail failed retry attempts
                          Mail From Address Email address to issue automatic mails from
                            Systems Operating Mode System operating mode (Live/Test). When Mode is "Test", all emails are redirected to the address specified on the "System.Test.EmailAddress". Test mode is used to prevent emails sent to customers accidentally.
                            System Test Email Address System test email address. All emails are replaced with this address when "System operating mode" is "Test".
                            Mail Email Log  Send Per Minute Number of emails to send per minute from menu "Email Log"
                            Mail ReportEmail Log  Send Per Minute Number of emails to send per minute from menu "Report Email Log"

                          [TOP]

                          4.12.3.3 Helpdesk

                          Helpdesk configurations contain all configurations related to Helpdesk functionalities.

                          Steps to configure settings

                          1. Navigate to Administration Configuration --> Helpdesk
                          2. Expand the row to go into the configuration subgroup.
                          3. Expand the row for the sub group to get into the configuration rule
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Save the configuration.

                          Table 1 : Helpdesk Configurations

                          Subgroup Rule Functionality
                          Alias Names (Alias Name is the field or menu labels)

                          AboutMe.Alias.Name

                          		 About Me Alias Name
                            AltContactNumber.Alias.Name Alt Contact Number Alias Name
                            AssignedTo.Alias.Name Assigned To Alias Name
                            Attachment.Alias.Name Attachment Alias Name
                            Call.Alias.Name Call Alias Name
                            Category.Alias.Name Category Alias Name
                            Classification.Alias.Name Classification Alias Name
                            Comment.AssignedTo.Alias.Name Comment Assigned To Alias Name
                            Comment.Reference.Alias.Name Comment Reference Alias Name
                            CommentTimeTaken.Alias.Name Comment Time Taken Alias Name
                            CostGroup.Alias.Name Cost Group Alias Name
                            Costing.Alias.Name Costing Alias Name
                            CostRate.Alias.Name Cost Rate Alias Name
                            ETC.Alias.Name ETC Alias Name
                            Group.Alias.Name Group Alias Name
                            LoggedBy.Alias.Name Logged By Alias Name
                            LoggedDate.Alias.Name Logged Date Alias Name
                            Priority.Alias.Name Priority Alias Name
                            Reference.Alias.Name Reference Alias Name
                            Status.Alias.Name Status Alias Name
                            Subject.Alias.Name Subject Alias Name
                            Summary.Alias.Name Summary Alias Name
                            User.Alias.Name User Alias Name
                            UserDepartment.Alias.Name User Department Alias Name
                          Case Document Setting Alert.CompanyStatusLine Company status line comment
                            Alert.CustomerStatusLine Customer status line comment
                          Helpdesk.CaseDocumentSetting.FooterNotes Users can enter footer notes. The footer notes are displayed at the end of a helpdesk case
                            Logo_Filename Logo Filename (File must be placed inside Contents\Images folder)
                            Logo_Height Logo Height
                            Logo_Width Logo Width
                            Support_Admin_Email Email address for Support calls Administrator
                            Support_PhoneNo Phone No for support administrator 
                          General Setting Call.HoursPerDay Work Hours per Day (used to calculate effort)
                          HEL.Call.NextNumberMask Next Call Number mask
                          Survey Survey.Mode Survey mode (Automatic/Manual)

                          [TOP]

                          4.12.3.4 Human Resource Management

                          Human Resource Management configurations contain all configurations related to HR and RM  functionalities.

                          Steps to configure settings

                          1. Navigate to Administration Configuration --> Human Resource Management
                          2. Expand the row to go into the configuration subgroup.
                          3. Expand the row for the sub group to get into the configuration rule
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Save the configuration.

                          Table 1 : Human Resource Management Configurations

                          Subgroup Rule Functionality
                          Alerts

                          ESS.Alert.Leave.Enable

                          Send an email alert for "Employee Leave". This configuration uses two "Document Templates":
                          1. Template: Leave Notification Email Template
                          This template is sent to the "Employee" and configuration "HR email address".

                          2. Template: Leave Approval/Reject Email Template
                          This template is sent to the "Leave Approver" and has the option to "Approve/Reject" the leave entry

                          Refer to Help documentation for the list of available tags that can be used in the template.

                            ESS.Alert.TimeExpense.enable

                          Send an email alert when "Employee Time" is "Submitted", "Approved" or "Rejected". This alert is sent to the "time approver" when "submitted" and employee when "approved" or "rejected".

                          • Employee "Email Address" is picked from "Link Web - User Maintenance".
                          • Approver "Email Address" is picked from "Backoffice - Employee Profile.
                          ESS.Alert.TimeLeaveAccrual.Enable  Send an email alert for "Leave accruals" when "Employee Time" is approved. Leave is accrued when "Activity~>Payroll Pay Code" is mapped to a "Leave Code" in menu "HRIS Maintenance ~> Activity". This alert is sent to configuration "HR email address".
                          ESS.ALERT.Achievement.Enable Send an email alert when an employee's "Achievement" record is created in menu "Employee Profile ~> Achievements". This alert is sent to the "employee", "employee's manager" and configuration "HR email address".
                            ESS.ALERT.Discipline.Enable Send an email alert when an employee's "Discipline" record is created in menu "Employee Profile ~> Discipline". This alert is sent to the "employee", "employee's manager" and configuration "HR email address".
                          ESS.ALERT.Memo.Enable Send an email alert when an employee's "Memo" record is created in menu "Employee Profile ~> Memo". This alert is sent to the "employee", "employee's manager" and configuration "HR email address".
                          HRM.Alert.EmployeeServiceEnd Send an email alert when employee's status is marked as "Inactive" or "Terminated" from the "Employee Maintenance" menu. This alert is sent to configuration "HR email address" and uses Document Template "HRM Employee Service End Alert".
                          Hrm.Alert.LeaveMaxAccrue.Enable Send an email alert when "Leave Accrual" has exceeded the "Maximum Accrue" limit. This alert is sent to the employee and configuration "HR email address".
                            ESS.ALERT.MeetingTasks.Enable Send an email alert when a meeting task is assigned to an employee in menu "Employee Profile ~> Meetings". This alert is sent to the "employee".
                             Hrm.Alert.Meeting.Enable Send an email alert when a "Meeting" is scheduled. This alert is sent to all attendees and CC to configuration "HR email address".
                          HRM.ALERT.NewEmployee.Enable Send an email alert after the profile photo has been uploaded for an employee.
                          HRM.ALERT.TrainingSchedule.Enable Send an email alert when a "Training" is scheduled.
                          HRM.ALERT.TrainingScheduleCompleted Send an email alert when a Training Schedule is marked as completed. This alert is sent to configuration "HR email address" and uses Document Template "HRM Training Schedule Completed Alert".
                          HRM.ALERT.VacanyAdvertisement.Enable Send an email when a advertisement details is added to a vacancy under"Link Web -> Recruitment -> Vacancy Manage".
                          Mail_DeductionCap_Address Email address to send deduction over gross alert.
                          Mail_Employee_Duplicate_BankAccount_Flag Send an email alert when a duplicate "Bank Account Number" is entered in menu "Employee Profile ~> Pay Direct Credit". This alert is sent to configurations "Payroll email address" and "HR email address".
                          Mail_Employee_Duplicate_Super_Flag Enable duplicate Super No. alert (Y/N)
                          Mail_Employee_Duplicate_Tax_Flag Enable duplicate Tax No alert (Y/N)
                          Mail_Employee_TimeEntry_Address Email address to send Employee Time Entry variance alert
                          Mail_Position_Change_Email Email address to send position change alert
                          Mail_Position_Change_Flag Send an email alert when employee's cost centre is changed in the "Position Maintenance" screen. This alert is sent to configuration "Email address to send position change alert" and "HR email address".
                          Mail_Position_Change_Flag

                           This alert is sent to configuration "Email address to send position change alert" and "HR email address".

                          The alert is generated for below functions:

                          1. When the employee's cost centre is changed in the "Position Maintenance".
                          2. When the position of the employee is changed under "Employee Profile". The email is sent when the pay is created with the new position using the position effective date.

                          Configuration Rules (Expand into the details to enable the rules under "Module Configuration").

                          1. Email address to send position change alert
                          2. Send email to employee's email address
                          3. Send email to "HR email address"
                          Mail_RateChange_Address Email address to send rate change alert (Blank=Employee)
                          PAY_PR_EMP_PAY_TRG Send an email alert when employee's default rate has changed. This alert is sent to configuration "Email address to send rate change alert (Blank=Employee)".
                          Employee Leave LeaveEntry.AllowOverlapWithTime  Allow "Leave Entry" to overlap with "Time Entry" when "Leave Entry" status is "Applied"
                          1. Time entry are all entries marked with "Activity Type = Time Entry"
                          2. When applying for leave, the system will validate the date and time against the time entries. If an overlap is found, then the leave will not be applied.
                          ESS_Leave_DisplayInDays The system stores all leave entries in hours. Do you want to display leave entries in days? Days are calculated based on the employee's "hours per day".
                          Employee Profile allow_deduct_pamt_change
                            def_tax_code
                            DefaultRoleName Default role assigned to employee when the profile is created.
                            emp_pay_mthd
                            emp_pay_team
                          ESS_Username_Format

                          Users can define format of the "Username" of employees created automatically. The following codes define the Web Login username format when the profile is created:
                          M = Manual (Administrator needs to create the user in web and assign an employee id)
                          I = Employee ID
                          N = Name(1st character of First Name + Last Name)
                          L = FirstName.LastName
                          E = Email Name (Values before the @ sign)

                          General Setting HR Email Address Enter the email address for the "Human Resource Department" or "Officer" who should be receiving all HR emails.
                            ESS_EmployeeComboList_Format This controls the list of employees displayed that can be viewed by the logged in user.
                          You can use these three values:
                          R = Single level ([REPORTS TO] from Position Maintenance menu 313-4) is displayed.
                          T = Multi level ([REPORTS TO] from Position Maintenance menu 313-4) is displayed.
                          C = Custom Approval Path based on menu "Global System -> User Workflow". You can use this to define chain approval workflow.
                          Next Employee Exit Code (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Exit" code under "LinkWeb -> Employee Profile -> Exit Maintenance". This code will increment each time a new exit reason is saved.

                          Next Employee Appraisal No. (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Appraisal" code under "LinkWeb -> Performance Appraisal -> Appraisal". This code will increment each time a new exit reason is saved.

                          Next OHS Claim No. (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Claim" code under "LinkWeb -> Health & Safety -> Employee Claims". This code will increment each time a new exit reason is saved.

                          Next Employee Discipline Code (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Discipline" code under "LinkWeb -> Employee Profile -> Discipline". This code will increment each time a new exit reason is saved.

                          Next Employee/Applicant Education Code (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Education" code under "LinkWeb -> Employee Profile -> Qualification" and "LinkWeb ->  Recruitment -> Qualification" . This code will increment each time a new exit reason is saved.

                          Next Employee/Applicant Experience Code (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Experience" code under "LinkWeb -> Employee Profile -> Experience" and "LinkWeb ->  Recruitment 
                           ->  Experience" . This code will increment each time a new exit reason is saved.

                          Next OHS Incident No. (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Incident" code under "LinkWeb -> Health & Safety-> Incident Reporting". This code will increment each time a new exit reason is saved.

                          Next Employee/Applicant Memo ID (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Memo" code under "LinkWeb -> Employee Profile -> Memo" and "LinkWeb ->  Recruitment 
                           ->  Memo" . This code will increment each time a new exit reason is saved.

                          Next Employee Performance Plan Code (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Performance Plan" code under "LinkWeb -> Performance Appraisal->Performance Plan". This code will increment each time a new exit reason is saved.

                          Next Employee Training Plan Code (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Training Plan" code under "LinkWeb -> Training & Development-> Training Plan". This code will increment each time a new exit reason is saved.

                          Next Training Schedule Code (Alphanumeric and/or : delimiter)

                          The value entered here will be saved as the next "Training Schedule" code under "LinkWeb -> Training & Development-> Training Schedule". This code will increment each time a new exit reason is saved.

                          Recruitment NEXT.ADV.Code

                          The value entered here will be saved as the next "Advertisement" code under "LinkWeb -> Recruitment-> Vacancy Manage". This code will increment each time a new exit reason is saved.

                          NEXT.APP.Code

                          The value entered here will be saved as the next "Applicant" code under "LinkWeb -> Recruitment-> Applicant Profile". This code will increment each time a new exit reason is saved.

                          Recruitment --> Vacancy View Vacancy.Application.Instructions Instructions shown on menu "Recruitment ~> Vacancy View".
                            Vacancy.Education.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Education" tab
                            Vacancy.Experience.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Experience" tab
                            Vacancy.Finish.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Finish" tab 
                            Vacancy.PersonalInformation.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Personal Information" tab
                            Vacancy.PositionRequirements.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Position Requirements" tab
                            Vacancy.Reference.Notes Instructions shown on menu "Recruitment ~> Vacancy Application ~> Reference" tab
                          Timesheet Import TimesheetImport.AutomaticApproveDaysBuffer Timesheet import automatic approve days buffer. Time entries past the days buffer will be picked by the devices with "processing mode" = "Import Submit and Approve".
                            TimesheetImport.MaximumHours Timesheet import maximum hours. Entries exceeding this value will be marked as invalid based on the maximum hours rule [R009].

                          [TOP]

                          4.12.3.5 Payrun Type

                          Payrun Type configurations contain all configurations related to pay creation.

                          Steps to configure settings

                          1. Navigate to Administration Configuration --> Payroll --> Payrun Type.
                          2. Expand the row to go into the configuration subgroup.
                          3. Expand the row for the sub group to get into the configuration rule
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Save the configuration.

                          Table 1 : General Configurations

                          Subgroup Rule Functionality
                          Non Pay Week, Normal, Special and Termination

                          AlertDeductionThreshold

                          		 Send an alert that shows deductions that have exceeded a predefined threshold. This threshold is configured in the payroll module as "Percentage Deduction allowed from Gross Pay (%)". The "Email To" is configured in the payroll module as "Email address to send deduction over gross alert".
                            AlertPayUpdate

                          Send an alert that shows pay has been updated. This alert is sent to the employee's email address.

                          The email will contain the ESS link for the employees to review their payslip.

                          AlertSuperNotDeducted Send an alert showing a list of employees where super has not been deducted. This alert is sent to the payroll email address configured in the payroll module as "Payroll Email Address".
                          AlertVerificationChecks Send an alert showing a list of verification checks when a pay is created. This alert is sent to the payroll email address configured in the payroll module as "Payroll Email Address".
                          CalculateSuperCompulsory

                          Calculate the compulsory portion of superannuation. In certain cases this would be turned off. Example: when uploading opening balance entries.

                          Notes:

                          • "Deduct Super" should be enabled on the employee profile.
                          • "Super ID" should be updated for the employee.
                            CalculateSuperExcess

                          Calculate the excess portion of superannuation. In certain cases this would be turned off. Example: when uploading opening balance entries.

                          Notes:

                          • "Deduct Super" should be enabled on the employee profile.
                          • "Super ID" should be updated for the employee.
                          CalculateTax

                          Calculate all taxes. Example: PAYE, FBT, etc. In certain cases this would be turned off. Example: when uploading opening balance entries.

                          Notes:

                          • "Tax Scale" should be enabled on the employee profile.
                          • "Tax ID" should be updated for the employee.
                            CreateMissingTimePaycode

                          Enable "Missing Time" cash payment. Changes pay method from "Direct" to "Cash" when employees have missing time on the pay day. Exceptions for an employee's having "Missing Time Paycode" which overrides this rule. Reverts payment method to "Direct" after the pay is updated.

                          Notes :

                            CreateNormalHoursZeroQuantity This will create the pay for an employee with "Normal Hours" as 0. This is useful for employees on "timesheet" where there is no leave or time entry in the system. The pay will be created with amount as 0 and when the pay is updated leave will accrue for the employee.
                            IncludeAchievement

                          Include "Achievement" entries that are marked as monetary when creating a pay.

                          Notes:

                          • "Paycode" should be updated for the achievement.
                            IncludeAllowance Include "Allowance" entries when creating a pay.
                            IncludeBenefit Include "Benefit" entries when creating a pay
                            IncludeContractExpiry

                          Include "Contract Expiry" entries when creating a pay. The employee is marked as terminated after the pay is updated. Send an alert showing a list of employees that have their contract expired. This alert is sent to the payroll email address configured in the payroll module as "Payroll Email Address".

                          Notes:

                          • Contract expiry date should be updated before pay update.
                          • Contract expiry date should fall between the pay date.
                          IncludeCustomization Include customization entries. This is applicable to customers having customizations that creates custom entries in pay.
                            IncludeDeduction Include "Deduction" entries when creating a pay.
                            IncludeESSTime 

                          Include "ESS Time" entries when creating a pay.

                          Notes:

                          • Timesheet should be approved.
                          • "Payroll Paycode" should be updated for the "Activity" used to created the time entry.
                            IncludeFinalPay 

                          Include "Final Pay" entries. Creates a leave balance payout, leave accrual payout and marks the employee as terminated after the pay is updated.

                          Notes:

                          • Termination date should be updated
                            IncludeLeaveLoading

                          Include "Leave Loading" entries when creating a pay.

                          Notes:

                          • Enable leave loading and set the lease loading % on the "Employee Profile" on the "Payment Tab".
                            IncludeLeaveTransactionsSold Include "Leave Transactions" that are "taken" and "sold" when creating a pay.
                            IncludeLeaveTransactionsTaken Include "Leave Transactions" that are "taken" and NOT "sold" when creating a pay.
                            IncludeShiftAllowance Include "Shift Allowance" entries when creating a pay.
                            IncludeStandardPay Include "Standard Pay" entries when creating a pay
                            IncludeTimesheet Include "timesheet" entries for employees flagged as timesheet when creating a pay.
                            IncludeTimesheetForNonTimesheetEmployee Include "timesheet" entries employees flagged as non-timesheet when creating a pay.
                            ProcessLeaveAccrual/rollover Process leave accruals and leave rollover when the pay is updated.
                            UpdateNextPay Update "Next Pay" details when a pay is updated. In certain cases this would be turned off. Example: when uploading opening balance entries.

                          [TOP]

                          4.12.3.6 Payroll - Tax Configuration

                          Payroll - Tax Configuration is used to configure the tax scale by country.

                          There are three country setups available:

                          1. Australia
                          2. Fiji
                          3. Other

                          Steps to configure settings

                          1. Navigate to Administration Configuration --> Payroll --> Tax Configuration.
                          2. Expand the row to go into the configuration subgroup.
                          3. Expand the row for the sub group to get into the configuration rule
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Save the configuration.

                          Table 1: Tax Configurations

                          Configuration Group Configuration Functionality
                          Payroll - Tax Configuration

                          Employee Additional Tax

                          When a pay is created, tax scales configured here will be added to the employee's "Additional Tax" setup.

                          Tax scale column 1 caption

                          Column 1 title to display on 315-1-Employee Payroll Tax

                          Tax scale column 2 caption

                          Column 2 title to display on 315-1-Employee Payroll Tax

                          Tax scale column 3 caption

                          		 Column 3 title to display on 315-1-Employee Payroll Tax

                          Tax scale column 4 caption

                          		 Column 4 title to display on 315-1-Employee Payroll Tax

                          [TOP]

                          4.12.3.7 Point of Sale

                          POS configurations contain all configurations related to Point of Sale functionalities.

                          Steps to configure settings

                          1. Navigate to Administration Configuration --> POS
                          2. Expand the row to go into the configuration subgroup.
                          3. Expand the row for the sub group to get into the configuration rule
                          4. Click on the "Pencil Sign" to edit a configuration items.
                          5. Enter relevant details.
                          6. Save the configuration.

                          Table 1 : POS Configurations

                          Subgroup Rule Functionality
                          Point of Sales Automatic Product Code "Automatic Product Code" set to "Yes (Y)" which automatically generates the product codes on the "Inventory Master" when an item is saved. The code is generated based on the "Automatic Product Code Method"configuration.
                          Automatic Product Code Method

                          The configured method is used to create codes. Users can configure of the below:

                          • M = Next Number Mask
                          • C = Category
                          • CS = Category plus Sub Category (First 3 Characters of C or CS + 3 digit next number)
                            • Create a product in BO , set the category as OF and sub category as CAB. The product code should be OFCAB001
                          Automatically create all locations when an item is saved in Product Master (Y/N)

                          "Automatically create all locations when an item is save in the Product Master" will insert all locations for stock entry for a product.

                          Notes

                          1. The "Default Location" needs to be enabled
                          2. The "Default Location Bin" needs to be enabled with the Location
                          Transfer Cost Distribution Method

                          Transfer cost can be distributed to each item. Transfer cost is the sum of the freight and cost of item. Cost Distribution methods and computation.

                          • N=None : Cost is not distributed to each item in the transfer.
                          • Q= Quantity - ( Current Cost" + (Quantity for a line/Total Quantity on the Transfer)x Freight)
                          • L= Line Total  - (Line Total of the item/Total Cost of Transfer)x Freight)
                          • W = Weight - ("Current Cost" + (Weight of items in a line /Total Weight in the Transfer)x Freight)

                           

                          Return Policy Number of Days

                          "Return Policy Days " allow users to restrict customers to return an invoice by enforcing number of days within which an invoice can be returned.

                          For example, the "Return Policy Number of Days" is set to 3.

                          1. Transaction A was created on the 08/06/2020.
                          2. If  customer returns the invoice on the 10/06/2020 the cashier will be able to process the return as the return is been made 2 days after the sale.
                          3. If  customer returns the invoice on the 12/06/2020 the cashier will not be able to process the return as the return has been requested after 4 days which is greater than the return policy.

                           

                          Replication

                          Folder path to export replication files on Web server drive

                          		 Define a folder path for the "Replication Data" export and import. Data will be exported to the define path. The exported file naming convention is  {DestinationServer}_{DestinationDatabase}_YYYYMMDDHHMMSS.xml

                          [TOP]

                          4.12.4 Document Templates

                          Document Templates are used to create the "Body" of system generated "Emails" or "Alerts". The template defines the structure and content in an email.

                          Notes

                          1. An alert will use the details from the "Document Templates" if it is used to create the email body.
                          2. When a notification is sent, the "Email Subject" will be the combination of the "Email Prefix" configured under "LinkWeb ->Configuration -> Mail Setting -> Mail_Common_Prefix" and the "Email Subject" from "Document Templates".
                            1. Email to, bcc and cc
                          3. If the template is disabled, the email alert will not be sent.

                          Figure 1: List of Document Templates.

                           

                          Table 1: Field Description for Document Templates

                          Fields

                          Description

                          Template Name Name for the document template.
                          Module Modules are assigned to a template to filter templates by applications. For example, a template with module "Helpdesk" will not be reflected in "Employee Self Serve".
                          Email To Enter the "Email To" address. All email or alert sent using a template will also send the notification to the configured "To" address in the template.
                          Email CC Enter the "Email CC" address. All email or alert sent using a template will also send the notification to the configured "CC" address in the template.
                          Email BCC Enter the "Email BCC" address. All email or alert sent using a template will also send the notification to the configured "BCC" address in the template.
                          Email Subject

                          Enter the "Subject" of the email sent using the template.

                          Display Order Display order determines the display order of the list where the templates are used.

                          Disable

                          This field marks the record as disabled. Notifications will fail if a "Disabled" template is used for email creation.

                          [TOP]

                          4.12.4.1 ESS Payslip Body

                          ESS Payslip Body template  is used for emailing Payslips. The content of the email is defined in the template.

                          Notes

                          1. Configure the template for the "Payslip" report under "Report Maintenance ".
                          2. Users can outline the content using the "Text Editor".
                          3. HTML "Tags" are used to defined data fields from the database . The "ESS Payslip Body" template can use the following "Tags". 
                            1. {@EmployeeName}
                            2. {@PayNumber}
                            3. {@PayrunDate}
                          4. Users can enter the "Email To", "Email CC" and "Email BCC" addresses. Email addresses are separated by a semi colon ";".

                          Figure 1: ESS Payslip Body Template
                           

                          [TOP]

                          4.12.4.2 Leave Approval/Reject Email Template

                          The  Leave Approval/Reject Email template is used for leave approval or rejection alerts. The alert is sent to the "Employee" and "Approvers".

                          Notes

                          1. Users can define the content of the template using the "Text Editor". 
                          2. HTML "Tags" are used to defined data fields from the database . The "Leave Approval/Reject Email" template can use the following "Tags". 
                            1. {LT_HRM_Leave_fx.ID}
                            2. {LT_HRM_Leave_fx.CompanyID}
                            3. {LT_HRM_Leave_fx.EmployeeID}
                            4. {LT_HRM_Leave_fx.EmployeeName}
                            5. {LT_HRM_Leave_fx.TransactionID}
                            6. {LT_HRM_Leave_fx.LeaveCategory}
                            7. {LT_HRM_Leave_fx.LeaveType}
                            8. {LT_HRM_Leave_fx.LeaveDescription}
                            9. {LT_HRM_Leave_fx.DateFrom,Datetime}
                            10. {LT_HRM_Leave_fx.TimeFrom,Time}
                            11. {LT_HRM_Leave_fx.DateTo,Datetime}
                            12. {LT_HRM_Leave_fx.TimeTo,Time}
                            13. {LT_HRM_Leave_fx.HoursTaken}
                            14. {LT_HRM_Leave_fx.DaysTaken}
                            15. {LT_HRM_Leave_fx.LeaveStatus}
                            16. {LT_HRM_Leave_fx.LeaveCommentsHTML}
                            17. {LT_HRM_Leave_fx.LeaveComments}
                            18. {LT_HRM_Leave_fx.ApprovalLevel}
                            19. {LT_HRM_Leave_fx.ApprovedByCompanyID}
                            20. {LT_HRM_Leave_fx.ApprovedByEmployeeID}
                            21. {LT_HRM_Leave_fx.ApprovedByEmployeeName}
                            22. {LT_HRM_Leave_fx.MedicalCertificateSubmitted}
                            23. {LT_HRM_Leave_fx.MedicalCertificateDaysSubmitted}
                            24. {LT_HRM_Leave_fx.ESSWebsiteURL}
                            25. {LT_HRM_Leave_fx.ESSWebsitePage}
                            26. {LT_HRM_Leave_fx.EmailNotificationTo}    
                          3. Users can enter the "Email To", "Email CC" and "Email BCC" addresses. Email addresses are separated by a semi colon ";".

                          Figure 1:  Leave Approval/Rejection Email Template

                           

                          [TOP]

                          4.12.4.3 Email Identifier

                          The  Email Identifier  template is used to add an email footer at the end of all emails sent from the system  

                          Notes

                          1. Users can define the content of the template.
                          2. The following tags are available in this template:  
                            1. {@CompanyName} 
                            4. Users can enter the "Email To", "Email CC" and "Email BCC" addresses. These email addresses are added the all alerts sent by the system.

                          [TOP]

                          4.12.5 Dropdowns

                          Dropsdowns are used to create and maintain system dropdowns. For example, we need to store information To add a dropdown option

                          1. Click on the green plus sign
                          2. Enter the Dropdown Name and its description on the pop up edit form.
                          3. Select the dependency of the dropdown from the list – dependency is indicated when a dropdown is dependent on other for example city is dependent on country.Example, is Suva is a city of Fiji.
                          4. Save the record.
                          5. Click on the pencil icon to edit the dropdown entry.
                          6. Click on the red cross to delete the dropdown entry.

                          Figure 1 : Dropdowns

                           

                          [TOP]

                          4.12.6 Email Subscription

                          Email Subscription lists all users who have unsubscribed from alerts.

                          1. Users can "Unsubscribe" via the "Unsubscribe" link sent with the email notifications.
                          2. Once a user unsubscribes, "Email Subscriptions" is updated with the details.
                          3. Administrator have the option to edit and "Enable" emailing for users who wish to receive email notifications.
                            1. Click on the "Pencil Sign".
                            2. Untick the checkbox for "Do Not Email".
                          4. To Unsubscribe from all emails, add the email address to email type "All Emails. Email address in this list will not get any emails from LinkSOFT."

                          Notes:

                          1. Configure  the URL of "Helpdesk"  to allow users to successfully unsubscribe. Configure the following flags under "Configuration" :-
                            1. Helpdesk_web_address
                            2.  WebServer.URL

                          Figure 1: Email Subscription

                          [TOP]

                          4.12.7 Frequency

                          The Frequency form records the frequencies. Frequency is the rate at which a scheduled tasks occurs. Frequency states a date, time and frequency for a process to occur automatically.

                           

                          This section allows users to maintain frequency. The following functions are available:

                          1. Create New/Edit Frequency. See figure 1 below.
                          2. Deleting icon will mark the record as inactive.

                          Note:

                          1. Frequency is attached to other modules where a repetition task is used.
                          2. When a Frequency is marked as inactive then the tasks that use this frequency is also disabled. 

                           

                          Figure 1: Frequency Maintenance Screen

                           

                          [TOP]

                          4.12.8 Health Check

                          Health Check is a verification feature which monitors and informs users of inconsistent or incomplete operations in LINKSOFT. The health check provides efficiency and increased performance regular updates on server status, data transmission, database setup and configuration.For example,

                          1. A new employee profile has been created. The health check will verify if the employee's rate, position and standard pay has been created.
                          2. A new inventory item has been created. The health check will verify if the price has been updated for the item.

                          The following functionalities are available.

                          1. A background process will update the health check menus with all inconsistency.
                          2. Users will be able to edit the entry and put notes, and mark the entry as Resolved
                            1. Click on the "Pencil Icon".This will open the edit form.
                            2. Enter the "Notes"
                            3. Tick the "Resolved" check box.
                            4. Save. Click on the "Floppy Icon".
                          3. If the entry is created and there has not been any user intervention, and the issue has been corrected, the entry should be marked as "Resolved" automatically
                          4. Order by Date Created with "Resolved" items at the bottom of the list
                          5. Date range filter on the top of the form will show all "Unresolved" entries and Resolved entries within the specified date range.
                          6. When the system log is sent out at the end of the day, the Health Check entries that are UNRESOLVED needs to be included on the top. Resolved entries that have not been sent previously can be included at the bottom.

                          Prerequisites

                          1. Enable below processes
                            1. SYS007: System Health Check - This will perform the health check.
                              1. Define health check components
                                1. Click on the "Grey Arrow"next to the process, this will load the configuration.
                                2. Click on the "Pencil Icon" to define the components that must be validated during the health check process.
                                3. Save. Click on the "Floppy Icon
                              2. Click on the "Pencil Icon" next to the process and enter the "Next Run Date and Time" and the frequency of the health check.
                            2. SYS005: Email alert to send all system log entries - This will send an alert with the details of the health check.
                              1. Click on the "Pencil Icon" next to the process and enter the "Email Address" "Next Run Date and Time" and the frequency of the alert.
                              2. Save. Click on the "Floppy Icon

                          Figure 1: System Health Check

                          [TOP]

                          4.12.9 Organisation

                          Organisation is designed to group users to control system access. For example,
                          • Organisation can be defined as departments in a company. For example, "Finance", "HR".
                          • Organisation can be defined as locations. For example, "Fiji" "Australia".
                          • Organisation can be defined as "External" or "Internal" users. This is would be used in Helpdesk Setups.
                            • Organisation setup in Helpdesk is required to define the user access.

                          Steps to create Organisation

                          1. Click on the "Green Plus Sign" to add a new record.
                          2. Enter below details:
                            1. Organisation Code - "Code" is a unique alphanumeric code to uniquely identify each record.
                            2. Organisation Name - Enter the description of the organisation.
                            3. Address 1 to 3 - Enter the address.
                            4. City - Select the city of the company. City is maintained under "Linkweb - Company Administration - Dropdowns - City"
                            5. Tax ID - Enter the "Tax Identification Number" of the organisation.
                            6. Phone - Enter the phone number of the organisation.
                            7. Fax - Enter the fax number of the organisation.
                            8. Website - Enter the "URL or Link" of the organisation website.
                            9. Email - Enter the email address of the organisation.
                            10. Notes - This is an open text field, users can enter desired content.
                            11. Disabled - "Disabled" records and will not appear in any lookups . Edit the record and "UN-tick" disabled to activate a record.
                          3. Save. Click on the "Floppy Icon".
                          4. Add user to the organisation.
                            1. Click on the "Grey Arrow" next to the organisation to go into the details. Refer to Figure 1.
                            2. Navigate to "Users in Organisation" tab.
                              1. Click on the "Green Plus Sign". This will open the "Edit Form".
                              2. Select the "User" from the list. The list will only load user accounts which do not have organisation setup.
                                1. User accounts are created under "Linkweb - Global Administration - User Maintenance".
                              3. Save. Click on the "Floppy Icon".

                          Figure 1: Organisation
                           

                          [TOP]

                          4.12.10 Plugin

                          Overview

                          Plugins are used to manage customizations and additional features.

                          Steps To Enable Plugin:

                          1. Edit the plugin and tick Active, then click on save.
                          2. Log out from the system and log back in.

                          Steps to Disable Plugin:

                          1. Delete the plugin using the delete icon.
                          2. Depending on the complexity of the plugin a database upgrade would be required. Contact support before disabling a plugin.

                          [TOP]

                          4.12.10.1 Plugin - PAY001

                          Overview

                          Pay processing approval workflow. This plugin implements the following:

                          1. Send an email alert to approvers when pay is submitted. This alert is sent to the users in approval workflow based on the user submitted using document template "Pay Processing Approval Alert". Approvers are setup in menu: Company Administration -> Approval Workflow.
                          2. Send an email alert to "user submitted" when pay is approved or rejected. This alert uses document template "Pay Processing Approval Actioned Alert".
                          3. Send an email alert to approvers when a change is required in approved pays. This alert uses document template "Pay Processing Change Request Alert".

                          Plugin Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          DocumentTemplateChangeRequest

                          Document Template Name for Change Request

                          Pay Processing Change Request Alert

                          DocumentTemplateChangeRequestActioned

                          Document Template Name for Change Request Actioned

                          Pay Processing Change Request Actioned Alert

                          DocumentTemplatePayApproval

                          Document Template Name for Pay Approval

                           

                          Pay Processing Approval Alert

                          DocumentTemplatePayApprovalActioned

                          Document Template Name for Pay Approval Actioned

                          Pay Processing Approval Actioned Alert

                          PayEditReport

                          Pay Approval alert. Attach "Pay Edit Report"

                          Y/N

                          N

                          PaySummaryReport Pay Approval alert. Attach "Pay Summary Report"  Y/N N

                          [TOP]

                          4.12.10.2 Plugin - POS001

                          Overview

                          Close Purchase Order after a number of days specified from Purchase Order Date.

                          When enabled, this plugin does the following:

                          1. Adds an additional field name "Close PO After N Days" to menu "Inventory -> Purchase Order".
                          2. When a new purchase order is created or copied, the default number of days (configured in plugin rules) are added to the "Close PO After N Days" additional field.
                          3. Approved purchase orders are automatically closed based on the "Close Purchase Order after N Days" configuration.

                          Plugin Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ClosePOAfterNDays

                          Close Purchase Order after a number of days specified from Purchase order date

                          Days

                          30

                          [TOP]

                          4.12.10.3 Plugin - POS002

                          Overview

                          Show Available Credit on Sales Docket. You can enable "Show Available Credit" on "Point of Sale -> Customer Profile -> Additional Fields".

                          When enabled, this plugin does the following:

                          1. Adds an additional field name "Show Available Credit" to menu "Point of Sale -> Customer Profile".
                          2. When a receipt is printed, the "Show Available Credit" flag is used to display the available credit for customers that are flagged to show the credit .

                          [TOP]

                          4.12.10.4 Plugin - POS003

                          Overview

                          TaxCore Tax Management System documents to be signed using the parent customer where available. The parent customer code will be used to send transactions through integration to external systems.

                          When enabled, this plugin does the following:

                          1. When transactions are sent to tbe signed by TaxCore, the parent customer details are used.
                          2. When transactions are integrated to external systems, the parent customer details are used.

                          [TOP]

                          4.12.10.5 Plugin - POS004

                          Overview

                          Point of Sale transaction type "cash sale" and "returns for cash sale" to be billed to POSCASH customer. This will be done for all sales orders sent to external systems in menu "Integration -> AR Sales Order"

                          When enabled, this plugin does the following:

                          1. When POS cash sale transactions are integrated to external systems in menu "Integration -> AR Sales Order", the customer account is changed to "POSCASH"
                          2. When POS returns for cash sale transactions are integrated to external systems in menu "Integration -> AR Sales Order", the customer account is changed to "POSCASH"

                          [TOP]

                          4.12.10.6 Plugin - POS005

                          Overview

                          Point of Sale Receipt and "delivery docket" controlled at customer profile. Enable this plugin in customer profile by setting additional field "Point of Sale Receipt and "delivery docket" plugin"..

                          When enabled, this plugin does the following:

                          1. Adds an additional field name "Enable Point of Sale Receipt and "delivery docket" plugin" to menu "Point of Sale -> Customer Profile".
                          2. When this flag is enabled for a customer, the system does the following:
                            1. All items in the transaction are marked as "bulk".
                            2. Sales receipt is printed if the flag "Print Sales Receipt" is enabled.
                            3. The "Bulk Item Receipt" also known as "Sales Delviery Docket" will be printed with details specified in plugin rules.

                          Plugin Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          PrintSalesReceipt

                          Print Sales Receipt

                          Y/N

                          N

                          DocketTitle Docket Title   Sales Delivery Docket
                          DocketSubTitle Docket Sub Title. The tags are replaced at the time of printing the delivery docket.   {@CompanyName} on behalf of {@CustomerName}
                          FooterNotes Footer Notes   Check items carefully before leaving the store
                          Have a Nice Day

                          Notes

                          When using this plugin, rename the "bulk flag caption" to "Delivery" in menu "Company Administration -> Configuration".

                          [TOP]

                          4.12.11 Processes

                          Overview

                          Processes are used by the application to handle automated tasks. Entries in this menu are created automatically during installation.

                          You can change the properties of a process, however it is important to note that some processes are critical for LinkSOFT to operate correctly. Please contact Link Technologies support if you wish to make any amendments.

                          Use this form to maintain processes. The following functions are available:

                          1. Edit or Disable the process
                          2. Review the list of processes:

                          Prerequisites

                          1. Ensure "Process Setup - SQL Scheduler" is enabled and running.

                          Maintaining Process

                            1. Process Code - Used to identify the process.
                            2. Description
                            3. Process Group - The SQL Agent Job is created by this name in format "Link Technologies - {Database Name} - {Job Owner} - {Process Group}".
                              1. Use the "Process Duration" to determine which processes should be placed a separate "process group".
                              2. For example, system process "SYS001" should have its own process group as it performs all system background tasks.
                              3. To create a process group, add a description in the process group column, example "System" or "Inventory Valuation" or "Health Check"
                            4. Document Template
                            5. To Email Address
                            6. Copy Email Address
                            7. Blind Copy Email Address
                            8. Frequency - Frequency at which the process is scheduled to run. Note if the Frequency is disabled, then the process will not run.
                            9. Next Run Date - Increments by the frequency specified on the next run.
                            10. Active - Enables the process.
                              1. Creates a SQL Agent Job.
                              2. Process execution counter is logged in Process Setup
                          2. Delete the record. The delete function does the following:
                            1. Disable the process by making it inactive.
                            2. Deletes the SQL Agent Job when the "process group" is disabled in all companies.

                          Failed Processes

                          1. When a process fails, error messages are logged in the Event Log.
                          2. An email is sent to the addresses configured in "Process - SYS005".
                          3. The Next Run Date is incremented by 10 minutes. This allows the failed process to retry after 10 minutes.

                          [TOP]

                          4.12.11.1 Helpdesk System (HEL)

                          List of processes and its functionalities:

                          Process Code Description Default Frequency

                          HEL001

                          Helpdesk Call Actioned Today Alert. This alert sends an email to the user showing all the calls (in table form) that was updated by the user today. The email is also copied to the addresses defined in this process.

                          End of Day

                          HEL002

                          Helpdesk Call Analysis Alert. This alert sends an email with a list of summarised case details to the "Assigned To" user showing all open calls. The email is also copied to the addresses defined in this process.

                          Start of Day

                          HEL003

                          Helpdesk Call Log/Edit Notification Alert. This alert sends a detail log of a single call that has been created/modified. The alert is sent to all users relevant to this case. The email is also copied to the addresses defined in this process.

                          Process Rules
                           Rule Code Description Value Caption Default Value
                           HEL003.FrequencyMinutes Time in [N] minutes after which the alert will be sent. A frequency of type="Minutes" and interval="[N]" minutes must be setup in menu "Company Administration ~> Frequency" [N] Minutes  30

                          Every 10 Minutes

                          HEL004

                          Helpdesk Open Call Listing Alert. This alert sends an email with a list of open calls to the "Assigned To" users. The email is also copied to the addresses defined in this process.

                          Start of Day

                          HEL005

                          Helpdesk Scheduled Tasks (maintained in menu: "Helpdesk Maintenance ~> Scheduled Tasks") are created using this process.

                          Every 10 Minutes

                          HEL007

                          Helpdesk Project Threshold Alert. This alert sends an email to the "Project Manager". The content of the email body is defined in the document template "Helpdesk Project Threshold Alert". The email is also copied to addresses defined in the document template and in this process.

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          HEL007-01

                          Threshold

                           

                          		 75

                          HEL007-02

                          Threshold Type (Hours/Value)

                          Hours

                          Every Hour

                          HEL008

                          Helpdesk Classification Assignment Process (maintained in menu: "Helpdesk Maintenance ~> Assignment Rules")

                          Every 10 Minutes

                          HEL009

                          Helpdesk Escalation Process (maintained in menu: "Helpdesk Maintenance ~> Escalation Rules")

                          Every 10 Minutes

                           

                          [TOP]

                          4.12.11.2 Human Resource Management (HRM)

                          List of processes and its functionalities:

                          Process Code Description Default Frequency

                          ESS001

                          Create "Public Holiday Entitled" time entries for employees marked as "Timesheet".

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ESS001-01

                          Employee has worked or has paid leave a day before public holiday.

                          If the configuration is set to "Yes", system will validate if the employee has worked hours or has a leave application for the day before the Public Holiday date. Public Holiday will only be created if the hours or leave exist. If the configuration is set to "No", Public Holiday will be created without any validation.

                          Y

                          ESS001-02

                          Employee has worked or has paid leave a day after public holiday

                          If the configuration is set to "Yes", system will validate if the employee has worked hours or has a leave application for the day after the Public Holiday date. Public Holiday will only be created  if the hours or leave exist.If the configuration is set to "No", Public Holiday will be created without any validation.

                          Y

                          UseThisHours

                          Number of hours to create "public holiday entitled" entry if shift hours is not used.

                          Number of Hours

                          0

                          TimeEntryStatus

                          Time entry status (Submitted/Approved).

                          Public Holiday is created as a Time Entry in ESS, user can define the status of the entry to be "Submitted" or "Approved".

                          Submitted

                          UseShiftHours

                          Use Shift Hours (Y/N)

                          If "Useshifthours" is set to "Yes", Public Holiday will be created with defined shift hours. If "Useshifthours" is set to "No", users can enter specific hours to pay for a Public Holiday.

                          N

                          Notes

                          This process will perform the following checks before creating the Public Holiday entries

                          1. "Worked Hours" check:
                            1. Time entry with a status "Submitted","Approved","Processed","Approval In Progress"
                            2. Timesheet with "Normal" + "Time Half" + "Double Time" + "Holiday" hours greater than zero
                          2. "Leave Application" check:
                            1. Leave transaction with "Hours taken" greater than zero
                            2. Leave status is either "Approved" or "Taken"
                            3. Leave is not a "Leave without Pay"
                            4. Leave is not sold
                          3. This processes checks the roster for an employee. If a roster for the day is not found, then default employee shift is used to compute "Public Holiday" hours.
                          4. The following entries are created automatically:
                            1. A Customer Record is created (If it doesn't already exist) as  the Company name defined in the menu "Global Administration ~> Company"
                            2. A Project is Created with the Description "Time Entry"
                            3. The following Activities are created:
                              1. "Normal Hours" Paycode: "ANHRS"
                              2. "Time & Half Hours" Paycode: "ADHLF"
                              3. "Double Time Hours" Paycode: "ADTIM"
                              4. "Public Holiday Hours" Paycode: "APHOL"
                              5. "Non-Taxable Allowance" Paycode: "EALLOW"
                              6. "Taxable Allowance" Paycode: "BALLOW"
                              7. "Time & Helf Hours" Paycode: "ADHLF
                            4. The Project in 4.2 above is allocated to the Customer in 4.1
                            5. The Activities in 4.3 are allocated to the Project in 4.2

                          Every Day

                          ESS003

                          Send Consultant Schedule by Day alert from data entered in the time entries (Days before and after are configured in rules). Employees must have a utilization percentage entered in menu "Employee Profile -> Employee Maintenance -> Additional Fields -> Utilization %"

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ESS003.DaysBefore

                          Number of days before today to include in the alert

                          4

                          ESS003.DaysAfter

                          Number of days after today to include in the alert

                          10

                          Notes

                          • Email alert is sent to the employee and time entry approver for the employee. Email address is validated from "Employee Profile"

                          Every Day

                          ESS004

                          Send Consultant Schedule by Month alert from data entered in the time entries (current month to 15th day in next month). Employees must have a utilization percentage entered in menu "Employee Profile -> Employee Maintenance -> Additional Fields -> Utilization %"

                          Every Day

                          ESS005

                          Send Employee Contract Expiry alert

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          contract_reminder_days

                          Days to send contract expiry alert before expiry date

                          Users can define the number of days before the contract expiry alert is sent. For example, if the configuration is 3 and the contract expiry date is 06/01/2018, alert will be sent on 03/01/2018

                          Days

                          0

                          contract_expiry_reportto

                          Send contract expiry alert to reporting manager (Y/N)

                          If the configuration is set to "Yes" contract expiry alert will be sent Managers to whom employees report. "Report To" is depicted from the Position of the employee. If the configuration is set to "No", alert will only be sent to email addresses defined in the process. Edit the Process to add the "To","CC" and "BCC" email addresses.

                          Y

                          Notes

                          • Configure the HR email address in the Process.

                          Every Day

                          ESS008

                          Create leave transactions for invalid time entries

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          Leave.CreateInvalidTime.StartDate

                          Start date for checking invalid time entries
                          Rules for Leave Creation

                          Start Date

                          2015-01-01

                          Every Day

                          ESS009

                          Send employee retirement alert

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          EmployeeRetirement.RetirementAge

                          Retirement Age in years

                          Years

                          55

                          EmployeeRetirement.RetirementDays

                          Retirement Days

                          Users can define the number of days before the retirement alert is sent. For example, if the configuration is 3 and the retirement date is 06/01/2018, alert will be sent on 03/01/2018

                          Days

                          30

                          EmployeeRetirement.RetirementDaysType

                          Send alert before retirement days (Y/N)

                          Y

                          Send alert to employee  Send alert to employee (Y/N)   N

                          Notes

                          • Email notification is sent to the employee and the "To","CC" and "BCC" email addresses configured for the process.
                          • Configure the HR email address in the Process.

                          Every Day

                          ESS010

                          Send employee birthday alert

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          Mail_Bday_message

                          Birthday email message

                           

                          Happy Birthday.

                          Every Day

                          ESS011

                          Send employee's dependant birthday alert

                          Every Day

                          ESS012

                          Send employee start date anniversary alert

                          Every Day

                          ESS013

                          Send employee performance review alert

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          review_reminder_days

                          Review expiry reminder days

                          Enter the "Days" before which the Performance review alert should be sent.For example, if the configuration is 3 and the performance review date is 06/01/2018, alert will be sent on 03/01/2018. Review date is sent on menu "Employee Maintenance".

                          Days

                          30

                          Every Day

                          ESS014

                          Send employee probation review alert

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          probation_reminder_days

                          Probation Reminder Days

                          Users can define the number of days before the probation expiry alert is sent. For example, if the configuration is 3 and the probation end date is 06/01/2018, alert will be sent on 03/01/2018

                          Days

                          100

                          EmployeeProbation.ProbationDaysType

                          Send alert before probation days (Y/N)

                          If the configuration is set to "Yes" , an alert will be sent before probation expiry.

                          Y

                          probation_expiry_reportto

                          Send probation expiry alert to Reports To (Y/N)

                          If the configuration is set to "Yes" contract expiry alert will be sent Managers to whom employees report. "Report To" is depicted from the Position of the employee.If the configuration is set to "No", alert will sent to email addresses defined in the process. Edit the Process to add the "To","CC" and "BCC" email addresses.

                          Y

                          Every Day

                          ESS015

                          Generate position points. Position points are maintained in menu "Payroll & HR Maintenance -> Position Maintenance".

                          Every Minute

                          ESS016

                          Missing Time/Leave Entry – Consolidated
                          Missing Entry is when an employee does not have a time or leave entry for a day.
                          This alert is generated for employees that are "Active" and "Full Time"

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          MissingTime.DurationType

                          Duration type for Time Entry (V=Value entered in duration, C=Value computed from start and end time)

                          V=Value,C=Computed

                          C

                          MissingTime.CheckDays.Before

                          Number of days to check missing time/leave entries before

                          Days

                          42

                          MissingTime.CheckDays.After

                          Number of days to check missing time/leave entries after

                          Days

                          7

                          Every Day

                          ESS017

                          Missing Time/Leave Entry – Individual
                          Missing Entry is when an employee does not have a time or leave entry for a day.
                          This alert is generated for employees that are "Active" and "Full Time".

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          MissingTime.DurationType

                          Duration type for Time Entry (V=Value entered in duration, C=Value computed from start and end time)

                          V=Value,C=Computed

                          C

                          MissingTime.CheckDays.Before

                          Number of days to check missing time/leave entries before

                          Days

                          42

                          MissingTime.CheckDays.After

                          Number of days to check missing time/leave entries after

                          Days

                          7

                          Every Day

                          ESS018

                          Calculate performance appraisal scores for KPI's that are using a script.

                          Every Minute

                          ESS019

                          Staff Hours Alert. Employees must have a utilization percentage entered in menu "Employee Profile -> Employee Maintenance -> Additional Fields -> Utilization %".

                          Every Day

                          ESS020

                          Pending Leave Approval Alert

                          Every Day

                          ESS021

                          TNA Timesheet Import Process

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          Enable Manual Recompute

                          Timesheet data will be recomputed when this flag is enabled

                           

                          N

                          TimesheetImport.ArchiveRecordsDays

                          		 Timesheet data will be recomputed when this flag is enabled  Days 9999

                          Every 10 Minutes

                          ESS025

                          Forfeit leave for [Leave Type] when "leave balance" age is greater than [N] months

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ESS025-02

                          Age in Months

                           

                          13

                          ESS025-01 Leave Type   ALIEU

                          Start of Day

                          ESS028

                          Leave Exceeding Balance Alert

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ESS028-ExceedingHours

                          Exceeding Hours

                           

                          80

                          Start of Day

                          ESS030

                          Employee Licence Expiry Alert. Configure the process rules before enabling this alert.

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ESS030-ExpiryDays

                          Number of days before licence expiry

                          Days

                          7

                          ESS030-Employee Send an alert to each employee with their licences that is expiring. This email is sent to the employee email address. Email addresses configured in this "process" and "document template" is not used.   Y
                          ESS030-Consolidated Send a consolidated alert showing all employee licences that is expiring. This email is sent to email addresses configured in this "process" and the "document template".   Y

                          Start of Day

                          ESS031

                          Performance Appraisal Employee Reminder Alert

                          Start of Day

                          ESS032

                          Performance Appraisal Manager Reminder Alert

                          Start of Day

                          ESS033

                          Performance Appraisal On Hold Alert

                          Start of Day

                          ESS034

                          Performance Appraisal Automatic Employee Submission after [N] Days. Configure the process rules before enabling this process.

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ESS034-NDays

                          Number of [N] Days from "appraisal date" after which the system will automatically submit the employee scores.

                          Days

                          7

                          Start of Day

                          ESS035

                          Payroll & HR - Apply effective date changes. Refer to the rules for the areas affected.

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          ESS035-GradeHistory

                          Apply effective date changes for menu "Employee Profile -> Employee Maintenance -> Grade History"

                           

                          Y

                          ESS035-PayRates Apply effective date changes for menu "Employee Profile -> Employee Maintenance -> Pay Rates"   Y
                          ESS035-PositionHistory Apply effective date changes for menu "Employee Profile -> Employee Maintenance -> Position History"   Y

                          Start of Day

                          [TOP]

                          4.12.11.3 Point of Sale (POS)

                          List of processes and its functionalities:

                          Process Code

                          Description

                          Default Frequency

                          POS001

                          Point of Sale General Processes. This process is used to performm background tasks. Refer to rules configured. Recommended Frequency: Every Minute

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          POS001-InventoryAudit

                          Inventory Audit process. This process updates the "reference number" and "transaction source" in the Inventory Audit table (LBS_INV_AUD). The "transaction source" defines where the change was made. The "reference number" defines the "transaction id" of the entry that caused the change

                          Enabled

                          Y

                          POS001-PriceUpdate Inventory price update process. This process implements price updates based on menu "Inventory -> Price Update Utility"

                          Enabled

                          Y

                          POS001-InvoiceTemplate Recurring invoice process. This process creates POS credit sales invoices from menu "Point of Sale -> Customer Profile -> Invoice Templates"

                          Enabled

                          Y

                          Every Minute

                          POS012

                          Inventory Valuation Process. This process creates valuation entries for new & backdated transactions and calculates valuation for all items flagged for recomputing. Recommended Frequency: Every Minute

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          POS012.BatchSize Batch Size. Number of items to compute in each process. 1000

                          POS012-01

                          Valuation Start Date

                           

                          2018-01-01

                          Every Minute

                          POS015

                          Customer Rollover Credit Limit Process. This process updates the customer/fleet "available credit" based on the "credit limit" type. When replication is configured, this process will only run on the "Head-office" server.

                          Start of Day

                          POS024

                          FMIS Integration for POS transactions. This process creates FMIS entries for LINKSOFT transactions (Sales Order, Sales Order Payment, Debtor Adjustment, Cash Book Receipt, Shift Variance Journal, Inventory Adjustment Journal, Purchase Order Invoices)

                          Every Minute

                          POS025

                          Email alert to send a list of serial tracked items that will be expired in [Configured Days].

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          POS025-ExpiryDays

                          Expiry Days

                          Configure number of  days for the system to validate expiry date. For example, if the number is set as "3" and present day is 05/06/2018. Items A,B and C will appear in the alert with expiry dates as 05/06/2018,06/06/2018 and 07/06/2018 respectively. Item D having expiry date as 16/06/2018 will not populate in the alert.

                          Days

                          30

                          Start of Day

                          POS027

                          Purchase Request Approve Alert

                          Every 10 Minutes

                          POS028

                          Send an email to customers showing list of outstanding invoices. This email is sent to the customers using document template "POS Customer Outstanding Invoice". Recommended Frequency: Every Month

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          POS028-OverdueDays

                          Overdue Days

                          Configure number of  days for the system to pick invoices that are overdue. For example, if the number is set as "3" and present day is 31/12/2018. Invoices will appear in the alert that are due by 27/12/2020.

                          Days

                          1

                          		Every Month
                          POS029

                          Schedule for creating Point of Sale -> Integration File Export. Change the frequency as required.

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          SalesLoyalty

                          Enable Scheduler for Sales Loyalty.

                           

                          N 

                          SalesSAP Enable Scheduler for Sales SAP   N
                          SalesTransactions Enable Scheduler for Sales Transactions   N

                          Process Rules -> Configuration

                          Flag

                          Description

                          Value Caption

                          Default Value

                          DateFromType

                          Date From Type

                          All,Day,Week,Month,Year

                          Day

                          DateFromOffset

                          Date From Offset

                          This is used to derive the "Date From".
                          Example 1:
                          Type: Day
                          Offset: -1
                          Date = {Today} - 1 Day = Yesteday

                          Example 2:
                          Type: Month
                          Offset: -1
                          Date = {Current Month} - 1 Month = 1st day of previous month

                          		   -1
                          DateToType Date To Type

                          All,Day,Week,Month,Year

                          		 Day
                          DateToOffset

                          Date To Offset

                          This is used to derive the "Date To".
                          Example 1:
                          Type: Day
                          Offset: -1
                          Date = {Today} - 1 Day = Yesteday

                          Example 2:
                          Type: Month
                          Offset: -1
                          Date = {Current Month} - 1 Month = last day of previous month

                          		   -1
                          CustomerCategory Customer Category    
                          CustomerGroup Customer Group    
                          CustomerType Customer Type    

                          FMIS20

                          FMIS Integration for POS Master File. This process extracts FMIS master file data and updates LINKSOFT master file (Inventory Master, Barcodes, Serial No, Locations, Debtors).

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          AccountsPayableMaster.LastReadDateLINKSOFT

                          Last data read from LinkSOFT AP Master. This value is updated by the system. This value is used determine records that were modified after the last integration run.

                           

                          1900-01-01

                          AccountsReceivableMaster.LastReadDateLINKSOFT Last data read from LinkSOFT AR Master. This value is updated by the system. This value is used determine records that were modified after the last integration run.   1900-01-01

                          Every 10 Minutes

                          [TOP]

                          4.12.11.4 Replication (REPL)

                           List of processes and its functionalities:

                          Process Code

                          Description

                          Default Frequency

                          POS005

                          Replication Data "Out Queue" Process. This process does the following:
                          1. Consolidates entries tagged for replication into the "Out Queue". The consolidation prevents multiple copies of the same record.
                          2. Packages "Out Queue" data to send to "Parent Server".
                          3. Prepares request to receive data from "Parent Server".
                          Recommended Frequency: Every Second.

                          Every Second

                          POS010

                          Replication General Process. This process is used to perform replication background tasks. Refer to rules configured. Recommended Frequency: Every Minute

                          Process Rules

                          Rule Code

                          Description

                          Value Caption

                          Default Value

                          POS010-CompareDataVerification

                          Replication Compare Data Verification. This process verifies the "Compare Data" results and provides a progress on mismatch data.

                          Enabled

                          Y

                          POS010-RecomputeCustomerBalance Replication Recompute Customer Balances. This process calculates customer balances based on transactions. Customer balance is updated when the replication queue is settled. Enabled  N
                          POS010-RecomputeInventoryBalance Replication Recompute Inventory Balances. This process calculates inventory balances based on transactions. Inventory balance is updated when the replication queue is settled. Enabled  N
                          POS010-ServerTopology Replication Server Topology Process. This process updates the entries displayed in menu "Replication ~> Server Topology" Enabled  Y

                          Every Minute

                          POS003

                          Replication "Data IN" process. This process takes replication data received and creates relevant entries. Recommended Frequency: Every Second

                          Every Second

                          [TOP]

                          4.12.11.5 System (SYS)

                          List of processes and its functionalities:

                          Process Code

                          Description

                          Default Frequency

                          FMISAP FMISSQLAPI - Perform FMIS integration for Accounts Payable.  Every Minute
                          FMISAR FMISSQLAPI - Perform FMIS integration for Accounts Receivable Process.  Every Minute
                          FMIS30 FMISSQLAPI - Perform FMIS integration for Accounts Receivable Validate.  Every Minute
                          FMISGL FMISSQLAPI - Perform FMIS integration for General Ledger.  Every Minute
                          FMIS10 FMISSQLAPI - Perform all master file import from FMIS. This includes Accounts Receivable, Accounts Payable, Inventory and General Ledger.  Every Minute
                          LBO001

                          System Health Check for LinkSOFT Application

                          Process Rules

                          Rule Code

                          Description

                          Value caption

                          Default Value

                          LBO001-REC01

                          Show applicants that have created a vacancy application but not submitted in [N] days

                          N days. Zero will disable this rule

                          5

                          LBO001-HRM07

                          ATO Single Touch has not completed in [N] days

                          N days. Zero will disable this rule

                          15

                          LBO001-HRM08

                          Exit questions have not been completed in [N] days

                          N days. Zero will disable this rule

                          5

                          LBO001-HRM06

                          Leave applications have not been actioned in [N] days

                          N days. Zero will disable this rule

                          15

                          LBO001-HRM09

                          Performance Appraisal not completed in [N] days

                          N days. Zero will disable this rule

                          10

                          LBO001-HRM02

                          Show "Pay Teams" with no "Role" access

                          Enabled (Y/N)

                          Y

                          LBO001-HRM01

                          Show employees that are active but have missing "Pay Rate" and "Position"

                          Enabled (Y/N)

                          Y

                          LBO001-HRM03

                          Show employees that are active but have no leave allocations

                          Enabled (Y/N)

                          Y

                          LBO001-HRM04

                          Show employees that are active but have no standard pay

                          Enabled (Y/N)

                          Y

                          LBO001-HRM10

                          Show employees with "start date" greater than "next pay date"

                          Enabled (Y/N)

                          Y

                          LBO001-HRM12

                          Show employees with no "Employer Super Split" entries

                          Enabled (Y/N)

                          Y

                          LBO001-HRM11

                          Show employees with no "Standard Pay" entries

                          Enabled (Y/N)

                          Y

                          LBO001-HRM05

                          Verify Pay Calendar is closed after [N] days

                          N days. Zero will disable this rule

                          15

                          LBO001-POS12

                          Purchase Orders not actioned in [N] days

                          N days. Zero will disable this rule

                          5

                          LBO001-POS11

                          Purchase Request not actioned in [N] days

                          N days. Zero will disable this rule

                          5

                          LBO001-POS07

                          Show failures in GL Valuation Process

                          Enabled (Y/N)

                          Y

                          LBO001-POS09

                          Show failures in replication compare data process

                          Enabled (Y/N)

                          Y

                          LBO001-POS08

                          Show Replication queue failures not resolved in [N] days

                          N days. Zero will disable this rule

                          1

                          LBO001-POS04

                          Show replication queue summary information

                          Enabled (Y/N)

                          Y

                          LBO001-POS10

                          Verify "Defaults" are setup for inventory

                          Enabled (Y/N)

                          Y

                          LBO001-POS06

                          Verify all products have a price setup

                          Enabled (Y/N)

                          Y

                          LBO001-POS03

                          Verify customer master file "Balance" matches with customer transactions

                          Enabled (Y/N)

                          Y

                          LBO001-POS14

                          Verify inventory master file "In Stock" is not negative when "Allow Negative" flag is unticked

                          Enabled (Y/N)

                          Y

                          LBO001-POS13

                          Verify inventory master file "In Stock" matches with "Lot Bin/Product Matrix"

                          Enabled (Y/N)

                          Y

                          LBO001-POS01

                          Verify inventory master file "In Stock" matches with inventory transactions

                          Enabled (Y/N)

                          Y

                          LBO001-POS05

                          Verify POS Invoice summary values matches with invoice lines for past [N] days

                          N days. Zero will disable this rule

                          Y

                          LBO001-POS02

                          Verify POSCASH customer balance is zero as this is a "cash only" customer

                          Enabled (Y/N)

                          Y

                          LBO001-FMS03

                          Asset depreciation for a previous month not completed in [N] days

                          N days. Zero will disable this rule

                          5

                          		  End of Day

                          SYS001

                          Server process used to prepare alerts, complex computations and system maintenance functions. Used by all modules.
                          Recommend: Active, Every Second

                          		 Every Second
                          SYS003

                          Database backup. Removes old backups based on retention days.
                          Recommend: Active, End of Day.

                          Process Rules
                           Rule Code  Description  Value Caption  Default Value
                           System.DatabaseBackup.RetentionDays  System database backup retention days  Days  7
                           System.DatabaseBackup.Path  System database backup path  Full Folder Path  D:\MSSQL\Backup
                           System.DatabaseBackup.This  Backup "This" database  Enabled (Y/N)  Y
                           System.DatabaseBackup.Other  Backup the other database names (comma separated)  Database Names (Comma Separated)  
                           System.DatabaseBackup.FTPUpload  FTP Upload to Link Technologies Secure Cloud Backup facility. The scheduler account must have access to the backup path.  FTP Upload  N

                          		  End of Day
                           SYS004

                          Database cleanup (Purge: Replication History, system logs, mail logs, Order Tax Integration (TMS,VMS,FRCS,SDC)) based on [days to keep] configuration.
                          Recommend: Active, run once per month after hours.

                          Process Rules
                           Rule Code Description Value Caption  Default Value
                          SYS004.DatabaseBackup.DaysToKeep Remove deleted log entries from "Database Backup" and "FTP Backups". Menu: "Global Administration -> Database Backup". The number in this field defines the number of days to keep. Days To Keep 30
                           SYS004.MailLog.DaysToKeep Remove entries from Email logs including attachments. The number in this field defines the number of days to keep. Days To Keep  30
                           SYS004.EventLog.DaysToKeep Remove entries from Event Log. The number in this field defines the number of days to keep. Days To Keep  30
                          SYS004.EventLogWithSourceReference.DaysToKeep Remove entries from Event Log that is linked to other forms. E.g user audit logs. The number in this field defines the number of days to keep. Days To Keep 365
                          SYS004.ExternalLinkAction.DaysToKeep Remove entries from tables that hold External Link Action. The number in this field defines the number of days to keep. Days To Keep 30
                           SYS004.OrderBIBuildItems.DaysToKeep Remove entries from tables that hold Order Build Items with status = "Delivered" (Processing View). The number in this field defines the number of days to keep. Days To Keep  30
                           SYS004.Replication.DaysToKeep Remove entries from tables that hold Replication history (Analysis & Replication History Data). The number in this field defines the number of days to keep. Days To Keep  30
                          SYS004.ProcessMaintenanceLog.DaysToKeep Remove log entries for processes. Menu: "Global Administration -> Process Setup -> Process Detail -> Log". The number in this field defines the number of days to keep. Days To Keep 30
                           SYS004.OrderTaxIntegration.DaysToKeep Remove Tax Integration QR codes and Verification URL from Tax Integration tables. Entries in this table are not removed as these are required for Audit, Reprint and Returns. The number in this field defines the number of days to keep. Days To Keep  30

                          		  End of Day
                           SYS005

                          Email alert to send all system log entries that have not been sent previously.
                          Recommend: Active, run daily.

                          Email is sent to the address defined in this process.

                          		 End of Day
                           SYS007

                          System Health Check. Recommend: Active, run daily.

                          Process Rules

                          Rule Code

                          Description

                          Value caption

                          Default Value

                          SYS007.SYS04

                          Backups have not been performed in more than [N] days

                          [N] days. Zero will disable this rule

                          1

                          SYS007.SYS20

                          Company not setup

                          Enabled (Y/N)

                          Y

                          SYS007.SYS21

                          Currency not setup

                          Enabled (Y/N)

                          Y

                          SYS007.SYS02

                          Database storage disk space is less than [N]% free

                          [N] percent free. Zero will disable this rule

                          20

                          SYS007.SYS23

                          Licence will expire in [N] days

                          [N] days. Zero will disable this rule

                          30

                          SYS007.SYS17

                          Organisation not setup

                          Enabled (Y/N)

                          Y

                          SYS007.SYS05

                          Perform database consistency check and display errors

                          Enabled (Y/N)

                          Y

                          SYS007.SYS06

                          Show database backup errors

                          Enabled (Y/N)

                          Y

                          SYS007.SYS01

                          Show database size information

                          Enabled (Y/N)

                          Y

                          SYS007.SYS07

                          Show email queue failures

                          Enabled (Y/N)

                          Y

                          SYS007.SYS12

                          Show errors in AP Invoice not resolved in [N] days

                          N days. Zero will disable this rule

                          1

                          SYS007.SYS15

                          Show errors in AR Adjustment not resolved in [N] days

                          N days. Zero will disable this rule

                          1

                          SYS007.SYS16

                          Show errors in AR Receipt not resolved in [N] days

                          N days. Zero will disable this rule

                          1

                          SYS007.SYS14

                          Show errors in AR Sales Order not resolved in [N] days

                          N days. Zero will disable this rule

                          1

                          SYS007.SYS11

                          Show errors in GL Journal not resolved in [N] days

                          N days. Zero will disable this rule

                          1

                          SYS007.SYS18

                          Show errors in processes

                          Enabled (Y/N)

                          Y

                          SYS007.SYS19

                          Show important processes that should be enabled

                          Enabled (Y/N)

                          Y

                          SYS007.SYS24

                          Show indexes fragmented over [N]%

                          [N] percent. Zero will disable this rule

                          10

                          SYS007.SYS03

                          Show last backup information

                          Enabled (Y/N)

                          Y

                          SYS007.SYS08

                          Show number of emails in queue when exceeding [N] records

                          N records. Zero will disable this rule

                          100

                          SYS007.SYS10

                          Show number of report emails in queue when exceeding [N] records

                          N records. Zero will disable this rule

                          100

                          SYS007.SYS09

                          Show report email queue failures

                          Enabled (Y/N)

                          Y

                          SYS007.SYS22

                          Show users with failed password attempts more than [N]

                          [N] attempts. Zero will disable this rule

                          1

                          LBO001-HEL01

                          Open calls with no updates in [N] days

                          N days. Zero will disable this rule

                          5

                          LBO001-HEL03

                          Organisation has a score below [N]

                          N score. Zero will disable this rule

                          5

                          LBO001-HEL02

                          Organisation has calls, however, there are no surveys sent in the last [N] days

                          N days. Zero will disable this rule

                          30

                          		  End of Day
                           SYS008 Rebuild database indexes.
                          Recommend: Active, run daily after hours.                          		  End of Day
                           SYS009 Process to validate "Report Email Log" data exists. This process validates the "Queued" records and updates the status to "No Data" or "Ready to Send".
                          Recommend: Active, run every minute.                          		  Every Minute
                           SYS010

                          Enforce Password Expiration. This process forces users to change their password on login after [N] days has passed after the last password change.

                          Process Rules
                           Rule Code  Description  Value Caption  Default Value
                           SYS010.ExpiryDays  Password Expiry Days  Days  30

                          		  Start of Day
                           SYS011 Outstanding Tasks Alert. This alert sends an email with a list of open tasks from menu (Company Administration -> Tasks) to the "Assigned To" users. The email is also copied to addresses defined in the document template and in this process.

                          Document Template: Tasks Outstanding Listing Alert                          		  Start of Day
                          SYS012

                          Integration Alert for failed transactions. This alert sends an email with a list of failures from menu (Integration -> AP Invoice View, AR Adjustment View, AR Receipt View, AR Sales Order View, AR Transaction View, GL Journal View) to the email addresses configured in the rules. Recommended Frequency: Every Day

                          Process Rules
                           Rule Code  Description  Value Caption  Default Value
                           SYS012.ARTransaction  Email address for failed transactions from "Integration -> AR Transaction View"  email address  
                           SYS012.Asset  Email address for failed transactions from Asset  email address  
                           SYS012.Inventory  Email address for failed transactions from Inventory  email address  
                           SYS012.Payroll  Email address for failed transactions from Payroll  email address  
                           SYS012.POS  Email address for failed transactions from Point of Sale  email address  
                            SYS012.Purchasing  Email address for failed transactions from Purchasing  email address  

                          		  End of Day
                          SYS013 Email queue used to consolidate email alerts. When email alerts are configured to "Consolidate" notifications, this process will consolidate the messages and send out one email. Recommended Frequency: Start of Day  Start of Day

                          [TOP]

                          4.12.12 Tasks

                          Tasks records specific activities that needs to be performed internally.

                          The below functionalities are available:

                          1. Users with access with be able to "Add" and "Modify" task details.
                          2. Users can update the task status with the progress.
                          3. Users can filter tasks based on "Status" and "Date".

                          Figure 1: Tasks

                           

                          [TOP]

                          4.13 Global Administration

                          Global Administration contains below common menus used by all modules.

                          [TOP]

                          4.13.1 Additional Fields / Rules

                          Additional Fields / Rules  allows users to add new fields / rules to a menu that can be used to store additional information.

                          For example, management wants to record the "Blood Group" for employees. This additional field can be added under "Employee Maintenance".

                          Steps to create Additional Fields / Rules 

                          1. Navigate to the menu "Notes and Attachments -> Additional Fields or Additional Rules" where users need to add. Refer to Figure 1.
                          2. Add a new field and enter the following:
                            1. Field Name - This is the field name that will appear in the menu.
                            2. Field Type - Select the field type which defines the input type for the field. Field Types include:
                              1. Base64 - Data is stored in Base64 format.
                              2. Check Box - This is a "Tick Box" where data is stored as "True/False".
                              3. Date - This is a date with date picker selection.
                              4. Email - This is a text box with email validator
                              5. HTML - This is a  text box with HTML Editor
                              6. Memo -  This is a text box with multi lines
                              7. Numeric - This is a number field
                              8. Password - This is a secure field where data is encrypted in the database.
                              9. Text - This is a single line text box
                              10. YesNo - This has two options as "Yes or No"
                              11. YN -  This has two options as "Yes or No" but the data is stored as "Y/N" 
                            3. Description - Enter the detailed description of the additional field. This tells the users what information must be updated.

                          Steps to edit or delete additional field / Rules

                          1. Navigate to menu "Global Administration -> Additional Fields / Rules" and click on the edit icon.
                          2. Description - Enter the detailed description of the additional field. This tells the users what information must be updated
                          3. Deleted - Deleted records will be removed from additional fields.

                          Note: System additional fields and rules cannot be edited.

                          Figure 1 : Additional Fields / Rules
                           

                          Figure 2: Additional Fields under Global Administration

                           

                          [TOP]

                          4.13.2 Audit Data

                          Audit Data  is used to view and export audit trails generated based on the "Audit Setup ".

                          1. Users can filter the records using the "Date Filters ".
                          2. Users can search the grids for records.       
                            1. The page will load the number rows based on the configuration  "Maximum number of rows returned in Audit Data" under "Company Administration - Configuration - System Audit Data Max Rows". 
                            2. It is recommended to export data to search from all records.
                          3. Users can use the SSMS tool to query the audit data table to find out the actual source that triggered the change.

                          Report

                          1. Audit Data Report - The report contains all changes made in system.
                            1. The report can be generated with below filters:
                            2. Date
                            3. Table - This is the table name in the database
                            4. Username
                            5. Machine Name
                            6. Search - This is an open text field. Users can search for records by searching for a "Word" or "Code".  
                          2. Users can schedule the report to automatically email the audit data. For example, an email is sent to the IT department end of every day with the audit report.

                          Steps to View Audit Data

                          1. Select the Audit Table
                          2. Select the Date Range
                          3. Click on the "Search" button. The will load the data in the "Audit Data" section. Refer to Figure 1.

                          How to read the Audit Data

                          1. The audit data keeps track of new, modified and deleted records. It also captures any changes made through SQL  scripts. Referring to Figure 1:
                            1. Sequence ID 1 shows that month "January" is added to calendar 2022 . The "Action" column reads "Inserted".
                            2. Sequence IDs 2 and 3 show that the description of the month was changed from "January" to "Jan". The "Action" columns reads "Update From" and "Update To".
                            3. Sequence ID 4 shows that the period for "January" was removed from the calendar. The "Action" column reads "Deleted".
                            4. Sequence IDs 5 and 6 show that the record was modified using a script where the "Program Name" is updated with source as "Microsoft SQL Server Management Studio - Query".

                          Steps to Export Audit Data

                          1. Select the Audit Table
                          2. Select the Date Range
                          3. Click on the "Search" button. The will load the data in the "Audit Data" section.
                          4. Click the option to export to either "PDF", "XLS", "XLSX", "DOCX", "RTF" or "CSV". 
                            1. This will download file in the selected format.

                          Figure 1: Audit Data

                          [TOP]

                          4.13.3 Audit Setup

                          Audit Setup is used to setup "Change Tracking" on a database table. The administrators can set an audit for a menu to be aware of the actions of the users.

                          1. Contact Link Technologies support to identify the tables that needs to be audited.
                          2. To view the audited data navigate to the " Audit data " page. 

                          Steps to Setup Audit

                          1. Edit the record and enter below details: Refer to Figure 1. 
                            1. Table Name - Enter the table name in the database.
                            2. Description - Enter the a brief description.
                            3. Menu Code - Enter the menu code of menu to audit. The menu code is maintained under "Global Administration - Menu Maintenance"
                            4. View Name - Enter the " View " name to audit selective columns in a table. Contact your Database Administrator or Link Support  to create a view. 
                            5. Is Custom - "Is Custom" is used to allow for customisation in setting up audit. Contact Link Support  to setup custom scripts.
                            6. Insert - Enable the "Insert" checkbox to track all records added to the database.
                            7. Update - Enable the "Update" checkbox to track all records modified in the database.
                            8. Delete - Enable the "Delete" checkbox to track all records deleted from the database.
                            9. Days to Keep - Number of days the audit data will be kept.

                          Steps to remove Audit from a Table

                          2. Untick "Insert", "Update" and "Delete" OR
                          3. Click on the "Delete Icon".

                          Notes

                          1. There is limitation of 60 columns in a table that can be audited at a time.

                          Figure 1: Audit Setup 
                           

                          [TOP]

                          4.13.4 Change Company

                          Change Company is used to switch between multiple companies.
                          1. Users will be able to choose between companies for which they have access. Company access is managed under "Global Administration -> User Maintenance".
                          2. When a user switches to  another company, the "Default Company" in menu "Global Administration -> User Maintenance" is updated. The next time the users logs in, they will be redirected to the last company they were logged in.

                          Figure 1: Change company. 
                           

                          [TOP]

                          4.13.5 Company

                          Company  contains details of the registered entity. Company setup is required for below functionalities:

                          1. "Registered Company Name" is used for licence request .
                          2. Linkweb web configurations are separated by companies.
                            1. Clients who use POS /Inventory modules must use the company code "1001".
                            2. Other modules support multi company setups.
                          3. Users can upload the logo for company. The company details and logos are printed on all reports and receipts.

                          Steps to setup Company

                          1. Add a new record.
                          2. Enter the below details:
                            1. Company ID - Enter a code which can be a set of alphanumeric values to uniquely identify each supplier.
                            2. Registered Name - Enter the "Registered" company name.
                            3. Trading Name - Enter the "Trading"  company name.  This is the name used for company operations and publicity. 
                            4. Tax ID - Enter the "Tax Identification Number" of the company.
                            5. Address 1 to Address 3 - Enter the physical location of the company.
                            6. City - Select the city of the company. City is maintained under "Linkweb - Company Administration - Dropdowns - City".
                            7. Post Code - Enter the postcode or zip code for the supplier.
                            8. Post Address Line 1 to 4 - Enter the postal address of the company.
                            9. Phone -  Enter the phone number of the company.
                            10. Fax -  Enter the fax number of the company.
                            11. Phone Support - Enter the phone number for urgent queries.
                            12. Website - Enter the "URL or Link" of the company website.
                            13. Email - Enter the email address of the company.
                            14. Notes - This is an open text field, users can enter desired content.
                            15. Sales Tax Rates - Enter the tax rate used for selling.
                            16. Home Currency Code - Select the operating currency for the company. Currency list is maintained under "Global Administration - Currency" .
                            17. Disabled - "Disabled" records and will not appear in any lookups . Edit the record and "UN-tick" disabled to activate a record.
                          3. Expand into the details
                            1. Enter "Notes and Attachments". Company Logo is uploaded as an attachment.

                          Figure 1: Company 
                           

                          [TOP]

                          4.13.6 Create New User

                          Create New User/ Sign Up  is used to create new user accounts.

                          1. Create New User or Sign Up
                            1. "Create New User" is used in a scenario where the system administrator creates the login details for a user.
                            2. When a user is created, they are assigned access to use the system based on role "All Users".
                          2. The "Create New User/ Sign Up" form shows the "Username and Password" requirements. Refer to Figure 1.
                            1. The "Security Question" and "Answer" is required.  This is used to validate employee details at Password Recovery .
                          3. Once the user account has been created an email notification is sent to the user with the registration details.

                          Note:

                          1. When a user account is created from the login page, the two-factor authentication is enabled. Users will need to use the email 2FA when logging into the system. 
                          2. When a user account is created from menu "Global Administration -> Create New User", the two-factor authentication can be disabled.

                           Figure 1: Create New User/ Sign Up

                           

                          [TOP]

                          4.13.7 Currency

                          Currency is used to create and maintain a list of foreign currencies and their exchange rates. Foreign Currencies are used to:

                          1. Purchase goods from international suppliers.
                          2. Process sales from LinkPOS using Foreign Currencies.

                          Notes

                          1. The "Default Currency" is the "Home Currency" and is setup in menu "Company ".
                          2. The foreign currency rates must be setup against the "Home Currency". For example,
                            1. The "Home Currency" for company A is "Australian Dollars (AUD)".
                            2. Company A buys "Fiji Water" from Fiji where the payment is made in "Fijian Dollars (FJD)".
                            3. Set the exchange to covert "AUD" to "FJD" under currency code "AUD".

                          Steps to create Currency:

                          1. Add a New Record
                          2. Enter below details
                            1. Code - Enter a code which can be a set of alphanumeric values to uniquely identify each currency.
                            2. Description - Enter the detailed description of the currency. 
                            3. Notes  - This is an open text field, users can enter desired content.
                            4. Void - Void records will be "Disabled" and will not appear in any lookups . Edit the record and "UN-tick" void to activate a record.
                          3. Expand  into the details to add the "Exchange Rate"
                            1. Select the "Currency Code".
                            2. Date From and Date To - Enter the date range for which the exchange rate is valid.
                            3. Buy Rate - "Buy Rate" is the rate used to purchase good from international vendors.
                            4. Sell Rate - "Sell Rate" is used to sell goods with "Foreign Currencies" in LinkPOS.
                            5. Notes  - This is an open text field, users can enter desired content.    
                          4. Add Notes and Attachments

                            Figure 1: Currency

                            [TOP]

                            4.13.8 Database Backup

                            Database Backup is used to create and maintain backup files.

                            1. Users can create a manual backup:
                              1. Before updating a pay .
                              2. Before processing "End of Year"
                              3. Backup database for upgrade.
                            2. Automatic backups are created by “Process SYS003 - Database backup. Removes old backups based on retention days".

                            Notes

                            1. The backups are created by the background process “SYS001 - Server process used to prepare alerts and complex computation."
                            2. The backup is created as :
                              1. A "Full" database backup.
                              2. The backup "Compression " is based on the SQL Server defaults.
                            3. If the configured backup path is not found, the backup will created in the SQL Server default path.
                              1. Do not use the "Operating System" or the "Data" drive (where SQL data files are stored) for backup.
                              2. If "Data" drive is full, the SQL server will go into "Read Only" mode and updates in the system will be terminated due to lack of space.
                            4. Upload a copy of the backup to the Link FTP  (Free Service) as secondary backup.
                            5. Red entry indicates that the backup is incomplete . The backups are created when the entries are marked as “Completed”.

                            Step to create Backups

                            1. Add a New Record
                            2. Enter the "Description" for the backup.
                            3. Enter the "Retention Days"
                              1. This is the number of days after which the backup file is deleted. This limits disk usage so it does not get full.
                              2. The Database Administrator should take a copy of the backup before it is deleted.
                            4. FTP Upload - Tick this option to upload the backup to "Link Technologies Secure FTP". FTP Upload is done by the process "Maintenance tasks used to cleanup temporary files and perform system tasks such as "FTP Upload" to Link Technologies Backup Repository." in menu "Global Administration -> Process Setup "

                            Figure 1 : Database Backup


                            Figure 2: FTP Backups

                            [TOP]

                            4.13.9 Event Log

                            Event Log contains important events in the system. This information can be analysed to improve performance and to resolve failures. For example,

                            1. Information on user login - Administrators can view the time and date a user logged into LinkWeb.
                            2. Error Messages - Administrators will be able to view error messages when a process fails to execute.
                            3. Validation -  Administrators can view why an action can not be saved.

                            Notes

                            1. Users can "Search " the results and "Export" log data.
                            2. Users can delete the log data using the "Delete Log" button. Refer to Figure 1.
                              1. This will delete the logs from the database.
                              2. The "Delete Logs" button will be enabled for users with "Delete " access.
                            3. The background process "SYS004 - Database Clean-Up" automatically removes entries from "Event Log" after the defined number of days.
                              1. Configure the value for rule code "Event Log Days to Keep" in the process rules. 
                            4. The background process " SYS005 - Email alert to send all system log entries that have not been sent previously" sends an email notification with the log data to the configured email addresses.
                            5. Users can edit a record to enter the resolution details and date.

                            Steps to add Resolution

                            1. Edit the record. Refer to Figure 2.
                            2. Enter the "Resolution" details
                            3. Set the "Resolution Date"
                            4. Expand into the details to view the log details.

                            Figure 1: Event Log 
                             

                            Figure 2: Resolution

                            [TOP]

                            4.13.10 File Manager

                            File Manager is used to store files that are used for below features:  

                            Notes

                            1. The location of the files is "LinkWEB\App_Data\FileManager"

                            Steps to Upload File. .

                            1. Select the root folder from list of folders in the left panel. Refer to Figure 1.
                            2. Browse the file to upload.
                              1. Click on the "Browse" option on the bottom right. This will open the "File Explorer ".
                              2. Select the file. Users can upload multiple files at once.
                            3. Click on the "Upload" option.
                              1. The "Upload" command is activated after a file has been selected.
                            4. Uploaded files are listed in the right panel.
                            5. Add Notes and Attachments

                            [TOP]

                            4.13.11 Licence Registration

                            License Registration is used to request or retrieve LinkSOFT software licence.

                             Notes:   

                            1. The License key is unique to the server and database. If you change or move databases to a different server, you should request a new licence key.
                            2. Internet connection is required to access license. Manual license updates are not permitted.
                            3. Invalid licence key will be highlighted in Red. Licence is invalid if:
                              1. The allocated user count exceeds the number of users with access to the system.
                              2. The allocated employee count exceeds the number of active employees.
                              3. The expiry date for the licence key has elapsed.

                            Steps to request Licence:

                              1. Use the company name as "LinkTechnologies - Demo" for all "Demo" and "Trial" licences.
                              2. Use the "Registered" company name of the client for "Live" or "Production" licences.  Company details are maintained under "Global Administration - Company "
                            2. To submit the licence  request, press the button labelled "Request/Retrieve Licence".
                              1. The system will retrieve the license keys
                              2. If this is a first licence request, a trial licence will be issued automatically.
                            3. Contact Link Technologies for full licence or licence renewal.
                              1. Retrieve full License by clicking on "Request/Retrieve Licence " .
                            4. Expand into the details of the licence line to review the "Licence Used By" and "Licence Usage by Employee" details.  Refer to Figure 2.

                            Licence Validation Rule

                            1. Server Licence (SYS) - The system licence is required to access modules in the LinkWEB framework. These includes "Asset Management, Helpdesk, Company Administration, Global Administration", "Integration", "Reports" and "Configurations".
                            2. Integration API (API) - An API licence is required for the following:
                              1. Integration between LinKSOFT and External application (MYOB, Netsuite, Xero, SAGE, JIWA, Epicor).
                              2. TNA Devices - This is an extension to Human Resource Management. The licence is required to use  "Time and Attendance " devices to import data into Timesheet
                              3. Replication - This is an extension to Point of Sale. The licence is required to create server connections for data replication in LinkPOS
                            3. Point of Sale (POS) - POS licence is required to use "Inventory" and "Point of Sales" modules. Includes "Electronic Fund Transfer (EFT)" and "Taxcore Monitoring System (VMS)".
                              POS checks for concurrent user licence.For example:
                              1. A company has 2 cashier checkout counters.
                              2. The company has employed 8 cashiers who work at different shifts.
                              3. This setup will use 2 user licence that will allow both cashiers to log into LinkPOS at the same time.
                              4. There is no limitation on the number of POS users. The user accounts can be created for all 8 cashiers.
                              5. There is no limitation on number of users that can access LinkWEB "Inventory" and "Point of Sales" modules.
                            4. Forecourt Integration (FCI) - This is an extension to Point of Sale. The licence is required to enable "ForeCourt" integration in LinkPOS.
                            5. Human Resource Management (HRM) - The HRM licence is required to use LinkSOFT "Payroll", "Recruitment" and "HRM" features.
                              1. HRM validates licence based on "Active Employee Count". For example:
                                1. Company A has 100 employee profiles out of which only 20 employees are currently employed. 20 "Active Employee Count" licences will be required. 
                                2. There is no limitation on the number of Payroll or HR users.

                            Figure 1: Licence Registration 
                             

                            Figure 2 : Licence Usage

                            [TOP]

                            4.13.12 Menu Maintenance

                            Menu Maintenance contains list of menus and sub menus in LinkSOFT. The maintenance is used to manage the below:

                            1. Tools Tips - "Tools Tips" give information about a menu.
                              1. When a user hovers the mouse over the menu, the tool tip will pop up to show the content. Refer to Figure 2.
                            2. Menu Instructions - Users can add instructions about the menu. These instructions will appear on menu at the top of the page.
                            3. Display Order
                            4. Default Access
                            5. Menu Configuration
                            6. Functional Points.

                            Steps to add Tool Tip:

                            1. Expand into the details of a menu.
                            2. Edit. This will open the "Edit Form". Refer to Figure 1.
                              1. Menu Code - The menu code is system controlled.
                              2. Tool Tip - Enter information about the menu.
                              3. Display Order - This defines the order of the sub menus.

                            Figure 1:  Menu Maintenance

                             

                            Figure 2: Tool Tip

                             


                             

                            [TOP]

                            4.13.12.1 Functional Points

                            Functional Points are used to manage important features of menu. The purpose of functional points to add, edit and delete test cases for "User Acceptance Testing" (UAT).

                            Scenario
                            Customers are required to upgrade to the newest version of LinkSOFT after every release. A pilot upgrade is performed by Link Technologies with the system administrators. The pilot upgrade is aimed to test key features used by the organisation.

                            Functional points allows users to record the feature to test for a menu and mark them as tested. For example, test that users can change password based on client password complexity settings. This can be created as a functional point for menu "Change Password" whereby the user performing UAT will be required to test changing of password before passing the pilot upgrade. Functional Points eliminates the need to remember things to test allowing clients to keep log of the test results.

                            Notes

                            1. Functional points can be mapped to "Helpdesk - Related Item" using the menu code.

                            Steps to add Functional Points

                            1. Navigate to "Linkweb - Global Administration - Menu Maintenance".
                            2. Click on the "Grey Arrow" next to the menu. This will expand to list the sub menus.
                            3. Click on the "Grey Arrow" next to the sub menu and navigate to "Functional Points" tab. Refer to Figure 1.
                            4. Click on the "Green Plus Sign". This will open the edit form to add a functional point.
                            5. Enter below details
                              1. Description - Enter the description of what to test for the new.
                              2. Status - Select the status from the list
                              3. Save. Click on the "Floppy Icon".
                            6. Expand into the details of the functional point, this will load the functional point details. Refer to Figure 2.
                            7. Enter below details:
                              1. Description - Enter the test results.
                              2. Version - Enter the version of LinkSOFT in which was the test was performed.
                              3. Reference - Users can enter referential notes
                              4. Status - Select the status of the test.
                              5. Deleted - This will delete the record.
                              6. Save. Click on the "Floppy Icon".

                            Figure 1: Functional Points 

                            Figure 2:Functional Points Details
                             

                            [TOP]

                            4.13.13 My Account

                            My Account form is used to manage the following:

                            1. Change Password
                            2. Two-Factor Authentication
                            3. Manage Notifications

                            1. Change Password

                            1. Users can read the password requirements on the form before creating a new password.
                            2. The "Security Question" and "Answer" is required.  This is used to validate employee details at Password Recovery
                            3. Users can click on the "Show Another Code" option if the existing code is unclear. This will generate a new code.

                            2. Two-Factor Authentication

                            1. Email
                              1. To enable 2FA using email, tick "Check this box to ENABLE Email Authentication for this account (2FA)" and click "Enable Email 2FA"
                              2. To disable 2FA using email, goto menu "Global Administration -> User Maintenance ". Edit the user and untick "Two-Factor Authentication - Using Email"
                            2. Authenticator App
                              1. To enable 2FA using Authenticator App, follow these steps:
                                1. Scan the QR code or enter manual setup code using your authenticator app
                                2. Verify the QR code is valid by entering the code from your authenticator app.
                                3. Tick "Check this box to ENABLE Two factor Authentication (2FA)"
                              2. To disable 2FA using authenticator app, goto menu "Global Administration -> User Maintenance". Edit the user and untick "Two-Factor Authentication - Using Authenticator App"

                            Note :

                            1. It is recommended that users enable both "Email" and "Authenticator App" two-factor. In cases when the email is not working, users can login using the "Authenticator App".

                            2. The authenticator app uses a "Time-based one-time password algorithm". It is important that the authenticator device's time is synchronized with UTC time to get the correct code.

                            3. Manage Notifications

                            When a user creates an account in LinkSOFT, they are automatically subscribed to receive email notifications. If you do not wish to receive notifications, then you can unsubscribe.

                            Below is a list of email notifications users can subscribe/unsubscribe:

                            Figure 1 : Change Password  
                             

                            Figure 2: Two-Factor Authentication

                            Figure 3: Manage Notifications

                            [TOP]

                            4.13.14 Process Setup

                            Process Setup maintains a list of schedulers required for LinkSOFT to perform tasks. Schedulers are background processes that handle long running and complex tasks.  

                            The schedulers are used for below features:

                            1. Integration
                            2. Emails
                            3. Helpdesk Call Import
                            4. System Processes
                            5. ATO Payroll Integration
                            6. Maintenance Scheduler  

                            Users can choose to use either the “LinkWEB Scheduler" or “Link Technologies Windows Scheduler”.

                            Which scheduler should you use?.  To determine the best option, consider the following:

                            1. The LinkWEB Scheduler
                              1. Useful when you have multiple instances of LinkSOFT installed on the same Web Server
                              2. Managed by the Web Server Application Pool, therefore it can be configured to RESTART at specific times, use a speccific amount of resources and all other options available with the application pool.
                            2. Windoes Scheduler (Link Technologies Service)
                              1. Managed by Windows Service
                              2. Properties of the service can be configred by standard Windows Services
                              3. Is the preferred method for high volume environments
                              4. Can be installed on a seperate machine from the Web Server for load balancing

                            Import Notes on configuring the Scheduler. The scheduler is an independant service that is used to process background tasks. Consider the following:

                            1. Turn the Scheduler OFF when performing an upgrade. If the scheduler is left running, it will attempt to connect to the database and can result in errors
                            2. Turn the scheduler OFF when performing External Maintenance tasks, such as Database Maintenance, Backups etc. Recommend setting the "START Time" to 4:00 AM and the "END Time" to 11:00 PM, which leaves a 5 hour maintenance window for administrators to perform backups or other maintenance tasks. Adjust these times after discussing maintenance options with your systems administrator.

                            LinkWeb Scheduler (Use this with versions of SQL server that have SQL Server Agent Enabled)

                            1. The “Web Scheduler” manages background processes through the application pools in “Internet Information System (IIS)” .
                            2. The web scheduler should be used on servers with a "SQL Server Agent". “SQL Server Agent” is a component of Microsoft SQL. The SQL Agent is available in all of the editions of SQL Server except the SQL Server Express. edition.

                            Link Technologies Windows Scheduler (Use with any version of SQL Server)

                            1. This Scheduler was developed by Link Technologies to service customers that do not have an SQL Agent
                            2. “Link Process” is a “Windows  Service” that executes all processes and acts as an SQL Agent.
                            3. The “Link Process” is installed with the installation on LinkSOFT.
                              1. Users can configure "Link Technologies - Process Service" file to define the server name and database for the process.
                            4. The Link Process should be enabled with “SQL Server Express” editions.

                            Steps to configure Processes

                            1. The "SQL Scheduler" will be auto enabled on server with SQL Agent. Users will be required to turn on the scheduler on "SQL Express" server.
                            2. All other schedulers should be enabled when required.
                                1. Frequency - Enter the frequency in seconds. This is the intervals at which the scheduler will run.
                                  1. API Integrations have a limit on the number of calls per minute thus it recommended to set the frequency as 60 for the integration scheduler.
                                2. Starting At - Enter the time at which the scheduler should start.
                                3. Ending At - Enter the time at which the scheduler should stop.
                                4. Reset Process Source - This will clear the current settings of the scheduler.
                                  1. This can be done when the "web server" is stopped and "windows scheduler" is started.
                                  2. The "Status" of the scheduler will be updated to show the "ownership". The owner is the service running the scheduler. 
                                    1. Users can enable bot the "web server" and the "windows scheduler".  The service that runs the scheduler first will get the ownership. Users can reset the process to change the ownership.
                                5. Enabled - Tick "Enabled" to activate the scheduler.
                              2. If the "Process Maintenance" details are changed, the Scheduler needs to be restarted for the change to take effect. E.g. If the "Integration Scheduler" is enabled and the Windows Service Scheduler is used, the Windows Scheduler Service will need to be restarted.

                            Process Details

                            1. Expand into the details.
                            2. The details contains the below:
                              1. Process Source - This is the service (web server or windows scheduler) running the scheduler.
                              2. Reference - This is the LinkSOFT module using the scheduler.
                              3. Last Start Date - This is the last date and time the scheduler last ran
                              4. Executions Today - This is the number on times the scheduler ran. If the frequency set as 10 and the execution is 6 then the scheduler ran 6 times in 10 seconds.
                              5. Executions -  This is the number on times the scheduler ran in a day.
                              6. Transactions Today - This is the number of times the transactions were transmitted.
                              7. Transactions Total - This is the total number transactions transmitted in a day.

                            Figure 1: Process Maintenance
                             

                            [TOP]

                            4.13.14.1 Maintenance Scheduler

                            Maintenance Scheduler is used to:

                            1. Cleanup temporary files from the following folders:
                              1. LinkWeb\App_Data\Attachments
                              2. LinkWeb\App_Data\UploadTemp
                              3. LinkWeb\Content\Attachments
                              4. LinkWeb\Content\Temp

                                Files are deleted if it has past 24 hours since last accessed.

                            2. Perform "FTP Upload" tasks to "Link Technologies Backup Repository"

                            [TOP]

                            4.13.15 Public Holidays

                            Public Holidays is used to create and maintain list of holidays for a country. Public Holiday settings are used for below features:

                            1. Leave Application  - "Calculate Leave Hours" will exclude Public Holidays.
                            2. Promotional Price setup where users can define a price for holidays.
                            3. Public Holidays entered in system is integrated into payroll based on process "ESS001 - Create "Public Holiday Entitled" time entries for employees marked as "Timesheet".
                            4. Used by Time Management modules
                            5. Pay Awards  Frequency Maintenance

                            Steps to add Public Holiday:

                            1. Select the "Country".
                            2. Select the "State".
                            3. Add a New Record  . This will open the edit form. 1.
                              1. Enter the "Date".
                              2. Enter the "Description" of the holiday.
                              3. "Disable" will mark the entry as "Deleted".

                            Notes

                            1. The system will use the "Public Holiday" settings of the "Country" which is set in menu "Company ".
                            2. For example, if the country setting in the company menu is Fiji. When a leave is applied, the system will check for public holiday dates for country Fiji.

                            Figure 1: Public Holiday
                             

                            [TOP]

                            4.13.16 Role Maintenance

                            Role Maintenance is used to create and maintain roles. Roles are assigned permissions which controls the access for a user. For example,

                            1. User A who is the payroll officer should be able to login and create pays for the employees. The user can be assigned the "Payroll Officer" role.
                            2. User B who is an employee should be able to login and only view their payslip. The user can be assigned the "Employee" role.

                            Notes

                            1. " All User" is a default framework role assigned to all users in LinkSOFT.
                              1. "All User" role is assigned to users who "Sign Up" and "New Users" created in the system.
                              2. Employees automatically created in ESS will have the framework "All User" role plus the configured under "Company Administration - Configuration - HRM - Employee Profile - Default Role Name".
                            2. A client using "Link Recruitment" needs to enable access for recruitment menus for the role "All User". This will allow the applicants to register and use recruitment.
                            3. Administrators can remove "All User" role from "User Maintenance ".
                            4. Roles are used to control "Pay Team" access. For example, t here are two employees "X002" and "X003".
                              1. "Employee X002" is assigned "Pay Team A" and "Employee X003" is assigned "Pay Team B".
                              2. "User A" has access to "Pay Team A", when user "User A" logs in the user will only be able to view the profile of "Employee X002"

                              Steps to create a Role:

                              1. Add a New Record.
                              2. Enter below details :
                                1. Role Name - Enter the role title.
                                2. Description - Enter the detailed description of the role.
                              3. Expand into the details to view the "Users" in the role.

                              Figure 1: Role Maintenance

                               

                              [TOP]

                              4.13.17 Role Menu Access

                              Role Menu Access used to enable or disable access to menus for a role.

                              Access Definitions

                              1. Active -  "Active" access will allow the user to access a menu when they login.
                              2. Add - Activates the "New" icon whereby users will be able to add "New" records.
                              3. Edit - Activates the "Edit" icon whereby users will be able to edit records.
                              4. Delete - Activates the "Delete" icon whereby users will be able to "Delete" or "Void" records.

                              Report

                              1. User Role Menu Access Report

                              Steps to configure access for a menu:

                              1. Select the "Role ".
                              2. Select the menu . Users can search for the menu or navigate through the page list.
                              3. Edit the record . This will open the "Edit Form". Refer to Figure 1.
                                1. Tick the access to enable "Active", "Add", "Edit" or "Delete".
                                2. Save

                              Steps to configure access for multiple menus :

                              1. Select the "Role ". Refer to Figure 2. 
                              2. Select the menus by "Ticking" the check box next to the menu "Group".
                              3. Tick the access to enable "Active", "Add", "Edit" or "Delete" at the bottom of the page.
                              4. Click on "Apply".

                              Notes

                              1. When access is modified for a role, the users in that role needs to log out of the application for the changes to take effect. 
                              2. When a user has multiple role, all access for each role is enabled for the user.

                              Figure 1 : Role Access for a Menu

                              Figure 2: Role Access for Multiple Menus

                              [TOP]

                              4.13.18 Security Token

                              Security Tokens are electronic keys to access the LinkSOFT.

                               

                              The following applications uses the security token:

                              1. Mobile app. The menu lists all requests made to the application using a  Token. 
                              2. LinkSOFT API

                              Figure 1 : Security Token

                              [TOP]

                              4.13.19 User Maintenance

                              User Maintenance is used to create and maintain user profiles.

                              1. User Maintenance contains below information for a user.
                                1. User   
                                2. Role 
                                3. Company 
                                4. Workflow
                                5. Member
                              2. Users can expand into the details and view the "User Access List".  The list contains the menus to which an user has access. Refer to Figure 2.

                              User Security

                              The following user securities apply to how a user can manage, view or access other users in the system:

                              1. FR618 - Can view/manage all users in the system. To manage users assign access to Add/Edit/Delete.
                              2. FR616 - Can view/manage users in my Organisation. To manage users assign access to Add/Edit/Delete. Organisation is assigned in the "User Maintenance" form.
                              3. FR619 - Can view/manage users in my Primary company. To manage users assign access to Add/Edit/Delete. "Primary Company" is assigned in the "User Maintenance" form.
                              4. FR617 - Can view/manage users who have access to my "Logged In" company. To manage users assign access to Add/Edit/Delete.

                              Deleting a user

                              To delete a user, click on the delete icon for the user record. When deleting a user account the system will do the following:

                              1. Mark the user as "Unapproved"
                              2. Remove all access from User -> Company
                              3. Remove all roles assigned to the user
                              4. Remove all members assigned to the user
                              5. Remove all workflows assigned to the user
                              6. Remove all Notes and Attachments for the user
                              7. Log a message in event log that the user account has been deleted.

                              Figure 1: User Maintenance

                              Figure 2: User Access List

                              [TOP]

                              4.13.19.1 User

                              User tab contains general information about the user. 

                              1. Change User Details
                                1. Name
                                2. Primary Company -  This is the primary company the user has access to.
                                3. Email -System generated emails/alerts  for the user is sent to the email address from the user profile.
                                4. Phone
                                5. Mobile
                                6. Reference
                                7. Notes
                              2. Security
                                1. Reset password - The system administrator can "Reset" password for users who has lost or forgotten their password.
                                2. Two-Factor Authentication - The system administrator can enable/disable "Two-Factor Authentication (2FA)"   
                                  1. Option 1: Two-Factor Authentication - Using Email
                                  2. Option 2: Two-Factor Authentication - Using Authenticator App
                              3. User Status
                                1. Approved - A user needs to be "Approved" to able to login.
                                2. Locked - The "Locked" check box will be enabled when a user account has been locked.
                                3. Unlock - The system administrator can unlock the user using the "Unlock User" button.
                                4. Force Password Change - The administrator can tick the option to "Force Password Change".  This will force the user to change their password when they login into LinkWEB or LinkPOS.

                              Figure 1: User Tab

                              [TOP]

                              4.13.19.2 Role

                              Roles are assigned permissions which controls the access for a user. For example,

                              1. User A who is the payroll officer should be able to login and create pays for the employees. The user can be assigned the "Payroll Officer" role.
                              2. User B who is an employee should be able to login and only view their payslip. The user can be assigned the "Employee" role.

                              Steps to add roles

                              1. Select the roles under "Available Roles".
                              2. Click on the "Add selected role to user" option.

                              Steps to remove roles

                              1. Select the roles under "User is in these roles".
                              2. Click on the "Remove selected role to user" option.

                              Steps to delete a role

                              1. Select the roles under "Available Roles".
                              2. Click on the "Delete Selected Roles" option.

                              Steps to create a new role

                              1. In the "Commands" section type the role number in the "Type in new role here" field.
                              2. Click on the "Create role" option.

                              Notes:   Users can add or delete roles from "Global Administration - Role Maintenance "

                              Figure 1: Role Tab

                              [TOP]

                              4.13.19.3 Company

                              Company is used to manage the access company for a user. 

                              Steps to enable company access:

                              1. Edit the record.
                                1. Enter below detail
                                  1. Employee - Enter the "Employee ID" for the user.
                                    1. The "Employee ID" must be updated for a user who is an employee in the system. This will allow the user to create "Time Entries", "Leave Entries" and access "Payslips".
                                    2. The Employee ID is automatically updated if the user account is created from "Employee Maintenance".
                                  2. Rate - Enter the employee rate that should be used for calculation of time entry hours.     
                                    1. This rate is used for "Projects " which use the "Employee Rate".
                                  3. Enabled - Tick the "Check Box" to enable access for the company.
                                    1. User will be able to switch between companies from "Change Company".

                              Figure 1: Company   

                               

                              [TOP]

                              4.13.19.4 Workflow

                              Workflow  is used to manage the approval of documents or processes. The workflow is setup for every user which allows the approval flow to be distinctive.

                              For example,

                              1. Leave for all finance employees are approved by the "Finance Manager".
                              2. Leave for all the supply chain employees are approved by the "Production Manager".
                              3. Leave for the "Finance " and "Production" managers are approved by their "Head of Departments"

                              Notes:

                              1. Workflows are maintained under "Company Administration - Approval Workflow -  Maintain Approval Workflow ".
                              2. When using the "User Workflow" configure the "ESS_EmployeeComboList_Format" rule to use "Custom Approval Path" under "Company Administration - Configuration".

                              Figure 1 : Workflow

                              [TOP]

                              4.13.19.5 Member

                              Members is used to add "Multiple Users" to a user account. This allows a group of users to access the same menus and reports. For example,

                              1. Employee E013, E029 and A006 are part of the "LinkSOFT Project Team".
                              2. Create a user as "LinkSOFT Project Team" and add the 3 employees as "Members".   
                              3. If the user us granted access to the "Call History" reports, all members set for the user will have to the "Call History" report. 

                              If a call is logged in Helpdesk by the user "LinkSOFT Project Team" then:

                              1. "Logged By Me" will show all cases where "LoggedBy" is the "User" and "Members" setup for the user.
                              2. "Assigned To Me" will show all calls where "Assigned To" is the "User" and "Members" setup for the user.
                              3. Case notification is sent to the "User" and "Members" setup for the user.

                              Figure 1: Member Tab
                                                                                              

                              [TOP]

                              5. Point of Sale

                              LinkPOS is a Point of Sale Solution for businesses. LinkPOS will improve business processes and give the organisation a better understanding of their operations.

                              LinkPOS Features
                              • Standalone POS Stations
                              • POS Replication with multiple site
                              • Safe Mode POS Setups
                              • POS and Financial Integration
                              • Vat Monitoring Setup (Applicable in Fiji)
                               
                              LinkPOS Functionalities
                              • Cash Sales
                              • Credit Sales
                              • Layby Sales
                              • Returns
                              • Customer Maintenance
                              • Payments - Cash, Credit Cards, Vouchers, EFTPOS, Foreign Currencies.
                              • Invoicing
                              • Loyalty Points
                              • Shift
                              • Cashier Control
                              • Deliveries
                              • Touch Screen
                              • Fast Scanner
                              • Customer Displays
                              • Fast Keys
                              • Discounts
                              • Prescription Maintenance
                              • Automated Backups and timely System Alerts

                              LinkPOS - Successful Industries

                              [TOP]

                              5.1 Launching Link POS

                              Users can launch Link POS from the shortcut created on the desktop. The following functions are available:
                              1. Change Server / Database details
                              2. Login to Link POS
                              3. Login by scanning a User barcode

                              1. Change Server / Database details

                              To change the Server details, enter "CTRL + Z" on the login form. Refer to Figure 1.

                              1. Connection Type - Used to configure fail-safe . Default value is "Primary Server"
                              2. Server - This is the server name or IP address of the machine on which the database is hosted.
                              3. Database - This the database to which the application will log in.
                              4. Username - SQL Login used to connect to the database. This field is system assigned.
                              5. Password - Enter the password for the "LINKADMIN" SQL Login. See information on "How to change Application SQL User Password "

                              2. Login to Link POS

                              Enter the following details to login to POS. Refer to Figure 2:

                              1. Username -Username for a user assigned by the administrator. New users can be created User Login .
                              2. Password - Password assigned to the user by the System Administrator. Recommended user change password at first login.
                              3. Station - Select the Station Layout

                              3. Login by scanning a User barcode

                              Users can login to Link POS by scanning a barcode which contains a security key. To implement this, follow these steps:

                              1. Configure the  user to login via a Security code
                              2. Print the user key card using the report "Label - Use Login - A4 (64 x 33.8 mm)"
                              3. Scan the barcode on the Link POS login screen.
                              4. This key can also be used to authorize the user within the Link POS application.

                              4. Notes

                              The message "Invalid Username/Password" means one of the following:

                              • Username is invalid
                              • Password is invalid
                              • User account is not approved.

                              Figure 1: Database Connectivity Settings


                              Figure 2 : POS Login Screen

                              [TOP]

                              5.2 Main Screen

                              The main screen consists of menus for "POS configuration" and "Processing". Users will be able to access the menus based on their role access. User access is setup in "Role Menu Access ".

                               
                              The following menus will be access to a user who has full access.
                              1. Point of Sale Maintenance
                                1. Configuration
                                2. Payment Maintenance
                                3. Loyalty Setup
                                4. Multi-Currency Maintenance
                                5. Stations Maintenance
                                6. Reason Maintenance
                                7. Seating
                                8. Customer Maintenance
                              2. Point of Sale Processing
                                1. Start Point of Sale
                                2. Print Banking Slip
                                3. Reconcile & Close shift
                              3. Delivery Management
                                1. Process Deliveries
                              4. Prescription
                                1. Message Maintenance
                                2. Prescription Entry
                                3. Non Prescription labels
                                4. Doctor Maintenance
                              Notes:
                              1. The image on the main screen can be changed from "Point of Sale => Configuration = > Theme (Second Tab). Images files are stored in the "Image Folder" in the "Link Technologies" file.

                              Figure 1: POS Main Screen
                               

                              [TOP]

                              5.3 Maintenance

                              Maintenance menu contains "POS Configuration" and "Setup" details for the below functionalities: 

                              [TOP]

                              5.3.1 Configuration

                              System Configuration contains the below details.

                              [TOP]

                              5.3.1.1 Printers

                              Printers Tab on the configuration menu is used to set the "Printers" on which receipts would print.

                               

                              Steps Printer to set :

                              1. Left Click on the Receipt Type.
                              2. System will prompt a Message "Load Printer Selector". Click "YES"
                              3. Select the printer on which a receipt would print.  Referring to Figure 1.
                                1. All cash transactions will print on "HP Laser Jet M3027 mfp PCL6".
                                2. All credit transactions will print on "Microsoft XPS Document Printer".

                               

                              Figure 1: Printer Configurations

                              [TOP]

                              5.3.1.2 Reports

                              Reports Tab on the configuration menu is used to save the default report file to be used to print reports in Point of Sales. The report files are specific to a report type as each file has different contents. For example the Receipt report file prints the cash sale transactions in POS with the designed format.

                              Report Setup

                              1. Right Click on the Report Path
                              2. Select the report file from \Program Files (x86)\Link Technologies\POSReport.
                              3. Set the Print Count - This is the number of times a receipt will be printed. For example,
                                1. The "Print Count" is set to 3.
                                2. Process a sale and it will generate a receipt for the sale. This receipt will be printed 3 times with the original "Receipt Number" and contents.
                              4. Save Configuration

                              Figure 1: Receipt Assignment in POS.
                               

                              [TOP]

                              5.3.1.3 Scale/Display

                              The Scanner/Display tab defines the setting to configure display.

                               

                              Figure 1: Scanner and Display

                               

                               

                              Table 1 : list configuration under "Scanner/Display" and its functionality.

                              Fields

                              Description

                              Enable Customer Display

                              Enable this field if you have 20 columns by 2 rows customer display.

                              Port Name

                              Select the Customer Display Port Number.

                              Baud Rate

                              Port Baud Rate (9600, 14400, 19200, etc) Note: Baud Rate depends on the Hardware.

                              Handshake

                              Hand Shake type as RequestToSend, RequestToSendXOnXOff, XOnXOff or none.

                              Display Model

                              Select the appropriate model from the drop down list.

                              Display Startup Script

                              DOS Batch file name to be executed to initialise the customer display.

                              Display Rows

                              Customer Display Row Characters. Defaulted to 2.

                              Display Columns

                              Customer Display Column Characters.Defaulted to 20.

                              Stop Bits

                              Stop Bit sent at the end of the character allow the receiving signal to detect the end of a character and to resynchronise with the character steam. Electronic devices usually use one stop bit. Select the appropriate Stop Bit (e.g. 1, 1.5,2).

                              Parity

                              Stop Bit sent at the end of the character allow the receiving signal to detect the end of a character and to resynchronise with the character steam. Electronic devices usually use one stop bit. Select the appropriate Stop Bit (e.g. 1, 1.5,2).

                              Data Bits

                              Default value is 8. Refer to manufacturer specifications .

                              Read Buffer

                              Number of characters to read before processing.
                              Rec Bytes

                              Received bytes threshold for the serial port.

                              Write Buffer Write buffer size for the serial port.
                              Line 1 Display

                              Customer Display line 1.

                              Line 2 Display 

                              Customer Display line 2.

                              Display User

                              Time (in Seconds) to display the change pop up screen.

                              Enable OPOS Scanner

                              When enabled, the cashier logged in is displayed on the customer display.

                              Scanner Name

                              Model number of OPOS Scanner.

                              Scale Barcode Breakdown - Product Code This shows the starting character and length of the product code for scale items in a barcode.
                              Scale Barcode Breakdown - Price

                              This shows the starting character and length of the price for scale items in a barcode.

                              For example, Product Code is 2,4 and Price is 7,4 and the entire barcode is 13 digits in length. From this setup we know that the product code starts from the 2nd digit and is 4 characters in length and price starts from the 7th digit and is 4 characters in length.

                              For example, onions are setup in the Product Master as a scale item with code 1001 priced at $3.94/kg. This item will be scanned in POS as XppppXppppXXX where X denotes a zero, 1st set of p is product and 2nd set of p is price. If a customer buys $10.68 of onions, the Barcode format printed by the scale is: 0100101068000.

                              Customer Display Image File Location

                              Customer Display is a separate screen to display item records as they are processed.

                              This the location or path which contains the images to be displayed. Images can be stored locally or on the network.

                              Customer Display Image Change Frequency This the frequency at which images will change on the display. Frequency is in seconds.
                              Customer Display Monitor Number Users can define the default "Monitor" for customer display. When the user starts "Point of Sale", the customer display will automatically open on the configured monitor. Monitor numbers can be identified under the display setting of the machine.

                              [TOP]

                              5.3.1.4 Integration

                              Integration is to configure details for a Forecourt and Link POS Integration setup.

                               
                              Figure 1: Integration Configuration.

                               

                              Table 1: Field for Integration Configurations.

                              Fields

                              Description

                              Forecourt Enabled

                              Check this box if you want the system to integrate with Enabler card.

                              Auto Connect

                              		 Detailed description for the Role Code

                              Forecourt Server

                              Check this box if you want the system to atomically connect to the Enabler card.

                              Status Terminal ID

                              Enter the Terminal ID for viewing the Enabler Status screen.

                              Transaction Terminal ID

                              Enter the Terminal ID for processing fuel transactions in POS.

                              Terminal  Password Enter the Terminal Password to access Status and Transaction terminals.
                              Test Connection

                              Click the button to test connection to the server and terminals. A successful connection will display this message below:

                              EFTPOS Enabled

                              Check this box to enable EFTPOS.

                              [TOP]

                              5.3.1.5 Theme 1

                              Below features are available under "Theme".
                              1. Set the Background colour of the POSGrid
                              2. Set the colour of each form in POS
                              3. Configure the font size.
                              4. Configure the fonts.
                              5. Configure the images for the fastkeys
                              6. Configure the display name of the "Picture" button.
                              7. Configuration display for the Main Page.

                              Figure 1: Theme Configuration

                              [TOP]

                              5.3.1.6 Theme 2

                              This menu allows the user to setup the image for each form.

                              Figure 2: Theme Configuration

                               

                              [TOP]

                              5.3.1.7 Station Settings 1

                              Generate Setting 1 contains below configurations

                              1. Open Cash Drawer
                              2. Security Options

                               

                              Figure 1: General Setting 1

                               

                               

                              Fields

                              Description

                              Enable Category Search

                              Enable this field when you want to search items by categories. This is quite useful when assigning shortcut keys in the POS screen where the items are categorized by different groups.

                              Log All Errors and Messages

                              Every time an error occurs within POS processing or a wrong item is scanned, this will get logged in the LBS_Log table.

                              Show location on Grid

                              Enable this field if you want to see the location on each line item. This option is usually used when an item is bought from one location and delivery is from another location. The cashier can change the location code on the line item and this location is where stock will be reduced from.

                              Enable Touch Screen

                              If this field is enabled, the system will load a SOFT KEYBOARD whenever user entry is required.

                              Force Delivery Option

                              If this field is enabled, the system will load the Delivery screen whenever a Customer is selected in the Customer field in POS Processing Screen.

                              Allow Edit Misc Items

                              If this field is enabled, the user is able to edit the description for miscellaneous items (set as a Non Quantity Bearing item in the Product Master) when the item is selected in the POS processing screen.

                              Group POS Line Items

                              Enabling this field groups items in one line rather than creating multiple lines when an item is scanned or selected more than once for processing.

                              Load Map Layout

                              Enable this field for the Map Layout Matrix to be loaded for the cashier to select the cells when item description is clicked.

                              BI Fast Build Processing

                              Enable this field when you want the BI Build View to have fast order status change process. In fast processing, the user clicks on the “New Order” button and the status changes to READY and DELIVERED instead of a pop-up window.

                              Default Search Category

                              The user can set the default search category by selecting the category from the drop down list. When assigning shortcut keys, the items tagged to the category which is set as the default search category will be displayed in the search screen.

                              Cash Drawer Type

                              Select the type of cash drawer used. This can be either a USB cash drawer which is plugged directly to the machine through a USB port or a cash drawer which is plugged to a printer.

                              Drawer No

                              Enter the number of the drawer.

                              Cash Drawer Open Command

                              This is batch file which is normally supplied by the cash drawer suppliers. This is used to open the cash drawer.

                              Default Transaction Type

                              When the cashier logs into POS, the default transaction type selected in this field will show in the transaction type field. Other types of transactions are Credit, Lay By, Quotation and Return.

                              Company Code

                              Enter the Company Code to identify the company POS Processing is carried out for if there is multiple Companies setup. Company setup is done in the Organisation Maintenance Menu (Menu ID: 211).

                              System Model

                              The system model entered in this field is used to setup Customer Display as different models are setup differently like IBM POS 500, SABLE and others.

                              BI Auto Remove (min)

                              This is used in BI Build View whereby the orders appearing on the screen will automatically be removed from the screen depending on the minutes configured in this field. Therefore there is no user intervention to manually change the status as the orders are processed.

                              BI Flag Time (min)

                              The BI Build and Customer view shows the duration it takes for an item to be ready. Once the duration exceeds the specified time configured in this field, the duration column changes colour to blinking red notifying the cook that the expected time of delivery has exceeded.

                              BI Refresh Interval (sec)

                              The number set here will refresh BI screens at this interval, for example, if the Refresh Interval is set to 10, BI Screens will be refreshed with any new transactions after every 10 seconds.

                              Picture Button Tag

                              The name of the picture button appearing on the POS screen is configurable. The user can modify the name of the picture button specific to their business and the items which are assigned within this menu button.

                              Image File Location

                              Location where Picture Group Screen images are stored.

                              Available Locations

                              Locations that the cashier can choose from POS when making a sale.

                              Default Location

                              Default location to assign when the POS Screen is loaded.

                              Report Location

                              Location where POS reports are stored.

                              [TOP]

                              5.3.1.8 Station Settings 2

                              Generate Setting 3 contains the below settings.

                              1. Cash Receipt Threshold -  Threshold is the  transaction value for which system would print the receipt. For example if the Threshold is set as 20.
                                1. Cashier makes a sale of $15.00. Receipt will not print.
                                2. Cashier  makes a sale of $25.00. Receipt will print because 25 is greater than 20.
                              2. Combine PARK transactions to an existing PARKED transaction - This configuration allows  users to add more products in an already parked transaction. For example, "Customer A" ordered pizza, this order was parked. After 15 minutes "Customer A" orders fries. Cashier can combine fries in the parked transaction for pizza.
                              3. Default POS Customer Search Group - Default POS Customer Search Group is used to default customer search list based on Customer Type . For example, "Customer A" has the customer type as "Staff" and "Customer B" has the customer type is "NGO". If the "Default POS Customer Search Group" is set  to "Staff", only "Customer A" will appear in the customer lookup in POS.
                              4. Enable Fast Cash Receipt Mode - If "Enable Fast Cash Receipt Mode" is set to "Yes",  when the cashier saves a sale system will directly open "Payment Details" screen for the cashier to enter the cash amount received.If the configuration is "No", a  list of payment options would be loaded and the cashier is required to select the applicable payment option.
                              5. Force Customer selection on PARK - If "Force Customer selection on PARK" is set as "Yes", the customer search screen will open to select the customer before parking a transaction.
                              6. Grid Height in pixels -  Grid Height in pixels is used to configure the height of a row on the POS Grid. Rows are created when items are loaded on the POS Grid. Default row size is 30 pixels.
                              7. Print Bulk Item on PARK -  If "Print Bulk Item on PARK"  is set to "Yes", system  will print a Bulk slip when the cashier parks a transaction. This is only applicable for products that have "Bulk Item" enabled on the Product Master .
                              8. Print Non-Bulk Item on PARK -  If "Print Non-Bulk Item on PARK"  is set to "Yes", system will print a Non-Bulk slip when the cashier parks a transaction. This is applicable for products that do not have "Bulk Item" enabled on the Product Master .
                              9. Print Park Transaction Slip -  If "Print Park Transaction Slip" is set as "Yes", system will print a park slip when the cashier parks a transaction.
                              10. Prompt for additional notes on PARK - If "Prompt for additional notes on PARK" is set to as "Yes", system will open the notes screen for the cashier to enter notes when parking a transaction.
                              11. Prompt to email customer documents (Y/N)
                                1. If the configuration is set to "No", a  receipt will be printed after a sale is completed in POS.
                                2. If the configuration is set to "Yes", below options will be available after a sale is completed in POS
                                  1. Print Receipt
                                  2. Email Receipt - "Email" option does not email "Bulk and Non Bulk" slips. These slips are printed.
                                  3. Print and Email Receipt -"Print and Email" option does not email "Bulk and Non Bulk" slips.
                                  4. Cancel - "Cancel" option prints  "Bulk and Non Bulk" slips.
                              12. Below configuration is required to configure VAT Monitoring System in Fiji.
                                1. ESDC Setup
                                  1. Tax Integration (ESDC) API URL - Enter the API URL. For Example, http://192.168.0.107:8180 . "192.168.0.107" is the IP of the machine on which SoftESDC is installed. "8180" is standard.
                                  2. Tax Integration (ESDC) is Enabled (Y/N) - Set ESDC is Enabled to "Yes" to activate ESDC.
                                  3. Tax Integration (ESDC) Secure Card PIN - Enter the Secure Card PIN. This will be provided by FRCS.
                                2. VSDC Setup
                                  1. Tax Integration (VSDC) API URL - Enter the API URL. Default URL is provided by FRCS.
                                  2. Tax Integration (VSDC) Certificate Serial Number - Enter the VSDC certificate serial number.
                                  3. Tax Integration (VSDC) is Enables (Y/N) -Set VSDC is Enabled to "Yes" to activate VSDC.

                              Steps to Configure Settings

                              1. Click on the required setting. The configuration box will open.
                              2. Enter the required setting under the "Value" section.
                              3. Click on "Save"  to save changes.

                              Figure 1 : General Setting 3

                               

                              [TOP]

                              5.3.1.9 Global (All Stations)

                              Global configuration contains various settings for POS functionalities.

                              Table 1 : Global Configuration

                              Flag

                              Configuration

                              		 Functionality 

                              Common

                              		Allow duplicate allocation of map matrix (Y/N)  
                              Cash Sale Rounding

                              Configure the whole number to which sales amounts will be rounded to.

                              For example, if the cash sale rounding is set as 5.

                              • A sales of 12.02 will be rounded to $12.00
                              • A sale of 12.04 will be around to $12.05
                              Default Company ID for POS Configure the default Company ID for the POS setup. Locations under this company will be available for POS processing.
                              Display text for Company tax (TIN/ABN)

                              Configure the unique code that defines that business or tax identification number of a Company. The configured label appears on all POS receipts.

                              For Example,

                              • TIN - Tax Identification Number in Fiji.
                              • ABN - Australian Business Number
                              Display text for Tax Codes (GST/VAT)

                               Configure the applicable tax code. The configured tax code appears on relevant receipts.

                              For Example,

                              • VAT - Value Added Tax in Fiji
                              • GST - Goods and Services Tax in Australia.
                              Home Currency (Reporting Currency)

                               Configure the currency code that is used by the company.

                              For Example,

                              • FJD - Fijian Dollars
                              • AUD - Australian Dollars

                              Configuration

                              Maximum Allowed Amount

                              Used in Inventory Price Change as well as in Payment Entry in the POS form. This is the maximum amount that can be entered by a user.

                              For example, if the maximum amount is set as 500.

                              • Cashier will not be able to change items price more than 500.
                              • Cashier will not be able to enter more than 500 in payment entry

                               

                              Maximum Allowed Quantity

                              Used when the POS Line Quantity is changed by the user. This is the maximum quantity that can be entered by a user.

                              For example, if the maximum amount is set as 5.

                              • Cashier will not be able to change item quantity to 6. However cashier can scan the items 6 times and sell it.
                              Maximum Allowed Change Amount

                              Maximum Allowed Change Amount (allow for cash out in this limit).

                              For example, if the maximum amount is set to 100 then the change amount cannot exceed 100.

                              Customer

                              Customer Fleet Card End Identifier.

                              		 A card is issued for customers with Fleet setup. Users need to configure the card end identifier. This is used to validate the card when its scanned/swiped. The "End Identifier" is provided by the card supplier.

                              Customer Fleet Card Start Identifier.

                              		 A card is issued for customers with Fleet setup. Users need to configure the card start identifier. This is used to validate the card when its scanned/swiped. The "Start Identifier" is provided by the card supplier.
                              Inventory

                              Bulk Flag Caption

                              		 Configure the field description for bulk items. These are items that are not shelved in the store. For example, Kerosene refill. The description of the bulk flag is updated on the Product Master. By default, the flag is labelled as "bulk Item".

                               

                              Create Inventory Item if does not exist.

                              If the configuration is set to "Yes", users will be able to create new inventory from POS -"Product Maintenance".

                              For Example, product AB1009 has not been updated on the inventory list but placed on the shelves for sale. If the cashier scans item AB1009 in POS, the "Product Maintenance" screen will open for the users to create the item.

                              Layby Layby Deposit Percentage

                              Layby Deposit Percentage is the percentage of payment that must be paid to process a standard layby.

                              For example, the percentage is configured as 15. When processing a Lay By worth $300.00 customers need to make $45.00 payment as deposit.  300*0.15 =45.00

                                Special Order Deposit Percent Special Order Deposit Percent is the percentage of payment that must be paid to process a special order layby.

                              For example, the percentage is configured as 15. When processing a Lay By worth $300.00 customers need to make $45.00 payment as deposit.  300*0.15 =45.00

                              Loyalty Automatically Update Loyalty Category

                              If this configuration is set to "Yes" the system will automatically update the loyalty categories. Loyalty categories include 'Bronze", "Silver", "Gold" and "Platinum". Loyalty Category is updated based to the category points.

                              For Example,

                              • Bronze has the point range of 0 to 1000.
                              • Silver has the point range of 1000 to 10000.
                              • Once a customer exceeds 1000 points, the system will update the category for the customer to Silver.
                              Category description for Gift Voucher The default configuration is "Gift Voucher". This is used for Gift Voucher setups.
                              Enable loyalty points accumulation Enable this configuration for the system to accumulate and calculate loyalty points. Loyalty points are updated when payments are updated.
                              Loyalty Card Identifier. A card is issued for customers with Loyalty setup. Users need to configure the card end identifier. This is used to validate the card when its scanned/swiped. The "Loyalty Card Identifier" is provided by the card supplier.
                              Loyalty Points to a Dollar

                              Loyalty Points to a Dollar is the conversion rate for the loyal points to a dollar value.

                              For example, customer has loyalty points of 30. Configured "Loyalty Points to a Dollar " is 0.1. The customer will receive a shopping of $3.00 [30*.1] when the points are redeemed.

                              Voucher Valid Days used by menu 721-Loyalty Adjustment. This is the number of the days the "Gift Voucher" is  valid when redeemed.
                              Performance Concatenate year/month to POSCASH account code (Year/Month/None)

                              Concatenate is a feature to group cash sales by  "Year" or "Month". By default concatenate is set to "None". It is recommended to concatenate cash sales by month for easier reconciliation.

                              System will automatically create a new cash customer every month with the naming structure as POSCASH-YEARMT for example, POSCASH-201808. Sales for each month will be reflected under the respective POSCASH customer.

                              Number of Ping retries before automatic switching Configure the number of times the system will try to connect to the primary server before switching to the backup server when a connection fails.
                              Number of rows to display for POSCASH, if actual transactions exceed this value then cash sale transactions are summarized by month.

                              Users can define the maximum amount for cash sales after which the system will group sales by month. This is performed to easily load invoices on the customer screen for POSCASH. If the sales are over millions the customer screen would crash.

                              For example, configure the value as 100. Once the transaction value exceeds $100.00 for a month, the invoices and payments will be grouped by the month and year. For example, 2018 AUG. All sales will be grouped by year and month under the POSCASH customer.

                              PIZZA Auto Increment by 0.5 This is used by custom Kits. Item's starting with this code will increment in quantity by 0.5
                              Auto Increment by 1 This is used by custom Kits. Item's starting with this code will increment in quantity by 1
                              Do not allow quantity change This is used by custom Kits. Item's starting with this code will not allow qty change
                              Pizza Topping Mask This is used by custom Kits. Item's starting with this code is used for Pizza Topping and the price is set to zero as this is used to identify Pizza Topping
                              Use Kit Price instead of components Use the kit item price instead of summing up the kit components
                              POS POS Details Field 1 This is an open text field. Users can configure the field labels for Line Item Notes. Line Item Notes are displayed at the bottom with the list of items sold on a receipt. By default this field is labelled as "Serial No".
                              POS Details Field 2 This is an open text field. Users can configure the field labels for Line Item Notes. Line Item Notes are displayed at the bottom with the list of items sold on a receipt. By default this field is labelled as "Model No".
                              POS Details Field 3 This is an open text field. Users can configure the field labels for Line Item Notes. Line Item Notes are displayed at the bottom with the list of items sold on a receipt. By default this field is labelled as "Manufacturer".
                              POS Details Field 4 This is an open text field. Users can configure the field labels for Line Item Notes. Line Item Notes are displayed at the bottom with the list of items sold on a receipt. By default this field is labelled as "Notes".
                              POS Header Field 1 This is an open text field. Users can configure the field labels for Order Notes. Order Notes are displayed at the top before the list of items sold on a receipt. By default this field is labelled as "Customer Name".
                              POS Header Field 2 This is an open text field. Users can configure the field labels for Order Notes. Order Notes are displayed at the top before the list of items sold on a receipt. By default this field is labelled as "Post Code".
                              POS Header Field 3 This is an open text field. Users can configure the field labels for Order Notes. Order Notes are displayed at the top before the list of items sold on a receipt. By default this field is labelled as "Email".

                              POS Header Field 4

                              		 This is an open text field. Users can configure the field labels for Order Notes. Order Notes are displayed at the top before the list of items sold on a receipt. By default this field is labelled as "Notes".
                              Prescription Charge Tax Prescription  Charge Tax Prescription set to "Yes", will calculate tax on items sold in a prescription.
                                Dispensary Markup (%) Dispensary Markup % is the percentage to markup to charge on a item's cost to determine the new selling price. For example, if an item cost $3.00, tax is 9% and the Markup is set as 35 then the new selling price is calculated as $4.41 (3x1.09x1.35)
                                Prescription Print Setup M = Markup %, P = Price Structure

                               Configure the price component to be used in the creation of Prescriptions.

                              • M - Uses the Markup % to calculate new selling price.
                              • P - Uses the product prices set on the inventory master .
                                Prescription Print Price Default Flag (Y/N) "Prescription Print Price" set to "Yes" will print the price on the prescription labels.
                                Surcharge on prescription items Surcharge is the additional fee charged on prescription, for example "admin fee".Users can enter the applicable fee amount. 
                                Surcharge on prescription items tax code Enter the tax code that has the tax rates applicable to the surcharge amount.
                                Update Item Prescription on change (Y/N) "Update Item Prescription" set to "Yes" will update details about the prescription item. For example prescription 1 is created with item X and instruction as "Keep Away from Children". When the users create prescription 2 with the item X, the instructions will be automatically updated when the item is added.
                              Replication Replication Data Transfer Index This field is auto updated for setups with replication.
                              Report Overdue Message to display in Customer Statement This is an open text field. Users can add any notes or details. This will appear on statements for all customers.
                                Sales report use Header or Line Location

                              Configure the Location to use be used in Sales Report.

                              • Header (H) - Report will be generated for the "Default Location" configured.
                              • Line Location - Report will be generate for the Location which was used to process the sale. Users can change the location on the POS Grid. List of locations are configured under "Available Location ".
                              Sale Allow Partial Returns

                              "Allow Partial returns" set to "No" will disallow users to change the return quantity.

                              For example, a sale of PNT01 was processed with quantity as 3. When processing the return cashier must return the full quantity.

                              Quantity change will be allowed if the configuration is set to "Yes".

                                Change sales person to user that authorizes the transaction

                              If this configuration is enabled then the salesperson in POS will be updated with the user who authorizes a sale.

                              For example, the cashier does not have access to process a "Quotation" from POS. However, if required the supervisor can authorize the cashier to quote a customer thus the salesperson for the transaction is updated with the supervisors details.

                                Default Float Amount at Shift Open Float is the amount of cash placed in registers at the beginning of a shift. The configured float amount will be reconciled at shift close.
                                Force sales person prompt on save for cash, credit and Lay By sale. This configuration set to "Yes" will open the sales person list when saving a transaction. This is to allow the cashier to select the sales person who severed the customer.
                                If the sale type is CASH, change the stored procedure to force the customer to be the CASH Sale Customer.  
                                Item code for automatic Delivery Charge Configure the "Product Code" for delivery charge. Delivery Charge is created as a "Non Quantity Bearing" item. When a POS sale is marked for delivery, this code is added to the sale to charge for delivery.
                                Sales Person List.

                              The Sales Person List loads all sales person in a POS Setup. The configuration determines which record to show on this list.

                              For Example,

                              • U - If the configuration is set o "U", the sales person list is be extracted from the list of users in the system. This will include only users who have the "Default Location " as the location in which the sale is been processed.
                              • C - If the configuration is set o "C", the sales person list is exacted from the list of customers in POS whose "Customer Type" is staff.

                               

                                Short Surplus Buffer Users can configure the acceptable shortage amount for a shift. If the shortage amount is greater than the configured amount an invoice is created for the cashier for payment. The invoice can be verified on the customer maintenance in POS. Search for the cashier.
                              Security Login using customer secure card Enable this configuration to allow users to login into POS using a security card. The card will have a barcode which can be scanned on the POS login.
                                Login Identifier - End Users need to configure the card end identifier. This is used to validate the card when its scanned/swiped. By default the end identifier is PWD.
                                Login Identifier - Start Users need to configure the card start identifier. This is used to validate the card when its scanned/swiped. By default the start identifier is PWD.

                              [TOP]

                              5.3.2 Payment Method

                              Payment Methods are various payment options with which customers pay for their transactions for example, cash, credit card and the like.
                               
                              Notes:
                              1. "Cash", "Cheque", "Credit Card", "EFTTPOS", "Account","Foreign Currency", "Shopping Vouchers", "Gift Voucher" ,"Credit Note" and "Refund" are created by default.

                              Steps to create a Payment Method

                              1. Navigate to Payment Method
                              2. Click on an empty entry.
                              3. This will open the Payment Method Configuration screen.
                              4. Configure the relevant details for the payment method.Refer to Table 1.

                              Table 1: Field Description for Payment Method Configuration

                              Fields Description
                              Fast Key

                              Fast key is system assigned for faster payment processing. Cashiers can select the payment method using the Fast Key in POS. Fast Keys include the 12 function keys on the keyboard.

                              Payment Method

                              		This is the description of the payment method.

                              Header 1 , 2, 3 and 4.

                              These are open text field for the users to define the necessary information that should be obtained when receiving payments.

                              For example, the cheque payment would require the cheque number. Users can add the text "Cheque Number" in the Header. This will appear on the payment screen for the cashier to enter the actual cheque numbers.

                              Required?

                              Tick the "Required" check box to make the header detail mandatory.

                              For example, if the header is configured as "Cheque Number" and "Required" is ticked the cashier will not be able to process a cheque payment without updating the cheque number.

                              Field Type

                              Users need to specify the "Field Type" for each Header. Field Types include

                              • Date Field - This will load the calender for the user to select the date.
                              • Lookup Field - This will load the payment list. Payment List is maintained in POS Web.
                              • No Field - No Field will only display the text from header.
                              • Text Field - This will be an open text box for the users to enter relevant details.
                              Lookup List If the field type for a "Header" is setup as lookup field, the user should specify the lookup list. The Lookup List is maintained in POS Web.
                              Verify From List

                              Required fields cannot be duplicate for a Payment Method in a Sale when "Verify from List" is ticked in Payment Method.

                              When "Verify from List" is ticked, the value in this field MUST exist in the Lookup List. Note that the "Required" field is ignored if "Verify from List" is ticked.

                              Surcharge & Is Percent

                              Enter the surcharge value that is charged with the respective payment.

                              Note:

                              • If the "Surcharge" is a fixed amount, enter only the surcharge amount.
                              • If the "Surcharge" is a percentage, enter the surcharge amount and tick the "Is Percent" check box.  For example, 2% surcharge on all credit card payments.
                              Bank Account & Include in Banking Report

                               The Bank Account Number can store.

                              1. Bank Account number in which the payment will be deposited.
                              2. General Ledger account number for the payment method. This is setup for FMIS and Link POS.

                              If "Include in Banking Report" is enabled then the amounts received for the payment method will be output in the Banking Report for deposit.

                              Shift Variance Enter the shift variance General Ledger account. This is setup for FMIS and Link POS. A journal will be created for the account when a shift is closed with a shortage or surplus.
                              Is Multi currency

                              Multi currency will allow users to process payment with different currencies. Tick the "Is Multi currency " to enable this setting.

                              For example, if "Multi currency " is enabled for payment method cash then when the cashier select the payment as cash a "Payment Method" form will open with the list of currencies to choose from.

                              Is Active Mark the payment method as "Active" to  allow the cashier to view and process payment in POS.
                              Is EFT Enable EFT for payment methods which is directly transferred to the bank. These are payments initiated through an electronic terminal example EFTPOS.
                              Is System Is System payment methods are designed in the application for payment processing. No changes should be made to the default settings.

                              Figure 1: Payment Maintenance

                              Figure 2: Payment Method Configuration

                              [TOP]

                              5.3.2.1 Payment Surcharge

                              Surcharge are fees are charged with specific payment method. For example, processing payments with a credit card.

                              Notes:

                              1. The Surcharge amount should be configured on the payment method. Refer to Figure 1.
                                1. If the "Surcharge" is a fixed amount, enter only the surcharge amount.
                                2. If the "Surcharge" is a percentage, enter the surcharge amount and tick the "Is Percent" check box.  For example, 2% surcharge on all credit card payments.
                              2. A product will be created as "SURCHARGE" on the product master. This is system created and used for the completion of sales where surcharge is applicable. Changes to the setup is not recommended.
                              3. Surcharge is computed on the total sale. Surcharge amount to be paid is populated when the transaction is saved.
                              4. Surcharge payable is added to the transaction total. Refer to Figure 2.

                              Report :

                              1. Payment Surcharge Report

                              Figure 1: Surcharge Setup

                              Figure 2: Surcharge on Transactions
                                

                              [TOP]

                              5.3.3 Loyalty

                              Loyalty contains Loyalty Categories.For example, Bronze, Silver and etc.These categories define:
                              1. Loyalty points auto accumulate based on the transactions of the customer.
                              2. Loyalty points and discount is only allowed when a loyalty card is scanned for the customer.
                              3. Loyalty points available for redeem will be reflected in "Point of Sale - Payment Method" thus customers can pay for goods using the loyalty points earned.

                              Step to create a Loyalty Category

                              1. Navigate to Loyalty.
                              2. Click on the empty row.
                              3. Enter the ID, Description and configure the details as per table 1.
                              4. Save the entry.
                              5. To "VOID" an entry, tick the void check box for the respective loyalty category. To activate the record, unpick the check box.

                              Table 1: Field Description for Loyalty Maintenance

                              Fields

                              Description

                              ID

                              		 ID is a unique code for the loyalty categories. Users can use numbers to list the categories.

                              Description

                              		 Enter the detailed description for the loyalty category.

                              Discount

                              		 Enter the amount of discount that is allowed for a loyalty category
                              Discount Is Per Tick the check box for "Discount Is Per" if the set discount is a percentage discount.
                              Points Factor

                              "Points Factor" determines the points gained for a customer.

                              For example, a customer made a payment of $40.00

                              • If the point factor = 1 then customer will earn 40 loyalty point.
                              • If the point factor = 2 then customer will earn 80 loyalty point.
                              • If the point factor = 3 then customer will earn 120 loyalty point.
                              Points From "Point From" determines the start of a point range. For example, a customer with bronze setup falls in category where points range is from 1000 to X.
                              Points To "Point To" determines the end of a point range. For example, a customer with bronze setup falls in category where points range is from X to 10000.
                              Void Void indicates that the loyalty category is not longer used.

                              Figure 1: Loyalty Maintenance  

                              [TOP]

                              5.3.4 Multi -Currency

                              Multi- Currency contains a list of Foreign Currencies used for payment . The Multi- Currency setup is used to convert the foreign currencies to the home currency. Multi- Currency  is supported in Point of Sale and Purchasing.

                              Notes:

                              1. Currency and default exchange rate are maintained in the Currency menu in Backoffice.
                              2. Foreign Currency sell rate for POS is maintained in the Exchange Rates menu in Backoffice.
                              3. When a transaction is processed the system will use the conversion rates set under "Exchange Rate". If exchange rates are no configured "Default Exchange Rate" under "Currency" will be used.
                              4. Fast Key is the Keyboard shortcut to select the required currency.

                              Steps to setup Multi - Currency.

                              1. Navigate to Multi - Currency
                              2. Click on the empty row. This will open the "Multi Currency Maintenance" form.
                              3. Select the currency
                              4. Enter the preferred fast key. Unused fast key will be depicted by default.
                              5. Tick the "Active" check box.
                              6. Save the record.

                              Figure 1: Multi Currency Maintenance

                              Figure 2: Multi Currency Configuration.
                               

                              [TOP]

                              5.3.4.1 Processing Transactions with Multi-Currency

                              Users need to setup multi-currency before processing sales.
                              1. Create a "Payment Method " with Multi-Currency. Refer to Figure 1.
                              2. Setup Multi- Currency list.

                              Processing POS Transactions

                              1. Navigate to Start Point of Sales.
                              2. Load the products
                              3. Save the transaction. This will open the "Payment Methods" screen.
                              4. Select the payment method as "Foreign Currency".Refer to Figure 2.
                              5. Select the "Payment Currency".Refer to Figure 3.
                              6. System will calculate the foreign amount to be paid based on the exchange rate. Refer to Figure 4.
                              7. Complete the transaction.

                              Figure 1: Multi-Currency Payment Method
                               

                              Figure 2: Payment Methods

                              Figure 3: Payment Currency

                              Figure 4: Payment Details
                               

                              [TOP]

                              5.3.5 Stations

                              Stations can be used to group products and ease POS setup. 

                              Functionality

                              1. Users can create stations which are applicable for the business.
                              2. Setup Fast Keys for a station in POS.
                              3. Login in and process sale using the fast keys specific to the station. Users need to select the station layout when logging into POS.
                              4. Users will be able to search or scan and to process other items in the inventory.

                              For example, a supermarket can have a setup as below.

                              1. 3 cashier checkout. These cashiers only process sale of products arranged in supermarket aisle.
                              2. 1 cosmetics checkout. This cashier will process sale of all cosmetic items in the supermarket.
                              3. 1 liquor checkout. This cashier will process sale of liquor in the supermarket

                              For the above setup, we can create 3 stations as "Grocery", "Cosmetic" and "Liquor". Setup the fast keys for "Comestible" to have all cosmetic items. When the cashier logs in the cosmetician station, POS fast key will be configured with all cosmetician items.

                              Steps to create a Station

                              1. Navigate to Station.
                              2. Click on the empty row
                              3. Enter the description of the station
                              4. Save the record.
                              5. A "Void" record will be disabled from the system. To void a station "Tick" the void check box and Save.

                              Figure 1 : Station Maintenance
                               

                              [TOP]

                              5.3.6 Reason

                              Reasons are used when items are returned in POS and to process "Cash In" and  "Cash Out" transactions. When processing a return, the cashier needs to specify a reason why the item was returned.

                              Steps to create a Station

                              1. Navigate to POS -> Maintenance -> Reason.
                              2. Click on the empty row
                              3. Enter the description of the reason
                              4. Enter the "GL code".
                              5. Tick "Return To Stock" if required. Users will not be able to change the settings for "Return to Stock" of a reason that has been used in previous transactions.
                              6. Save the record
                              7.  To void a reason "Tick" the void check box and Save.

                              Table 1 : Field description for reason

                              Fields

                              Description

                              ID

                              		 ID is a unique code for the Reason.  

                              Description

                              		 Enter the detailed description of the Reason.

                              GL Code

                              		 GL is the General Ledger account for the reason. This is required for FMIS and LINKSOFT integration.
                              Return To Stock

                              Return to stock determines if the inventory is added back to the system when a return is processed.

                              For example, the instock for item PNT01 is 10. Cashier sells 3 of PNT01.

                              1. If "Return to Stock" is disabled and the cashier processes the return of the sale, instock will be 7(10-3) after the return.
                              2. If "Return to Stock" is enabled and the cashier processes the return of the sale, instock will be 10 after the return. The quantity of the return is added to the inventory.
                              Void

                              Void denotes that the reason is disabled on the system.

                                

                               Figure 1: Reasons
                               

                              [TOP]

                              5.3.7 Seating

                              Seating gives a view of seats available for booking. This is used in a cinema setup.

                              Figure 1: Seating

                              [TOP]

                              5.3.8 Customer

                              Customer Maintenance screen details relevant information about the customer. 

                              Customer Maintenance below details.

                              [TOP]

                              5.3.8.1 Features

                              Feature Maintenance contains below details.
                              • File
                              • Payment
                              • Utilities
                              • Report

                              [TOP]

                              5.3.8.1.1 File
                              File menu contains below details.

                              [TOP]

                              5.3.8.1.1.1 New Customer
                              New Customer opens up the form to create a customer in POS.

                              Notes:

                              1. Verify the customer code under the configuration before creating a customer.
                              2. Customer Details must be correctly updated in the system to ensure accurate processing.
                              3. The types of transactions that can be processed for a customer is dependent on the "Customer Type ".

                              [TOP]

                              5.3.8.1.1.2 Save Customer
                              Save Customer saves changes made to a customer record. Users can also save updates using the "Floppy Icon" on the customer screen.

                              Notes:

                              1. Customer Details must be correctly updated in the system to ensure accurate processing.

                              [TOP]

                              5.3.8.1.1.3 New Note

                              New Note  is to create notes for a customer. Notes can include customer specific tasks or any additional details.

                              Steps to Enter Notes

                              1. Select the customer.
                              2. Navigate to New Note. This will open up the form.
                              3. Enter the notes in the space provided.
                              4. Select the follow-up date.
                              5. Save the record.

                              Table 1: Field Description for Notes

                              Fields

                              Description

                              Customer

                              		 Customer code and description will be auto loaded. 

                              User

                              		 User is updated by the system. This is the user who is logged into the POS system when the note was updated.

                              Status

                              Users can update the status of the notes. Status Include

                              • New
                              • In Progress
                              • Deferred
                              • Completed
                              • Waiting
                              • Cancelled

                               

                              Next Follow-up Date Enter the next follow-up date on which the entered notes should be reviewed.
                              Reference Enter additional details in the reference field.

                               

                              Figure 1: New Note
                               

                              [TOP]

                              5.3.8.1.1.4 New Fleet Entry

                              New Fleet Entry is to record Vehicle details of a customer.  The list of vehicles is authorized to use for a credit sale.

                               
                              Functionalities
                              1. Manage general details of a fleet.
                              2. Manage the credit limit for fleets.
                              3. Manage fleet card details and PIN
                              Table 1: Field Description

                              Name

                              Description

                              Customer Code

                              		 Customer code is auto populated. This is the customer for which the user opens the "New Fleet entry" form.
                              Vehicle Number Enter the vehicle's Registration Number.
                              Make Enter the vehicle's Make.
                              Model Enter the vehicle's Model.
                              Year Enter the vehicle's Year of Manufacture.
                              Colour Enter the vehicle's Colour.
                              Engine Number Enter the vehicle's Engine Number.
                              Chassis Number Enter the vehicle's Chassis Number.
                              Transmission Enter the vehicle's Transmission Type.
                              Fuel Type Enter the vehicle's Fuel Type.
                              Credit Limit Enter the vehicle's Credit Limit. If a vehicle is set with a credit limit of zero, this implies the vehicle will use the customer credit limit.
                              Credit Rollover Type Credit Limit rollover type options are Daily, Weekly, Monthly, Yearly, NONE. The credit limit resets based on the type selected.
                              Card Serial Number Enter the Card Serial Number to use for this vehicle.
                              Security Pin Enter the Security Pin. This pin is used to authenticate the card when performing a sale.
                              Card Expiry Enter the expiry date for the card. The card is invalid if it is expired.
                              Deleted Tick this box if you want to delete this record.
                              Save and CloseThis will save and close the Fleet Maintenance screen.

                               
                              Figure 1: New Fleet Entry
                               

                              [TOP]

                              5.3.8.1.1.5 Exit

                              Exit will close the customer form.  It is recommended to save the work before existing the screen.

                              [TOP]

                              5.3.8.1.2 Payment

                              Paymentcontains below details:

                              [TOP]

                              5.3.8.1.2.1 New Payment

                              New Payment can be used to process a "Payment" or "Credit Note" for a customer.

                              Steps to process Payment/Credit Note

                              1. Open the "New Payment" form
                              2. Select the transaction type.
                              3. Select Payment method.
                              4. Enter the transaction amount.
                              5. Enter the description for the payment.
                              6. Enter other relevant details.
                              7. Save the entry.

                              Table 1: Field Description for New Payment

                              Fields

                              Description

                              Shift No

                              		Shift Number is system generated.

                              Payment No

                              		 Payment Number is system generated.

                              Customer

                              Customer is auto updated based on selected customer on the POS customer screen.

                              Date Date is auto updated with current day date. Users can alter the date.
                              Transaction Type Select the transaction type which can be a "Payment" or "Credit Note".
                              Payment Type Select the payment type. Payment Type list all payment options that have "Verify From List " disabled.
                              Amount Enter the payment amount.
                              Description Enter the description of the payment. Description is required for the completion of a payment.
                              Other relevant details Enter other relevant details. The relevant fields are populated based on the payment option selected.

                              Figure 1: Payment Entry
                               

                              [TOP]

                              5.3.8.1.2.2 Payment Adjustment

                              Payment Adjustment  can be used to "Void" or "Refund" payment for a customer.  Adjustment is allowed only for unallocated payments.

                              Steps to process Void/Refund payment

                              1. Open the "Payment Adjustment" form. This will open a list of all unallocated payments.
                              2. Select the payment number. This will open the Payment Adjustment form.
                              3. Select the transaction type.
                              4. Enter the transaction amount.
                              5. Enter the description for the payment.
                              6. Save the entry.

                              Table 1: Field Description for Payment Adjustment

                              Fields

                              Description

                              Adjustment No

                              		 Adjustment Number is system generated.

                              Shift No

                              		 Shift Number is system generated.

                              Payment No

                              Payment Number is system generated.

                              Customer

                              Customer is auto updated based on selected customer on the POS customer screen.

                              Date Date is auto updated with current day date. Users can alter the date.
                              Transaction Type Select the transaction type which can be a "Void" or "Refund".
                              Amount Enter the payment amount.
                              Description Enter the description of the payment. Description is required for the completion of a payment.

                              Figure 1: Payment Adjustment

                              [TOP]

                              5.3.8.1.3 Utilities

                              Utilities contains below details:

                              [TOP]

                              5.3.8.1.3.1 Refresh And Search
                              1. Refresh will update the customer screen.
                              2. Search will open the "Customer Search" screen to select a customer.

                              [TOP]

                              5.3.8.1.4 Report

                              Report contains below details:

                              [TOP]

                              5.3.8.1.4.1 Sales Summary

                              Sales Summary is a report which outputs all the sales made by a customer.

                              The following details are on the report.

                              1. Credit Sales
                              2. Lay by Balances
                              3. Advanced Payments

                              Figure 1: Sales Summary Report
                               

                              [TOP]

                              5.3.8.2 Customer Tabs

                              Customer Maintenance contains below details.

                              [TOP]

                              5.3.8.2.1 Customer
                              The Customer Tab shows the basic information about the customer. 

                              Table 1: Field Descriptions for Customer Tab.

                              Fields Description
                              Customer Code

                              Customer Code is an unique ID to identify a customer. This can be user defined or system controlled.  Refer to POS configuration for  "Next customer Number" setup.

                              Name

                              		 Name is the name of the customer.

                              Email

                              User can enter the email address of the customers. Email address is used for emailing customer statements.Multiple email addresses can be added separated by a "Semicolon" example sera@linktechnologies.com.au;grace@linktechnologies.com.au.

                              Contact Surname/First name

                              		 Enter the names of the contact person for the customer.

                              Street No/Name

                              		Enter the Street details.

                              City/Suburb

                              Enter the City or Suburb details.

                              State

                              		Enter the State details.

                              Post Code

                              		Enter the Post Code.

                              Home Phone

                              		Enter the "Home" phone number.

                              Business Phone

                              		Enter the "Business" phone number.

                              Mobile Phone

                              		Enter the "Mobile" phone number.

                              Credit Limit

                              		This field saves the credit limit for a customer. It is the amount upto which a customer can purchase goods on credit. A credit limit of zero means customer does not have any credit limit

                              Tax File Number

                              		This field saves the Tax identification number for the customer.

                              Notes

                              		Users can save notes about customers in this field.

                              Customer Balance

                              		Customer Balance is system calculated. It computes the outstanding amount left for the customer to pay.

                              Amount Paid to Date

                              		Amount Paid to Date is system calculated. This field shows the amount which has been paid by the customer.

                              Pref Payment Method

                              		Select the payment option that the customer would like to use to make payments.
                              Customer Type This defines the type of the customer. For example, Active or Inactive customer. Customer Type is maintained in POS Web.

                              Start Date

                              		Enter the date on which the customer was created.

                              Insurer

                              		Insurer is applicable for clients using Prescription. For example , create customer "A" with customer type as "Insurance" , this will make customer "A" act as a Insurance Body. User can than tag customer "A" as the insurer for other customers.

                              Policy Number

                              		Enter the insurance policy number for the customer.

                              Credit Rollover Type

                              		This rolls over the credit limit for the customer. For example of the limit is set as 500 and rollover as Monthly. Customer will have a limit of 500 updated every month. Enable process "POS015" for the this functionality.

                              Figure  1:  Customer Tab
                               

                              [TOP]

                              5.3.8.2.2 Loyalty and Pricing
                              Loyalty and Pricing is set for customers with loyalty plan. A customer loyalty program is a reward program to give  customers discounts, special prices and rewards.

                              Notes:

                              1. When processing transactions for a Loyalty Customer, the loyalty card needs to be scanned which will automatically load the customer Name in the Customer Field. If the customer is entered manually, discounts on items will not be applied.
                              2. If a Customer has Price Level & Price Class flag, Loyalty Discounts will not apply.

                              Table 1 : Filed Description for Loyalty and Pricing

                              Fields

                              Description

                              Loyalty Customer

                              		 Tick "Loyalty Customer" check box to enable loyalty settings for a customer.  

                              Category

                              		 Select the category that is applicable to the customer. The customer will gain loyalty points and discounts based on the category.

                              Loyalty Points

                              		 Loyalty points is auto accumulated. This is the sum of the payments made by a customer.
                              Points Redeemed

                              Points redeemed is the points claimed by the customer.

                              Balance

                              Balance outputs the available points for the customer. Balance = Loyalty Points - Points Redeemed.

                              Security Enter Customer's unique security ID. For example, a security ID for a customer can be 111122223333. Enter the ID with the identifier combination to automatically select the customer in the POS screen (this combination is used for printing on the customer loyalty card).

                              The Loyalty Card Identifier is setup under POS Configuration.

                              Enable Price Level Select the "Price Level" for the customer. This is the customer specific price enabled for a loyalty category. Price Level list is populated from the priority 1 section of the "Price Maintenance ". Price Level should be set on applicable products.
                              Enable Prescription Price Class Select the "Prescription Price Class   " for the customer. This is the customer specific price enabled for a loyalty category. Price Level list is populated from the priority 1 section of the "Price Maintenance".

                              Figure 1: Loyalty and Pricing
                               

                              [TOP]

                              5.3.8.2.3 Invoices
                              Invoices contains the list of invoices processed for a customer. Users will not be able to edit content in the invoices screen.

                              Table 1 : Field Description for Invoices.  

                              Fields

                              Description

                              Invoice No

                              		 This is the invoice number for the sale.

                              Transaction Date

                              		 "Transaction Date "  is the date the invoice was created on the system.

                              Type

                              		 Type defines the nature of the sale. This include Cash Sales, Credit Sale, Lay by and Quotation. 
                              Amount

                              This is the amount of the invoice.

                              Paid

                              This is the amount paid on an invoice.

                              Returned The the amount of sale returned on an invoice.
                              Outstanding Outstanding amount is the unpaid balance on an invoice. Outstanding amount = Amount - Paid - Returned.

                              Figure 1:  Customer Invoices
                                

                              [TOP]

                              5.3.8.2.4 Payments
                              Payment tab contains the list of payment for a customers. Payments are updated from below menus:
                              1. Account Payment and Allocation
                              2. Account Payment/Credit Note
                              3. Multi-Account Payment
                              4. Payment Adjustments
                              5. Payment option from customer screen.

                              Functionalities

                              1. Users can view the list of payments for a customer
                              2. Users can allocate and unallocate payments.
                              3. Users can create payment and process a credit note , refund or void payments.

                              Steps to allocate and unallocate payments. Refer to Figure 1.

                              1. Click on the "Plus Sign" next to the payment number . This will list all the invoices for a customer.
                              2. Click in the "This Alloc" field and enter the allocation amount or remove the allocated amounts.
                              3. To auto allocate payment for an invoice, click on the row index for the invoice.

                              Figure 1: Customer Payments
                               

                              [TOP]

                              5.3.8.2.5 Fleet Management

                              Fleet Management  is to record Vehicle details of a customer.  The list of vehicles is authorized to use for a credit sale.

                              Functionalities

                              1. Manage general details of a fleet.
                              2. Manage the credit limit for fleets.
                              3. Manage fleet card details and PIN
                               
                              Table 1: Field Description

                              Name

                              Description

                              Customer Code

                              		Customer code is auto populated. This is the customer for which the user opens the "New Fleet entry" form.
                              Vehicle Number Enter the vehicle's Registration Number.
                              Make Enter the vehicle's Make.
                              Model Enter the vehicle's Model.
                              YearEnter the vehicle's Year of Manufacture.
                              ColourEnter the vehicle's Colour.
                              Engine Number Enter the vehicle's Engine Number.
                              Chassis NumberEnter the vehicle's Chassis Number.
                              Transmission Enter the vehicle's Transmission Type.
                              Fuel TypeEnter the vehicle's Fuel Type.
                              Credit Limit Enter the vehicle's Credit Limit. If a vehicle is set with a credit limit of zero, this implies the vehicle will use the customer credit limit.
                              Credit Rollover Type Credit Limit rollover type options are Daily, Weekly, Monthly, Yearly, NONE. The credit limit resets based on the type selected.
                              Card Serial Number Enter the Card Serial Number to use for this vehicle.
                              Security Pin Enter the Security Pin. This pin is used to authenticate the card when performing a sale.
                              Card Expiry Enter the expiry date for the card. The card is invalid if it is expired.
                              Deleted Tick this box if you want to delete this record.
                              Save and Close This will save and close the Fleet Maintenance screen.

                               
                              Figure 1: New Fleet Entry
                               

                              [TOP]

                              5.3.8.2.6 Notes and Tasks Tab
                              Notes and Tasks tab includes a list of notes and tasks for a customer.  Notes and tasks are created under "New Note"

                              Functionalities

                              1. View a list of notes and task.
                              2. Edit details of a record
                              3. Update follow up date or status of a task.

                              Figure 1: Notes and tasks

                              [TOP]

                              5.4 Processing

                              The Point of Sale menu enables users to Sell Products, Reconcile Shifts and, Print Banking Slips.   

                               

                              See Also:

                              [TOP]

                              5.4.1 Start Point of Sale

                              Start Point of Sale opens the POS Grid for transaction processing. When the user clicks on "Start Point of Sale" a "Shift ID" will be created with the defined float. Users with role "Cashier" will enter the POS Grid at login.

                              Shift has below rules:

                              1. A new "Shift ID" will be created for a user if all previous shift have status as "Closed/Hold".
                              2. "Shift ID" is generated based on the "Default Location" of the POS station. For example,
                                1. If Users 1 logs into "POS Station 1" where the  "Default Location" is "Main" a "Shift ID" will be created.
                                2. If Users 1 logs into "POS Station 16" where the  "Default Location" is "Retail" a "Shift ID" will be created.
                              3. If a shift is initiated and not closed, user will log into the same "Shift ID" for  a location.
                              4. Users will not able able to process further transactions in a shift once it is set to "HOLD".

                              Notes

                              1. Shift number sequence is set under "Configuration".
                              2. The "Default Location" must be configured to allow transaction processing. This is set under "Configuration => General Settings 1".

                              [TOP]

                              5.4.1.1 POS Grid

                              POS Grid contains "Point of Sale" features and functionalities needed to process a transaction.
                               
                              POS Grid Content:
                              1. POS Grid Tabs:
                                1. Transaction
                                2. Prescription
                                3. Shift
                                4. Account Payment
                                5. Utilities
                                6. Reports 
                              2. POS Features

                              Loading Items on the POS Grid
                              Users can load items on the POS Grid with the below methods:

                              1. Load item from the "Fast Key". Users will access will need to setup the keys. 
                              2. Enter the "Barcode" of the item under the "Barcode" field.
                              3. "Search for an Item" on the grid. Users need to have access to menu "640-22 : Allow Search for an Item".
                              4. Scan the "Barcode" of the item in the grid.

                              [TOP]

                              5.4.1.1.1 Transaction
                              The "Transaction Tab" in Point of Sales has the following contents :

                              [TOP]

                              5.4.1.1.1.1 Load Transaction

                              Load Transaction  allows users to retrieve processed transactions in Point of Sale. Users will only be able to view the details of the transaction. 3

                               
                              Users can also reprint the transaction. Select the "Reprint Loaded Transaction" option or press F9 to reprint
                               
                              Steps to Load Transactions:
                              1. Filter the required transaction. Transactions can be filtered by:
                                • Receipt Number
                                • Customer
                                • Date
                                • Transaction Type
                                • Transaction Status
                                • User who processed the transaction
                              2. Click on the transaction and it will load the contents in the POS Grid.
                              3. Click on "Cancel" button to remove the transaction from the grid.
                                Figure 1: Load Transaction

                                [TOP]

                                5.4.1.1.1.2 Load and Copy Transaction

                                Load and Copy Transaction allow users to copy and process the contents of an existing transaction.


                                The purpose of loading a transaction is to perform the following tasks:
                                1. Reprint receipts. Select the "Reprint Loaded Transaction" option or press F9 to reprint
                                2. Load a Parked Transaction, or Quotation in order to complete its processing.
                                3. Load a Lay-by Transaction to take further payments or complete a Lay-by.
                                4. Load and copy "Quotations". This will create a copy of the existing quote.
                                Steps to Load and  Transactions:
                                1. Filter the required transaction. Transactions can be filtered by:
                                  • Receipt Number
                                  • Customer
                                  • Date
                                  • Transaction Type
                                  • Transaction Status
                                  • User who processed the transaction
                                2. Click on the transaction and it will load the contents in the POS Grid.
                                3. Click on "Save" (F2), to copy the transaction.
                                  1. System will prompt message "Would you like to create a new transaction" , click on "Yes" to proceed.  In this option, a new transaction is created from the existing transaction.  The "Payment Method" options will populate to complete the transaction.
                                  2. Click on "No" to dismiss copy of transaction.
                                4. Click on "Cancel" button to remove the transaction from the grid.

                                Figure 1: Load and Copy Transaction
                                 

                                [TOP]

                                5.4.1.1.1.3 Void Transaction

                                Void Transaction is used to void "Park Transactions" which will not be processed.

                                 
                                Steps to Void Transaction
                                1. Load the "Parked Transaction" in the "POS Grid" by clicking .
                                2. Select "Void Transaction" option, "Transaction => Void Transaction".
                                3. System will prompt message "Are you sure you want to void this transaction".  Click "Yes" to proceed or "No" to cancel.

                                Notes

                                1. Voided transactions are listed in the "Park Transaction Audit" report in "Link Reporter" or "LinkWEB => Business Intelligence => Reports".

                                [TOP]

                                5.4.1.1.2 Prescriptions
                                The "Prescriptions Tab" on the "POS Grid" is used to load and process sale of prescriptions.

                                [TOP]

                                5.4.1.1.2.1 Load
                                Load   is used to load prescriptions in the POS grid.  By default all unprocessed  prescriptions  will be displayed on the screen when a user clicks on "Load".
                                 
                                Steps to load prescriptions :
                                1. Click "Load". System will open the prescription list.
                                2. Select the "Prescription Number". Users can search the prescriptions by "Prescription Number", "Patient Name" or the "Prescription Total".
                                3. The prescription details will be loaded on the grid once selected.
                                4. Click on the "Cancel" button on the grid to clear the selection.
                                Figure 1: Prescription Search

                                [TOP]

                                5.4.1.1.3 Shift

                                The "Shift Tab" allows users to manage shift cash. Below functionalities are available.

                                1. Users can adjust the cash in the till by performing "Cash In" or Cash Out ".
                                2. Users can "Reconcile and Close" or "Hold" shift for reconciliation.
                                3. Users can extract the current and history "Shift" reports.

                                [TOP]

                                5.4.1.1.3.1 Cash Management

                                Cash Management allows users to control the cash flow in the cash drawer.  Users with permission have the ability to adjust physical cash "In" or "Out" of the system.

                                Notes

                                1. Cash adjustments is completed with a "Reason" .
                                2. Adjustment activity creates a log entry where users can easily track cash flow.
                                3. All cash adjustments are recorded on the "Transaction List by Type" report.

                                [TOP]

                                5.4.1.1.3.1.1 Cash In

                                Cash In is a feature that allow users to add cash to the cash drawer. "Cash In" can be used in below scenarios.

                                1. Cashier started the shift ,however, there was no cash in the cash drawer to start processing.
                                2. "Notes" and "Coins" are not enough to give change on a transaction.

                                Notes

                                1. Users need access to perform "Cash In". Enable access to  "Allow Cash In, Menu 640-3" under Role Menu Access.
                                2. Adjustment activity creates a log entry.

                                Report

                                1. "Transaction List by Type"

                                  Steps to perform Cash In :

                                  1. Navigate to "Shift -> Cash Management -> Cash In" in POS.
                                  2. The system will open a window to select the "Reason" for "Cash In".  Select the reason and click on "OK".
                                    1. Reasons are maintained under "Point of Sale -> Maintenance -> Reason".
                                  3. The "Payment Method" screen will open to enter the "Cash In" amount. Enter the amount and complete the adjustment.
                                    1. The "Payment Method" is defaulted to "Cash".

                                  [TOP]

                                  5.4.1.1.3.1.2 Cash Out

                                  Cash Out is a feature that allow users to remove cash from the cash drawer. "Cash Out" can be used in below scenarios.

                                  1. The cash drawer is full of "Notes" and "Coins" before shift close.This can be removed to make space and reconciled at the end of the shift.
                                  2. Users use the cash from the till to purchase item for the store.

                                  Notes

                                  1. Users need access to perform "Cash Out". Enable access to  "Allow Cash Out, Menu 640-4" under Role Menu Access.
                                  2. Adjustment activity creates a log entry.

                                  Report

                                  1. "Transaction List by Type"

                                    Steps to perform Cash Out :

                                    1. Navigate to "Shift -> Cash Management -> Cash Out" in POS.
                                    2. The system will open a window to select the "Reason" for "Cash Out".  Select the reason and click on "OK".
                                      1. Reasons are maintained under "Point of Sale -> Maintenance -> Reason".
                                    3. The "Payment Method" screen will open to enter the "Cash Out" amount. Enter the amount and complete the adjustment.
                                      1. The "Payment Method" is defaulted to "Cash".

                                    [TOP]

                                    5.4.1.1.3.2 Shift

                                    Shift Management allows users to manage the collections, payments, and transactions in for a day..

                                    A shift is opened at the start of a business day where the user declares the starting cash in the cash drawer. Sales transactions processed during the shift. At the end of the shift the cash in the system is counted and reconciled with the system totals.

                                    Key Features

                                    1. Multiple shifts can run simultaneously which are differentiated with a Shift ID.
                                    2. A new "Shift ID" will be created for a user if all previous shift have status as "Closed/Hold".
                                    3. "Shift ID" is generated based on the "Default Location" of the POS station. For example,
                                      1. If Users 1 logs into "POS Station 1" where the  "Default Location" is "Main" a "Shift ID" will be created.
                                      2. If Users 1 logs into "POS Station 16" where the  "Default Location" is "Retail" a "Shift ID" will be created.
                                    4. If a shift is initiated and not closed, user will log into the same "Shift ID" for  a location.

                                    [TOP]

                                    5.4.1.1.3.2.1 Close Shift

                                    Close Shift   is used to close/end any open shift. To balance your cash drawer accurately, you should close shifts at regular intervals.

                                     
                                    Link POS allows "Full" and "Partial " and shift close.

                                    [TOP]

                                    5.4.1.1.3.2.1.1 Full Shift Close

                                    Full Shift Close  will reconcile all payments types and close the shift. After the shift is closed, users cannot process any transactions in the shift.

                                    Users need access to close shift. Enable access to "Reconcile and Close Shift, Menu 626-3" under Role Menu Access.

                                    Steps to Close Shift:

                                    1.  Navigate to "Point of Sale -> Shift -> Close Shift". This will open the shift summary screen with the below details: Refer to Figure 1.
                                      1. Cashier
                                      2. Shift ID
                                      3. Date
                                      4. Payment Method. Payment Method has below sections:
                                        1. Reconcile -
                                    4. with "Natural Amount" for each payment method.
                                      1. "Natural Amount" is the system calculated totals. This field is not editable. 

                                    Figure 1:  Shift Summary.

                                    [TOP]

                                    5.4.1.1.3.2.2 Hold Shift

                                    Hold Shift summaries the shift sales and locks the shift. Cashier will be logged out and no further sales will be allowed.

                                    The shift is then reconciled by the supervisor under "LinkPOS - Processing - Reconcile and Close Shift"

                                    Steps to Hold Shift

                                    1. Navigate to "Link POS - Shift - Hold".
                                    2. System will prompt message "Are you sure you want to place this shift on Hold". Click "Yes".
                                      1. If the user chooses "No", the shift will remain open.

                                    [TOP]

                                    5.4.1.1.3.2.3 Shift Report

                                    Shift Report provides a summary of total sales, payments and returns in a shift.

                                    Steps to generate Shift Report:

                                    1. Navigate to "Link POS - Shift - Shift Report".
                                    2. Search the shift by:
                                      1. Shift ID
                                      2. User Name or
                                      3. Date
                                      4. Click on the "Search" button or "F4" in the keyboard to search.
                                    3. Double click on the shift ID. This will prompt a message.
                                      1. Are you sure you want to reprint Shift Report for Shift XXXXX. Choose "Yes".
                                      2. This will print the report on the "General Printer".

                                    Report Configurations

                                    Users can configure the report rules under "Linkweb - Business Intelligence - Report Maintenance - Shift Close Report". Report Rules:

                                    1. Print Company Logo
                                    2. Show Sales by Category
                                    3. Show Sales By Product

                                    Steps to configure rules

                                    1. Click on the "Pencil Icon" to edit the rule.
                                    2. Set the value as "Yes" or  "No".
                                    3. Save. Click on the "Floppy Icon".

                                    [TOP]

                                    5.4.1.1.4 Account Payment

                                    The "Account Payment" tab list options to process payment and payment adjustments for debtors. Below options are available:

                                    [TOP]

                                    5.4.1.1.4.1 Payment for Credit Sale
                                    Payment for Credit Sale  is used to receive and allocate payments to outstanding invoices for a customer.

                                    Users need access to process payments. Enable access to  "Allow Account Payments, Menu 640-6" under Role Menu Access.

                                    Steps to process payment:

                                    1. Navigate to "Account Payment -> Payment for Credit Sale"  in POS. Refer to Figure 1.  This will open a window to select the customer.
                                    2. Select the customer on the screen by clicking on "Search F4" button. Search for the customer on the "Search Customer" screen.
                                      1. Customer search will output the customer's "Outstanding Balance" and "Available Credit". Balance is the sum of all credit sale invoices. Refer to Figure 2 below.
                                    3. Enter the description of the payment in the "Notes" section.
                                    4. Click on "Process" to receive payment.
                                    5. Once payment has been processed in 4 above, all pending receipts will be loaded for the customer. Allocate the payment with the respective receipt. Users can use "Auto Apply" which will allocate payments to the oldest receipt first. Users can also manually select the receipts to allocate payment by clicking on them. Refer to Figure 3 below.


                                      Figure 1:  Payment for Credit Sale 


                                      Figure 2 : Account Payment
                                       


                                      Figure 3 : Payment Allocation
                                       

                                      [TOP]

                                      5.4.1.1.4.2 Account Payment/Credit Note
                                      On-Account Payment/ Credit Note is used to process payments or payment adjustments for a customer. Payments received are  allocated to  outstanding invoices in the customer maintenance screen.

                                      Users need access to process payments. Enable access to  "Allow Account Payments, Menu 640-6" under Role Menu Access .

                                      Steps to process On-Account Payment or Credit Note:

                                      1. Navigate to "Account Payment -> On Account Payment/Credit Note" in POS. Refer to Figure 1.  This will open a window to select the customer.
                                      2. Select the customer from the customer screen. This will open the "Payment Entry" form.
                                      3. Choose the "Transaction Type" either to receive payment or to pass a credit note. Refer to Figure 2 below.
                                      4. Select the payment type.
                                      5. Enter the payment amount.
                                      6. Enter the description for the payment and save.  


                                      Figure 1: Account Payment
                                       


                                      Figure 2: Payment Entry

                                      [TOP]

                                      5.4.1.1.4.3 Multi On-Account Payment
                                      Multi On-Account Payment  is used to receive payments for multiple customers in Point of Sale. Payments received are  allocated to  outstanding invoices in the customer maintenance screen.

                                      Users need access to process payments. Enable access to  "Allow Account Payments, Menu 640-6" under Role Menu Access.

                                      Steps to process Multi - Account Payment:

                                      1. Navigate to "Account Payment -> Multi On-Account Payment"  in POS. Refer to Figure 1.
                                      2. Select the "Payment Method" and complete the process. This will open the customer search screen.
                                        1. Only one "Payment Method" can be used at a time for an account payment.
                                      3.  Allocate the payment to the respective customers by entering the payment amount under the "Payment" column. Refer to Figure 2.
                                      4. Click on the "Apply" button to complete the allocation. This will generate the receipts.
                                      5. After the receipts are printed, the system will open the "Payment Allocation" screen which will output the "Account Payment Number" in the reference column. Refer to Figure 3.

                                      Note:

                                      1. Payment should be fully allocated.
                                      2. Refund process will require user to refund by customer


                                      Figure 1: Multi On-Account Payment.

                                      Figure 2: Payment and Allocation


                                      Figure 3: Payment Reference
                                       

                                      [TOP]

                                      5.4.1.1.4.4 Payment Adjustment/Refund
                                      Payment Adjustment / Refund is used to void or refund payments for a customer.

                                      Users need access to process payment adjustments. Enable access to  "Allow Payments Adjustment, Menu 640-21" under Role Menu Access.

                                      Steps to process payment adjustment or refund:

                                      1. Navigate to "Account Payment -> Payment Adjustment/Refund" in POS . Refer to Figure 1.
                                      2. Select the customer from the customer screen.  Search for the customer on the "Search Customer" screen.
                                        1. The search will load unallocated payments for the customer.
                                        2. Select the payment to adjust.
                                      3. Choose the "Transaction Type" either to void or refund payment. Refer to Figure 2.
                                      4. Enter the adjustment amount.
                                      5. Enter the description for the adjustment and save.
                                      6. Click on the "Print" button to print the receipt.


                                      Figure 1 : Payment Adjustment/Refund


                                      Figure 2: Payment Adjustment Screen.
                                       

                                      [TOP]

                                      5.4.1.1.5 Utilities

                                      Utilities contains the following options:

                                      1. Open Cash Drawer
                                      2. Product Maintenance
                                      3. Remove All Prescription Lines

                                      [TOP]

                                      5.4.1.1.5.1 Open Cash Drawer
                                      Open Cash Drawer is an utility that can be used to open the cash drawer without processing a sale.

                                      To set up the cash drawer ensure the following files exist in the Link Technologies root folder in program files.

                                       The following setup is required.

                                      1. Install the receipt printer.
                                      2. Rename the printer to ReceiptPrinter.
                                      3. Share the printer.
                                      4. Set the printer to No Cash Drawer.
                                      5. Open command prompt. Ensure the command prompt is directed to the root directory.
                                        1. Execute this command to map the printer - net use lpt1: \\127.0.0.1\ReceiptPrinter /persistent:yes. This is saved in the OpenCashDrawer.vbs file.
                                      6. Log into Link Point if Sale.
                                      7. Navigate to Configuration into General Setting 1.
                                      8. Enter "OpenCashDrawer.bat" or "OpenCashDrawer.vbs" under Cash Drawer Open Command.
                                      9. Set Cash Drawer Type to RJ45.
                                      10. Once the above settings have been completed, users can process transactions.

                                      [TOP]

                                      5.4.1.1.5.2 Product Maintenance

                                      Product Maintenance  allows users with access to create or edit details of an item from POS.  Changes made in POS will be updated in the Inventory Master.

                                      The below details can be updated: -

                                      1. Description
                                      2. Unit Cost
                                      3. Selling Price
                                      4. Category
                                      5. Tax Code
                                      6. Monthly
                                      7. Location
                                      8. UOM

                                      Steps to update details :-

                                      1. Search for the product by clicking on the 'Search" button or F2 on the keyboard.
                                      2. Edit the required details.
                                      3. Click on the  "Save" button or "F2" on the keyboard to save record.
                                      4. Click on the "Close" button or "ESC" on the keyboard to exist the form.

                                      Figure 1: Product Maintenance

                                      [TOP]

                                      5.4.1.1.5.3 Remove All Prescription Lines

                                      Remove all Prescription Line is a feature in Point of Sale to delete "ALL"  prescription lines loaded on the POS Grid. 

                                      The delete function will automatically "Void" the prescription line.

                                      Notes

                                      1. Enable access to "640-23 - Allow void Prescription item from POS form" to enable "Remove all Prescription Line".
                                      2. The systems disallows to park prescription items. Therefore, to park sale with prescription items and retail items , users need to remove all prescriptions loaded on the POS grid. Hence when loading the parked transaction, reload the prescriptions.

                                      [TOP]

                                      5.4.1.1.6 Reports

                                      Reports

                                      1. View Customer History

                                      [TOP]

                                      5.4.1.1.6.1 View Customer History
                                      View customer history generates a report which outlines the transactions and history of a customer.

                                      Below information is output in the report.
                                      1. All the receipts of the customer per day.
                                      2. The total value of a sale and the amount received per transaction.
                                      3. Outstanding "Credit" and "Lay by" balances.
                                      4. Advance payments made by the customer.
                                      5. Total Balance unpaid.

                                      Steps to generate Customer History Report

                                      1. Navigate to POS Reports
                                      2. Go into View Customer History. This will open the customer search screen.
                                      3. Select the customer. The report will be generated.

                                      Figure 1: Customer History Report
                                       

                                      [TOP]

                                      5.4.1.2 Features

                                      The following features are available in Point of Sale:

                                      1. Fast Keys
                                      2. Short-Cut Keys
                                      3. Cash Sales
                                      4. Custom Kit Items
                                      5. Returns
                                      6. Lay-by
                                      7. Credit Sale
                                      8. Quotation
                                      9. Reprint
                                      10. Account Payment
                                      11. Shift Close
                                      12. Fleet Card Sale
                                      13. Payment Surcharge
                                      14. Debtor Specific Pricing 

                                      The Main POS screen will look similar to the one below. This is before any transaction is processed. At this stage, the system is waiting for an item to be scanned, or for an item to be entered for processing.

                                       

                                      When this screen appears, the system will load certain defaults based on the user’s profile. Defaults such as

                                      - Transaction Type – Usually Cash Sales.

                                      - Station Layout – for fast processing.

                                      - Receipt Printing Mode (Fast or Graphic intensive (slow)).

                                      - Receipt Printer Configuration.

                                      - Bulk Receipt Print Details.

                                      - Report Print Details.

                                      - Item Search Options.

                                      - Scanner Configuration.

                                      - Scale Configuration.

                                      - Cash Drawer Configuration.

                                      At the top bar, a user will be able to see the following information:

                                       

                                      The Shift Number is assigned by the system. This number is automatically incremented after a shift is closed. The following information is provided:

                                      -Name of the user that has logged in the application.

                                      -Server Name to which the database is connected to.

                                      -Version of the application.

                                      The user will also have the option of choosing specific action from the menu bar. These options are usually administrative functions. The menu bar will have the following menus and drop down options:

                                       

                                      Fields

                                      Description

                                      Transaction Menu

                                      Has drop down options of Load Transaction, Load and Copy Transaction, and Void Transaction.

                                      Load and Copy Transaction

                                      Used to create a New Transaction from an Old Transaction.

                                      Load Transaction

                                      Is used only to view an Old Transaction or to Load and Process a PARKED Transaction ONLY. If the user tries to save a Loaded Transaction, the system will produce an error message: "Cannot Process Payments for Closed/Void transaction".

                                      Void Transaction

                                      Can be used for transactions that have NO RECEIPT, usually a PARKED Transaction. If the user tries to void a Closed Transaction, the system will produce an error message: "Only Parked Transactions can be Void".

                                      Prescriptions Menu

                                      Has drop down options of Load a Prescription which may have been created from the Prescription system (used by pharmacies).

                                      Shift Menu

                                      Has drop down option of Cash In, Cash Out, Reprint Shift Report, Hold Shift and Close Shift. The Hold Shift option will hold the shift for the administrator to close the shift.

                                      Note: On Cash IN and Cash OUT, only the Cash Payment Method is available to use.

                                      Account Payment Menu

                                      Is Used to accept payments from your debtors using a Single Account Payment Method or Multi-account Payment Method.

                                      Utilities Menu

                                      Has drop down options of Price Check, Apply Discounts, Open Cash Drawer, Touch Screen On and Off Option, Product Maintenance, Apply Loyalty Discount, and Change customer to Cash option.

                                      Price Check

                                      Is used to get the pricing details of a specific product.

                                      Discount Option

                                      Is used to apply total discount to the sale.

                                      Touch Screen Option

                                      Will turn ON or OFF the touch screen feature. When the touch screen is ON, the system assumes that a physical keyboard is not present and loads a SOFT KEYBOARD whenever user entry is required.

                                      Product Maintenance

                                      The user can enter/create, and edit the Inventory Products.

                                      Loyalty Discount

                                      The user can choose the customer and apply the Loyalty discount to the particular customer.

                                      Change Customer to Cash Sale Option

                                      The user can remove the customer chosen initially to cash sales option. 

                                      Reports Menu

                                      Will print the Customer History Report showing all of the purchases made by the customer. The customer name needs to be selected in the Customer Field before this report can be generated.

                                      [TOP]

                                      5.4.1.2.1 Fast Keys
                                      On the left hand side of the main screen, the user has options of assigning Fast Keys for fast selling items, or for items which do not have barcodes. Fast selling and items with no barcodes can be assigned by right clicking on one of the buttons which will give the user an option of either assigning a product or clearing the fast key.

                                      Note : You will need to be given access to perform Fast Key Assignments. Choosing the option of assigning a new product, the system will display the following screen which will enable the user to select a product to assign.

                                       

                                      The user will be required to fill in at least one of the following details to search for an item:

                                      1. Description – Product Detail or part of.
                                      2. Product Code – Code assigned to the specific item or part of a code.
                                      3. Category – Select from the list, the category from which the product has be assigned.

                                      After the above information has been entered the user can click on the search button or press [F4] on the keyboard and the items will be displayed. Select the item for it to be assigned to the selected Fast Key.

                                      Apart from assigning Fast Keys on the left hand side of the POS screen, the user can also assign Fast Keys by selecting the picture button. The F1 search products window brings up a categorized product assignment screen instead of standard product search. The Fast Keys assigned here will have pictures displayed for the items selected. Fast Keys are assigned by right clicking on the button below the picture button.

                                      There are 16 categories and 25 text/picture assignments for each category

                                      Note: The descriptions appearing on the shortcut keys for the items assigned are displayed from what is entered in the SKU Code field in the Inventory Product Master. If the SKU code field is blank, the system will display what is entered in the Description Field.

                                        

                                      [TOP]

                                      5.4.1.2.2 Shortcut Keys
                                      For the ease and fast processing of transactions, the user can use shortcut keys to perform commonly used transactions. This gives the users the agility and speed of processing, especially in a busy environment. A list of FAST KEYS have been assigned (Known as Function Keys) to provide this functionality.

                                      Short - Cut - Key

                                      Description

                                      F1

                                      Loads Product Search screen.

                                      F2

                                      Save to complete a transaction.

                                      F3

                                      Park a transaction.

                                      F4

                                      Search Customer.

                                      F5

                                      Price change.

                                      F6

                                      Quantity Change.

                                      F7

                                      Discount.

                                      F8

                                      Reprint receipts.

                                      F9

                                      Log Off.

                                      F10

                                      Add additional notes on order.

                                      F11

                                      Add additional notes on detail line.

                                      F12

                                      New Transaction.

                                      Shift + F5

                                      Price Check.

                                      Shift + F7

                                      Total Discount.

                                      ALT + L

                                      Search Transaction.

                                      ALT + R

                                      Load Prescription.

                                      ALT + N

                                      Search Item.

                                       

                                      [TOP]

                                      5.4.1.2.3 Cash Sales
                                      Cash Sale transactions are transactions for which payments are received at the time of sale.

                                      In order to complete a cash transaction, the following steps needs to be followed:

                                       Steps

                                      1

                                      Select the Cash Option button:

                                      2

                                      Items can be entered in the system by either:

                                      Using the scanner, the user can scan the items. The details (Description of Item, Quantity, Unit Price, Tax and Total) will be displayed on the screen. All this information is loaded from the preconfigured Inventory Master File.

                                      The user can enter the barcode of the item in the Barcode Field and press enter. This will again display the details (Description of Item, Quantity, Unit Price, Tax and Total) on the screen.

                                      Selecting the items assigned as Fast Keys.

                                      3

                                      Once the items are scanned or entered manually using barcodes or fast keys, the system will calculate the total and display gross amount, tax amount and the total amount of the cash sale on the main screen as shown below:

                                        

                                      At this stage, the user can choose from one of the following options:

                                      Park the Transaction – This situation would arise when the customer does not have sufficient funds for payment, or the customer has forgotten their wallet in the car, or has simply decided that they do not wish to pay for the item. The cashier can park the transaction for later retrieval and processing (including voiding).

                                      Note: Only transactions that have NO RECEIPT can be voided.

                                      When Park is selected, the following screen loads for the cashier to enter additional notes for parking the transaction. The fields and field name within this screen are configurable and can be setup in the Configuration menu (Menu ID: 237) in Backoffice:

                                      When the Retrieve Transaction screen is loaded to load the parked transaction, the list of transactions will display the notes which were entered when the transaction was parked:

                                      Park Transaction can also be used for delivery, and to pick up customers. The user can select the customer in the Customer Field, select the items ordered by the customer, and Park the transaction. When the customer comes to pick up the ordered items, the user can load the Parked Transaction and process the order.

                                      Depending on the configuration setup, the system will print a Parking Slip when transactions are parked.

                                      Apply Bulk Discounts – Each user is configured for discount limits. If the user needs to give discounts, now is the time.

                                      Complete the Transaction – This will confirm the transaction in the system and print the receipt (depending on the Receipt Print Threshold set In the Configuration Maintenance). At this stage, this transaction cannot be voided. If you need to reverse this transaction, you need to perform a Return.

                                      4

                                      Click on save button or press [F2]. This will take the user to the Payment Entry Screen. The Payment Entry Screen is displayed below:

                                      The Payment Entry Screen is designed to take multiple payments. Each payment taken can consist of different details. This is setup in the Payment Configuration Options and is set by your system administrator.

                                      5

                                      For cash payments, select the cash button, or press the shortcut key [F3] in order to enter the payment details.

                                      6

                                      Enter the amount in the Payment Amount Field. By default, the total outstanding amount will be displayed.

                                      7

                                       Save the details by either clicking on save button or using [F2].

                                       

                                      8

                                      The system will display payment methods screen again showing payment summary and payment totals – receipts and amount due. The amount due will be displayed in change/cash out field. In order to complete the transactions select the complete button or use the shortcut key [F2].

                                      The total amount in change, if any, will be displayed on the screen. The receipt will be printed, and the cash register will open at this stage.

                                      Once change is given, the cash drawer should be closed for the next transaction to process. The system will update the records and save the last transaction from the screen, in order for the user to proceed with the next sale transaction.

                                       


                                       

                                      [TOP]

                                      5.4.1.2.4 Custom Kit Items
                                      Products can be setup as Custom Kit Items. Custom Kit Items can be set to automatically increment between 0 and 0.5, 0 and 1 do not allow quantity change and Use Kit Price instead of Component Price.

                                      These are configurable in Backoffice in the Configuration Menu (Menu ID: 237). For example, Auto Increment between 1 and 0 (0 designates ‘NO’ and 1 designates ‘YES’) is setup as PK01 and Auto Increment by 0.5 is setup as PK02 hence from this setup we know that the items created to auto increment by 0.5 or 1 will have the first 4 digits as PK01 or PK02.

                                       

                                      Products are tagged as Custom Kit in the Inventory Product Master (Menu ID: 519).

                                      For example, in a Pizza Shop, products can be setup as Custom Kit items where customers have a choice of selecting a half and half Pizza. If the configuration setup has Auto Increment by 0.5 field setup as PK01, then a half and half pizza kit item can be setup as PK0101S – Half Romana where the first four digits designate that it will auto increment by 0.5.

                                      When the custom kit items are selected in the POS processing screen, the user can select the items ordered by the customer and the system will display the quantity of 0.5.

                                       

                                      Similarly, an item can be setup to auto increment between 1 and 0 and have product codes setup as PK02. For example, in a coffee shop environment, there are many options available as to how customers would like their coffee made, such as whether they would like full cream milk or skim milk, or like to have their coffee in the coffee shop or takeaway. All these items can be setup to auto increment between 1 and 0 and during the time of sale, the cashiers can select on the options available for the selected coffee and this will auto increment the number to 1 indicating customer preference.

                                       

                                      Do not allow quantity change - components within a Kit can also be setup so that the quantity does not change.

                                       

                                      From the above setup we know that the items created not to allow quantity change will have the first 3 digits as Z00.

                                      Use Kit Price instead of Component Price – this option allows users to use the Kit Price set in Product Master, irrespective of what the component prices are. The components will be selected, however, this will have no effect on the total kit price.

                                       

                                      For example, items created that have the first 3 digits as Z02 will be sold at the sale price defined in the Product Price button in Product Master.

                                      [TOP]

                                      5.4.1.2.5 Returns
                                      Returns are when items purchased, are given back to the seller because of defects or damages.

                                      In a situation where a customer returns their purchase, the following steps need to be completed for returned items:

                                       Steps

                                      1

                                      Select the Returns option Button:

                                      2

                                      This will display the returns information from which the user will need to fill.

                                      3

                                      Click on the search button or press F4 in order to select the docket number for which the items are being returned. If the docket number is available, then the user can directly input the number in the Docket Number Field and press enter.

                                      4

                                      Clicking on search button will take the user to the retrieve transactions menu as shown below:

                                       

                                      3

                                      Scan the barcode on the receipt.

                                      OR

                                      Select the Transaction Type, Transaction Status, and Dates from the drop down options provided.

                                      4

                                      Once the selection is complete, select the search button or press [F4] to display the information.

                                      5

                                      Select the Transaction ID for which the item is being returned. By either double clicking on the Transaction ID, or selecting, then clicking on the Close button which displays the docket number on the return form.

                                       

                                       

                                      6

                                      Select reason in the reason field.

                                      7

                                      Enter any additional information in the notes field provided.

                                      8

                                      Select the "OK" button or press [F2].

                                      9

                                      The system will display the main menu again with the customer's information. The user will need to scan the returned items. As items are scanned, details of the item (Description, Quantity, Unit Price, Tax, and Total) will appear under the header items. 

                                       

                                      10

                                      Once the scanning is completed, select the save button.

                                       

                                      11

                                      The Payment Methods screen will appear. Select the Payment Method, for example, cash and select the complete button [F2].

                                       

                                      12

                                      The system will further display the Payments Detail Form showing the payment and due amounts. Select the save button [F2]. The Payment Methods menu will be displayed.

                                        

                                      The user needs to choose the payment method and then proceed with the return process.  

                                      13

                                      Select the complete button or press [F2].

                                      The total amount due will be displayed on the screen, a receipt will be printed, and the cash register will open.

                                      After providing the customer with the due amount, close the cash register. The system will save the last transaction and clear the screen in order for the cashier to proceed with the next transaction.

                                       

                                      [TOP]

                                      5.4.1.2.6 Lay-by

                                      A lay-by is a sale that allows users to take an initial payment to hold the goods. The good is released  after the total selling price has been paid in instalments within a fixed period.


                                      Notes
                                      1. Users need access to "Lay-by Sales" to process a lay-by transaction. Access is enabled under Role Menu Access in Backoffice.
                                      2. Lay-By  can not be processed for "Prescriptions" as prescriptions have its own pricing and discounting structure which cannot be aligned.
                                      3. In-stock for the inventory is reduced after the Lay-By transaction has been fully paid.
                                      4. Lay-by payment term is set under "POS Web -> Point of Sale -> Customer Type".
                                      1. Steps to process a Lay- By:
                                        1. Start "Point of Sale".
                                        2. Select the "Lay-By" option in the POS Grid.
                                          1. This will open the option to select the Lay-by type. There are two options "Standard" and "Special Order".
                                          2. Lay-by type is used to calculate the initial deposit on a transaction. 
                                          3. The deposit percentage is configured under "POS -> Configuration -> Global".
                                        3. Select the customer for the sale.
                                          1. Click on the "Customer" field in the POS grid. This will open the customer search screen.
                                          2. Type the customer name and search for the customer.
                                        4. Load the products in POS.  Below are methods to load products in POS:
                                          1. Scan the barcode of the product using a barcode scanner.
                                          2. Select the product from the Fast Key.
                                          3. Type the barcode of the product in the "Barcode" field and press enter.
                                          4. Click on "Search for an Item" on the left panel. This will open the product list, users can search for the required product.
                                        5. Click "Save" or press [F2]. This will open the "Payment Methods" screen. 
                                          1. The screen will show "Active" payment methods only. This is configured under "POS- Payment - Is Active".
                                        6. Select the "Payment Method", for example "Cash". This will open the "Payment Details" screen.
                                          1. The details will show the "Transaction Amount", "Payment Amount", "Surcharge", "Total Payment", "Balance" and "Rounding".
                                          2. "Payment Amount" and "Total Payment" will be automatically updated based on the configured "Deposit Percentage" for the lay-by.  
                                          3. Users can override the "Payment Amount".
                                          4. Enter the "Additional Details" required for each "Payment Method". " Additional Details" is configured under "POS- Payment - Header(1 -4)".
                                          5. If the payment is made using a "Foreign Currency", the system will open a second screen to select the "Payment Currency". The "Payment Details" screen will show the payment amounts for the "Local" and "Foreign Currency".  The currency is converted based on the "Sell" rate set under "Exchange Rate".
                                        7. Click on "OK" or press [F2] to save payment details. This will show a summary of the payments and the change amount.
                                        8. Click on "Complete" or press [F2]. This will complete the sale, display the change and print the receipt.
                                        9. The customer records will be automatically updated with the "Balance " and "Amount Paid".
                                      2. Step to process payment for Lay-By
                                        1. Start "Point of Sale".
                                        2. Navigate to "Transaction -> Load Transaction ". This will open the the "Retrieve Transaction" screen.
                                        3. Search for the Lay- By:
                                          1. Tick the box for "Transaction Type" and select Lay-By.
                                          2. Tick the box for "Transaction Status " and select "Processed".
                                          3. Search for the transaction by "Docket Number", "Customer", "Date" or "User".
                                        4. Select the transaction, this will load the details in the POS Grid.
                                        5. Click on "Save" or press [F2]  to receive payment. Follow steps 1.5 to 1.8.

                                      [TOP]

                                      5.4.1.2.7 Credit Sale

                                      Credit Sales are sale transactions that are processed with the agreement between the organisation and the customer, where the customer can pay for the items later.

                                      Steps to perform a Credit Sales

                                      1. Select Credit Sale from the option buttons. Refer to Figure 1.
                                      2. Double click on the customer field. The Customer Search form will open.
                                      3. From the customer search screen, select the customer by double clicking on the Customer Name.
                                      4. Scan the items, or enter the barcodes of the items in the barcode field.
                                      5. Click on the save button or press [F2].
                                        1. Click on "Complete" to end the credit sale.
                                        2. If customer is making a partial payment, select the payment type and receive payment on the sale.

                                      Figure 1: Credit Sale

                                      [TOP]

                                      5.4.1.2.8 Quotation
                                      Quotations are a written illustration of the costs involved in the purchase of a product or item.  Quotations give an indication to the customer, as to the price of products the customers want to purchase. Once the quotation is approved by the customer, it then becomes a sale and processed as a normal transaction.

                                       Steps

                                      1

                                      Select Quotation from the option buttons:

                                       

                                      2

                                      Select the customer by selecting the [F4] button.

                                      3

                                      From the customer Search Screen, select the customer by double clicking on the customer name

                                      4

                                      Scan the items or enter the barcodes of the items in the barcode field.

                                      5

                                      Select the save button or press [F2]. The system will display the following message:

                                       

                                      6

                                      When the customer decides to purchase the item for which the quotation was provided, the cashier can load the Quotation Transaction from the Transaction drop down menu and Load Transaction.

                                      7

                                      Once the item is selected, the details will show on the main screen. The user then chooses the appropriate transaction type to process the quote.

                                      8

                                      Select Save or [F2].

                                      9

                                      The Payment Methods screen will appear. Select the payment method, for example, Cash and select the Complete button [F2].

                                      10

                                      The system will further display the Payments Detail, showing the Payment and Due Amounts. Select the save button [F2]. The Payment Methods menu will be displayed.

                                      11

                                      Select the complete button or press [F2].

                                      The total amount due will be displayed on the screen, a receipt will be printed, and the cash register will open.

                                      [TOP]

                                      5.4.1.2.9 Reprint
                                      Receipts can be reprinted using one of the following options:

                                      Options

                                      Descriptions

                                      Reprint Last

                                      This will print the receipts for the last transaction processed.

                                      Search Transaction

                                      You can search for transactions using the search criteria and reprint receipts for the selected transaction.

                                      Reprint Loaded Transaction

                                      Load a transaction using "Load Transaction" and reprint receipts for the loaded transaction.

                                      When reprinting receipts, the user can select the printer they would like to reprint to. If no printer is selected here, the receipts will be reprinted to the respective printers defined in the Configuration Menu.

                                       

                                      Processing Slips will only be reprinted if the Reprint Processing Slip is tagged, or else it will only reprint the receipt even if processing slip was printed when the original transaction was processed.

                                      [TOP]

                                      5.4.1.2.10 Shift Close
                                      Shifts can be closed by the individual cashiers if they have the access of Closing Shifts, or shifts can be closed by a user with Administrative Access for closing shifts.

                                      The cashier will need to hold the shift using Hold Shift function for an administrator to close the shift without logging into the POS Processing Screen.

                                       

                                      When Close Shift is selected from the tree view, the screen will show all the shifts which are on hold. The user will need to select the shift they want to close by clicking on the Close button for the relevant shift number.

                                      See Also: Reconcile & Close Shift

                                       

                                      [TOP]

                                      5.4.1.2.11 Fleet Card Sale
                                      Fleet Card Sales are credit sales made to the customer using Fleet Card Authentication.

                                      In order to complete a Fleet Card Transaction, the following steps needs to be followed:

                                      Steps

                                      Description

                                      1.

                                      Scan the Fleet Card, or enter the card serial number with the start and end marker.
                                      2.

                                      Enter the Security Pin and Mileage. Once the security pin is authenticated, the system will change the transaction to Credit Sale.

                                      3.Continue with sale as normal.

                                      Report showing sales for the customer and vehicle:

                                      Note: If this transaction is parked, then you would need to scan the card again to complete the sale.


                                      [TOP]

                                      5.4.1.2.12 Debtor Specific Pricing

                                      When loading a customer with a debtor specific price, the respective price is loaded and the price changes to the product price once the customer is changed. 

                                      For example:

                                      • For customer 0002 Abbotsleigh Junior School, a price of $85.00 was set for product 001. 
                                      • Loaded customer 0002, $85.00 was loaded for product 001. 
                                      • Did not process the sale.
                                      • Changed the customer to Afes Wollongong Uni, the price was changes to $100 as in the Product Master which was highlighted bright to show the change.

                                      For the case of discounts:

                                      • Loaded customer 002.
                                      • Gave $2.00 Discount for product GR004.
                                      • Changed the customer without processing the sale.
                                      • The following message was displayed.

                                      [TOP]

                                      5.4.2 Print Banking Slip

                                      At the end of each day, the total takings in the till need to be reconciled with the amounts recorded by the software. The "day end" process can be run multiple times on a single day (partial close).

                                       

                                      Steps to perform shift banking

                                      1. Banking that has not being completed will be on the top line in menu "Point of Sale -> Shift Banking".
                                      2. Review the list of payments that are pending.
                                      3. Click on the edit icon and select the option to "Create Banking". This will create a new banking batch.
                                      4. Review the details and print the banking report. Refer to figure 1 below.

                                      Figure 1: Banking Report
                                       

                                      [TOP]

                                      5.4.3 Reconcile & Close Shift

                                      The shift close function is used to reconcile Till amounts to System amounts in preparation for banking.
                                       
                                      The steps to close shift is as follows:
                                      1. The cashier will place the shift on HOLD. This will close the main Point of Sale screen and allow the cashier to start a new shift.
                                      2. Once the shift is on HOLD, you can reconcile and close using the following methods:
                                        1. On Point of Sale, select the option "Reconcile & Close Shift"
                                        2. On Link Web, use menu "Point of Sale -> Shift Management"
                                      3. Enter the counted amounts for each payment method.
                                      4. Select the option to accept variance and submit

                                      Below are the screenshots explaining the steps using Point of Sale. The steps to close shift on Link WEB is similar.

                                      Steps to Reconcile & Close shift

                                      Figure 1: Steps to Hold Shift
                                       

                                      When Close Shift is selected from the tree view, the screen will show all the shifts which are on hold. The user will need to select the shift they want to close by clicking on the Close button for the relevant Shift Number.

                                      Figure 2: Close Shift which are currently on Hold
                                        

                                      Total Sales include:

                                      - Cash Sales (rounding included)

                                      - Returns (rounding included)

                                      - Lay-by

                                      - Credit Sales

                                      Till Amount include:

                                      - Float Amount

                                      - Total Sales for the Shift

                                      A detail breakdown of payments is shown in the Close Shift Screen.

                                      Cash is made up of the following transactions:

                                      1. Float received on shift open
                                      2. Cash payments received
                                      3. Change given
                                      4. Refunds given

                                      For Example:
                                      Payment Type Amount Received Cashout Total Cash
                                      Cash 100 100
                                      EftPOS 200 50 50
                                      Partial close payment type cash is $50
                                      Cash 200 200
                                      EFTPOS 150 10 190
                                      Partial close payment type cash is $190
                                      Add a flag on payment line so we can mark eftpos cashout and any other cash movement in a partial close
                                      Refunds are not required to be marked as there is 1 line per refund in the payment table
                                      Refunds are treated as change, and change is always in the form of cash.


                                      Figure 3:  Close Shift Screen


                                      After counting the money in the till, enter the amount in the Till Amount field and select Next.

                                      Figure 4: Close Shift Screen to Enter Till Amounts per Payment Method

                                      If there is a variance between the System Amount and Till Amount, it will show in the Variance field with a blinking red exclamation mark. At this stage, the management will decide if they need to charge the cashier if it is a vast variance.

                                      Figure 5: Variance at Shift Close

                                      The user needs to tick the Accept Variance Amount field, in order to enable the Full Close button.

                                      Click on FULL Close when closing the end of day shift for the cashier. This means that the system will assign a new shift number for the same cashier on NEXT Login. 

                                      Full Close - All till payments with the shift will be reconciled and the shift will closed.

                                      Partial Close - Selected payments within the shift is reconciled and the shift is NOT closed. The reconciled amount is removed from the till and the cashier can continue with the shift. The shift report will show each partial close by an incremental number.

                                      To enable parital close, assign security access to menu "626-3-1 - Allow "Parital Close" when closing shift"

                                      Once the shift is successfully closed, the system will print the following report:

                                      Figure 6: Shift Close Report

                                      1. Total Sales is equal to Total Sales from Shift Close List screen.
                                      2. Total Banking is calculated as follows:
                                      3. Total Banking = Cash Sales + Cash In - Cash Out + Account Payment + Variance (Transaction report)

                                      [TOP]

                                      5.5 Delivery Management

                                      Delivery Management is a module that allows you to manage all sale items that need to be delivered to your customer. 

                                      Below are the summary of steps to manage customer deliveries:

                                      1. Create a sale using the Point of Sale system.
                                      2. Before completing the sale, select the Delivery Option. This will enable the sale to flow into Delivery Management.
                                      3. Once the sale is completed, the Delivery Management system can be used to manage the delivery.
                                      4. Use the Process Deliveries option below to see detailed explanation on delivery management.

                                      To start Delivery Management, use the menu option shown below:

                                      1. Point of Sale -> Delivery Management -> Process Deliveries
                                      2. Link WEB -> Point of Sale -> Delivery Management

                                      [TOP]

                                      5.5.1 Process Deliveries

                                      Once a sale is completed with the Delivery Option set to Delivery, the items in the sale can be handled through Delivery Management. A summary of steps for delivery management is shown below:
                                       
                                      Using Point of Sale
                                      1. Load the Delivery Management screen.
                                      2. Select the lines that you want to batch together in one delivery. You can use filters, drag columns, and sort the data in this screen.
                                      3. You can change the Delivery Date, Name, Contact and the This Delivery amounts as required.
                                      4. You can edit the Address Information in Contact Number and Phone as well by clicking on the Receipt Number field.
                                      5. Once you have selected the required entries, select Save. This will create a delivery batch. You can select the Driver Name and Driver Instructions when saving a batch.
                                      6. You can now print the Delivery Report and Delivery Dockets from the Reports menu.
                                      7. You can edit the delivery and change the details as required.
                                      8. Once the delivery is complete, you can mark the delivery as Complete using the menu option Utilities -> Complete Batch.

                                      Using Link Web

                                      1. Allocating items to a new delivery batch
                                        1. All items not delivered will show under the "New" batch
                                        2. Expand the "New" batch and select the lines that you want to batch together in one delivery. Once selected, click on the "Submit" button.
                                      2. Editing and completing batch
                                        1. Items added to a batch will show as "In Progress"
                                        2. Edit the batch and select the "Delivery By"
                                        3. Edit the line items and enter the delivery details and quantity to delivery in "This Delivery" field.
                                        4. To remove a line, click on the "Delete" icon. The item go batch in the "New" batch.
                                        5. To Void a line, click on edit and choose "Void"
                                      3. Printing reports
                                        1. Schedule - This report will show the drivers delivery schedule
                                        2. Docket - This report will show customer's delivery docket

                                      Important Notes:

                                      1. You can also VOID a delivery if you do not need to deliver this item. Note that VOID deliveries will still appear as a batch in the reports, however they will be clearly marked as VOID.
                                      2. If you reduce the delivery quantity, the system will allow you to load the balance of the delivery items in the next batch.
                                      3. Any changes made on this grid is only saved if you select the line and create a batch.
                                      4. You cannot deliver more than the ordered amount.
                                      5. If a Sales Return is processed, the ordered quantity is reduced according to the sales returns values.

                                      Detailed Steps:

                                       Steps

                                      1

                                      All sales processed with the order type of "Delivery" will appear in the Delivery Management as shown below:

                                      Screen with the Batch Number and Status of ‘New’.

                                      2

                                      Select the individual lines by ticking the box in the Select column or using Check ALL under. You can also change delivery details such as This Delivery Quantity.

                                      Utilities Menu:

                                      3

                                      Select Save. This will load the delivery information screen. In the Delivered By field, select the Driver’s Name:

                                       

                                      Note: Driver information is created using the Customer Maintenance screen with the Customer Type set to "Staff".

                                       

                                      4

                                      Once the driver is selected, click on Save. This will assign a Batch Number to the lines selected for delivery.

                                      Note: The status still shows as "New" indicating that the deliveries are still in the shop. The delivery slip needs to be printed for the status to change to "In Progress" indicating that delivery is now underway.

                                      5

                                      Print the delivery Report using Reports Menu:

                                       

                                      1. Delivery Report - Summary

                                       

                                      This report shows the delivery details for the customer. The driver cannot leave without printing the Delivery Slip. The Delivery Slip will be signed by the relevant customers to verify that they have received their product.

                                      Close the Report. This will bring you back to the main Delivery Management screen with the Status of the Batch now changed to "In Progress".

                                      2. Delivery Docket

                                      Delivery Docket prints two documents:

                                      1. Customer Copy
                                      2. Accounts Copy

                                      These documents can be printed or emailed.

                                      6

                                      All new delivery sales will show when the New button is selected.

                                      7

                                      Once the driver returns, cash can be entered in the system using Account Payment Process.

                                      8

                                      The batch can now be completed confirming that the driver has come back with the correct cash. Select Load and select the batch for the respective driver.

                                      9

                                      Select Utilities Menu and Complete Batch.

                                       

                                      Select YES to the following message:

                                       

                                      The status of the batch will change to Completed.

                                      Note: Transactions within a completed batch cannot be edited or Void.

                                      10

                                      To Void a Transaction – select the transaction. This will load the Delivery Maintenance screen.

                                      11

                                      Tick the Void box and select Save and Close.

                                       

                                      12

                                      The transaction is marked as Void.

                                       


                                       

                                      [TOP]

                                      5.6 Prescription

                                      The Prescription menu allows the users to prepare a Prescription which can later be processed in the Point of Sale menu.

                                      This section contains the following menus:

                                      [TOP]

                                      5.6.1 Message Maintenance

                                      Message Maintenance  contains a list of Messages/Instructions used in creating prescriptions.

                                      The following are four Instruction Types for which messages can be setup:

                                      1. Base Instruction
                                      2. Special Instructions
                                      3. Care Instructions
                                      4.  Warnings

                                      Steps

                                        1. Select the Instruction Type from the drop down list.
                                        2. Enter ID and Instructions.
                                        3. Click Save.
                                        4. Repeat steps 1 -3 for other Instruction Type
                                        5. To delete an Instruction, tick the box in the "Delete column" and click on Save (F2)  

                                         Figure 1: Message  Maintenance

                                        [TOP]

                                        5.6.2 Start Prescription Entry

                                        Start Prescription Entry opens the form to create a new prescription.
                                         
                                        The following functionalities are available:-

                                        Notes :

                                        1. Discount is given on prescriptions based on "Allow Discount" property on the product.
                                        2. Discount is disallowed on prescription fees.

                                        Table 1 : Field description for  Prescription screen.

                                        Fields Description
                                        Prescription ID

                                        The system assigns a "Prescription Number" to the Prescription ID field once the record is saved.

                                        Line No

                                        		Line No is system generated. This indicates the number of items added to the prescription.

                                        Doctor's Reference

                                        		 This is an open text field, users can enter any reference number provided by the doctors.
                                        Doctor Code

                                        Enter the Doctor Code by clicking on the "Search Icon" or by selecting F4 on the keyboard. The Doctor?s Name will be loaded once the code is selected.

                                        Note: You can also type part of the Doctor code in the Doctor Code field and select tab. This will load the Doctor Search screen if more than one doctor has been setup with the part of code entered.

                                        Patient

                                        Enter the Patients Name.

                                        Select the Patient using the "Search" button or by selecting "F4" on the keyboard, if the Patient is setup as a customer.

                                        History History generates the "Patient Prescription History" report for the selected patient.

                                        Medication Code

                                        Medication Code is the product ID for the medicine.

                                        Users can enter the medicine code by:-

                                        1. Enter the Medicine Code and hit "Tab" or "Enter".
                                        2. On the Medication Code click on "F4" on the keyboard. This will be open the "Product Search" form.
                                        3. Click on the "Search Icon".

                                        The following information is loaded when the Medication Code is selected:-

                                        • Medication Name
                                        • Unit
                                        • Stock
                                        • Medication Instructions setup in the User Defined fields (Add’l Info tab) in the Inventory Product Master (Menu ID: 519)
                                        Mixture

                                        Mixture is used to create a combination of medications.

                                        A product as "Mixture"  should created in Inventory Product Master (Menu ID: 519) and the status should be set to ‘Non Quantity Bearing.

                                        Load the product and this will activate the "Mixture" button.

                                        Steps to Create a Mixture. Refer to Figure 2

                                        1. Search for the Me diction Code by clicking the "Search" .
                                        2. Click on "Add to Mixture" to add medication to the mixture.
                                        3. Click on "Clear" to clear the "Search".
                                        4. Edit the "Quantity" field to set the correct mixture quantity.
                                        5. The "Total Quantity" and "Mixture Price" is updated every time a medication is added.
                                        6. Users alter the "Quantity" and "Total" in the respective columns.
                                        7. Delete Mixture will delete the mixture details.
                                        8. Save and Close will save the record.

                                        Instructions

                                        Instructions can also be entered on the Prescription Entry screen using the Code field.

                                        These instructions are setup under  Message Maintenance.

                                        Instructions be entered in one of the following ways:

                                        • F4 on the code field - The Message Maintenance screen will open and the relevant instructions can be selected.
                                        • Enter the "Instruction ID" under Code Field and hit Enter. Instruction will be loaded.
                                        Dispensed Amount  This is the quantity of medication being sold.
                                        Unit Price

                                        Unit Price is loaded when the medication is selected.

                                        You can override the Unit Price by ticking the box. This enables the Unit Price field which allows the user to override the unit price.

                                        Users can also define the Dispensary Markup percent under Configuration -->Global-->Prescription.

                                        Tax

                                        System automatically calculate and display the tax amount in the Tax Field.

                                        Tax Setup is done  on menu 564.

                                        Enable Tax on Prescriptions under Configuration -->Global-->Prescription.

                                        Admin Fees Admin Fee is a mandatory fee for prescriptions. Admin Fees is maintained in POS-WEB under prescription.
                                        Total Total field is automatically calculated using Dispensed Amount, Tax, Unit Price and Admin Fees.
                                        Issue Date Issue Date is the date the medication was issued. By default this is the system date.
                                        Pay By Ins

                                        Check this field if the Prescription will be paid by Insurance Company.

                                        In order to select the insurer, create the Insurance Company as customer and set the customer type as "Insurance".

                                        Tax Code Displays the tax code for the item selected.
                                        Status

                                        This shows the status of the prescription.

                                        • Active states prescription is "New"
                                        • Cancelled states prescription is "Void"
                                        • Paid/Closed states prescription has been "Processed".
                                        Print Price

                                        This field is checked to print price on the Prescription label.

                                        Repeats  This is the number of times the medication should be issued to the Patient.

                                        Figure 1 : Start New Prescription

                                         

                                        Figure 2 : Mixture

                                         

                                        Figure 3: View copies
                                         

                                        [TOP]

                                        5.6.3 Non Prescription Label

                                        Non Prescription Label is a feature in Point of Sale to create labels for "Over the Counter medicines".

                                        These are medicines not prescribed by a doctor, however require instructions for the intake. These instructions can be printed and pasted on the medicine for sale.

                                        Details on the Non Prescription Label:

                                        1. Label No - The label number is system generated upon saving an entry.
                                        2. Medication Name - Medication name is the product or medicine name.
                                        3. Instructions - Instructions is the instruction or guide for medicine intake.
                                        4. Expiry Date - Expiry Date is the expiry date of the medicine.
                                        5. Price - Price is the price of the medicine.
                                        6. Print Copies - Print Copies is the preferred number or copies of instructions to print.

                                        Steps in creating a Non Prescription Label.

                                        1. Click on "New " to enter new details.
                                        2. Click on "Save" to save the entry.
                                        3. Click on "Preview" to review the alignment of the label that will be printed.
                                        4. Click on "Print" to print the label.
                                        5. Click on "Close" to close  the screen.
                                        6. Users can search and load prescriptions using the "Search" button.


                                        Figure 1: Non Prescription Label

                                        [TOP]

                                        5.6.4 Doctor Maintenance

                                        Doctor Maintenance contains details about the doctor. Refer to Figure 1 below.

                                        Follow the steps below to create a doctor record.Refer to Figure 2 below

                                        1. Click on "New" button. 
                                        2. Enter below details
                                          1. Doctor Code - Enter a code for the doctor. This can be alpha, numeric or alphanumeric. The code can be maximum 12 characters long.
                                          2. Name - Name of the doctor.
                                          3. Business Phone-  Phone number available during operational hours.
                                          4. After Hours - Phone number available after hours.
                                          5. Mobile - Mobile number of the doctor.
                                          6. Address - Physical location of the doctors office.
                                        3. Click on Save.
                                        4. Tick on the "Void" check box and Save to delete a Doctor record.
                                        Figure 1 : Doctor Maintenance


                                        Figure 2: Adding a New Doctor Entry

                                        [TOP]

                                        5.6.5 Technical Reference

                                        Technical Reference

                                        [TOP]

                                        5.6.5.1 Prescription Pricing

                                        Prescription Price compose of the Cost, Tax and Markup. Prices can be set to use the dispensary markup or the set markup at price level. Refer to figure 1.

                                        To use Dispensary Mark up.

                                        1. Navigate to the Global Configuration in Point of Sale.
                                        2. Search for flag class prescription on the search bar.
                                        3. Set Prescription Price Setup as ‘M’ -  system uses the Dispensary Markup %.
                                        4. Set the Dispensary Markup percentage.

                                        To use Price Structure Markup

                                        1. Navigate to the Global Configuration in Point of Sale.
                                        2. Search for flag class prescription on the search bar.
                                        3. Set Prescription Price Setup as ‘P’ -  system uses the Markup set under Priority 2 on the price structure.
                                        4. Set the Markup under Cost + Markup on the product price in Backoffice.

                                        Set Charge Tax Prescription as ‘Y to apply tax to prescription price.
                                        Figure 1: Prescription Price Setup


                                        [TOP]

                                        5.6.5.2 Prescription Configuration

                                        The table below defines all the configurations for Prescriptions.
                                        Table 1:  Prescription Configurations

                                        Name

                                        Description

                                        Next Prescription Number

                                        The next prescription number.

                                        Surcharge on prescription Items

                                        Enter the surcharge on prescription items.

                                        Charge Tax Prescription

                                        Enter 'Y' to charge tax on prescription and 'N' not to charge tax on prescription.

                                        Prescription Price Setup M=Markup %, P=Price Structure

                                        Prescription price to use.

                                        Dispensary Markup %

                                        Enter the dispensary markup percentage to be charged.

                                        Update Item Prescription on change (Y/N)

                                        Update item prescription on change.

                                        Prescription Print Price Default Flag (Y/N)

                                        Print prescription price default flag.

                                        [TOP]

                                        5.7 Business Intelligence

                                        Business Intelligence contains below details.

                                        [TOP]

                                        5.7.1 Shift/Sales Summary

                                        Shift Sales Summary provides a summary of the active cashiers for a day and their shift details.

                                         
                                        Displays the category of items sold in a day and over a month.

                                         

                                        This screen shows the following information:

                                        • Each shift that is open and the name of the cashier.
                                        • The amount of sales done in each shift.
                                        • The amount of sales done in each category for today. Systems Manager.
                                        • The amount of sales done in the past 30 days for each category.

                                        Note: The screen refreshes depending on the number of seconds configured in the configuration menu for the next refresh.

                                        [TOP]

                                        5.7.2 Pending Transaction

                                        This screen shows all of the Open Transactions with the following information:

                                        - Open Transactions with their total value.

                                        - The date for the Open Transactions.

                                        - The name of the machine where these transactions were processed from.

                                         

                                        [TOP]

                                        5.7.3 Processing View

                                        Processing View is used in restaurants setups which provides a interface for the kitchen staff to view and process orders.  The processing view loads all new orders which the food items in an order, the kitchen staff would prepare the meal and mark it the order as ready, this will be updated on the customer view for collection.

                                         
                                        Processing View will only load items that have status as "Bulk". This is maintained under "Linkweb - Inventory - Product Master".

                                        Steps to enable " Processing View"

                                        1. Locate the "OpenBI Monitor.bat" file in the Link Technologies application folder.
                                        2. Open the file in notepad and set the category for items for a view.his will allow restaurants with multiple kitchens, to have different views. For example:
                                          1. "Link Technologies - POS.exe" "BI" "FOOD" will display all BULK Items with category FOOD
                                          2. "Link Technologies - POS.exe" "BI" "COFFEE" will display all BULK Items with category COFFEE
                                          3. "Link Technologies - POS.exe" "BI" "" will display all BULK Items.
                                          4. Run the "OpenBI Monitor.bat" as the administrator.
                                        3. Right Click on order to update status from new to "In Progress - Ready - Delivered". Once the order has been delivered it will be removed from the display.

                                        Figure 1: Processing View

                                        [TOP]

                                        5.8 Reporter

                                        Reporter allows a user to generate "Point of Sales" reports for example "Account Payments" reports.

                                          Notes

                                        1. Set the access for POS reports as "Active" under " Role Menu Access " .

                                        Steps to Generate a Report:

                                        1. Click on Reporter. This will open the "Link Reporter" form.
                                        2. Select the report under "Report Selection" .
                                          1. The list will only load reports for which access has been enabled for a user.
                                        3. Enter the "Report Filters".
                                          1. The report filters will update based on the report selection.
                                        4. Click on "Generate Report".
                                        5. Report notes are added at the bottom of the form to define the purpose of the report.

                                        Figure 1:POS Reports
                                         

                                        [TOP]

                                        5.8.1 PDF Viewer

                                        PDF Viewer  is a built in feature in Link Reporter to view PDF files.  "PDF Viewer menu can be found under Utilities --> PDF Viewer . .

                                        This is useful for users who do not have PDF reader or  Adobe installed on the machine.

                                        Figure 1 Sample for PDF Viewer
                                         

                                        [TOP]

                                        5.8.2 Diagrams

                                        Diagrams is a feature in Link Reporter that can be used to create and edit visio style  diagrams . "Diagram" menu  can be found under Utilities --> Diagrams.

                                         Users can use  diagrams to build work flow , organisational charts , business processes etc.

                                        Figure 1 : Sample Flowchart
                                         

                                        [TOP]

                                        5.9 Maintenance

                                        The Maintenance menu allows users to View, Search, and Update the Error Log, Assign Fast Keys, and Add/Modify Valid Account holders.

                                        [TOP]

                                        5.9.1 Product Group

                                        The Product Group is used to assign Fast Keys. These Fast Keys have images displayed on the screen. The images for the items assigned in the Product Group have to be saved in the Images folder, by default in the following path:

                                        C:\Program Files\Link Technologies\Link Point of Sales\Images.                                                                                                   

                                         

                                        Note: The image name must be saved with the same name as the Product Code for the picture to display.

                                        [TOP]

                                        5.9.2 Account Numbers

                                        This is used by the administrator to Add/Modify Valid Account holders. When a customer wants to pay by Cheque, the cashier will check if the customer has a Valid Account with the company for the cashier to proceed with the payment.

                                         

                                        [TOP]

                                        5.10 Utilities Tab

                                        The Utilities Tab allows users to quickly check prices for Products, View System Event Logs, and View Reports.

                                          

                                        [TOP]

                                        5.10.1 Price Check

                                        The Item Price Check is used to check prices for the items using the Search button, Scanning a Barcode, or Entering the Product Code in the Barcode field. It will also show in Stock Value for the item selected.

                                         

                                        [TOP]

                                        5.10.2 IMAS Mapping

                                        Location Mapping

                                        Payment Type Mapping

                                        Transaction Type Mapping

                                        [TOP]

                                        5.11 Technical Reference

                                        Technical Reference contains configuration and setup details for POS functional areas.

                                        Contents

                                        [TOP]

                                        5.11.1 Service Station Fuel Pump Integration

                                        LinkPOS has built-in integration into service station pumps using Enabler Card. Please review Enable provider's website (http://www.integration.co.nz) to determine how to configure and wire fuel pumps to the Enabler Card.

                                        Below is a summary of how the integration works:

                                        1. Install the Enabler Card on a PC on the network.
                                        2. Wire the pumps to connect to the Enabler Card. Verify the Enabler Card is communicating with the service station pumps.
                                        3. Configure the Enabler Card with Grades, Pricing, Product Codes and Terminal access.
                                        4. Configure Link Point of Sale (Configuration -> Integration) with the Terminal access details. Select the option to test and verify connectivity.
                                        5. Create inventory items for the different Grades selected in 3. above.
                                        6. Your integration setup is now complete.
                                        7. Pump control actions and status display.
                                        8. Transaction processing- Prepayments
                                        9. Transaction processing - fuel delivery sales (excluding prepayments)
                                        10. Troubleshooting

                                        Below are the details on configuring this integration:

                                        1. Install the Enabler Card on a PC on the network
                                          The Enabler card can be purchased from Integration Technology Limited. The number of pumps and cards required together with wiring details can be found on this website. The screenshot below shows some details relating to the Enabler card.


                                          Figure 1: Enabler Card (picture extracted from http://www.integration.co.nz)
                                        2. Wire the pumps to connect to the Enabler Card
                                          Wiring and configuration of the Enabler card with the pumps can vary depending on the size of the station and various other parameters. Please contact Link Technologies on details on how your station can be wired.
                                        3. Configure the Enabler Card with Grades, Pricing, Product Codes and Terminal access
                                          Once the Enabler card is connected to the PC and connected to the pumps, you need to configure the following items:
                                          • Terminal access details
                                            Each Point of Sale station requires two terminal access. One for transactions and one for status view. Screenshots below shows terminal access configurations for the Enabler card.

                                            Figure 2: Terminal configuration view
                                          • Grades, prices and product codes
                                            Grades are different types of fuels that can be configured in the pumps. Screenshots below shows Grades and prices. The code highlighted below is the product code used by Point of Sale.


                                            Figure 3: Grade and price configuration
                                        4. Configure Link Point of Sale .
                                        5. Create inventory items for the different Grades.
                                          Items created in inventory must have the same part number as Grade code as shown in figure 3 above.
                                        6. Pump control actions and status display
                                          To view Enabler status goto Utilities -> Integration -> Enabler Status

                                          Figure 4: Enabler Status

                                          Authorise All - This button is used to authorise all pumps that are lifted. Once authorized pumps will start fuelling.
                                          Authorise - This button is used to authorise a single pump that is lifted. Once authorised that pump will start fuelling.
                                        7. Transaction processing - Prepayments
                                          Below are the steps of performing a prepayment:
                                          1. Click Load Fuel Transactions and select the pump, grade and value or quantity of fuel to prepay and click Confirm Payment.
                                           

                                          2. Once transaction is loaded on screen, the pump is marked as reserved.


                                          3. When this transaction is completed the pump is marked as authorized and fuel is start delivering when the pump is lifted. Once the nozzle is placed down, this pump is automatically cleared.
                                        8. Transaction processing - fuel delivery sales (excluding prepayments)
                                          Below are the steps for performing fuel delivery sale:
                                          1. When pumps are lifted, the Enabler will show status as Calling. This indicates that an authorization is required before fuel can be released.
                                          This this example pumps 1 and 4 are being used for sale.


                                          2. Select pump 4 and click Authorize. Fuel is now delivering.


                                          3. Clicking Authorise All will authorise all pumps for delivering.


                                          4. Pump 4 has completed filling and placed the nozzle down.


                                          5. Pump 1 has completed fuelling and placed the nozzle down. Picking up the nozzle on pump 1 again will display a message "Not Allowed" on the Enabler status.


                                          6. Click Load Fuel Transactions. This screen will display all the transactions available for sale.


                                          7. Load pump 1 transaction. This will load the item on POS. You can do normal sale using standard processing.


                                          8. Once the sale is completed, pump 1 is cleared and ready for next sale.
                                           
                                        9. Troubleshooting
                                           Error Message  Resolution
                                           Not connected to pump server  The POS station is not able to connect to the pump server. Check the Forecourt configuration setup and test connectivity.
                                             

                                        [TOP]

                                        6. Technical References

                                        Technical References contain the following menus:

                                        1. ESS Archive Time and Attendance
                                        2. ESS Automatic Profile
                                        3. ESS Integrating Time Entry with Payroll
                                        4. ESS Time Entry Billing
                                        5. ESS Allow adding timesheet entries
                                        6. ESS Leave Transaction for Invalid Time
                                        7. ESS Leave Forfeit
                                        8. ESS Union Allowance
                                        9. Helpdesk Logo on Cases
                                        10. Helpdesk New Case From Comments
                                        11. Helpdesk Call Security
                                        12. Helpdesk Email Import
                                        13. Logo on Reports

                                        [TOP]

                                        6.1 ESS Allow adding timesheet entries.

                                        Allow Adding Timesheet Entries security  allows users to add time entries. This allows users to add time in and time out  directly on the ESS application.

                                         

                                        It is recommended to enable the security only for authorized employees.

                                         

                                        To enable Allow Adding Timesheet Entries follow the steps below.

                                        1. Navigate to Role Menu Access in ESS.
                                        2. Select the role from the dropdown list.
                                        3. Search for Allow Adding Timesheet Entries
                                        4. Click on the pencil to edit.
                                        5. Tick the Enabled box.
                                        6. Click on floppy icon to save.

                                        Figure 1: Allow Adding Timesheet Entries

                                        [TOP]

                                        6.2 ESS Archive Time and Attendance

                                        Archive Time and Attendance (TNA) entries is a feature to enhance performance of TNA processes. Clients have scenarios where the TNA times are neither submitted or edited. The archive feature automatically moves unapproved and invalid time to an "Archive" after the set number of days.

                                        For example, if the Archive Record Day is set as 10. A user logs into ESS on 20/10/2016 as the current date. User generates the Timesheet from 01/10/2016 to 20/10/2016. All unapproved and invalid entries from 01/10/2016 to 10/10/2016 will have status as Archived.

                                        Follow the steps below to setup automatic archive .

                                        1. Navigate to the Configuration menu under Administration.
                                        2. Search for Archive on the screen.
                                        3. Locate the flag - "TimesheetImport.ArchiveRecordsDays - Timesheet import staging data will be archived after this number of days". The Archived Records will be marked as "Automatic Archive"
                                        4. Locate the flag - "TimesheetImport.DeleteRecordsDays - Timesheet import staging data will be DELETED after this number of days". 
                                        5. Enable ESS Timesheet Import- Automatic Archive on the Processes menu under Administration. This process runs daily and moves TNA times accordingly.

                                        Figure 1: Set Archive Days

                                        [TOP]

                                        6.3 ESS Automatic Profile

                                        Link has a feature to automatically create employees when an employee profile is created in Payroll

                                        Steps to Setup Employee Create

                                        1. Enable the Process - ESS Auto Create Employee Profile
                                        2. Configure the details for "ESS_AutoProfile_flag" and " ESS_Username_Format". Refer to ESS Configuration for details.

                                        Notes

                                        1. The User Account must be approved by the administrator before the Employee can log into ESS.
                                        2. Users whose Profile has been created automatically need to Recover Password to log into ESS for the first time.
                                        3. "Force Password Change" is enabled for all employee profiles created automatically. When the employee logs in for the first time system will load the "Change Password" page. Users need to change the password and enter the security question and answer. The security question and answer will be effective for password recovery in the future.
                                        4. If organisations do not wish to enable "Force Password Change", this can be done in ESS. Steps:-
                                          1. Go to User Maintenance
                                          2. Select the employee
                                          3. Un-Tick "Force Password Change" on the User Tab.
                                        5. Click on Update.

                                         

                                        [TOP]

                                        6.4 ESS Leave Forfeit

                                        Leave Forfeit process will forfeit leave accruals that has not been utilized for a specific period.

                                         

                                        The system allows employers to configure selected leave types so that after a predefined number of months, the leave that has exceeded this time will be written off. By Default, Lieu Leave is setup to FORFEIT after 12 months of in-activity.

                                        Process

                                        1. Configure the "Leave Type" and "Age in Months" for time validation in process ESS025.
                                        2. Enable Process ESS025 - Forfeit leave for [Leave Type] when "leave balance" age is greater than [N] months.
                                        3. Once the process has executed validate the "Leave Adjustment" to approve the adjustment.

                                        Example:
                                        An employee has an accrual of 5 hours of leave every month from January 2014. By December 2014, the employee has 60 hours of leave accrued. By December 2015, the employee has accrued an additional 60 hours leave.

                                         

                                        During 2014 to 2015 employee has taken 40 hours leave. These 40 hours is reduced from the accruals from January to August 2014 (oldest leave used first (FIFO Method)).

                                         

                                        When the Leave Forfeit process is run in November 2015, the system looks for leave that is over 12 months old and has not been used. In our example, 12 months from November 2015 is November 2014. Therefore leave accrued for September and October 2014 is over 12 months old and is UNUSED. Hence, these leaves will be forfeited from the system.

                                         

                                        The table below shows the details of this process.The available accrual of 10 hours for September and October in 2014 is forfeited. Refer to Figure 1.

                                         

                                        A scheduled process will create leave adjustment entries automatically. Refer to Figure 2.

                                         

                                        A leave adjustment will be created for all lieu balances that have not been utilized once the process runs automatically. Refer to Figure 3.

                                         

                                        Once the approver approves the leave adjustment, then the lieu leave balance will be reduced.

                                        Figure 1: Details of Leave transactions to explain the “Leave Forfeit” process
                                         

                                        Figure 2: Leave Forfeit Process
                                         

                                        Figure 3: Leave Adjustment
                                         

                                        [TOP]

                                        6.5 ESS Leave Transaction for Invalid Time

                                        This customization is  automatically create a leave entry for an employee if the hours submitted for a day is not equal to the set "Work hours per day".


                                        The following rules apply to the process:

                                        • Days to check for invalid time: Start Date (configured) to Current Date - 2 days. For example, if current date is 21/11/2018. Process will validate time till 19/11/2018.
                                        • If there is no leave balance in "ALIEU" the leave balance will be deducted from employee's Annual Leave. If there is no annual leave balance, then leave without pay "LWOP"  will be used.
                                        • Process checks time for weekdays only. Saturday, Sunday and Public Holidays are excluded from the validation.
                                        • Invalid Time Entry is where the Total Hours is less then "Work Hours/Day".
                                        • Total Hours = Timesheet Import Hours + Time Entry where Activity Type = "Time Entry" + Leave Hours.
                                        • Process will validate the time for all "Active" employees
                                        • Leave should be allocated to the employee and employee should have sufficient balance for the process to create the leave.
                                        • Leave transaction is created in order as follows: Annual Leave, ALIEU, LWOP. Leave status will be "Taken".

                                        Process

                                        1. Configure the "Start Date" for time validation in process ESS008.
                                        2. Enable Process ESS008 - Create leave transactions for invalid time entries.
                                        3. Once the process has executed validate the leave application entries for employee.

                                        Figure 1: Process Configuration
                                         

                                        [TOP]

                                        6.6 ESS Integrating Time Entry with Payroll

                                        Integration to Payroll allows the system to do the following:

                                        1. Import approved Time Entries into Payroll processing. To enable this, set the configuration in ESS to "Yes" for rule code "IncludeESSTime".

                                        Configure the "Payroll Paycode" for the activity to allow import of ESS entry in a pay. There are two types of paycodes:

                                        1. Leave Type paycodes
                                          Activities linked to leave type paycodes will accrue leave balances when a time entry is approved. This is generally used to accrue time off in-lieu. See figure 1 below.
                                        2. Non-Leave type paycodes
                                          Activities linked to these paycodes will flow into next payroll processing. See figure 2 below.

                                         

                                        [TOP]

                                        6.7 ESS Time Entry Billing

                                        Integration to JIWA Financials allows the system to do the following:

                                        1. Create sales orders in JIWA for approved and billable marked time entries.
                                        2. Send e-mail alerts for sales orders created in JIWA. See figure 1 below.
                                        3. Automatically create debtors in JIWA if it does not exists.

                                        The following configurations and setup are required for this integration:

                                         

                                        1. Configuration Menu

                                        1. FMIS Database Name  - FMIS Database is the JIWA database.
                                        2. FMIS Location - FMIS location is the location in JIWA.
                                        3. FMIS Server Name - Server Name is the server on which the database is hosted. If the database and server is on the same machine leave server name blank.
                                        4. FMIS System - FMIS System is the Financial system that is JIWA.
                                        5. JIWA Automatic Billing Enabled (Y/N) - JIWA Automatic Billing should be set as 'Y' to allow integration.
                                        6. JIWA Automatic Billing PartNo - JIWA Automatic Billing PartNo is the product ID for a non-inventory item.

                                        2. Processes Menu

                                        Enable the following process under Processes in ESS online:

                                        1. ESS JIWA Billing

                                        3. Customer Maintenance

                                        1. Customers are linked to JIWA by using the Code to JIWA.AlternateAccount mapping. Customer code in ESS and JIWA should be the same. See code highlighted in figure 2 below.

                                         

                                        Figure 1: Sample JIWA billing alert.

                                         

                                         

                                        [TOP]

                                        6.8 ESS Union Allowance

                                        Allowances can be set to be paid on hourly, daily or weekly bases for specific union or department in an organisation.

                                         

                                        Follow the steps to set up allowances.

                                        1. Create a customer under Maintenance in ESS. The Customer is basically the company for which allowances are being created. Click here for instructions to create a customer.
                                        2. Create a project under Maintenance in ESS. A project is the task or assignment for which allowances will be paid.Click here for instructions to create a project.
                                        3. Create the types of allowances as activities under Maintenance in ESS. Click here  for instructions to create a activity.
                                        4. Assign the allowance under activities to the respective project. Click here for instructions to tag allowances to projects.
                                        5. Assign the projects to the respective customer. Click here  for instructions to tag projects to customers. 
                                        6. Create the Union and tag the corresponding allowances to the Union. In the details of the allowance set up the rate and frequency of the allowance. Click here for instructions to setup union and allowance rates. Note for Meal Allowance, set Frequency as " Custom".
                                        7. Assign the  employees to the respective union. The employee will be paid the allowance set under the union which has been tagged to the employee on the system. Click here for instructions to assign employees to unions.

                                        [TOP]

                                        6.9 Framework Enable Distributed Transactions Coordinator

                                        When using SQL API where the Server is located on a different machine (Different IP Address), the "Distributed Transaction Coordinator (DTC)"  needs to be configured.

                                        Steps to Configure DTC

                                        1. Enable "DTS Services" on the SQL Server hosting the FMIS/Integration database. Refer to Figure 1. 
                                          1. Navigate to "Administrative Tools - Component Services - Services (Local)" on the machine.
                                          2. Search for "Distributed Transaction Coordinator"
                                          3. Right on the services and go the "Properties". This will open a form with the service name as "MSDTC".
                                          4. Set the "Startup Type" to "Automatic".
                                          5. Enable the service.  Click on "Start" the service in the left section. Refer to Figure 2 and Figure 3.
                                        2. Configure the Firewall on both SQL Servers to allow DTC for all 3 (RPC, RPC-EPMAP, TCP-IN) in the Inbound and Outbound Rules. Refer to figure 2 below
                                          1. Navigate to "Administrative Tools - Windows Defender Firewall with Advanced Security".
                                          2. Go into "Inbound and Outbound" rules.
                                          3. Search for "Distributed Transaction Coordinator" .
                                          4. Enable the rule. Click on the "Enable Rule" option in the right panel.
                                        3. Enable DTC security controls. Refer to Figure 4.
                                          1. Navigate to "Administrative Tools - Component Services - Computers - My Computer - Distributed Transaction Coordinator".
                                          2. Right-click on "Local DTC", select "Properties" and set the options shown in figure 3 on both SQL Servers machines.
                                        4. Restart both machines.

                                        Figure 1: Enable DTS Services

                                        Figure 2: Firewall Configure - In Bound Rule

                                        Figure 3: Firewall Configure - Out Bound Rule

                                        Figure 4: Component Services Configuration
                                         

                                        [TOP]

                                        6.10 Framework Logo on Reports

                                        Helpdesk has the feature to add company logos which are reflected on helpdesk reports. Refer to Figure 1 below.

                                         

                                        Follow the following steps for setup:

                                        1. Navigate to Global Setting into Company.
                                        2. Click on the grey triangle into the details of the company.
                                        3. Add the attachment details under attachments. Enter the following
                                          • Attachment Group Name: CompanyLogo
                                          • Description: CompanyLogo
                                        4. Expand the Attachment Group by clicking into the grey triangle.
                                        5. Browse the logo image.
                                          • Filename: Preferred Filename (file format is jpg)
                                        6. Save the attachment and generate the reports.

                                        [TOP]

                                        6.11 Helpdesk Dropdown Dependency

                                        Helpdesk allows users to set customer specific "Section Title", "Alias" and "Dropdown Dependency".

                                         

                                        "Section Title" and "Alias" is setup under "Configuration ". Refer to Figure 1 and 2 below.

                                         

                                        "Dropdown Dependency" is dependent on the Classification. There is a maintenance in helpdesk where users can specify which groups are restricted to a Category. By default this menu is labelled at "Product".

                                         

                                        The "Product" menu records all possible categories of helpdesk calls. Users can set the default group per category which will appear in the dropdown when logging cases.

                                         

                                        Note: If dependency is not set, all listing from the "Group" will appear on the dropdown.

                                         

                                        Steps to Setup Dependency. Refer to Figure 3.

                                        1. Go to menu "Product".
                                        2. Select the "Category" to add the dependency.
                                        3. Click on the "Grey Triangle" to add the dependency.
                                        4. Click on the "Green Plus Sign".
                                        5. Select the preferred dependency from the list. This dependencies is maintained under "Group ".

                                         

                                        Figure 1: Alias Configuration.

                                         

                                         

                                        Figure 2 : Alias Output

                                        Figure 3: Dropdown Dependency.

                                         

                                        [TOP]

                                        6.12 Helpesk Logo on Cases

                                        Helpdesk has the feature to add  logos which are reflected on logged cases on helpdesk and case notifications. Refer to Figure 1 below.

                                         

                                        Follow the following steps for setup:

                                         

                                        1. Save a copy of the logo with a preferred name (file format jpg) in the Contents\ Images folder of the helpdesk root folder. Refer to the path below:-
                                          • C:\Program Files (x86)\Link Technologies\Linkweb\Content\Images
                                        2. Configure the logo details under Administration › Configuration in Helpdesk. Refer to Figure 2 below. Edit the following details:-

                                          Logo_Filename - Logo Filename is the name of the image. The filename should be the exact name of the logo image as saved in 1 above.
                                          Logo_Height - Logo Height is the set height of the image to be output on the case.
                                          Logo_Width - Logo Width is the set width of the image to be output on the case.

                                        Note: Ensure that the helpdesk Web Server and Web Address is correctly defined to successfully display the logo. These details is saved under Administration › Configuration in Helpdesk.

                                         


                                        Figure 1 : Company Logo on Helpdesk Cases.

                                         

                                        Figure 2 : Logo Configurations

                                         

                                         

                                        [TOP]