Wavelet EMP - Basic System Configurations and Setup

This document is intended to function as a guide to setting up the Wavelet Enterprise Management Portal after a clean installation. It does not require a high level of technical, accounting or operational experience, but it would help if you understood the structure of the organisation which will be using this installation of the EMP (disregard that if you’re just testing out this application). Anyways, here it goes&ldots;

 

After having just installed the EMP, you will be able to access the EMP by specifying your user name as ’developer’ and password as ’wavelet’ from the EMP’s URL (i.e. http://cradle.wavelet.biz:8080/emp).

 

Once you have access to the EMP you will have to carry out the following tasks before it will be ready to facilitate your accounting, financial, inventory and trading business operations: -

 

 

The first step in setting up the EMP would be to define the organisational structure of the EMP. As each organisation is inherently different, this portion only serves as a guide to the different section; you should know the organisational structure of your own organisation.

 

A majority of EMP system configuration is done in the Developer section, selected from the top of the page. From there, you will be able to see the options available to the left side of the page.

 

Click DEVELOPER -> BIZGROUP

Under Organisation Structure, firstly select Define Business Group. There, you will be required to specify the following: -

 

 

After completing that, select Define Business Entity. The term ’Business Entity’ in the EMP is used typically in reference of the legal entity of each subsidiary in the business group defined in the preceding section (if applicable &endash; if not, the business entity should be the same as the business group). This sub-module will prompt you to fill up the following fields: -

 

o      BizEntity Code &endash; Unique identifier for each business entity

o      Entity Name &endash; The name of each of the entities (subsidiaries)

o      Registrar ID &endash; The official registration number of each business entity

o      Description &endash; Optional description of business entity

 

Next, you will have to click on Define Business Unit/Department. This section allows you to set the details of the different departments (if applicable) within the business entity by specifying the following: -

 

o      BizUnit Code &endash; Unique identifier for each business unit/department

o      BizUnit Name &endash; The name of each unit/department

o      Description &endash; Optional description of business unit

o      BizEntity &endash; Pull-down menu to assign to parent business entity

 

Lastly, you will have to go to Define Profit and Cost Centre to input the following fields: -

 

o      PCCentre Code &endash; Unique identifier for each PC centre

o      PCCentre Name &endash; The name of each of the PC centres

o      Description &endash; Optional description of PC centre

o      Full Name &endash; Optional extra information about PC centre

o      Currency &endash; Default Currency

o      BizUnit &endash; Pull-down menu to assign to parent business unit

 

As each PC centre has its own set of accounts, balance sheet and etc, the accounts belonging to one PC centre cannot be mixed with those of another PC centre, even though they are in the same business unit.

 

 

After setting up the organisational structure, you will need to set up the cashbooks for each of your outlets/ branches before actually designating them. This is to avoid any confusion later over the accounting practices of a branch.

 

In order to create cashbooks, you first need to go to the Accounting module and select GL and Cashbook Maintenance. Once there, select Add Cash Accounts and you will be brought to a page where the following fields have to be set: -

 

o      Bank Code/Cash Code &endash; Unique identifier for each account

o      PC Centre &endash; Pull-down menu to assign PC Centre

o      Account Name &endash; The name of each account

o      Description &endash; Optional description of account

o      Account Number &endash; Bank account number (if applicable)

o      Account Type &endash; Pull-down menu to select account type (cash drawer, chequing account, etc)

o      Currency &endash; Pull-down menu to select default currency

o      Low-level Trigger &endash; Triggers alert if cash in account drops to this level

o      High-level Trigger &endash; Triggers alert if cash in account rises to this level

o      Facility Amount

o      Overdraft Amount

o      Address &endash; Address of cashbook or bank account (if applicable)

o      Contact Person

o      Phone Number

o      Fax Number

o      Signatories &endash; Signatories for cashbook (if applicable)

 

Typically, cash and chequing accounts are set for each branch, with a central credit card account as well as miscellaneous accounts for petty cash, alternative payments (coupons, etc) and so on. However, as with the organisational structure, different companies would have different accounting practices.

 

 

From setting up the cash account, we go back to the Developer section to continue setting up the system by adding store locations and the branches attached to them. A store location is differentiated from a branch in that the location is where the inventory is kept for a particular branch. As such, one location in a shopping complex may serve as the inventory for multiple branches in the complex.

 

In order to create a store location, click Add Store Location and specify the following fields: -

 

o      Code &endash; Unique identifier for each location

o      Name &endash; The name of each store location

o      Description &endash; Optional description of store location

o      NS &endash; Pull-down menu to specify trading/warehouse

o      PC Centre &endash; Pull-down menu to assign PC centre

 

Once the necessary locations have been created, the branches can be defined as well by clicking on Add Branch in the sidebar, and filling up the following: -

 

o      Code &endash; Unique identifier for each location

o      Business Registration No. &endash; Legally registered business ID

o      Name &endash; The name of each branch

o      Description &endash; Optional description of store location

o      Address

o      Phone

o      Fax

o      Web URL &endash; Website address

o      PC Centre &endash; Pull-down menu to assign PC centre

o      Inventory Location &endash; Ties in to store location

o      Cashbook Configuration &endash; Select cashbooks for each

o      Pricing Scheme &endash; Pull-down menu to specify if retail/ HQ

o      Hotlines

o      Logo URL &endash; provide URL for logo if desired.

 

 

The setting of the First Financial Year is important in order to ensure the accounting processes of the EMP are handled properly according to the stated financial year. This procedure is carried out in the Accounting module, under the Configuration section. On this page, select Financial Year Maintenance and you will be able to specify the start and end date for the financial year. Do take note that once the financial year has been set, it cannot be changed anymore, so please take extra care when filling up this form.

 

 

Next, you can set the General Ledger Opening Values to reflect the accounts prior to the first financial year. This is carried out in the GL and Cashbook Maintenance section in the Accounting module. Select Set Opening Balances. You will then be able to select a GL code from a predictive text box (type letters and it displays the corresponding accounts) as well as to debit/credit that account. This will set the opening values for the EMP.

 

 

Lastly, you should configure the credit card payment settings to ensure smooth point-of-sales transactions. Once configured, this feature will allow the sales clerk or cashier to choose a credit card payment method (Visa, MasterCard, Visa with 6 months interest-free payment plan, etc) with the predetermined settings as to the interest levied against either the company or the customer.

 

Anyways, this feature is also in the GL and Cashbook Maintenance section, under the Card Payment Config option. Set the following fields to create pull-down credit card payment options for the point-of-sales operations: -

 

o      Sort Code &endash; Sets the order of payment methods

o      Bank Code &endash; Unique identifier for each bank

o      Bank Name &endash; The name of each bank

o      Payment Mode &endash; The name of payment method to be accepted

o      Policy on Finance Charges &endash; Set finance charge value and determine if it is charged to the user or absorbed by company

o      Preferred Cashbook &endash; Preset cashbook (if applicable) to record transaction

 

The configuration of the EMP is more or less complete at this stage. You may now begin to add items to the Inventory, configure the Accounting module to more detail or create new suppliers, customers, etc. For more information on all the above, please consult the EMP manual.