Common Reference Directories

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Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

Common Reference Directories

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

ENTITY

Path : Common / Entities

Definition:


Clustering criteria of the
Organizational Cut
-
out

of a business


1 Business Company XY

Example

London

Oxford

N
°
1

Business Y

Business X

N
°
2

Internal

shift

Sub
-
contractor

shift

N
°
4

Mechanical


Department

Electrical


Department

N
°
3

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

Main Entity Diagram

Purchase

Stock

Resources

Equipment

Workflow

Restrictions /Login

Entity Structure

Maintenance

(Reference directories)

Commons files



Category



Requesters



Costs Centers



Budgets



Suppliers



Zones



Functions



Meters



Do/Don’t



Spares /Tools



Actions



Action category



Equipments Status



Jobs



Priorities



Contracts …



Resources



Supervisors



Shifts



Skills



Employees



Item



Item groups



Fix assets



Stores



Payment modes



Accounts



Primary Budgets



Consolidated Budgets



Payment due



VAT …



Facilities (e.g. :Cars)



Topography

ENTITY

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

ENTITY TYPES

Each entity belongs to a type of entity. It’s a criterion of regrouping.

E.g. : Departments, Sectors, out sourcing, Sites....

Path : Common / Entity Types

Allows to open
the list of the
icons available

An icon can be associated to each type of entity

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

ENTITY

Path : Common / Entities

Identify the
default entity
(parameters)

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

ENTITY

Path : Tools / Parameters

Prefix management by entity

Possible Transaction
:

Workflow Circuit, Project, JR(Job
Requests), Action, Hazard
monitoring, Work Permit, Roster
(shifts), Receipt, Return on receipt,
Stock demand, Issue, Return on
issue, Goods Receipt Number,
Transfer, Count, Purchase Request,
Purchase Quotation, Purchase Order,
Invoice, Reconciliation, Credit note,
Supplier Performance, Agreement.

For each transaction click
on prefix button

ex : For Job Request

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

In this screen you can
specify prefixes by entity

EX : ENTITY = SECT1


PREFIX = JBRS1

Path : Tools / Parameters

ENTITY

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

The tab Prefixes of Company Entity Details, allows to
display by transaction the used prefixes.

ENTITY

Path : Common / Entities

For a Job Request the prefix use will be “JBRQ”, so when
you save, the JR code will begin by “JBRQ”

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

ENTITY

Path : Common / Entities

Stock costs tab allows to display costs by periods : Opening,
Receipts, Issues, Adjusted, Transfer, Closed.

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

UNITS

Path : Common / Units

Allows to define:



Stock and purchase units



The conversion factor between units


Note:

The inverse conversion is automatically calculated.

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

CATEGORY

The category is used to
classify technically
equipment and items (e.g.
motors, boilers, pumps...)


Specific Coswin data (jobs,
defects …) are automatically
grouped per category.


An Equipment

or
an Item

can belong to
one Category
only
. A
Category

can
contain/group several
equipments and/or items
.

Path : Common / Categories

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

Query By Attributes from category module.



The buttons



allow to open Query By Attributes with
default attributes classes linked to the current category.

Operating mode for equipment:


1.
Display category.

2.
Click on button "Equipment", Coswin open the equipment selector.

3.
Click on button “QBA", Coswin display the criteria list.

4.
Click on button “Add X", Coswin open the window allowing criteria
specifications for the current category.

5.
Select the attribute class and specify criteria.

6.
Save and close the window

7.
Click on button,


Coswin display the corresponding equipments.


CATEGORY

Path : Common / Categories

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

REQUESTERS / BUYERS

Path : Common / “Requesters/Buyers”

The requester can write who is the creator of the transaction

( e.g. : JR, PR, PO…)


The Requester is specified by the user when The Creator is automatically filled
by Coswin linked to The connected user.


You can specify if the requester is a buyer or a requester or both.

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

COST CENTRE

A Cost Centre can be allocated to equipment, items, employees and
transactions (maintenance, stock and purchase).

Path : Common / Cost Centre

Three tab pages
automatically display the
costs charged against the
Cost Centre from all
Coswin modules.

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

COST CENTRE

The Stock Costs tab page automatically displays the cost centre consumption for
each period of time.

The Purchase Costs tab page displays the cumulative total values of the
Purchase transactions.

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

BUDGETS


This module allows you to define and manage budgets related to facilities charges.

Path : Common / Budgets


The button

open the Cost Centres
selector


Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

BUDGETS

A budget (Maintenance or Purchase) contains one or more Cost Centres.

The costs charged on Cost Centres are automatically cumulated on the budgets and
compared with the allocated costs.

Path : Common / Budgets

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

BUDGETS

Budget Column:

Allows introducing
the monthly budget
for the current year.

Purchase costs tab page:


Allows the reset values of the budget.


Note: To perform at the same time that the end of periods Purchase.

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

BUDGETS

Ordered Column :

Corresponds with Purchase Orders costs, charged on a PO
having a Cost Centre attached to the budget.


Invoice


Credit Column :

This are the costs computed as the difference between
invoices and credit notes.


Engaged Column

:

This is the difference between the ordered and invoiced values.


Remaining Ordered Column

:

The total remaining value computed against the
ordered value.


Remaining Invoiced Column

:

The total remaining value computed against the
invoiced value.


Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

ACCOUNTING PERIOD

Path: Tools / Parameters / Global / Accounting Period

Possibility to define until 5 periods which will be used in cumulated costs tables
of stock and purchase modules.

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

PERIOD END PROCESSING

Path: Common / Period end processing

Allows to reset cumulative costs values for items and Cost Centres.

Ex : On Stock register (Tab Analysis/Cumulative)

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

EXECUTION Of the PERIOD END PROCESSING

Path: Common / Period end processing/ Tab Purchase

Allows the reset of the total costs suppliers concerning transactions with suppliers

Before “Execute”

After “Execute”

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

SUPPLIER

This module allows
recording partners:



Supplier



Equipment Supplier



Subcontractor



Manufacturer



Transporter


Path : Common / Supplier

Remark : a
supplier has to
be suspended
before being
deleted









Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

SUPPLIER

Path : Common / Supplier


A supplier is suspended


Transactions involved:

-

Purchase Request

-

Auto request

-

Purchase Order

-

Quotation for the creation function

-

Receipts

-

Agreements

When the flag


is ticked on supplier window,

the selector will show only

suppliers who aren’t suspended

Prerequisites:

On the module Parameters/Purchase/Supplier, the option
«

Don’t display the suspended supplier

» Have to be tick

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

SUPPLIER

The More tab
page

shows accountant data about the current company

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

SUPPLIER

The Transactions tab page allows seeing a list of transactions linked to the current
supplier.

A supplier can be of different types in the same time. (e.g. :Manufacturer and Supplier)

Copyright
©
1999
-
2004
-
Siveco Group
-
all rights reserved

SUPPLIED ITEMS

Path : Common / Supplier


Tab Items

A “validity date” shows when this item is out
-
of
-
date (e.g. : grease tube)

This field will be display for transaction type: Purchase request/ Purchase order
/ Invoice


The modification (or creation) of this field in transactions for PR / Quotation /
PO / Invoice, update automatically “validity date” for the couple supplier/ Item