Configs

In this section, Admin has the ability to enable and disable features and reports for clients, based on their subscription package.

  1. Click your username in the top right

  2. Click Admin settings

  3. This takes you to the admin panel (Only IMS Staff/ Users with Admin permissions have access to this section)

  4. Once you have accessed the Admin Section, it takes you straight to the Users tab.

How to Navigate

  • After you have accessed the Admin Panel, the navigation bar is located at the top of your screen, it allows you to view and config features added to the system based on clients request and updates.

General Configuration

General

  • Read Only Mode

    • When this is enabled, the whole site will be in read only mode and users would not have access to create transactions, items, users or any of the setup functions in Manage.

  • Items Per Page

    • Allows the Administrator to set how much line items should be displayed on all transaction pages and the inventory list page.

  • Stock Count Items Per Page

    • Allows the Administrator to set how much line items should be displayed on all stock sheets.

  • Show Legacy Stock Count UI

    • Allows the Administrator to enable or disable the first version of the Stock Count module.

  • Default Client

    • Allows the administrator to select the outlet the site would default to once a user logs in. If the user does not have access to the selected outlet, then the outlet they have access to would automatically display.

  • Banner

    • Allows the Administrator to display or hide the message displayed in the Banner Message field. Once set to Show, any user logged into the site would be able to view the Banner Message.

  • Help URL

    • Allows the administrator to add the URL to a copy of the online User Quick Guide. Once the URL is added, users click on the help button and they will be redirected to the online User Quick Guide.

  • Signature Options
    • Allows the Administrator to set which fields are displayed on the Signature card which is displayed on Purchase Orders and Requisitions.

      • New - Gives users the option to create new Signatures on the Signature Card.

      • Existing - Gives users the option to use the Signature setup on their user profile on the Signature Card.

      • All - Gives the user both the New and Existing option on the Signature Card.

  • Default Vat

    • Allows the Administrator to set the default Vat/Tax percentage based on the client.

  • Financial Year Last Month

    • Allows the Administrator to set the last month client’s Financial Year. If the client’s Financial Year for 2023 ends on March 31st, the administrator must select March from the drop-down menu. Once selected all transactions code from April first would be for the 2024 Financial Year and the transaction sequence should start from 1. E.G PO24-00001

  • Set Upload Limit (Bytes)

    • Allows the Administrator to set the storage limit each client has to upload documents to their transactions. This limit can be viewed and tracked in the Document Library module.

  • Custom Card Dashboard

    • Allows the Administrator to enable and disable having custom chart links from Grafana displayed on the Dashboard

Labels

In this section the administrator can rename certain buttons within the system. Administrators can rename:

  • Purchase

  • Requisition

  • Sale

  • Recipe

  • Location

  • Cost Centre

  • Client

  • Department

  • Funds Available

  • Vat

  • Dispense

Colors

In this section the administrator can change the colors of the system if required. These are intially set by the developer.

  • Login Body Background

  • Body Background

  • Navbar

  • Table Headers

  • Table Hover

  • View Button

  • Danger Button

  • Warn Button

  • Info Button

  • Success Button

  • Primary Button

  • Secondary Button

Password Requirements

In this section the Administrator can set the Password Requirements for all users for the system.

  • Uppercase

  • Lowercase

  • Numbers

  • Special Characters

  • Minimum Length

  • Expiration

  • Lock Duration

Purchases

  • In this section the administrator can select the required purchase features, based on the client’s package.

    • Allow Purchase order charts

      • When this is enabled the Purchases and Purchase Status cards would be displayed on the Dashboard.

    • Allow Pvr charts

      • When this is enabled the Pvr charts which compare the Purchase vs Receive Notes vs Requisitions chart would be displayed on the Dashboard.

    • Allow Pvr cost charts

      • When this is enabled the Pvr charts which compare the Purchase Costs vs Receive Notes Costs vs Requisitions Costs chart would be displayed on the Dashboard.

    • Allow rejecting Purchases

      • When this is enabled authorization managers would have the ability to reject purchase orders they do not wish to authorize and also add a reason as to why they are rejecting the Purchase Order.

    • Any selected manager can authorize Purchases

      • When this is enabled this allows for multiple authorization managers to be selected, however, only one Manager has to click the Authorize button so the status of the Purchase Order changes from Request Auth to Authorized.

    • Any selected manager can authorize Requisition

      • When this is enabled this allows for multiple authorization managers to be selected, however, only one Manager has to click the Authorize button so the status of the Requisition changes from Request Auth to Authorized.

    • Cancel Purchase Order Authorization Request

      • When this is enabled users have the ability to cancel the authorization request before the authorization manager authorizes the purchase order.

    • Confirm Receives

      • When this is enabled and the client uses the Overseas Purchase Order feature and has the Costing Module setup, on the receiving page When the user enters all the required information and clicks the receive button the Costing Summary Preview would be displayed. The user then has the option to return to receiving page and make any required chnages or receive.

    • Default Received date is the Purchase order date

      • When this is enabled when the client goes to the Receiving page the Invoice Date would default to the Purchase Order date. When disabled the Invoice Date would default to the date the receive button was clicked.

    • Edit Purchase Code

      • When this is enabled on the Purchase Order Edit Page users have the ability to change the default Purchase Order number to a custom Purchase Order number.

    • Edit Purchase UoMs

      • When this is enabled users have the ability to create and receive Purchase Orders using various UOM conversions.

    • Only show Locations when receiving items

      • When this is enabled when users are on the Receiving Page, once they click the Location field on Locations would be displayed in the drop-down menu

    • Overseas Vendors

      • When this is enabled all Purchase Orders created with Vendors who are set as Overseas Vendors would automatically have the have the Overseas Purchase toogle enabled.

    • Place send to vendor data in a PDF attachment

      • When this is enabled all Send to Vendor Emails would have the Purchase Order as an attachment instead of the information displayed inside of the email body.

    • Purchase editable field

      • When this is enabled users have the ability to enter the unit price of each item on the Purchase Order edit page. When disabled, users have the ability to enter the net value of each item on the Purchase Order edit page.

    • Require Signatures for Purchase authorizations

      • When this is enabled when users click the authorize button they would be required to use an exisiting signature or create a new one before they can authorize the Purchase Order.

    • Show GL codes on fund popovers

    • Show quick Purchase

    • Skip Purchases

Requisitions

  • In this section the administrator can select the required requisition features, based on the client’s package.

    • Allow Requisition Order Charts

      • When this is enabled the Requisitions and Requisition Status cards would be displayed on the Dashboard.

    • Any selected manager can authorize Requisition

      • When this is enabled this allows for multiple authorization managers to be selected, however, only one Manager has to click the Authorize button so the status of the Requisition changes from Request Auth to Authorized.

    • Cancel Requisition Order Authorization Request

      • When this is enabled users have the ability to cancel the authorization request before the authorization manager authorizes the requisition.

    • Compact Requisition

      • When this is enabled users would only see one line item for each item on the Requisition Edit page. They would also have the ability to selected the from location they wish to issue the stock from.

    • Fill Requisition issued

      • When this is enabled when a Requisition is authorized, the quantities authorized will automatically be displayed in the Quantity Issued field.

    • Require signatures for Requisitions

      • When this is enabled when users click the process button they would be required to use and exisiting signature or create a new one before they can process the Requisition.

    • Requisition Cart IPL (Disables split Requisitions)

      • When this is enabled on the Create Requisition page items would be displayed multiple times as items are listed based on the Locations they are tied to. N.B. When selecting items to add to the Requisition cart verify you are selecting the item that is tied to the correct from Location.

    • Split Requisitions (Internal and External)

      • When this is enabled on the Create Requisition page users would have the ability to create Internal Transfers and Requisitions as separate transactions.

Other

In this section the administrator can select the other required features, based on the client’s package.

  • Allow Adjustments Charts

  • Allow Sales Order Charts

  • Allow Transfer Charts

  • Allow Two Factor Authentication

  • Compact Transfer

  • Create sub Locations

  • Custom Departments

  • Custom Purchase Vendor

  • Fund Department Only

  • Limit create item Location

  • Show Currency Editor

  • Show Item Image (on row hover)

Features

In this section the administrator can select the required features, based on the client’s package.

  • Batching

  • Dispense

  • Kit / Recipe

  • Mobile Downloads

  • Pou Grid

  • Purchase

  • Quotation

  • Requisition

  • Sales

  • Transfers

Reports

In this section the administrator can select the required reports, based on the client’s package.

  • Accrued

  • Agilysys

  • Average Unit Prices

  • Consolidated Stock

  • Consumption

  • Costing Summary

  • Department Purchases

  • Department Transactions

  • Distribution

  • Events

  • Funds Held

  • Funds Other

  • Funds Rollover

  • Funds Summary

  • Funds Used

  • Grn Credit

  • Internal Transfer

  • Inventory Pending

  • Inventory Received

  • Item Default Location

  • Item Transactions

  • Items By Date

  • Items By SubType

  • Items By Vendor

  • Items Expiration

  • Locations To Cost Centre

  • Move

  • Previous Unit Prices

  • Purchase Analysis

  • Purchase Details

  • Purchase Forecast

  • Purchase Review

  • Purchases Authorized

  • Purchases By Code

  • Purchases Requested Authorization

  • Quickbooks

  • Quickbooks Purchases

  • Requisition Consumption

  • Requisition Forecast

  • Requisition Forecast By SubType

  • Requisition From Location To Cost Centre

  • Requisition Pending

  • Requisitions By Activity Code

  • Requisitions By Code

  • Sage

  • Sage (Accpac)

  • Sage Summary

  • Savings

  • Shopping List

  • Stock By Cost Centre

  • Stock By Location

  • Stock On Hand

  • SUN

  • System Audit

  • Transfer In

  • Transfer Out

  • User List

  • Variance

  • Vendors

  • Weekly Compliance

Client Specific Configuration

In this section the administrator can select the required options, based on the client’s package and per each client or branch.

  • Default Item Location

    • Allows the user to select the default location where new items should be assigned when being created across outlets.

  • Allowed receive excess

    • Allows the user to receive more than what was authorized based on the percentage entered. i.e if 5 % is entered the user can only receive out 5% more of the authorized quantity

  • Allowed requisition excess

    • Allows the user to issue out more than what was authorized based on the percentage entered. i.e if 5 % is entered the user can only issue out 5% more of the authorized quantity

  • Average Cost Strategy

  • This allows the administrator to set the cost strategy based on the client preferences. Current list of strategies available:

    • First Average Cost

    • First In First Out

    • Basic Average

    • Weighted Average

  • Limit Vendor List by Codes

    • When this is enabled, this splits out the vendor codes and assign them to the correct outlet based on the codes added to the vendor. This is also apart of the Accpac Export Report.

  • Limit Item List

    • When this is enabled only items selected to be displayed in the selected outlet would be displayed. i.e if Outlet 1 and 2 carry different items, When this is enabled outlet 1 inventory would display only the items selected for outlet

  • Limit Receive Locations

    • This prevents users from changing the default receive location once default location is set. Only works for users whom do not carry admin nor manager permissions. If a default location is not set the user would have the ability to select one.

  • Average Cost Entry

    • This field if only relevant if the client is using the basic average cost strategy. N.B Set as 1 to us the last item price.

  • Currency Code

    • This field is only used for clients who are setting up the Accpac Export Report in IMS-OS to import into the Accpac system.

  • Term Code

    • This field is only used for clients who are setting up the Accpac Report in IMS-OS to import into the Accpac system.

  • Account Record

    • This field is only used for clients who are setting up the Accpac Report in IMS-OS to import into the Accpac system.