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Getting Started with the Sicon WAP System

Overview

The WAP system is a web based application designed to streamline the creation and approval of business documents such as Purchase requisistions, Invoices, Expenses, Timesheets and Holidays.

This application is installed at your business location (not hosted) and is connected directly to your Sage system for real-time integration.

This Help File will take you through the features and settings for the Sicon WAP system.

Introduction to WAP

Logging into the WAP system is via your internet explorer web browser. When the system is installed you will be provided with a web address (URL) to use to access the logon page. You can then save this page in your favourites or use it to create a shortcut on your desktop.

NOTE: If you configure your user names within the WAP system to follow your Windows login name the WAP system will automatically log you in without the need to enter either a username or password.

 

Home Page and Dashboard

Once you have logged on you will see your personal home page and dashboard. This area is key to giving you information and providing quick links to items to approve or review.

Out of Office

Within the WAP system users can set an out of office function. This allows the user who is going to be away from the office to select another user who will be appoving WAP items on their behalf.

Any outstanding items waiting to be approved will be re-assigned to the alternate user. The alternate user will receive an e-mail notification informing them that they have been selected as an alternate approver while the 'Out of Office' function is set.

 

Where to start?

To get this application up and running quickly and effectively this section covers the basics of the WAP system from 'what does it do' to 'system settings' that you will need to configure.

With all the options enabled this is a large system to configure but with this guide you should be able to get operational quickly, carry out some test requests, invoice approvals etc, and roll out the system across your organisation in a structured manner.

The information below is related to general system wide settings and you will find similar user guide information in each of the modules;

• Purchase Requisitions
• Invoice Approval
• Expense Approval
• Timesheet Approval
• Holiday Approval

What does WAP do?

• The WAP system allows you to approve different business documents including Purchase Requisitions, Invoice, Expense, Timesheets and Holiday requests.
• Each document type can have a different approval route with options to approve by Nominal code, cost centre, department, project, project item, user or the document type itself.
• Requisitions, Invoices and Expenses can have several lines and each line can have an approval route related to it. The system will send each line to the appropriate authorisers and the request, invoice or expense will only be fully approved when all the lines have been approved. This is an important function to understand when configuring and training users on the use of this product.

Approval Routes

• The system can be configured to allow the majority of users to enter requests or expenses, each of which would be routed to an appropriate person to approve via an approval route.
• Approval routes can be created with one or many people in the route.
• The route (from top to bottom) is the order in which the documents will be processed.
• When a user with sufficient value authority approves an item the route will stop and the item is approved.
• It is possible to include Mandatory users in an approval route.
• It is possible to include user types in an approval route.
• If you use budgets you can include specific people to approve over budget authorisations.

Default Approval Routes

You can create a default approval route that you can use for system testing. This can also be used a 'catch all' approval route for anything that is added and a specific approval route has not been added.

NOTE: We would recommend that you setup the default approval route as one of your first tasks within the WAP system.

User Types

User types are used for two distinct purposes;

1. To provide permission driven options to an entire group of users. E.g. administrators
2. User types can be included in approval routes. E.g. finance and IT may be setup as user types with identical permissions but used separately within approval routes where anyone in a user type category can approve a request at a particular stage of the approval route.

Company Logo

A minor item in the whole application but making the system customised to your company brand helps to gain buy in and acceptance by the users of the system.

Integration with Sage Products 

The WAP system integrates with both Sage 50 and Sage 200 accounting systems plus Sage payroll.

Sage 50

• Nominal codes
• Nominal Budgets
• Suppliers
• Creates Purchase Orders
• Creates Purchase Ledger Invoice Postings after Approval
• Creates Purchase Ledger Expense Postings 

Sage 200

• Nominal Codes, Cost Centres & Departments
• Nominal Budgets
• Project Accounting Project & Project Items
• Project Accounting Budgets at item or phase level
• Creates Purchase Orders
• Creates Purchase Ledger Expense Postings

Sage Payroll

• Employees - for Time and Attendance
• Holidays - for Holiday Approval
• Pay Elements for Time & Attendance
• Direct postings from Time & Attendance

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