Product overview

Help and User Guide maintained for WAP version v201x.17.0.106 and upwards


This WAP Help and User Guide will take you through the system settings which require setting up at implementation following installation of the software.

By clicking on the System Settings cogs at the top of the screen you are taken directly to the System Setup Home page as shown below. Note: only users with Administrator user type permissions will have access.  The filter at the top of the screen can be used to search for individual settings e.g. Sage Connections.

NB: Options available in WAP System Settings will change with each new release. Please check that you are on the latest version if you find options in this Help and User Guide that are not in your system. (Latest Version Release Notes)

Sicon WAP System Settings Help and User Guide

By selecting System Settings you are presented with a set of tabs as detailed below.  You can also use the Filter at the top right to search as required.


1. Analysis Labels

The WAP Analysis Labels functionality sits within WAP and will not post through to Sage (Sage 200 Analysis Codes can be integrated with Requisitions and Sales Orders if required).  WAP Analysis Labels provide additional reporting fields and can be set per Document Type and then at either a Parent or Item level.  These analysis labels can be set to show on reports if required.  Text labels will allow the user to enter free text into the box and check box label will allow the user to tick a check box if required.

Sicon WAP System Settings Help and User Guide - analysys labels

The above example will appear on the Justification tab for Requisitions.  NB: Sage POP Analysis codes will appear on the Delivery and Invoicing tab.

Sicon WAP System Settings Help and User Guide - analysys labels

If a document has a WAP Analysis Field used, an icon will appear in tables to indicate this:

Sicon WAP System Settings Help and User Guide - analysys labels 3


2. Countries & Cities

Please refer to the Expenses Help and User Guide for further information.


3. Credit Cards

Please refer to the Expenses Help and User Guide for further information.


4. Delivery Addresses

Delivery addresses would need to be setup for users raising requisitions within WAP.

Addresses which are ‘Not Sage Database Related’ will be available to use against all purchase requisitions that are raised, irrespective of the Sage Company.  Additional addresses can be added per Sage Company.

NB: a default delivery address can be assigned to each user and permissions enabled/disabled as to whether the user can change the address.  Please refer to the User Setup Help and User Guide for further information.

Sicon WAP System Settings Help and User Guide - delivery addresses

Enter a new Address:  addresses can be added manually.

Import Addresses from Sage Warehouses:  addresses/locations can be imported for each Sage 200 Company.  Note; free text delivery addresses are an option for users but have to be enabled within System Settings – Requisitions – Functionality.


5. Document Type Reminders

Reminders can be set to be sent to users in a similar way to notifications, reminding them about certain tasks, such as submitting Timesheets or Expenses.

Sicon WAP System Settings Help and User Guide - document type reminders

Users will receive an email when specified and also see a reminder on their WAP home page.

Sicon WAP System Settings Help and User Guide - email threads


6. Email Threads

System Email Threads dictate how often notifications are emailed to the users.  Note; Sicon WAP System Service should be stopped prior to any changes being made and then started again once completed.

By default there will be three threads created, Daily, Hourly and URGENT.  The Urgent thread is a system thread to be used when a document is marked as urgent and so cannot be deleted.  To make any changes, click Edit.


6.1. Interval

Set the name and configure how frequently and between what times this email should be sent.

Sicon WAP System Settings Help and User Guide - email threads days


6.2. Days

Configure what days this email should be sent out on.

Sicon WAP System Settings Help and User Guide - email threads notifications


6.3. Notifications

Configure what notifications are sent on the thread.


7. Event Log

The Event Log will show any messages recorded by either the WAPService or WAPSite; these can be useful to the Superusers triaging the system if an error has occurred or document has failed to post.  The information is drawn through from Sage 200 Event Viewer.


8. Expense Item Types

Please refer to the Expenses Help and User Guide for further information.


9. Expense Meetings

Please refer to the Expenses Help and User Guide for further information.


10. Fuel Rates

Please refer to the Expenses Help and User Guide for further information.


11. Holiday Default Projects

For organisations who have the Holiday Module and Timesheet Module integrated with Sicon Job Costing or Sage Project Accounting, it is necessary to define a default holiday project within WAP.

Timesheet lines are populated with users’ approved holiday requests and these lines need to be associated to a Job/Project and Job Header/Project Item.

It is possible to define one default holiday project for all users, or define different default holiday projects for individual users.

Sicon WAP System Settings Help and User Guide - holiday default projects


12. Re-post Requisitions

This function is provided as an advanced recovery option should the Sage 200 system need restoring.

Should you need to repost requisitions to Sage, select the Sage Company and then follow the instructions on the screen and the system will recreate any missing purchase orders in the Sage 200 system.  NB: you must disable Auto Generate Order Return Numbers in Sage POP before running this function and re-enable after the process is complete.

Sicon WAP System Settings Help and User Guide - repost requisitions


13. Sage Connections

The Sage Connections screen provides the settings required to link the WAP system to Sage companies and will display a list of the Sage Companies linked to WAP.  There is no limit to the number of Sage 200 companies that can be linked.  At initial WAP install, the companies to be connected should be detailed on the WAP Installation and Pre-Requisite form.

Sicon WAP System Settings Help and User Guide

Make Base Currency – if multiple companies have been linked to WAP with multiple currencies, mark one company as the Base Currency.  This will be used to calculate approval values; the value will be converted to base currency.

Suspend Posting – if required, posting can be suspended for a company and this will prevent any approved documents posting through to Sage.


13.1. Connection Details

Selecting the Edit option on a Company will open details about the connection.  Some information of this can be found in Sage System Administrator – Companies but we would recommend asking your Sage Business Partner and/or IT contact for further assistance.  The Sage Company Description must match in WAP how the company is named in Sage SA.

Sicon WAP System Settings Help and User Guide - sage admin connection deailts


13.2. Company Details

Information on the Company Details tab will be used when sending out approved POs from WAP to Suppliers.  Enter Company registration details as applicable – these can be found in Sage System Settings.  Under the Purchase Order sub tab enter email subject and body text using the Fields underneath.  Company logos can be added here and different PO layouts configured per Sage Company as required.

NB: the Sage Layouts File Path is a legacy field.  Sage PO layouts are not supported from WAP version 11 onwards.

Sicon WAP System Settings Help and User Guide - Company Details


13.3. Terms & Conditions

If applicable, terms and conditions can be entered here which will be attached to PO when emailed to Suppliers.  However, many Companies are now including on the PO a link to a page on their website where T&Cs are maintained.

Sicon WAP System Settings Help and User Guide - terms and conditions


13.4. Signature Page

This page is only applicable for Sales Orders.

Sicon WAP System Settings Help and User Guide - signature page for sales orders


13.5. Settings

Standard Tax Rate: configure the standard tax rate (this will be used for expense claims).

Non Tax Rate:  configure the non-tax rate (this will be used for expense claims).

Purchase Order Number Prefix:  if applicable, enter a prefix per company, i.e. SICON.  This will show before the PO number on PO documentation; this prefix will not post through to Sage.

Next Purchase Order Number:  if Sage Commercials are not installed, enter the next PO number to use.

Warehouse to use for direct delivery:  setting configured for Sales Orders.

Default Mileage Cost Header:  if Job Costing is enabled and the same Job Header is to be used for all mileage claims, choose the job header here.

Sicon WAP System Settings Help and User Guide - sage connections settings


14. Subsistence Grades

Please refer to the Expenses Help and User Guide for further information.

Help and User Guide – Expenses Module

15. Subsistence Incidentals

Please refer to the Expenses Help and User Guide for further information.

Help and User Guide – Expenses Module

16. Subsistence Rates

Please refer to the Expenses Help and User Guide for further information.

Help and User Guide – Expenses Module

17. System Messages

Messages can be configured to appear in a yellow banner to all users when they log into WAP; each message can have a unique text with a date and time to display until.  If the date and time is set within 2 hours of the present time, the message can prevent users from logging into WAP; this can be effective if users should not log into WAP while an upgrade is being installed or the system configured.

Sicon WAP System Settings Help and User Guide - system messages

The above message will appear on the users’ homepage and can be dismissed by clicking anywhere on the yellow banner.

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18. System Settings

This will open the main System configuration options.  Note; tabs will vary depending on which modules have been enabled.


18.1. Approval Tab

The Approval tab is used to turn on and off various parameters that are used to create the approval routes within the system.

Sicon WAP System Settings Help and User Guide

Display

Sicon WAP System Settings Help and User Guide - approval tab

View PDF Attachments Inline: this must be enabled if using a document management system within the Invoice module; this setting will allow the attached invoice to be viewed during the approval process.

Hide Budgets tab on approval pages:  this setting will hide the budget tab on all approval pages.

Functionality

Various parameters can be turned on and off to create the required approval route settings per document within the WAP system.  These settings are configured per WAP install rather than per Company.

NB: combinations of functionality are possible but we would strongly advise keeping the routes as simple as possible to allow for easier administration within the live environment.

Document Requires Approval:  tick to configure functionality for each enabled module.

Approve as Single Document:  documents are approved per line/item but can be approved as a single document if required.  Note; this would require all lines on the document to be routed by the same route; i.e. all lines must have the same nominal account.  We would recommend leaving unticked as per the default settings.

Approval Type:  Document Item Value will instruct the system to look at each line/item’s value in combination with the user’s authorisation value – if multiple lines with the same nominal account, these will be totalled together.  Document Value will instruct the system to look at the entire document value when comparing with the user’s authorisation value.

Nominal Account:  refers to the combination of account number/cost centre and department.

Supplier:  if applicable, a document can be routed for approval based on the Supplier selected; this would only be relevant potentially for requisition or invoice approvals.

Value Band:  documents are routed based on value bands set up by the organisation).

Requesting User:  routes are based on the user submitting the document for approval.

Job/Project/Contract:  routes are based on the job/project/contract selected by the user when submitting a document.  A costing module must be enabled for these options to appear.

Job Header/Project Item/Contract Item:  routes are based on the Job Header/Project Item/Contract Item selected by the user when submitting a document.  A costing module must be enabled for these options to appear.

If your organisation wish to change the approval functionality, current non default approval routes will need to be deleted before the change is made and new routes created.

The below settings can be changed when approval routes have been created.

Approval Routes for a document are restarted on changes made to a document by any user (not just the requester):  as a system default, if a requester makes changes to a document, the approval route will restart back through the complete route.  However, there are options to restart routes when changes are made by approvers.

All Document Approval Routes are restarted when an approval route is changed:  this setting will restart any documents back to the beginning of the approval route, if the route is changed.

Prompt for confirmation before approval when using ‘Approve All’ option: if a user has permission to approve multiple documents at a time, whether they should see a pop up before approving.

Prompt for confirmation for individual item lines before completing approval (Only when Single Document Approval is disabled):  this setting will show a prompt to a user when completing the approval process for a document.

Approval history display type for report grids:  the options are combined, discrete, all or none and will affect how approval progress is displayed with Approval details.

Invoice Approval

There are three settings regarding approving invoices that are linked to purchase requisitions generated and approved within WAP.  NB: only one of the below settings can be enabled.  If any of these settings are changed, please restart the WAP service once saved to ensure the service uses the new configuration.

Option 1 – Automatically approve invoices that are linked to Requests in WAP.  This setting will mean an invoice linked to a related requisition will be automatically approved but variance checking can be enabled using the below options.  The recommended settings are shown above, but these can be configured per install as required; the values may change per install, i.e. some companies will set the variance values as zero – any difference of any amount means the invoice will require approval.

Check the invoiced quantity matches the goods received quantity:  if three way matching is enabled, the invoiced quantity will be checked against the goods received quantity.

Check the invoice line values compared to the purchase order line:  this setting will check line totals on the purchase order against line totals on the invoice.  If this setting is enabled, a line that has been part received and part invoiced would still require approval because the invoice line total doesn’t match the order line total.

Check the invoice line unit prices compare to the purchase order line: this setting will check unit prices on the invoice line against the unit prices on the order line.  If this setting is enabled, a line that has been part received and part invoiced would not require approval unless the invoice unit value was different to the unit value on the purchase order.

Check invoice variance by percent/invoice line total value variance percentage with purchase order line:  to check variance by a percentage, tick and then enter applicable percentage, e.g. 2%.  The by percent and by value checks can be used in conjunction; i.e. to approve if under 2% and under £50 but to require approval if under £50 but over 2%.

Check invoice variance by value/invoice line total value variance value with purchase order line in WAP base currency:  to check variance by a value, tick and then enter applicable value, e.g. £50.  The by percent and by value checks can be used in conjunction; i.e. to approve if under £50 and under 2% but to require approval if under 2% but over £50.

Automatically approve if invoice line is less than the purchase order line:  if it is company policy that if an invoice arrives and is less than the purchase order it doesn’t require approval, enable this setting.

Option 2 – invoices linked to requisitions should be approved by the requisition requester:  this option generates a custom approval route for each invoice that is linked to a requisition and the route will only contain the user account that raised the requisition in WAP.  This means the user who raised the requisition will also require unlimited invoice approval value.  N.B. this setting is for invoices entered into Sage 200 only.

Option 3 – all invoices require approval:  if this option is chosen, all invoices entered into Sage 200 and picked up by WAP, or entered directly into WAP, will use the standard configured approval routes created for invoices.

Mandatory Approval – Custom Fields

This feature allows up to three additional mandatory approval labels to be included in approval routes and have a custom label so they can be personalised per installation.  If enabled, the label is displayed when submitting either a requisition or an invoice for a user to select.  When adding or amending an approval route, any custom fields that have been enabled will appear as selectable options, similar to the standard mandatory flags, see below.

Self-Approval

Each WAP user can be set up with a self-approval value (User Setup – Users – Account Options) per document type.  There are three options available for configuring self-approval when a requester is also in the approval route.  One of these options must be selected; by default the first option is checked.  N.B. self-approval will override mandatory routes, except if the nominal or job is over budget.

Use the requesters self-approval value instead of the document approval value:  as a general rule self-approval value is usually less than the user’s document approval value and this will accommodate the scenario where a user can approve other user’s documents at one value but they can only approve documents submitted by themselves at a lower value or at 0.00, forcing the document through the approval routes.

Use the approvers alternate user account where available, or remove the requester from the approval route for that document when there is no alternate user available:  the alternate user is set on the WAP user’s profile; if there is no user configured here, the document will go to the next stage of the approval route.

Use the normal approval value that would be used if approving a document requested by another user:  the user’s document approval value or specific nominal approval value will be used rather than their self-approval value.  Use this option if different nominal codes have different approval values.


18.2. Budgets Tab

Enable settings as appropriate to the organisation to check budgets when submitting and/or approving documents within WAP.

Display

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Supress ‘Over Budget’ warnings:  this setting determines whether or not users are shown a warning when they enter a request that exceeds the budget for the nominal or job selected.

Budget Reporting Mode:  by default this is set to Detailed but this can be changed to Simple if required.

Functionality

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Budget Calculation Mode:  by default this is set to Standard but can be changed to Actual Plus Approved Invoiced Lines if required.

Check Nominal Monthly/YTD/Group/Reporting Category Budgets:  set as required.

Check Nominal/Project Budgets during submission:  budgets will be checked while documents are being submitted – some organisations do not want the requester to see the budget levels.

Check Nominal/Project Budgets during approval:  budgets will be checked while documents are being approved.

Nominal over budget if budget is zero:  if enabled, codes with no budget set in Sage will be treated as if they are over budget.

Enable ‘SiExtraBudget’ table:  a custom table that can provide additional years of nominal budget in addition to the standard Sage 200 ‘Next Year’ budget.


18.3. Expenses Tab

Sicon WAP System Settings Help and User Guide - expenses tab

Please refer to the Expenses Help and User Guide for further information.

Help and User Guide – Expenses Module

18.4. Invoices Tab

Sicon WAP System Settings Help and User Guide - invoices tab

Please refer to the Invoice Approval Help and User Guide for further information.

Help and User Guide – Invoice Approval Module

18.5. Holidays Tab

Please refer to the Holidays Help and User Guide for further information.

Help and User Guide – Holidays Module

18.6. Misc Tab

The Misc tab provides global system settings that affect information displayed to users and the order in which drop down lists are sorted.  The majority of these settings will be configured at first install/implementation and should not require amendment.

Sicon WAP System Settings Help and User Guide - misc tab

Display

Sicon WAP System Settings Help and User Guide - misc tab

System Culture:  this allows each system to have headings, tabs and labels amended for each client.  This is not yet a user facility as the maintenance screen would be too large, but where specific organisation terminology is required, this can be provided at an additional cost.

Sort order of supplier lists:  set whether supplier account listings are sorted by Account Number or Account Name.  By default, Account Number is selected.

Sort order of nominal account lists:  set whether nominal account listings are sorted by Account Number, Account Name or Cost Centre, Department and Account Number.  By default, Account Number is selected.

Number of items to show on each grid page:  defaulted to 15 but can be set to a higher value so the user does not have to click through many pages to find information.

Decimal Format:  by default this is set to be 0.00 but can be changed if required.

Show deleted lines by default:  if this is ticked, any deleted lines on a document will be shown.  By default this is not ticked and the option to view deleted lines needs to be ticked on a document to see any deleted lines.

Use Legacy Settings Landing Page:  tick this option to revert to the old System Settings page (with the boxes).  N.B. this landing page will not be updated when new menu items are added.

Functionality

Sage configuration database Connection string:  a full or partial connection string to the Sage Configuration database can be entered here to use connection string from web config file to fill in missing details, e.g. username and password.  This can be used to speed up adding new Sage companies into WAP.  This is not a mandatory field.

CRM Connection string:  a string will only be entered if WAP is being connected with a CRM system.

Web API address:  this is only configured if Sales Orders and Contracts are being used; contracts will be posted directly through to Sage prior to approval.

View Loaded Addons:  any loaded addons will be shown if applicable.

Close browser on Log Off:  if selected, when a user logs out of WAP the browser will close automatically.  Some companies require this as an additional security feature, particularly when Single Sign on is enabled.

Enable User Warehouses allocation:  this enables the functionality to allocate for users to specified warehouses only.

Use Non VAT rate only (uses configured non VAT rate per Sage database):  some companies, i.e. Not-for-Profit or Charitable Organisations, may require this setting to be checked if they cannot reclaim VAT or want to use a VAT inclusive or exclusive pricing module for requisition entry processing.

VAT Inclusive/Exclusive:  potentially used in conjunction with above setting, again needed be specific companies.  By default this is set to be Exclusive.

Enable Save Only Buttons on Document Entry:  this setting allows documents to be saved while being entered but prior to being submitted.  By default this is enabled.

Enable Sicon contract maintenance in WAP:  by default this setting is not enabled and will only be configured if using Sales Orders and Contracts.

Number of security levels:  this relates to reporting within the HR module.

Check for unsaved changes on leaving edit pages:  if enabled, a pop up will appear to users if they have made changes to a page and have moved away without clicking Save.  This is most noticeable when editing a user’s WAP profile.

Google Maps API key:  to use the Google maps functionality when entering mileage claims on expenses, an API key needs to be entered here.  For more information on obtaining a Google API key, please see the Expenses Help and User Guide.

Google Maps Autocomplete minimum length:  enter how many characters are required before Google will start searching for a postcode or place; e.g. 3 or 4 – IP3 or IP33.

Licencing

The enable licence string will be entered here and will show which modules have been enabled, the number of users, licence expiry date and also the company details that WAP is registered to.  New licences can be imported from the file sent through upon renewal.  To enter a new licence string, click Apply new licence and either copy and paste into the licence key box, or browse and upload the .lic file.

Default Company Details

Company specific system branding can be achieved by uploading the organisation’s logo.  Two logo sizes are provides; if multiple Sage Companies are linked to WAP, logos can be uploaded per company within System Settings – Sage Connections.  Note; it is only possible to have one logo appearing on the logon page.

Logon page logo:  this logo will display when the user logs into WAP.  This must be a .gif format, should be max 100dpi, no more than 7-10cm wide and 5-7cm high.

Default print page logo:  this is the default logo that will appear on PO layouts; this again needs to be .gif format, should be max 100dpi and no more than 6-8cm wide.

Default address:  enter the main Head Office address here.

Email

These fields should be completed as per the information provided on the WAP installation and pre-requisite form.

Link to WAP system (for email):  this is the hyperlink that will appear on the bottom of notification emails to take users directly into WAP.  If the URL is changed or the server moved, this will need to be updated.

System Email Address:  this is the email address that will appear in the sender’s address for all email communications, reminders etc.  This is required if email integration is to be used.

Service Error Notification Email Address:  enter an email address here if error notifications are required to be emailed to a user in the organisation.  Any notification recorded in the Event Log will be sent to this email address.  It is advised an email address is entered here only when investigating an issue between documents posting between WAP and Sage.

Bypass username and password validation (e.g. for Office 365):  only checked if WAP is to link with Office 365.

SMTP Username/Email/Password/Server/Port Number/Enable SSL:  an account will need to be set up for WAP to use to send emails.  By default, the port number will be 25 and enable SSL will be unchecked.  The IT contact who set up the email account will be able to provide this information.

Enable SMTP email:  check this box to enable emails to be sent out from WAP.  It can be useful during initial implementation to uncheck this so when setting users up they do not get welcome emails.

Send a Test Email:  enter an email account and click Send to ensure the email account settings have been configured correctly and report any errors back to the IT team who set up the email account.

Notifications

To limit the number of notifications being sent to users it is possible to change the option from the default ‘One notification per item on a document’ (item = line), to notifications based on the Document Type or even just to Document.  To generate Goods Received Reminder notifications, enable the Generate Reminders for Requisitions.

Notification options:  set how the company requires notifications to be sent and whether reminders should be generated.  By default the Notification Option is set for each module to be ‘Document Item’.

Use requisition line date to generate goods received reminders:  this is used in conjunction with the “Generate Reminders” option against Document Type ‘Requisition’; if this is checked the requester will be sent a reminder each day past the delivery date if no goods have been received.

Automatically dismiss notifications after X days:  by default this is set to be 14 but can be amended if needed.

Generate notifications for out of office users:  if this setting is on then notifications will be sent to any users marked as out of office and also their alternate users.  If this setting is not on, then only the alternate users will get the notifications, not the user who is marked as out of the office.

Passwords

Remember me remembers password as well as username for automatic login:  if unchecked, this will only remember the user’s username if the remember me option is ticked.

Allow users to change passwords on login:  this will give the option to change their password when they login.  If unchecked, the only way to change a user’s password is for an administrator to change the password on the user’s WAP profile.

Force password change after number of days (0 for never):  if the company policy is for users to change their password regularly, set the specified number of days here.

Allow users to request a ‘Forgotten password’ code:  on the login screen users are able to enter their username and a reset code will be sent to them via email allowing them to access WAP and to enter a new password (see screenshot below).

WAP Service

Settings and functionality relating to the WAP service running; please contact your Sage Business Partner if you have any queries relating to this service.

Cache/Memory

Occasionally the cache (temporarily stored information from webpages) can prevent updated content being displayed and or/cause functional problems e.g. changes made to Sage not pulling through to WAP or a new logo not showing on the logon page.  This can be resolved by clearing the cache which can also be carried out within your browser settings.

Logging

Verbose Logging Enabled:  setting to allow verbose logging to log page access and memory.  By default this is not enabled.  Verbose logging should only be enabled for a short period of time if needing to diagnose a particular WAP service issue.  If enabled, more detailed information will be recorded but this can result in large log files which can slow performance.  It is only advised to enable this if investigating WAP service issues.

Sage 50 Payroll

Add in ODBC details for Sage 50 Payroll to allow for importing of employees and HR data into WAP.


18.7. Requisitions Tab

Please refer to the Requisitions Help and User Guide for further information.

Help and User Guide – Requisitions Module

18.8. Sales Order Tab

Please refer to the Sales Orders Help and User Guide for further information.


18.9. Costing Tab

These options will enable or disable Sicon Job Costing, Sage Project Accounting or WAP Projects integration with the WAP system.  Additional options will be presented when a Costing Module is chosen.  If Sage Commercials are not being used, untick the enable posting option.  N.B. Job Costing and Project Accounting require posting through to Sage Commercials.

Sicon WAP System Settings Help and User Guide - costing tab

Job Costing

Sicon WAP System Settings Help and User Guide - job costing

Job Costing Percentage Complete Filter:  any jobs with a percentage complete figure greater than the figure entered here will not be pulled through to WAP.

The number of transactions to display per page on summary:  this will determine on the Job Costing enquiry screen in WAP, how many transactions to display on the summary page.

The number of transactions to display per page on main tabs when displayed in CRM:  this will determine how many transactions to display per page when using CRM integration.

The number of transactions to display per page on main tabs when displayed in WAP:  this will determine how many transactions to display per page when viewing job enquiry in WAP.

Job Costing Rates are allocated in Sage 200:  set against each resource in Job Costing which cost rates should be visible to choose when entering timesheets in WAP.

Allow list selection of Project Items (if this is disabled, users must use the tree):  by default this is selected and will allow users to select a job from the drop down list rather than using the tree.

Show tree selection box:  select this to enable the user to select a job using the tree structure.  N.B. some screens (e.g. Rapid Timesheet entry screen) will not show the tree selection box.

Force Project Selection:  this can either be set to Yes, Prompt or No depending on the company’s requirements.  Setting this to Yes will force across all modules all lines to be entered against a job and job header; Prompt will allow the user to not select a job but they will see a pop up asking if they need to select a job, and No will allow the line to be saved with no job selected.

Project Accounting

Sicon WAP System Settings Help and User Guide = project accounting

Show description in Project Item drop down:  by default this is enabled but can be switched off if the Project description should not be visible to the user, only the Project code.

Allow list selection of Project Items (if this is disabled, users must use the tree):  by default this is selected and will allow users to select a project from the drop down list rather than using the tree.

Show tree selection box:  select this to enable the user to select a project using the tree structure.  N.B. some screens (e.g. Rapid Timesheet entry screen) will not show the tree selection box.

Force Project Selection:  this can either be set to Yes, Prompt or No depending on the company’s requirements.  Setting this to Yes will force across all modules all lines to be entered against a project and project item; Prompt will allow the user to not select a project but they will see a pop up asking if they need to select a project, and No will allow the line to be saved with no project selected.

WAP Projects

Sicon WAP System Settings Help and User Guide - wap project costing

Auto Generate WAP Project Numbers:  by default this is enabled and when creating WAP projects the project number will be auto-generated but this can be switched off if a company wants to enter project numbers individually when creating projects.

Allow list selection of Project Items (if this is disabled, users must use the tree):  by default this is selected and will allow users to select a project from the drop down list rather than using the tree.

Show tree selection box:  select this to enable the user to select a project using the tree structure.  N.B. some screens (e.g. Rapid Timesheet entry screen) will not show the tree selection box.

Force Project Selection:  this can either be set to Yes, Prompt or No depending on the company’s requirements.  Setting this to Yes will force across all modules all lines to be entered against a project and project item; Prompt will allow the user to not select a project but they will see a pop up asking if they need to select a project, and No will allow the line to be saved with no project selected.


18.10. Timesheets Tab

Sicon WAP System Settings Help and User Guide - timesheets tab

Please refer to the Timesheets Help and User Guide for further information.

Help and User Guide – Timesheets Module

18.11. Document Management

Sicon DMS, INVU or Spindle Document Capture document management systems can be enabled to integrate with WAP.  See below for DMS settings, but for INVU or Spindle, please refer to your INVU/Spindle provider for required information.

Common Settings

File path for WAP attachments:  an existing local folder where WAP can save documents to.

Resize images uploaded into WAP:  this will resize any images uploaded to prevent large images taking a long time to load.  N.B. these settings relate only to images, not other file types.

Prefer compression over quality for uploaded images:  if ticked, this will try to make the file as small as possible while still being readable.

Convert uploaded images to greyscale:  this will turn all images uploaded to greyscale, again to improve loading times.

Maximum width for resized uploaded images:  values entered here are defaults but can be changed as required per install.

Maximum height for resized uploaded images:  values entered here are defaults but can be changed as required per install.

Maximum file upload size (Mb):  values entered here are defaults but can be changed as required per install.

Sicon DMS

Check whether New DMS or Legacy DMS is installed.  N.B. either new or legacy can be configured per install.

Spindle Document Capture

To integrate Spindle Document Capture a Third Party Product Key will need to be obtained from Spindle and entered on the Spindle Licence Key settings as shown below.  The user running the WAP service will also require permission to view documents to enable documents to be viewed in WAP.

HMRC Document Management Guidelines

HM Revenue & Customs:  The HM Revenue & Customs guidelines state that you must be able to guarantee the authenticity and the integrity of the content of your source documents throughout the storage period by either electronic or procedural means. Store all the data related to your invoices, including such evidence as is required to demonstrate that authenticity and integrity has been ensured, and be able to recreate the invoice data as at the time of its original transmission or receipt, and present the invoice data in a readable format.  You must keep history files so that you can find the appropriate details from any particular time in the past if one of HMRC’s visiting officers asks you to do so.  The same rules apply to storage of electronic invoices as to paper invoices. You must normally keep copies of all the invoices you issue and all the invoices you receive for 6 years.

Sicon DMS can assist you in complying with these regulations with regards to the storage of your documents.  Please ensure you adhere to the HM Revenue & Customs guidelines when using this product.

Source – Electronic invoicing, HMRC Reference: Notice 700/63 (22 May 2015)

https://www.gov.uk/government/publications/vat-notice-70063-electronic-invoicing/vat-notice-70063-electronic-invoicing#conditions-for-electronic-storage

For further HMRC Document Retentions Guidelines, please refer to: https://lgw.cnsonline.net/web/content/helpdesk/hmrcbestpracticeguides.jsp


19. Vehicles

Please refer to the Expenses Help and User Guide for further information.

Help and User Guide – Expenses Module

20. WAP Project Items and Types

WAP Project Items and Types in conjunction with WAP Projects are created to produce a range of cost headers to assign cost to.

When setting up WAP Project Item Types, specify which document types to make the item type available on; e.g. labour should only appear on timesheets.

Sicon WAP System Settings Help and User Guide - WAP Project Items and Types

Sicon WAP System Settings Help and User Guide - WAP Project Items and Types

 


21. WAP Projects

WAP Projects provides a simple costing module which sits within WAP and does not post to Sage.  It can only be used if no other costing module in use and needs to be activated within System Settings – Costing tab.  Users can then assign transactions to a WAP Project.  Depending on how this is configured, project codes are either automatically generated or can be user generated.

Sicon WAP System Settings Help and User Guide - WAP Projects


22. Warehouse Nominal Accounts

This function allows the ability to override the Cost Centre and/or Department of the Nominal Code on the Requisition line based on the warehouse selected.

Ensure the setting “Use Warehouse Nominal Account Override” is enabled in System Settings – Requisitions – Functionality.

Sicon WAP System Settings Help and User Guide - warehouse nominal accounts


23. Work Patterns and Rates

Please refer to the Timesheets Help and User Guide for further information.

Help and User Guide – Expenses Module

24. Year End

This function provides a routine to reset the users’ mileage at the end of each year and will also create bank holidays for the next year.

Sicon WAP System Settings Help and User Guide- year end


25. Enquiries

Menu option on the left – these are User Type permissions so will display depending on settings.


25.1. Budget Enquiry

Users will be able to view nominal budget information for any nominal codes they have been given permission to enter transactions against.  Some users may be given permission to view all nominal accounts in the budget enquiry (this is a permission on their WAP user profile).  This enquiry will show a breakdown of the Annual and YTD budget set against that Nominal Account.

Sicon WAP System Settings Help and User Guide - budget enquiry

Budget information will be pulled through from Sage; Monthly and Annual budgets are setup in Sage, YTD will be the combined total of how many monthly budgets there have been up to the current period.

Actual:  invoiced costs that are in open accounting periods.

Deferred:  invoiced costs that are in closed accounting periods.

Outstanding POP lines:  POs that have not yet been invoiced.

Unapproved Requests:  Requisitions in WAP that have not yet been approved.

Unapproved Invoices/Expenses:  Invoices entered in WAP that have not yet been approved.

Remaining:  monthly budget minus actual/deferred/Sage POs/WAP items.


25.2. Expense Nominal Accounts

This report will breakdown the total expense claims against nominal codes for expense claims entered in WAP.  It is possible to show either mileage, expense totals or both.


25.3. Custom Reports

If any reports have been designed specifically for the install, these will be found under this menu option.


25.4. User Costing Headers

If using a costing module, this enquiry will list out each costing header that a user has been granted access to.  This report can be exported to Excel or customised on the WAP screen if required.


25.5. User Costing Item Types

If a costing module has been configured, this enquiry will list out by user each costing item type they have access to.  NB: if a user has access to all Costing Item Types they will not appear on the report.


25.6. User Costing Items

If a costing module is being used, this enquiry will list out by user which costing items they have access to and in which module and whether a specific item or approval value is being used rather than the user’s default.  NB: if a user has access to all, they will not appear on this report.


26. Sage Admin

Sage Admin functionality allows users to request new suppliers, customers and stock items in WAP which once approved, will post through to Sage and be available to use in WAP.


26.1. Enabling Sage Admin

User Type permissions need to be enabled to allow users to either request Suppliers, Expense Suppliers, Customers or Stock, view all requests and approve requests.  These permissions can be found under the Sage Admin tab in the User Type settings.

Sicon WAP System Settings Help and User Guide - Sage ADMIN

Once a user has relevant permissions, a new menu option will appear on the left titled Sage Admin with various menu options underneath depending on permissions enabled.


26.2. Sage Admin Approval Routes

All Sage Admin approval routes are based on Requesting User and built using the standard Approval Route Wizard functionality.


26.3. New Customer Reports

Click on New Customer and enter company details as applicable. All the below details are mandatory except for the telephone and website fields.

Sicon WAP System Settings Help and User Guide - new customer reports

Under the Contacts tab, complete as applicable.  The first name, last name and email fields are mandatory.

Under the Trading tab, complete as applicable.  The Country code is the only mandatory field and Analysis Codes will be pulled through as set up in Sage.

The Approval History tab will be populated once the request is submitted and sent down the approval route.  Once all fields have been completed, click Save and Submit.  This request will then go down the pre-configured approval route and show to the approver as Awaiting Approval.

The request can be approved or rejected as usual.  Clicking View Request Details will open the customer request and allow for amendments to the fields before being approved.  Once fully approved, the customer request will move to the completed tab, appear in Sage and be available for selection in WAP.


26.4. New Supplier Requests

Click on New Supplier and enter company details as applicable.  All the below fields are mandatory except for the telephone and website fields.

Sicon WAP System Settings Help and User Guide - new supplier requests

Under the Contracts tab, complete as applicable.  The first name, last name and email fields are mandatory.

Under the Trading tab, complete as applicable.  The Country code, default tax code and duration to keep transactions for are mandatory fields.  The analysis codes will be pulled through as set up in Sage.

Under the Bank tab, complete as appropriate if known.

Under the Payment tab, complete as applicable.  The Payment Group is the only mandatory field.

The Approval History tab will be populated once the request is submitted and sent down the approval route.  Once all fields have been completed, click Save and Submit.  This request will then go down the pre-configured approval route and show to the approver as Awaiting Approval.

The request can be approved or rejected as usual.  Clicking View Request Details will open the supplier request and allow for amendments to the fields being approved.  Once fully approved, the supplier request will move to the Completed tab, appear in Sage and be available for selection in WAP.  If bank details have not been added by the user entering the supplier request, these will need to be added directly into Sage.


26.5. New Stock Item Requests

Click on New Stock Item and enter stock details as applicable.  All the below fields are mandatory.

Under the Supplier tab, complete as applicable; none of these fields are mandatory.

Once all fields have been completed, click Save and Submit.  The request will then go down the pre-configured approval route and show to the approver as Awaiting Approval.

The request can be approved or rejected as usual.  Clicking View Request Details will open the stock item request and allow for amendments to the fields before being approved.  Once fully approved, the stock item request will move to the Completed tab, appear in Sage and be available for selection in WAP.


26.6. New Expense Supplier Requests

New expense supplier requests are made through a user profile, usually when a new user is added onto the WAP system and if there is no PL supplier account already set in Sage for the user.

Under the Company Access tab – Expenses tab, click New Expense Supplier to be taken to the new supplier pages where some fields will be pre-populated with data from the user’s WAP profile, but this can be overridden if required.

Complete all required fields as per the standard new supplier requests and submit for approval.  Once submitted, the expense supplier request will follow the pre-configured approval route created for new expense supplier requests.  Once approved, the supplier account is linked to the user’s WAP profile.


27. Job Costing


27.1. Job Costing User Type Permissions

If Job Costing is enabled as the costing module there are user type permissions to allow for Job Costing screens to be viewed in WAP with limited fields being able to be edited in WAP.

Sicon WAP System Settings Help and User Guide - Job Costing User Type Permissions

Can access Job Costing screens:  whether the Job Costing screen menu options are visible on the menu options on the left of the screen.

Can view all jobs in Job Costing screens:  if this is ticked the users will be able to view all jobs; if unticked, they will only be able to view jobs they are the job manager for.

Can edit jobs in Job Costing screens:  if this is ticked, the users will be able to edit percentage complete and actual completion date fields on a job.

Can edit Job Analysis codes in Job Costing screens:  if this is ticked the user will be able to edit any Analysis codes shown on a job.

Can View Job Custom Field values in Job Costing screens:  if this is ticked, the users will be able to view any additional tabs that have been setup in Job Costing.

Can Edit Job Custom Field values in Job Costing screens:  if this is ticked, the users will be able to edit any fields on any additional tabs that have been setup in Job Costing.  N.B. if a user needs permission to edit values, they will also need the permission to view the custom field values (setting above).


27.2. Job Costing List

Enabling a user access to the Job Costing List will open up the Job Costing menu item and the Job List will display jobs as per Job Costing in Sage.  N.B. screens may change depending on User Type permissions.

Columns:  this will show any extra columns that can be dragged to the job view or columns can be removed if not required.  As per other WAP report screens, columns can be dragged around and filtered through the top search options.

Job enquiry:  this will open up details of the job; with information on expenditure, income, labour, budgets etc.  No drilldowns are available here, this is just a display pulling information from Job Costing in Sage.

Amend job:  this will open up the job information and depending on User Type permissions, various fields will be amendable.


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