Product overview

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


1. System Settings

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.


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)

WAP Help and User Guide – System Settings
By selecting the System Settings button on the top left you are presented with a set of tabs as detailed below.

1.1. Approval Tab

The Approval tab in the main WAP System Settings is used to turn on and off the various parameters that can be used to create the approval routes within the system.

System Settings

Display

System Settings

  • View PDF Attachments Inline (Invoices Only): this must be enabled if using a document management system with the Invoice module; this setting will allow the attached invoice be viewed during the approval process.
  • Hide budgets from approval: this setting will not show budgets during the approval process.

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 and so they can be personalised per installation. If enabled, the label is displayed when submitting documents 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. More information can be found in the Approval Route Help and User Guide.

System Settings HUG Mandatory Approval
System Settings Mandatory Approval Routes
System Settings Mandatory Approval Routes

Functionality

Various parameters can be turned on and off to create the required approval route settings per document within the WAP system.

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.

System Settings - Functionality

  • Document Requires Approval: tick to enable functionality for each 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. We would recommend leaving unticked as per the Default.
  • Approval Type: Document Item Value will instruct system to look at each line/item’s value in combination with user’s authorisation value. Document Value will instruct system to look at entire document value in combination with user’s authorisation value.
  • Nominal Account: refers to the combination of account number/cost centre/department.
  • Value Band: documents are routed based on value bands set up by your organisation (Approval Route Setup: Value Bands)
  • Requesting User: routes are based on the user submitting the document for approval
  • Project/Job/Contract: routes are based on the project/job/contract selected by the user when submitting a document for approval
  • Project Item/Cost Header/Contract Item: routes are based on the Project Item/Cost Header/Contract Item selected by the user when submitting a document for approval

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

System Settings Approval Route Deletion Options

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 (see screenshot below).

System Settings

There are three settings regarding automatically approving invoices that are linked to purchase requisitions generated and approved within WAP.

NB: only one of the below settings can be selected.

  • Automatically Approve Invoices that are linked to Requests in WAP. This setting will mean invoices linked to a related requisition approved in WAP will be automatically approved.  NB: there are further sub options relating to this setting which are clarified below.
  • Invoices linked to requisitions should be approved by the requisition requestor. This option generates a custom approval route for each invoice that is linked to a requisition.  This route will contain only the user account that raised the requisition in the WAP system.  B. this setting is for invoices entered into Sage 200 only.
  • None of the above. If this option is chosen the invoices entered into Sage 200 and picked up by WAP, or entered directly into WAP, will use the standard configured approval route for invoices.

When an invoice is picked up from Sage 200, or entered directly into WAP if using Sage 50, it is possible to check for any variance between the Invoiced Quantities, Goods Received Quantities and the original Requisition line values.  It is possible to have more than one of these settings enabled, depending on your business requirements.

  • Check the invoiced quantity matches the order quantity. If this setting is enabled this will check that the quantity being invoiced is the same as the quantity that was originally ordered.  NB: if requisitions are raised that cover multiple periods (i.e. rent for a year that will be paid monthly), it would be recommended that this setting is not enabled as the invoice quantity will never match the order quantity.  If orders are normally invoiced in full then this setting should be enabled.
  • Check the invoiced quantity matches the Goods Received quantity. If three way matching is enabled then the quantity invoiced will be compared to the quantity received.
  • Check the Line values. If this setting is enabled the gross value of the invoice line will be compared with the gross value of the requisition line it is being matched to.  It is possible to configure an acceptable variance in a percentage format.  For example, a variance of 5% could be configured.
  • Check if the invoice is disputed. This setting will check whether the invoice is marked as disputed when it is picked up from Sage 200.  NB: this setting relates only to Sage 200.

Self-Approval

Each WAP user can be set up with a self-approval value (User Setup – Users – Account Options). There are two 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.

NB: within the WAP system, self-approval will override mandatory routes.

System Settings Self Approval

  • Use the requestors 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 route if there is no alternate user available: The alternate user is set in the user’s profile.

1.2. Budgets Tab

Enable settings as appropriate to your organisation to check budgets when submitting and/or approving Requisitions and Invoices within WAP.

System Settings Budgets Tab

Display

System Settings Budgets Tab, Display

  • Ignore ‘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 project selected.
  • Budget Reporting Mode: by default this is set to Default but can be changed to Simple if required.

Functionality

System Settings Budgets Tab, Functionality

  • Budget Calculation Mode: by default this is set to be Standard but can be changed to ActualPlusApprovedInvoicedLines if required.
  • Check Nominal Monthly/YTD/Group/Reporting Category Budgets: select 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.
  • Nominals Over Budget if Budget is Zero: if enabled, codes with no budget set in Sage will be be taken to be 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.System Settings Expenses Tab

1.3. Expenses Tab

System Settings Expenses Tab

Please refer to the Expenses Help and User Guide for information on this tab’s functionality.

Help and User Guide – Expenses Module

1.4. Invoices Tab

Please refer to the invoices Help and User Guide for information on this tab’s functionality.

Help and User Guide – Invoices Module

1.5. Holidays Tab

System Settings Holidays Tab

Please refer to the Holidays Help and User Guide for information on this tab’s functionality.

Help and User Guide – Holidays module

1.6. 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.

System Settings Misc Tab

Licencing

System Settings Licencing

The enable licence string will be entered here and will show which modules have been enabled, the number of users and expiry dates and also the company details that WAP is registered to. New licences can be imported from the file sent through upon renewal.

Display

System Settings Misc tab Display

  • System Culture: 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: whether supplier listings are sorted by either Account Number or Name. By default, Account Number is selected.
  • Sort order of Nominal Account lists: whether Nominal account listings are sorted by Account Number, Account Name or Cost Centre, Department and Account Number. By default, Account Name 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.

Default Company Logos

Company specific system branding can be achieved by uploading the organisation’s logo.

System Settings Misc Tab, Logos Two logo sizes are provided; if using multiple databases, logos can be uploaded within System Settings, Sage Connections.

  • Logon page logo: this is the logo that will display when the user first logs into WAP. This must be .gif format and should be max 100dpi, no more than 7-10cm wide and 5-7cm high.
  • Default print page logo (Will be resized): this is the default logo that will appear on PO layouts; this again needs to be in .gif format and maximum 100dpi, no more than 6-8cm wide. Note: it is also advisable to set up within System Setup – Sage Connections – Edit – Company Details, particularly if using multiple Sage companies.

Functionality

System Settings Misc Tab, Functionality

  • 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.
  • Enable User Warehouses allocation: enables the functionality to allocate access 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 by 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.

Email

These fields should be completed as per the information provided on the WAP Installation and Pre-Requisite form.

System Settings Email

  • Link to WAP system (for Email): this is the hyperlink that will appear on the bottom of notification emails to take users directly to 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.
  • Office 365 Enabled: only checked if WAP is to link with Office 365.
  • SMTP Username/Password/Server/Port Number/Enable SSL/Email: an account will need to be set up for WAP to use to send emails (e.g. wap@yourdomain.com). By default, port number will be 25 and enable SSL will be unchecked.
  • Send a Test Email: if users are reporting issues with receiving emails from WAP use this to test and report any errors to the IT team managing emails within the organisation.

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.

System Settings Misc Tab, Notifications

  • 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 reminder: 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.

Passwords

System Settings Misc Tab, 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 checked.
  • Allow Users to change passwords on login: will give the user 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 Password’ on User Details.
  • 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 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).

System Settings WAP Log in

WAP Service

Settings and functionality relating to the WAP Service running; please contact your IT department if you have any queries relating to this service.

WAP 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 purling through to WAP; new logo not uploading. This can be resolved by clearing the cache which can also be carried out within your browser settings.

System Settings Cache / Memory

Logging

Verbose Logging Enabled: setting to allow verbose logging to log page access and memory. By default this is not enabled. If enabled, more detailed information than is usually essential will be recorded but this can result in large log files which can slow performance.

System Settings Logging


1.7. Requisitions Tab

System Settings Requisitions Tab

Please refer to the Requisitions Help and User Guide for information on this tab’s functionality.

Help and User Guide – Requisitions Module

1.8. Sales Orders Tab

System Settings Sales Orders Tab

Please refer to the Sales Orders Help and User Guide for information on this tab’s functionality.

Help and User Guide – Sales Orders Module

1.9. Costing Tab

These options will enable or disable the Sicon Job Costing, Sage Project Accounting, Sage Construct or WAP Projects integration with the WAP System.  Additional options will be presented when a Costing Module is chosen.

Sicon WAP System Settings Costing Tab

Job Costing

Sicon WAP System Settings Costing Tab

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.

Allow list selection of Project Items (if this is disabled users must use the tree):  by defaulted this is selected and will allow users to select a job from the drop down list rather than using the tree.  N.B. some screens (e.g. New Rapid Timesheet entry screen) will not show the tree selection box.

Show tree selection box:  select this to enable the user to select a job using the tree structure.

Force Project Selection:  this can either be set to Yes, Prompt or No depending on your 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 pick 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 Costing Tab

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 defaulted this is selected and will allow users to select a project from the drop down list rather than using the tree.  N.B. some screens (e.g. New Rapid Timesheet entry screen) will not show the tree selection box.

Show tree selection box:  select this to enable the user to select a project using the tree structure.

Force Project Selection:  this can either be set to Yes, Prompt or No depending on your 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 pick 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 Costing Tab

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 defaulted this is selected and will allow users to select a project from the drop down list rather than using the tree.  N.B. some screens (e.g. New Rapid Timesheet entry screen) will not show the tree selection box.

Show tree selection box:  select this to enable the user to select a project using the tree structure.

Force Project Selection:  this can either be set to Yes, Prompt or No depending on your 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 pick 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.


2. 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/Draycir provider for required information.

System Settings - Document Management

  • File path for WAP attachments: an existing local folder where WAP can save documents to.
  • Add Port Number to DMS document Path: if running the website on anything other than port 80 and have changed the name of the site to a custom name rather than the default, this setting needs to be turned off.

Draycir 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:

WAP System Settings Help and User Guide - Third Party Product Tab


2.1. HM Revenue & Customs - Document Storage

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


3. Sage Connections

The Sage Connections screen provides the settings required to link the WAP system to Sage companies.  There is no limit to the number of Sage 50 or Sage 200 companies that can be linked.  A list of the Sage Companies linked to WAP will be displayed once the Sage Connections button is clicked.  The companies to be connected should be detailed in the WAP Installation and Pre-Requisite form.

System Settings Sage Connections

Selecting the Edit option on the Demo Data Company will open details about that particular company.  The information required can be found in Sage System Administrator: Companies but we would recommend asking your Sage Business Partner and/or IT contact for further assistance.


3.1. Connection Details

System Settings Sage Connections Connection Details

This information is entered during initial install and should not need editing unless Company details within Sage are changed or Servers are moved.


3.2. Company Details

Document layouts (Sales Orders/Sales Invoices/Sales Quotes/Purchase Order/ProForma) can be personalised for each Sage Company. Please refer to the System Settings for Sales Orders and Requisitions to show/hide particular fields on the documents. The example screen shot below refers to Purchase Orders.

System Settings Sage Connections - Company Details

  • Registration Place/Number/Address: Information recorded here can then be printed on the PO.
  • Purchase Order Footer Text: if required, text can be included in the footer of every document.
  • Purchase Order Email Subject/Body: Use free text and WAP fields to create standard email headers.
  • Purchase Order Report: at installation, two standard reports are uploaded and can be seen within the Reports tab –Add/Edit Reports. (Further bespoke layouts can be created by Sicon at an additional charge and uploaded here.) It is then possible to define which of the reports are going to be made available to the user to select.

System Settings Reports

  • Company Logo: Sage company specific logos can be uploaded.
  • Sage Layouts Path File: if you have a PO layout that has been designed and uploaded to Sage 200, it can be linked here. Please note, that this functionality is only available in certain versions of WAP and please check with Sicon if required.

3.3. Terms & Conditions

System Settings Sage Connections, T&C's

Company specific Terms & Conditions can be added here and will be included as an additional page on all POs sent out from WAP.


3.4. Signature Page

System Settings Sage Connections, Signature Page

Company specific Signature Pages can be added here and will be included on any Sales Order documentation sent from WAP.


3.5. Settings

System Settings Sage Connections, Settings

  • Standard Tax Rate: set per Sage Company; tax rates are pulled through directly from Sage. Note: it is mandatory to populate this field to make the Sage company ‘valid’ within WAP.
  • Non Tax Rate: set per Sage Company; tax rates are pulled through directly from Sage. Note: it is mandatory to populate this field to make the Sage company ‘valid’ within WAP.
  • Purchase Order Number Prefix: if the Company requires a prefix before the PO number (e.g. Company name), add this here.
  • Next Purchase Order number: only enter a number here if using WAP with Sage 50, Construct or non-POP Sage 200.
  • Warehouse to use for direct delivery: only used with Sales Orders module at present.
  • Default stock item warehouse: only used with Sales Orders module at present.
  • WebAPI Enabled?: set per company whether this needs to be configured.

4. Delivery Addresses

Delivery Addresses need to be set up 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.

System Settings 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 stock system. Note – free text delivery addresses are an option for users but have to be enabled within System Settings – Requisitions – Functionality.

5. 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.

System Settings Email Threads

By default there will be two threads created; Daily and Hourly. To make any changes, click Edit.


6. Interval

System Settings Interval System Settings Interval System Settings Interval


7. 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 is in use and needs to be activated within System Setup – System Settings – Costing tab. Users can then assign transactions to a WAP Project.

System Settings WAP Projects


7.1. WAP Project Items and Types

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

System Settings WAP Projects
System Settings WAP Projects


8. Holiday Default Projects

For organisations who have the Holiday Module and Timesheet Module integrated with Sage Project Accounting or Sicon Job Costing, 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 Project/Job and Project Item/Cost Header.

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

System Settings Default Projects for Holidays


9. Warehouse Nominal Accounts

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

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

System Settings Warehouse Nominal Accounts


10. Repost 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.  N.B; you must disable Auto Generate Order Return Numbers in Sage POP before running this function and re-enable after the process is complete.

System Settings Repost Orders


11. Expense Item Types

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

Help and User Guide – Expenses Module

12. Subsistence Grades

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

Help and User Guide – Expenses Module

13. Fuel Rates

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

Help and User Guide – Expenses Module

14. Vehicles

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

Help and User Guide – Expenses Module

15. Work Patterns and Rates

Work Patterns are a key part of the Timesheets and Holidays modules.  A Work Pattern consists of shifts, defined by start and end times, set at a chosen Rate.

System Settings Work Patterns & Rates


15.1. Work Patterns

A default Holiday Work Pattern and a default Timesheet Work Pattern are included at installation but additional patterns will probably need to be created to accommodate all Timesheet users’ standard working/overtime hours and to accommodate Holiday users’ contracted hours, on which to base their holiday allowance. The work patterns can then be allocated accordingly to the specified user/s (see User Setup).


15.2. Timesheet Work Patterns

Work patterns are created to enable users to log start and end times on Timesheets (Login Activity and Project Entry), with the appropriate rates being applied in accordance with the shift patterns set up.

Set up a Timesheet work pattern for each scenario within your organisation.

System Settings Work Pattern

  • Work Pattern Name: Define a name as appropriate
  • Work Pattern Type: Select Timesheet
  • Day Number: Click on the > next to a day to expand and enter the shift details.
  • Add Shift: click to update and create shift.
  • Options: Copy From allows shifts to be copied from one day to another.
  • Advanced: Option to specify whether to Deduct or Round Time when an employee is late (used in conjunction with T&A terminals)

System Settings Work Patterns Advanced


15.3. Holiday Work Patterns

Set up a Holiday Work Pattern for each scenario within your organisation. Each day should be split into AM and PM shifts to allow for half day holiday requests.

System Settings Holiday Work Patterns

  • Work Pattern Name: Define a name as appropriate
  • Work Pattern Type: Select Holiday.
  • Day Number: Click on the > next to a day to expand and enter the shift details.
  • Add Shift: click to update and create shift.
  • Options: Copy From allows shifts to be copied from one day to another.
  • Non-Working: see below.

System Settings Work Patterns

  • Non-Working: an additional option to mark a shift as ‘Non-Working’ for Holiday work patterns only. Selecting this option will clear the Pay Rate and allow adding the shift with no Pay Rate. This function is to accommodate part time workers e.g. work half a day on Friday = the AM shift will be at standard rate, and the PM shift will be marked as ‘Non-Working’.

When calculating the number of requested hours for holiday requests any ‘Non-Working’ time will not be included in the calculations as this is time the user does not normally work e.g. if there is a Mandatory holiday entered in the system for ‘All Day’ and the user has part of that day as a ‘Non-Working’ shift in the holiday work pattern, then only the remaining ‘Working’ hours will be removed from the entitlement.


15.4. Maintain Work Pattern Rates

There are four default rates but additional rates can be defined.

System Settings Maintain Work Patterns


15.5. Reprocess Pay Rates

System Settings Reprocess Pay Rates

If changes are made to Work Pattern Shifts/Rates, the Reprocess function allows you to reprocess payment lines on timesheets providing the weeks are unlocked.

System Settings Reprocess Timesheet Payment Lines


16. 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.

System Settings Analysis Labels

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

System Settings Additional Analysis Fields

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

System Settings WAP Analysis Field


17. Countries & Cities

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

Help and User Guide – Expenses Module

18. System Messages

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

System Settings System Messages

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

System Settings System Messages


19. Event Log

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

System Settings Event Log


20. 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.

System Settings Year End


21. Credit Cards

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

Help and User Guide – Expenses Module

22. 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.

System Settings Document Type Notification Reminders

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

System Settings Reminders


23. 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 also be available to use in WAP.


23.1. Enabling Sage Admin

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

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

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23.2. Sage Admin approval routes

All Sage Admin request approval routes are built based on requesting user and are built using the standard Approval Route wizard.


23.3. New Customer Requests

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

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

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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.

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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.

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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.

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23.4. 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.

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

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Under the Trading tab, complete as applicable; the Country code is the only mandatory field.

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Under the Bank tab, complete as applicable.  All three fields are mandatory.

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Under the Payment tab, complete as applicable.  The ‘From’ field is mandatory.

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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.

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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 before being approved.  Once fully approved, the Supplier Request will move to the Completed tab, appear in Sage and be available for selection in WAP.  Analysis codes will not be pulled through from Sage to be entered against a Supplier in WAP, so please ensure these are updated in Sage once the request has posted through (i.e. to mark a Supplier as an Approved Supplier).

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23.5. New Stock Requests

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

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Under the Supplier tab, complete as applicable.  The Preferred Supplier field is the only mandatory selection but the rest can be completed as required.

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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.

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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.

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