Product overview

Help and User Guide maintained for WAP version 17.569.0.164 and upwards


This WAP Help and User Guide will take you through the user 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 to the System Settings cogs.  The filter at the top of the screen can be used to search for individual settings e.g. User Type.

N.B. Options available in WAP User Setup 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)

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1. Allocate User Types

When a user is created initially a User Type must be selected.  Once created, the user type cannot be changed on the user profile, it must be done through this screen.  It is possible to allocate more than one user type to a user and set one to be a default.  If a permission is granted to any one of the user’s user types, then this is enabled for the user.

To allocate user types, select the user from the top drop down box, select the relevant user types and click Allocate.  It is then possible to either make one a default, or remove a user type if no longer relevant.

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2. Business Units

Business Units can be created to match an organisation’s departments or sections and used to group users who deal with Purchase Requisitions to allow for other users to make enquiries and goods receive on behalf of other users.  Business units are also used with the Holiday module to allow users to view holiday requests submitted by their team members and to allow various reports to be filtered by Business Unit.

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To create a new business unit, click “Add a new Business Unit”, enter the name and move users into the Selected Users box.  Click Save to create this new business unit.

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To add or remove users from an existing business unit, click Edit next to the unit and move users to or from the Selected Users box as required.  Click Save to ensure the changes are retained.  On the user’s WAP profile it is possible to mark a Business Unit as their default if the user has access to multiple business units.


3. Company Access

Each user can be configured to access certain Sage Companies (as listed in System Setup – Sage Connections) with the corresponding delivery and invoice addresses, expense supplier accounts and Costing Resource set.  This function is also accessible through User Setup – Users – Company Access Tab.  It is easier through this screen to add or remove company access to multiple users quickly.

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4. Costing Headers

This wizard can be used to allocate Jobs/Projects, depending on the Costing Module selected.

Select the user to see what jobs have already been allocated to the user; remove any if required or click Add New Job to open a screen showing all jobs as pulled through from Sage – select required jobs and add to the user.

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5. Costing Item Types

This wizard can be used to allocate job types to a user; i.e. so all job headers with an expense job header type will be visible to that user when entering an expense claim.  Job Types can be removed per user as required, or click Add New Cost Type to add a new cost type to a user.  Depending on how the job headers have been structured, either configure job header access in WAP through the job headers wizard, or job type wizard, do not try to use both.  For more information on Job Headers, please see the Job Costing Help and User Guide.

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6. Costing Items

This wizard can be used to allocate job headers to users and state which modules the job headers should be visible in.  Per user it is possible to either edit or remove job headers as required, or click Add New Cost Header to assign a new cost header to the user.  Depending on how the job headers have been structured, either configure job header access in WAP through the job headers wizard, or job type wizard, do not try to use both.  For more information on Job Headers, please see the Job Costing Help and User Guide.

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7. Delegates

The purpose of the WAP Delegates functionality is to set which uses of WAP the selected ‘master’ user can access via the delegate drop down box at the top of the WAP screen.  A logged in user can access the other user’s view of the system and will only be able to use the system as per the permissions for the delegated user.  If documents are approved on behalf of the delegated user, the history will show it has been approved by the master user on behalf of the delegated user.  Reports can also be run to show documents entered by a user’s delegates.

Choose the User to configure the delegates for from the drop down list and move users from the Available list to the Selected list as required.  The master user will need to log out and into WAP to ensure nay changes are picked up.  The user will see all selected users in the drop down list at the top right of their WAP screen.  When logged in as a delegate, click the arrow on the delegate drop down list to log back in as the master user.  If applicable, a user can be given access to all delegates; this means that when a new user is added onto the system, they will automatically be added onto the user’s delegate list.

Sicon WAP Help and User Guide User Settings HUG Image 10


8. Email

If notifications need to be changed for a particular user, this can be carried out here by either editing per user or using the wizard.  Any amendments will show under Overridden Email Threads.  These changes can also be made in the User Profile – Notifications.  Generally it would not be recommended to override the system email threads at a user level as this can create increased maintenance for the WAP Superusers.


9. Expense Item Types

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


10. Expense Meetings

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


11. Holidays

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


12. Logged in Users

This will show all users who are currently logged onto the system; this is useful to ensure all users are logged out before carrying out upgrades or system maintenance – user sessions can be ended by clicking the End Session button next to each user.  An email can be sent to all logged in users prior to this asking them to end their sessions to ensure the system maintenance can be carried out.


13. Nominal Accounts

Users of the WAP system will often need to have a restricted selection of nominal codes which are specific to their department or function they carry out; e.g. they should be able to raise requisitions against all nominals for a Cost Centre or Department.  You may need to restrict access to Bank, Control or Payroll accounts for all users; this tab will allow this to be done.


13.1. Edit Per User

This option allows nominal allocation either by User or by Nominal; both options permit a maximum line value and maximum authorisation value for a specific nominal.  If left a 0.00, the system will use the User’s default line and approval values set in their User Profile – Account Options tab.


13.2. Using the Wizard

A wizard has been provided to speed up the process of assigning nominal codes to users; the first step is choosing the required Sage Company, then select the required nominal accounts; these can be searched for at the top by typing in an Account Number, Cost Centre or Department.  Once the nominal codes have been checked, further searches can be undertaken – any codes previously selected will be retained.  If all nominal codes need to be selected, click the box at the top of the list.  When all required nominal codes have been selected, click Next.

Select all the users that need to be granted access to these nominal codes.

If specific line or approval values need to be entered for these nominals, enter these here.  If these values are left as 0.00, the user’s default line and approval values (set on their User profile – Account Options tab) will be used.  NB: overridden line and approval values are only applicable for the Requisitions module.

The final step is to select whether access to these nominal codes needs to be assigned or removed from the users.  Complete the wizard.


13.3. Copying Nominal Access from Users

This will copy nominal access from one user to another; only new nomoinal accounts will be added.  To remove access to nominals, either edit per user individually or use the wizard.


13.4. Import from CSV

Nominal access per user can be configured and imported once a template has been generated from within WAP – generate, complete, validate and import.

User Settings HUG Image 19


14. Out of Office Alternate Users

The out of office functionality can be selected by the user in the ‘My Settings’ icon at the top of the screen; users can switch on their out of office and choose an alternative user to receive notifications and approve documents on their behalf (only up to the user’s individual approval limits).  By setting a specific list of alternate users here, it is possible to restrict who a user can choose as their alternate user.  If no alternative users are configured, the user will be able to choose from all users setup in WAP.  In the following example, when Henry switches on his out of office, he will be able to choose either Admin or Sarah as his alternative user.  Note; there is no link between WAP out of office and Outlook out of office.


15. Requisition Templates

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


16. Send Welcome Emails

When a new user is added onto the system, a welcome email will be sent containing information on the link into WAP and their login details.  If users are added onto WAP using an import, a welcome email can be sent immediately or at a later date.  The welcome email can either contain a system generated password which the user must change on first login or a password can be included in the import and this will be sent to the user.  Welcome emails can be sent at a later date; i.e. in the instance where users are imported at initial configuration but users should not be accessing the system until the system has been set up fully.

A list of users will be displayed showing whether a welcome email has been sent; select appropriate users to send a welcome email to and click next.  Choose whether to create a new temporary, system generated password, or to include password on the welcome email (if a password has already been allocated to the user).  Click to send the welcome email to the users.


17. User Credit Cards

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


18. User Subsistence Incidentals

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


19. User Types

N.B.: it is necessary to configure user types prior to adding users to the WAP system.  User Types are used to set permissions for each user type to limit what the users can and cannot do within the WAP system.  Applying these at a user level is more efficient than having to set all permission at an individual user level.

User types can be added to an approval route where any one of the users in a user type can approve a requisition, invoice, expense etc.  User types can be added to each organisation’s specification and it is worth spending some time deciding the functions you wish your staff to perform, how they can be grouped and therefore the name of the user type.  This could be as set out below, job titles could be used or different modules could be used and users could be assigned multiple user types (e.g. Requisition Approver and Expense Approver or Requisition Submitter and Expense Submitter).

Under the Reports option at the top is a permissions report that can be run to show each permission assigned to each user type.  This can be used to ensure the user types have been set up correctly.

WAP User Settings HUG 19

Each user type can then be edited and permissions enabled to perform various functions in relation to the system and to each WAP module.  A user type can be copied and renamed to allow for quick setup where user types may be similar.


19.1. General Tab

Create ad-hoc approval routes:  the ability to create a bespoke approval route to override the pre-configured approval route.

Use ‘Approve Selected’ option on approval pages:  the ability to select multiple documents to approve at once, rather than approving each document individually.

Remove attachments from completed documents:  the ability to remove attachments stored against a document in WAP.

Send email:  the ability to email directly from within WAP – there is no integration with Outlook or other email programmes.

View dashboard on home page:  to allow users to see their notifications and documents awaiting their approval on initial login.

Enable failed documents commands:  if a document fails to post, this allows users to clear the error flag and resubmit the document.

Enable delegate switching:  whether the user is able to access the system as another user and enter or approve documents on behalf of that user.

Allow report filtering by delegate:  whether to let the user run reports based on their delegates.

Allow report filtering by department:  whether to let the user run reports based on their business units.

Allow report filtering by all users:  whether to allow the user to run reports based on all users.

Security level (0 = lowest):  this is related to reporting within the HR module.


19.2. Requisitions Tab

Submit requisitions:  the ability to raise new requisitions.

Approve requisitions:  the ability to approve requisitions.

Delete requisitions:  the ability to delete requisitions – requisitions can be deleted up unto the point that goods have been received or an invoice entered against the PO.  If the order has posted to Sage, it will show in Sage as completed at 0.00 value with no lines.

View requisitions:  the ability to view requisitions raised by the user.

View all requisitions:  the ability to view all requisitions entered by all users in the system.

Print requisitions:  the ability to view and email POs to suppliers.

Archive requisitions:  the ability to archive completed requisitions.  Completed requisitions should be archived regularly for speed and performance benefits – these requisitions can still be searched for using the search filters if required.

Amend requisitions posted to Sage:  the ability to amend a requisition in WAP once fully approved and posted through to Sage.

Amend delivery addresses:  the ability to add or edit delivery addresses in WAP (this is the setting under System Setup tab rather than actually on the requisition screen).

Confirm goods received:  whether the users are able to goods receive.

Amend templates:  the ability to make changes to a generated template.

Generate templates:  the ability to create new templates.

Can delete all templates:  the ability to delete templates.

View all order lines report:  this report will show all orders, their value, status and approval history.

View all outstanding orders report:  this report will show all authorised orders that are waiting to be goods received.

View goods received not invoiced report:  this report will show all authorised orders that have been goods received but have not been invoiced.

Submit project requisitions:  the ability for users to raise new project requisitions.

Set supplier on new project requisitions:  whether the user can select a supplier when entering a new project requisition.

View project requisitions:  the ability to view project requisitions raised by that user.

View all project requisitions:  the ability to view all project requisitions entered by all users in the system.

Approve project requisitions:  the ability to approve project requisitions.


19.3. Sales Orders Tab

Submit sales orders:  the ability to raise new sales orders.

Approve sales orders:  the ability to approve sales orders.

Delete sales orders:  the ability to delete sales orders.

Print sales orders:  the ability to print sales orders and email out.

Archive sales orders:  the ability to archive completed sales orders.

Amend sales orders posted to Sage:  the ability to amend a sales order in WAP once fully approved and posted through to Sage.

Perform goods despatched:  the ability to mark goods as dispatched.

SOP stock item batch entry:  the ability to enter stock items using the batch entry screen.


19.4. Invoice / Credits Tab

Enter new invoices:  the ability to add new invoices directly into WAP – this is only for systems who do not use Commercials in Sage 200.

Enter new batch invoices:  the ability to enter invoices in batch format in WAP – this is only for systems who do not use Commercials in Sage 200.

Enter new credit notes:  the ability to add new credit notes directly into WAP – this is only for systems who do not use Commercials in Sage 200.

Copy invoices:

Record PO invoices:  the ability to record PO invoices directly into WAP – this is only for systems who do not use Commercials in Sage 200.

Approve invoices/credits:  the ability to approve or reject invoice or credit notes.

Delete invoices/credits:  the ability to delete invoices or credit notes.

View all invoices/credits:  the ability to view all invoices in WAP.

Amend invoices/credits:  the ability to edit an invoice or credit note; change nominal code or split lines.  N.B. if an invoice or credit has been assigned to a job, this cannot be changed in WAP.

Allow adding notes to invoices/credit notes:  the ability to add notes during the invoice approval process; these notes will sit within WAP only and will not post through to Sage.

View invoice/credit reports:  the ability to view invoice reports; the Invoice Approval report will show all invoices, their value, status and approval history.


19.5. Expenses Tab

Submit expenses:  the ability for a user to be able to submit an expense.

Approve expenses:  the ability for a user to approve an expense.

Delete expenses:  the ability for a user to be able to delete an expense.

Edit expenses during approval:  the ability for the approver to make changes during approval i.e. amend a nominal account.

View all expenses:  the ability for the user to see all expenses, rather than just their own or those they have approved.

Change nominal account on expense entry:  the ability for a user to select a different nominal account to the one that has been defaulted.

Change tax rate on expense claims:  the ability for a user to amend the tax rate or VAT value on expense entry.

Split expense and mileage lines:  the ability to split a line (i.e. to post to separate Jobs or Projects).  N.B. it is not possible to split a line that has been imported from a credit card statement.

Can select all company vehicles:  the ability for a user to select from any company vehicles; by default the user can only select a company car that has been assigned to their profile, or any other private vehicles.

Can create/amend vehicles:  the ability for a user to add or amend vehicles and fuel rates.  This is usually a permission for WAP Superusers only.

Can create/amend credit cards:  the ability for a user to add and assign credit cards.  This is usually a permission for WAP Superusers only.

Can import credit card statement:  if credit card import statements have been configured, a user type will need the permission to import statements; this is usually a Finance Role or WAP Superuser permission only.

View expense enquiry:  the ability to view expense and mileage reports in WAP.

View reports:  the ability to view expense and mileage reports within WAP.

Perform year end:  the ability for a user to reset all users’ mileage claims back to zero.  This is usually a permission for WAP Superusers only.


19.6. Timesheets Tab

Submit timesheets:  the ability for a user to enter a timesheet using the standard timesheet entry screen.

Submit rapid timesheets:  the ability for a user to enter a timesheet using the rapid timesheet entry screen.

Approve timesheets:  the ability for a user to approve a timesheet.

Delete timesheets:  the ability for a user to delete a timesheet, up until it has been approved.

Amend submitted timesheets:  the ability for a user to make changes to a timesheet once submitted.

Enter timesheets adjustments:  the ability for a user to make adjustments on an approved timesheet using the Adjustments tab.  This permission is usually reserved for Administrator or Finance Roles.

View all timesheets:  the ability to view timesheets submitted by all users, rather than just those submitted or approved by that user.

View business unit timesheets:  the ability to view timesheets submitted by other users in the same business unit.

Configure work patterns:  the ability to create and assign work patterns; this is usually just a WAP Superuser permission.

View clocked in users in Time and Attendance:  the ability to view users’ login status; if T&A terminals are configured.

Update works orders in Time and Attendance:  allows time entered using the T&A terminals to be posted to a Works Order.

Perform TOIL period end:  if TOIL is being used in the system, the ability to perform the period end routine which will update TOIL accrued, taken, carried over figures etc.  This is usually just a WAP Superuser permission.

View Timesheets by week and user report:  various timesheet reports can be run which will show different information depending on the report enabled.

View Unsubmitted Timesheets report:  various timesheet reports can be run which will show different information depending on the report enabled.

View Flexi timesheets report:  various timesheet reports can be run which will show different information depending on the report enabled.

View TOIL and Overtime report:  various timesheet reports can be run which will show different information depending on the report enabled.

View Login Activity report:  various timesheet reports can be run which will show different information depending on the report enabled.

View Timesheet line report:  various timesheet reports can be run which will show different information depending on the report enabled.

Force TA Login:  users are unable to select a job until they are logged in.

Don’t display users in TA current activity screen:  this hides current logged in users within T&A.

Copy timesheet to other users:  this permission will allow users to copy their timesheet to other users; i.e. for a team leader to copy their timesheet to team members to save them time when completing their timesheet.  Users with copied timesheets are still able to make adjustments if required.

Add additional resources to timesheet lines (Job Costing):  this permission will allow users to add other Job Costing resources (i.e. vehicles or machinery) to a timesheet for these costs to also be included on the job.


19.7. Holidays Tab

Submit holiday requests:  the ability for a user to submit a holiday request.

Approve holiday requests:  the ability for a user to approve a holiday request.

Delete holiday requests:  the ability for a user to delete a holiday request.  N.B when a holiday request is fully approved it cannot be deleted, it needs to be cancelled and submitted as a cancellation request.

View department holiday requests:  the ability to view holiday requests submitted by other users in the same business unit.

View all holiday requests:  the ability to view all holiday requests in the system.

View holiday reports:  the ability to access reports showing entitlement and booked holiday.  Depending on permissions on the General tab, the user will either be able to see requests for themselves, their business unit users, their delegates or all users.

Amend user holiday rules:  the ability to change rules for which users’ conflict with other users’ holiday requests.

Perform holiday month end:  this gives the user the ability to perform holiday month end which will create new holiday entitlement for coming years, identify hours to carry forward or hours to pay.  This permission should only be given to WAP Superusers.


19.8. Costing Tab

Edit jobs during invoice approval (if no job selected or N/A and the invoice is not in Sage already):  the job can only be changed in WAP if it was entered against the N/A job and job header.

Edit jobs during order approval (if no job selected or N/A and the invoice is not in Sage already): the job can be changed on the approval page if the N/A job has been selected and as long as the line has not been invoiced.

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).

Can approve construction applications:  if Sicon Construction Manager is installed, applications can be put on in Sage and then approved in WAP.  This permission allows the user to approve such applications.

Can view construction applications:  the user will be able to view applications that are for approval or have been approved by themselves.

Can view all construction applications:  the user will be able to view all applications in WAP.


19.9. Users Tab

WAP User Settings HUG 19.9

  • Can maintain user type allocation:  this will open up the setting to maintain which user types a user belongs to.
  • Amend users:  this permission allows existing users to be edited and new users added onto the system.
  • Amend user types:  this will allow user types to be edited or new user types created.
  • Amend delegates:  this is the permission to amend users’ delegates.
  • Amend user nominal codes:  the ability to add or remove nominal codes that a user has access to.
  • Amend business units:  the ability to add or edit business units and allocate or remove users from business units.
  • Amend user projects:  the ability to add or amend which jobs or projects users have access to.
  • Amend user warehouses:  the ability to add or amend which warehouses users have access to.
  • Amend user template access:  the ability to add or amend which order templates user have access to.
  • Reset user passwords:  the ability to change passwords on a user’s profile.

19.10. System Tab

Amend approval routes:  the ability to amend approval routes.

Amend WAP projects:  if WAP projects has been configured as the Costing module, this permission will provide the ability to add or amend WAP Projects.

Manage system settings:  the ability to edit System Settings – this setting is required to open up other System and User permissions.

View Event Logs:  the ability to view information stored in the event logs – i.e. if a document has failed to post, the reason for this can be found in the event log.

Amend print reports:  if a custom PO layout has been created, this will allow the user to make amendments.

Customise pages:  this will allow the user to make changes to various pages (at present only the homepage).  Once this setting is enabled, the user will also need to check “Page Customisation On@ in the “My Settings” option on the top toolbar.


19.11. Enquiries Tab

View Budget Enquiry:  this will open up the Enquiries menu on the left and allow the user to view budget information against nominal codes they have been granted access to.

View Expenses Nominal Accounts:  this report returns all nominal codes and sums the expense lines per nominal code and can be broken down into Expense, Mileage or All.

View Project Costing Enquiry:  this is only applicable if using Project Accounting.

View Custom Reports:  if any reports have been developed specifically for a company, these will be visible here.

View Costing Item Allocation Reports:  this enquiry will show Jobs, Job Headers and Job Item Types allocated to a user.


19.12. Sage Admin Tab

Sicon WAP User Settings 19.12 Image for Sage Admin Tab

  • Request new customers:  the ability to enter new customer information into WAP.
  • View all customer requests:  the ability to view all customer requests in WAP, rather than just the requests submitted by the user.
  • Request new suppliers:  the ability to enter new supplier information into WAP.
  • Request new expense suppliers:  the ability to enter new expense supplier information into WAP; this is done through the Company Access page on the user’s WAP profile.
  • View all supplier requests:  the ability to view all supplier requests in WAP, rather than just the requests submitted by the user.
  • Request new stock items:  the ability to enter new stock items into WAP.
  • View all stock item requests:  the ability to view all stock item requests in WAP, rather than just the requests submitted by the user.
  • Approve new customers:  the ability to approve customer requests.
  • Approve new suppliers:  the ability to approve supplier requests.
  • Approve new expense suppliers:  the ability to approve expense supplier requests.
  • Approve new stock items:  the ability to approve stock item requests.
  • Delete Customer Requests:  the ability to delete customer requests.
  • Delete Supplier Requests:  the ability to delete supplier requests.
  • Delete Stock Item Requests:  the ability to delete stock item requests.

19.13. HR Tab

HR Admin:  this permission should be enabled for the users who will be administrating the HR module.  This enables access into HR Settings.

Edit courses/qualifications:  the ability to edit any courses or qualifications entered onto the system.  This should remain an Admin or Superuser permission.

Delete courses/qualifications:  the ability to delete courses or qualifications entered onto the system. This should remain an Admin or Superuser permission.

Edit documents:  whether a user would have permission to edit any documents added in the HR module; generally this would remain an Admin or Superuser permission.

Delete documents:  the ability to delete documents from the system; generally this would remain an Admin or Superuser permission.

Edit own bank details:  the ability for a user to change their bank details.  If there is a linked expense supplier account to the user, any bank detail changes will post through to Sage.

Notify when employee details change:  if an employee makes any changes to their own HR details, e.g. next of kin, then an email is sent to any user with this permission.  This would generally remain an Admin or Superuser permission.

At the bottom of all these tabs it is possible to expand the Users in User Type banner to see what users have been added to this User Type.


19.14. Mobile Tab

These permissions relate to using the WAP App for adding timesheets.  Using the WAP App may involve additional consultancy and setup.

  • Mobile User:  if the user is to add timesheets on the WAP App, they will need to be configured as a mobile user.
  • Can add new timesheet:  the ability for the user to be able to add timesheets.
  • Decimal timesheet entry (default is start and end times):  set how these users are to enter time on their timesheet; either in decimal format or start and end time.
  • Can add new timesheet for others:  whether a user can enter timesheets on the app on behalf of other users.

20. User Vehicles

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


21. Users

As many users can be added onto the WAP system up until the licensed amount, plus any leavers on the system as these do not take up a user licence.  The Admin user will not take up a user licence unless it appears in an approval route.

NB: Always remember to click the Save button at the bottom of the user setup page when changes have been made; changes will be lost if this section is moved away from without the changes being saved.

If a user has left employment it is recommended that they are not deleted from the system using the delete user option, but mark them as a leaver and take away their ability to log into the system; the user will not take up a user licence and will remain available in the WAP system history and reports.  The Delete User button should only ever be used to delete incorrectly setup users during original creation.  When marking a user as a leaver, the Global Replace functionality should be used to replace the user in any approval routes, then make them as a leaver on the user’s profile, enter an alternate user and remove their ability to login.

To add a new user, click the Add a New User button at the top or bottom of the user list.


21.1. User Imports

CSV import templates are available and are recommended if 25+ users need to be added to the system at once.  The first one to run is the New Users import; this will bring in a skeleton user profile that can be filled out using the other imports.

WAP User Settings HUG 21.1

CSV imports are generated within WAP by choosing the required import (below) and then clicking Generate Template.  Once filled out, these will need to be validated and if there are no errors, can then be imported.  When a template has been generated, please ensure the file name ends with the version number; if it doesn’t, the file will fail validation.

With the new user import, there are additional options regarding sending out a welcome email either when the user is imported, or this can be sent out later once the system is ready for users to login (User Setup – Send Welcome Email).

  • New users:  run this import first to bring in new users into WAP.  If accounts are already on the system, these can be overridden using an import.
  • Sage 50 Payroll:  if Sage 50 ODBC connection details have been added, users can be imported.  Complete relevant fields and import.
  • User type allocation:  this import can be used to assign user types to users, with one set as a default.
  • User approval items:  set per user and per document their item and approval values.
  • User business units:  set per user what business units they belong to and which one will be their default.
  • User holiday:  allocate to each user a holiday entitlement year, default entitlement and any brought forward, booked, taken hours and notes.
  • User starting holiday:  this import can be used for users starting part way through the year.  For more information, see link to Holiday HUG – https://www.sicon.co.uk/user-guide/wap-holidays-module/#1-6
  • User company access:  assign to each user the required company or companies they can access in WAP with default delivery and invoice addresses and if applicable link to a PL Supplier Account (mandatory if the user is to make expense claims), and Job Costing resource or Project Accounting employee (mandatory if either costing module is to be used and the user is submitting timesheet or expense claims).
  • User nominals:  use to assign access to nominal codes with specific item or approval values per nominal code if required (overriding nominal approval values is only for requisitions).
  • User costing allocation:  this import can be used to assign to each user a job and job header, with overriding item and approval values against each document type.
  • Self-Approval values:  set per user and per document type a self-approval value.  By default users will have zero self-approval value for all document types.
  • Export to Excel:  the list of users can be exported to Excel, this will list all users as per the filters on the user list and show all columns as per the Users page.

21.2. User Profile – Person Details Tab

At initial user creation, some fields are marked as mandatory; if fields on other tabs cannot be selected, please check the initial Person Details page to ensure all mandatory fields have been completed correctly.

WAP User Settings HUG 21.2

Username:  login name for the WAP system.  If single sign in is enabled, this username must match the user’s Windows login username.  This is a mandatory field and usernames must be unique.

Default User Type:  this can be selected when first creating a user, but cannot be edited once created (see Allocate User Types).  Select from the drop down list the required user type as configured in User Setup (see User Type Settings).  This is a mandatory field.

Employment started:  this is an optional field to enter an employment start date; this can be used by the holiday module to prevent the user from taking more holiday than has been accrued.

Leaver:  only check this box if the user has left the company.  An alternate user account must be selected as there may be incomplete items in the system that the alternate user will need to action.  If the user is in an approval route, then the Global Replace functionality under Approval Routes will need to be run prior to marking this user as a leaver (see Approval Routes – Global Replace for User).

Out of Office:  option to select if the user if away from the office on sick leave or on holiday.  An alternate user must be selected to deal with items on behalf of the user who is absent.

Alternate User Account:  the specified alternate user will be used to approve items submitted by the user if the relevant self-approve function is enabled and the current user is in the approval route (see System Settings – Approval – Self Approval).

Allow Login:  if this option is unticked the user will not be able to log into the system and their name will not appear throughout the system, i.e. in Global Replace User, Delegate drop down boxes etc.

Reset password on next login:  if this option is selected the user will be forced to choose a new password the next time they log into WAP.

Access all delegates:  select this option for users who should have access to all users as delegates on the system; this would generally only be the Admin user or other Superusers.  As soon as new users are added onto the system they will appear in these user’s delegate drop down box.

Title:  this is a free text box but is not mandatory.

Forename:  this is a mandatory, free text field.

Surname:  this is a mandatory, free text field.

Email:  this is a mandatory, free text field.  A valid email address must be entered for the email integration, notifications and password reset links to function correctly.

Send Welcome Email:  if this is ticked, when the user profile is saved a welcome email will be sent straight away to the new user.

Job Title:  this is a free text box but is not mandatory.

Telephone Number:  this is a free text box but is not mandatory.  This can be useful as an additional way to contact logged in users.

Country:  this will default to the country set in System Settings but can be changed if needed.  The Country selection is primarily used for Subsistence claims and does not relate to the user’s address.

Analysis Codes:  if user analysis codes have been configured (System Setup – Analysis Labels – Document Type ‘User’) to appear on the user tab, these will appear here, either as free text fields or check boxes.


21.3. Account Options Tab

Set the Item and Approval Values per document, per User.  All approval values must be entered in the System Base Currency; any documents entered with a different currency will be converted to the base currency – Sage exchange rates are used when converting.

Item Value:  this sets the maximum document value that the user can enter into the WAP system.

Approval Value:  this sets the maximum approval value for the user.

When editing or adding new values remember to click Update before Save and Close at the bottom of the screen.

Self-Approval Value:  a number of organisations allow users to raise and approve documents up to a specified self-approval value.  Each user needs to be given a maximum self-approval value per document type as shown below.

Various functions are also available to enable/disable settings regarding budget checking and whether the user is able to override any budgets.  The default options are shown below.

Check budgets on self-approval:  this is on by default; if an order is raised within a user’s self-approval value, it will still require approval if the nominal or job is over budget.

Can change requested by:  if this is ticked the user will be able to change the user who is raising the requisition (on the Justification tab).  If approval routes are based on requesting user, this will pick up the approval route for the user selected from the drop down box.

View all nominals on Budget Enquiry:  if ticked, the user will be able to view all nominal codes when running the budget enquiry.  If not ticked, the user will only be able to see the nominal codes that have been allocated to them.

Can Override Nominal Monthly Budget:  if ticked, the user will be able to override monthly budgets so these requisitions will not be flagged as over budget and therefore require further approval.

Can Override Nominal YTD Budget:  if ticked, the user will be able to override nominal YTD budgets so these requisitions will not be flagged as over budget and therefore require further approval.

Can Override Annual Nominal Budget:  if ticked, the user will be able to override annual nominal budgets so these requisitions will not be flagged as over budget and therefore require further approval.


21.4. Notifications Tab

If notifications need to be changed for a particular user this can be carried out here by selecting the relevant line, editing and clicking Save and Close.  Any amendments will show under Overridden Email Threads; as with all email thread settings, the WAP service will need to be restarted after any email threads have been changed.

Generally, it is advised to not use this function to start changing what individual users will receive and on what days as this can become a large task to maintain for the Admin user.

Please follow link to System Settings HUG detailing email threads – https://www.sicon.co.uk/user-guide/wap-system-settings/#6


21.5. Business Units Tab

On this tab it is possible to allocate the user to Business units; the available business units are set up under User Setup – Business Units.  These are primarily used to group uses who deal with purchase requisitions to allow other members of the group to carry out enquiries and goods receive on behalf of other members of the business unit.  Business units are also used in the Calendar view when booking holidays in the WAP holiday module.  A user can be a member of multiple business units and have one set to be their default unit.


21.6. Time & Attendance Tab

The General T&A sub tab relates to the Timesheet Module and allows setting up of the User’s individual contracted and overtime hours, and linking to a Timesheet work pattern.

PIN:  if using touch screen terminals linked into WAP, this PIN will be how the user clocks in and out.

Sage payroll employee reference:  the user’s payroll reference number; this will appear on timesheet reporting but there is no direct link between WAP and Sage Payroll.

Weekly contracted hours:  if the setting is enabled in System Settings – Timesheets, users will not be able to submit timesheets until their weekly contracted hours have been reached.

Maximum daily hours (0 for unlimited):  if applicable, enter the maximum number of hours a user can enter per day on a timesheet entry.

Default overtime starts at x hours:  number of hours at which the overtime rate will be applied.

Default overtime 2nd cutoff starts at x hours:  number of hours at which the second overtime rate will be applied, if applicable.

Default overtime 3rd cutoff starts at x hours:  number of hours at which the third overtime rate will be applied, if applicable.

User can only log onto one project or job at a time:  this is used with the T&A terminals to prevent users working on more than one job or project at any one time.

Timesheets Work Pattern:  select from the drop down menu; these work patterns are configured in System Setup – Work Patterns & Pay Rates.


21.7. Expenses & Mileage

The Vehicles and Mileage sub tab relates to user vehicles, commute mileage and claimed business and personal mileage figures.

Default Vehicle:  if a vehicle has been allocated to the user (User Setup – User Vehicles), this will be displayed here and will be automatically pre-selected when the user enters a mileage claim.  Users will always be able to select the default Private rate.

Unrecorded claimed business mileage (Company):  if the user has claimed business miles in the current mileage year on a company car that have not been entered through WAP, this total will need to be entered here to give the correct total for that user’s yearly business mileage claims.  This information should only be entered when the new user is input onto the WAP system.

Unrecorded claimed business mileage (Private):  if the user has claimed business miles in the current mileage year on a private car that have not been entered through WAP, this total will need to be entered here to give the correct total for that user’s yearly business mileage claims.  This information should only be entered when the new user is input onto the WAP system.  Only business miles recorded on a private vehicle will count towards the user’s 10,000 miles limit.

Unrecorded claimed personal mileage:  if the user has claimed personal miles in the current mileage year on either a private or company vehicle, this total should be entered here to give the correct total for that user’s yearly personal mileage claims.  This information should only be entered when the new user is input onto the WAP system.

Total claimed business/personal mileage:  these values will update automatically when the user enters a mileage claim.

Total claimed mileage:  this value will update automatically and is the total of both business and personal mileage claims.

Place of work:  enter the location for where the user will primarily work from to enable the user to select ‘Place of Work’ when entering a mileage claim.

Regular commute (distance from home to place of work):  either enter a value manually or use the Google Maps icon for the user’s regular commute distance.  If the relevant System Settings are enabled, the user’s commute mileage can be deducted from a mileage claim – i.e. if the user passes the office on the way to a site visit.

The Subsistence sub tab relates to subsistence user settings.

Enable subsistence claims:  tick if the user is allowed to enter subsistence claims; subsistence may be enabled but not all users can claim.

Subsistence grade:  if subsistence is enabled, choose from the drop down box the user’s subsistence grade (as configured in System Setup – Subsistence Grades).  For more information on this, see the Expenses Help and User Guide.


21.8. Holidays Tab

Holidays and TOIL work pattern:  select from the drop down menu – these work patterns are configured in System Setup – Work Patterns & Pay Rates.

Entitlement:  the user’s holiday period and entitlement will show for the current period along with a breakdown of hours submitted, taken, booked and showing a total remaining.  This entitlement can be edited if needed (i.e. entitlement added or removed along with notes added).  Default settings and Bank Holidays are configured in System Settings – Holidays.


21.9. Nominals Tab

This tab displays the nominal accounts available to the user.  To add a new nominal account, select the Sage Database, choose the Nominal Account from the drop down list and click Add.  Click Remove if the user is no longer able to access this nominal account.  A value can be added into the Maximum Line Value or Maximum Authorisation Value fields if a specific value other than the user defaults entered on the Accounts option tab is to be used.  If the user is to have access to all nominal codes across all Sage Companies they have access to, tick the “User can access all Nominal Accounts” box.

If adding multiple nominal codes to a user, it is quicker and easier to either use the wizard, copy from another user or use an import.  Please follow link to relevant section where these options are detailed – https://www.sicon.co.uk/user-guide/wap-user-setup/#13


21.10. Jobs Tab

If Job Costing, Project Accounting or WAP Projects are enabled, users can be allocated access to a Job/Project, Job Item Type/Project Item Type or Cost Header/Project Item.  The current allocated projects are shown in the box at the bottom of the screen; to see a full list click on the arrow to the left of the Company.  As new jobs or projects are added in Sage they will need to be allocated to the correct users.  However, if appropriate, checking “Access All xxx” will automatically include these new jobs, projects, item types, cost headers or items.  There is also a wizard functionality within System Settings – User Setup to allocate jobs etc. on a mass level.

When allocating cost headers to a user it is possible to specify which modules these will be available to the user in, and also override the default item and approval values if required.  This can be done on an individual job if that breakdown is necessary.


21.11. Company Access Tab

Select all Companies the user has access to from the Available Companies box; multiple companies can be selected at a time by holding the Shift button.

Defaults sub tab

Click Edit on a company to change the default nominal account, delivery address and invoice address.  Each user can be configured to have permission to be able to change the Nominal Account, Delivery Address and Invoice Address as required.  For example, a user may have only one nominal account that they should use or a particular nominal that they use most of the time.  This can be set as their default nominal code but if permitted, the user may be able to select another if needed.

Expenses sub tab

Supplier Account:  select from the drop down box the Purchase Ledger account to link to the user for personal expense claims.  If a user is to submit an expense claim, they need a PL account linked for all relevant companies.  Always click Update once a supplier account is selected.

Resource:  if Job Costing or Project Accounting is enabled, the user will need to be linked to an Employee or Resource by selecting the correct name from the drop down box.  Always click Update once a resource is selected.

New Expense Supplier:  it is possible from this screen to go through to another page to create a new PL supplier account which will be sent for approval in WAP before appearing in Sage and able to be chosen in WAP.

Time and Attendance sub tab

Resource:  if Job Costing or Project Accounting is enabled, the user will need to be linked to an Employee or Resource by selecting the correct name from the drop down box.  Always click Update once a resource is selected.

Touch screen default:  if using T&A clock-in terminals and the user has access to more than one company, select which one should be the default on logging in/out by ticking this box.


21.12. HR Tab

If the HR module is enabled, there will be the ability to enter various HR information against each user’s WAP profile.

Details sub tab

Also known as:  free text box.

Sage payroll employee reference:  this will get populated if the user has been imported from Sage 50 Payroll.

National Insurance Number:  free text box.

Date of Birth:  calendar field.

Gender:  free text box.

Home Address fields:  all free text boxes, to be used within HR module only.

Emergency Contact sub tab

These are view only fields; the Emergency Contact details should be entered by the individual user themselves.

Bank sub tab

All the fields on this tab are free text fields for entering bank information.

Absences sub tab

This tab will show the user’s Bradford Factor score relating to the user’s absence record.

NB: always make sure that Update is clicked to retain the information before Save and Closing the screen.


21.13. User Profile Options

At the bottom of all User profile tabs are the below options:

Save & Close: this will close the user’s profile and save any changes made to that user profile.

Change password:  the admin user would be able to come into a user’s profile and change a password if required.  N.B. this is a user type permission.

Delete user:  this should only be used during first user creation if an error is made.  Once a user has been setup; i.e. included in approval routes or have entered any transactions, the user should not be deleted as this can cause corruption issues.


21.14. User Reports

On the Users page there is the option to run the Nominal Accounts List report; this will list out per user all the nominal codes that have been assigned to that user.


22. Warehouses

In this tab users can be allocated access to Warehouses within each specific Sage Company and whether the warehouse is available to be used with Requisitions or Goods Receiving.

To allocate warehouses to many users at once, click to use the multi user wizard, select the users and then allocate access to warehouse as required.


23. Work Pattern Rates

Link rates set up in WAP to Job Costing or Project Accounting cost rates; this can either be done individually by user or use the wizard to allocate multiple users at a time.  See Timesheets Help and User Guide for further information.


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