Core Module

1. Module Overview

The Core Module is the foundation of the entire BigLedger ecosystem. It contains the master data and configuration applets that every other module depends on — organization structure, chart of accounts, customers, suppliers, employees, products, pricing, tax, and system administration.

No other module can function without Core. It must be implemented first.

Business Value:

• Single source of truth for all master data across the organization
• Centralized configuration eliminates duplication and inconsistency
• Role-based access via Tenant Admin enforces security from day one
• Visual workflow design enables custom approval chains for any business process

2. Key Concepts & Terminology

3. Applet Dependency Map

Core’s applets stack into four layers. Each layer depends on the one above it — configure top-down during implementation.

Data flows downward — every layer below depends on what is configured above.

4. The Applet Layers Explained

Layer 1 — Organisation Shell

The skeleton of what exists in your business and who can access it.

Layer 2 — Financial Foundation

How money is classified, stored, and taxed. Required before any financial transaction can post.

Layer 3 — Master Entities

Who you do business with.

Layer 4 — Product & Pricing

What you sell and at what price. Items flow from master record to document behavior to price list.

5. Who Uses This Module?

Six roles use the Core Module — each owns a specific layer of master data.

6. Role-Based User Journeys

Journey: System Administrator (Day-One Setup)

[Tenant Admin] ──▶ [Organisation] ──▶ [Group Maintenance] ──▶ [Workflow Design]

1. Open Tenant Admin Applet and create the System Administrator account.
2. Move to Organisation Applet — create the company entity, branches, and locations.
3. Use Group Maintenance Applet to define role groups (Finance, Sales, Procurement, etc.).
4. Configure approval chains in Workflow Design Applet.

Journey: Finance Controller (Financial Skeleton)

[Chart of Accounts] ──▶ [Tax Configuration] ──▶ [Cashbook]

1. Import or build the account tree in Chart of Accounts Applet.
2. Set up tax codes and rates in Tax Configuration Applet.
3. Register every bank account and petty cash fund in Cashbook Applet.

Journey: Sales Administrator (Customer Onboarding)

[Customer Maintenance] ──▶ Credit terms ──▶ [Pricebook] ──▶ Ready for Sales Module

1. Create the customer in Customer Maintenance Applet.
2. Set credit limit and payment terms (Net 30, etc.).
3. Assign the customer to the right tier in Pricebook Applet.

Journey: Purchasing Administrator (Vendor Onboarding)

[Supplier Maintenance] ──▶ Payment terms ──▶ Banking ──▶ Ready for Purchasing Module

1. Create the supplier in Supplier Maintenance Applet.
2. Set payment terms and banking details.

Journey: Product Manager (New Product Launch)

[Inv Item Maintenance] ──▶ [Doc Item Maintenance] ──▶ [Pricebook] ──▶ Tax mapping

1. Create the SKU in Inventory Item Maintenance Applet.
2. Configure document behavior in Doc Item Maintenance Applet — tax category, UOM, discount rules.
3. Add prices in the relevant tiers in Pricebook Applet.
4. Confirm tax mapping in Tax Configuration Applet.

Journey: HR Administrator

[Employee Maintenance] ──▶ Hands off to HR-Payroll Module

Create and maintain employee profiles in Employee Maintenance Applet. Downstream HR processes (payroll, claims) consume these records.

7. Cross-Module Touchpoints

8. Prerequisites & Setup

Core has no external prerequisites — it is module #1 in every BigLedger implementation.

Recommended Setup Sequence

1. Organisation Shell — company, branches, locations, Tenant Admin user
2. Financial Foundation — COA, Tax Codes, Cashbooks
3. Master Entities — Customers, Suppliers, Employees
4. Product & Pricing — Items, Doc Item rules, Pricebooks
5. Automation Glue — Workflows, Permission Groups

Implementation Checklist

• Create the company entity in the Organisation Applet
• Define at least one branch and one location
• Import or build the Chart of Accounts
• Configure all applicable tax codes
• Create at least one Cashbook
• Create the System Administrator in Tenant Admin
• Set up initial user roles and permission groups
• Import or create customer master records
• Import or create supplier master records
• Import or create the item catalogue
• Set up at least one Pricebook

Naming Conventions

• Accounts (COA): structured numbering — 1000-1999 Assets, 2000-2999 Liabilities, 3000-3999 Equity
• Items: category-based codes — ELEC-001, FURN-001
• Customers / Suppliers: systematic codes — CUS-001, SUP-001
• Employees: department-prefixed — HR-001, FIN-001

Data Integrity

• Enable Audit Trails in Tenant Admin from day one
• Set up approval workflows for critical master changes (credit limits, new suppliers)
• Plan naming schemes before configuring — retroactive renames are painful

9. FAQs & Troubleshooting

Q: Can I change the Chart of Accounts structure after going live? A: You can add new accounts at any time. Renaming or deleting accounts that already have posted transactions is restricted. Plan your COA carefully during initial setup.

Q: How many branches and locations can I have? A: There is no hard limit. BigLedger supports multi-branch, multi-location setups of any scale.

Q: A new employee was added but they can’t log in. What’s wrong? A: Employee Maintenance Applet holds HR data. Login access is managed separately in Tenant Admin Applet. Create the user there with the correct role assignments.

Q: How do I set different prices for different customer groups? A: Create multiple pricebooks (Retail, Wholesale, VIP) in Pricebook Applet and assign customers to the correct one in their customer record.

Q: Can one item have different tax treatments in different branches? A: Yes. Tax codes are configurable at the document item level and can be overridden per branch through Doc Item Maintenance Applet.