Core Module

Watch these as presentations — 2 on this page, slides with narration.

Four records, and the order they come in

7 slides · about 10 min · Set up a new company end to end, 1 of 8

10 slides · about 15 min · Set up a new company end to end, 8 of 8

Core is the module you set up before any document is raised. Nothing in it sells, buys, ships or pays; it holds the records those documents point at — the company and its branches, the GL codes a journal lands in, the bank accounts money moves through, the tax codes a line carries, the customers, suppliers, employees and merchants (one entity table with four flags), the items, and the price books — and two consoles: who may open which applet, and which other tenant you connect to. Many sales or purchasing failures are something missing here.

This hub is for whoever sets up a tenant or a new company, and for whoever traces a failed document back to the record it read.

Start here.

Setting up a tenant or a company? Follow the setup order, decide what to type into it with Setting up a group, and finish with its What success looks like checks.
Doing one setup job? Chart of Accounts Setup, Teams and permissions, Maintaining the Item Master, Setting Up a Price Book, Document Approvals.
Need the screen itself? The applets are grouped by job below; the two most setups start in are Organization and Chart of Account. The idea behind most surprises here is Settings and permissions.
Something looks wrong? When two numbers don’t tally, The invoice printed the wrong bank account, and for “I cannot see it and my colleague can”, Who can see what. Why an invoice posted RM 6 for RM 106: Core concepts.

Two facts are most often stated wrongly: only one document in this module posts a journal (Cash Transfer; the opening balance is its own journal), and it has no approval engine.

The module’s pages

Core concepts

Where each value on an invoice comes from, what posts, and who can see what

Setting up a group

The setup order, and how a multi-company retail group should configure it

Item master extensions

Extension rows, per-company GL codes, LHDN class

Document numbering

One counter table, three numbering levels, why a gap or a repeat can happen, and what you can change

Printable formats

The template behind every printed document, the per-branch default, and how screen, e-mail and e-Invoice each pick a layout

Sign-in options

E-mail or mobile with a password, Google, Facebook, Apple; invitations; what MFA does and does not do

Applets in this module

Membership is an editorial judgement — the product has no module↔applet relationship in its data.

Your organisation, and who may use it

Organization (company, branches, locations and the switches other applets read at FINAL) · Tenant Admin Applet (who may open which applet, for which company, branch or location) · T2T Admin (connects a host tenant to a guest tenant).

Money — where it is classified, held, taxed and converted

Chart of Account (GL codes, Default GL Codes, sets of books, fiscal years) · Cashbook (cashbooks, settlement methods, Cash Transfer and Cash Adjustment) · Tax Configuration (tax codes; the account comes from the company’s links) · Forex Applet (currency pairs and dated rates).

Who you trade with — one entity table, four flags

Every customer, supplier, employee and merchant is one entity record with four flags, and the entity’s AR/AP type — not the document — decides which control account every document with it posts to, so a sale to a supplier typed AP_TRADE nets against what you owe them (Customer Maintenance › The AR/AP type is decided once). Entity Maintenance · Customer Maintenance · Supplier · Employee Maintenance · Merchant Admin.

What you sell, and at what price

Doc Item Maintenance (the item master every document line points at) · Inventory Item Maintenance (the stock-keeping record behind it) · Pricebook (conditional pricing, applied only where a consuming applet names it).

Workflow Design, and the rest

Workflow Design Applet defines status tracks whose steps each role may take, enforced only on the document’s screen; it is not the Document Approval engine. The registry’s Akaun Price Book (AkaunPriceBookApplet) is a superseded 2020 build of Pricebook and has no page. Shipping Pricebook and Media Library Applet are owned by E-Commerce. Group Maintenance and Group Maintenance V2 are not installable applets; roles live under Tenant Roles in the Tenant Admin Applet.

The order a new tenant sets things up in

The twelve-step order, each step a stated prerequisite, is on Setting up a group.

What posts, and what does not

Master data posts nothing; Cash Transfer is the one document here that posts a journal, besides the opening balance: Core concepts › What posts.

What this module has no engine for

Each limit, with the person who does the job instead, is explained once on Core concepts › No engine for:

No approval step on master-data changes. A changed credit limit, GL code or supplier bank account takes effect on save; the control is who holds edit rights in Tenant Admin. Have someone other than the editor check a changed bank account before the next payment run. The document approval engine routes only purchase orders and purchase requisitions.
The overdue-customer stop is switched on by you. The Blacklist Overdue Customer job has no clock on a new tenant, and each run clears hand-set stop flags too (Credit limits and terms).
Deleting a record keeps its history but checks nothing. Retire a company or branch by marking it Closed; in this module, only a GL code’s delete is refused, once a journal line, an item, a cashbook or a company default links it.

Who can see what

The four rules behind “I cannot see it and my colleague can”: Core concepts › Who can see what.