The Admin Module enables customization of every aspect of OpCenter.
COMPANY: Enter your company information and Logo. Company name appears in OpCenter masthead, and the other information makes up the masthead of all system generated documents including PO, Invoice, and Statements.
SITES: Your Central Office is default site 1. All your remote sites are listed here - which becomes the basis for budget allocation, requisitions, employees, timekeeping, children, invoicing, documentation, etc. Each site requires one license.
ACCOUNTING CODES: This is your Chart of Accounts, and is imported from your financial system during the sync process. You then indicate which of these are to be used in OpCenter. Expense Accounts will show up when creating cost codes, Income Accounts when creating revenue codes, and Bank accounts when adding Checkbooks. The other accounts are ignored.
COST CODES: This is where you add new cost codes and assign them to the Expense account name. When this cost code is used in a requisition, all budgets that have funds for this cost code are displayed (thus, it is best to avoid proliferation of cost codes).
REVENUE CODES: This is where you add new revenue codes and assign them to the Income account name. These are used for customer invoicing.
APPROVAL LEVELS: This is where you define your Approval rules. You can choose a maximum of 4 levels, and indicate if they are mandatory, or value based. If value based, you can indicate the thresholds for each approver.
This is where you add users who will access the system. Each user is assigned to a site, and thereafter can access only that site's information. The user is then assigned an approval level, and when they access any area, they have that Approval level's rights only. They are then assigned to a Role, which limits their access.
ADD NEW page enables you to Add a new role. This is Wizard based, and helps you through the steps in two passes: in the first, you indicate if that role has NONE, VIEW or EDIT rights to a Module. The next pass walks you through the specific pages of each module, enabling you to DEMOTE rights. e.g. If you create an Accounts Payable Role, you give select None for Purchase and Edit for Payment. Then, within Payment, you can leave Edit for Requisitions page, but None for Approvals.
If you allow Edit for Approvals, you can set None for the other levels which makes that page disappear entirely. Thus, you may not want the Level 4 person to see any of the other approval levels at all, but a Level 1 person to view the other levels and see where documents might be waiting.
HOME: This is where you can see the list of all Roles, and the Users assigned to each role.
CHECKBOOKS: Add new checkbooks
TEMPLATES: Create templates for Purchase Order standard terms and conditions.
EMAIL: OpCenter can email Pending Approval reminders to officers of a particular approval level. This is where you set the time of day the email is to be sent, the subject, and the cover note.
EMPLOYEES: All employees have a default FTE (Full Time Equivalent) for # hours worked per week. This drives the ARRA calculation. If there are exceptions for some positions, you set that here. The FTE will be calculated accordingly.
ARRA: The ARRA form has mind-boggling range in its drop-down menu choices, but once you find the one that applies to you and select it, subsequent reports should not vary. This section allows you to set the defaults, and change it (exercising great caution, which is why its in the Admin section to which very few people have access).
DEFAULTS: This is where you set rules. In Grants, you can set how many days after expiry a Grant moves to Inactive status. In HR, you set the maximum number of days leave per year that can appear in the drop-downs.
OpCenter Logs everything. You can access the Logs by Module. Export to .xls for analysis.
MANAGEMENT: Date, Time and author of All activity done in Payment module, with View document wherever applicable. If any value was changed, you can see the old value and the new value.
PURCHASE: Date, Time and author of All activity done in Payment module, with View document wherever applicable. If any value was changed, you can see the old value and the new value.
PAYMENTS: Date, Time and author of All activity done in Payment module, with View document wherever applicable. If any value was changed, you can see the old value and the new value.
DOCUMENTS: Date, Time and name of person who logged into the Restricted HR module, and the documents they accessed.
LOGIN/OUT: Displays date & time when everyone logged in and logged out.