FAQ

Table of Content

  • Cron Expression Format A cron expression is a string comprised of 6 or 7 fields separated by white space. Fields can contain any of the allowed values, along with various combinations of ...
    Posted Dec 14, 2010, 4:44 PM by Unknown user
  • Batch & Expiry Function Batch and Expiry is the new function that has been added to the EMP in order to trace the batch and expiry of an itemAdding a new batch and ...
    Posted Dec 5, 2010, 8:11 PM by Unknown user
  • Customer Pricing Info for multi UOM To apply the promotion on multi UOM item, either create a new item or use any existing item with multiple UOM to apply a special promotion. A new item can ...
    Posted Sep 6, 2010, 6:23 PM by Unknown user
  • How to add fixed supplier discount 1) Create a supplier logic (This is a code used to create the promotion):           Control Panel ->System Admin -> Drop Down List Configuration     Select 'Supplier Type' as the category, add the ...
    Posted Sep 6, 2010, 1:53 AM by Unknown user
  • Customer : Issue receipt amount more than cash received There are times when the customer will request for a Receipt with amount more than what the customer actually paid. For this situation, you can do the following :Cost = RM ...
    Posted Sep 17, 2009, 7:20 PM by Unknown user
  • Cashbook and Journal Transaction should follow PDC date instead of Receipt Creation Date Scenario 1: Assume that today is 10-08-2009, a customer settle a payment with a PDC dated 02-09-2009, the dates captured by the system will be as ...
    Posted Aug 10, 2009, 9:42 PM by Unknown user
  • How to handle cancelled cheque created from opening? There are a few reasons why a cheque is cancelled:Cancelled by issuer - cheque issued with the wrong amount / receipient.The sale transaction has been cancelled.Cheque is bounced, this ...
    Posted Aug 10, 2009, 9:56 PM by Unknown user
  • How to handle Bank Facility? For bank facility, when a company need to pay a supplier, the bank will make the payment on behalf of the company to the supplier first. The company will then ...
    Posted Aug 13, 2009, 3:01 AM by Unknown user
  • Unable to create or edit customer account If user is unable to create or edit a customer account, check on the System Admin > EMP Configurations > CustomerIn the Credit Limit Default and Credit Terms Default fields, make ...
    Posted Jul 13, 2009, 2:27 AM by Unknown user
  • How to import EMP's report to Excel? For example: to import the trial balance statement to Excel, follow the steps below:Go to Accounting > Financial Statements > Trial BalanceSelect a PC Center and enter a date.Click ...
    Posted Jul 27, 2009, 6:30 PM by Unknown user
  • Drawing Account should be in which GL Category? Drawing Account is an account that records the withdrawal from the business either in the form of goods, cash or assets for his private use.Definition of Sole Proprietor:Form ...
    Posted Sep 2, 2009, 7:46 PM by Unknown user
  • Wrong Cost in GRN If you have stock in some item with the wrong cost, and already sold some of the item, refer to the example below to have a better understanding on how ...
    Posted Jun 28, 2009, 10:22 PM by Unknown user
  • Troubleshooting Stock Balance or Negative Quantity 1) When stock balance (taken from Stock Availability Report or other stock balance report) does not tally with the latest stock movement report (INVENTORY -> STOCK MOVEMENT)     * Click INVENTORY -> STOCK BALANCE ...
    Posted May 11, 2009, 12:35 PM by Unknown user
  • Why balance in Cashbook is Different from GL? SituationBank ABC: GL Listing balance amount = RM 250 Total no. of transactions = 20 Query Cashbook balance amount = RM 100 Total no. of transactions = 10Reason 1 Users who just ...
    Posted Mar 24, 2009, 12:47 AM by Unknown user
  • RMA (Replace item for customer / credit) SituationCustomer sends in Item A for service / warranty. User company then, sends it to the supplier but the Item A cannot be fixed. Moreover, the supplier does not have ...
    Posted Mar 17, 2009, 8:48 PM by Unknown user
  • Supplier charge repair cost to user company User company sends a computer to a supplier for repair. You are charged a repair cost of RM50. Please refer RMA (Branch) and RMA (Department) for the processes before being ...
    Posted Mar 11, 2009, 9:02 PM by Unknown user
  • Setting Your Branch Logo Go to E-Commerce->Image ManagerClick "Choose File" to upload the logoAfter the logo is uploaded, you will see the file in the Browse area belowClick the ...
    Posted Sep 14, 2010, 12:40 AM by Unknown user
  • How to account for the costs and invoice repair or service charges to customers? Scenario:A customer bought a computer from your shop 2 years ago. After the warranty expires, she sends it back to you for a repair. You have to send the ...
    Posted Feb 26, 2009, 7:29 PM by Unknown user
  • How do I set EMP as my homepage? By setting EMP as your homepage, you do not need to type in the EMP address everytime you open Mozilla Firefox. EMP will automatically appear, helping you to avoid any ...
    Posted Jan 15, 2009, 10:24 PM by Unknown user
  • What happens to net profit from previous year in the current year? Scenario: ABC co. has just started using EMP on the 1st of January 2009. What is the accounting treatment for the net profit from year 2008?     Solution: The net profit ...
    Posted Aug 25, 2010, 1:19 AM by Unknown user
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Cron Expression

posted Dec 14, 2010, 4:41 PM by Unknown user

Format

A cron expression is a string comprised of 6 or 7 fields separated by white space. Fields can contain any of the allowed values, along with various combinations of the allowed special characters for that field. The fields are as follows:

Field Name Mandatory? Allowed Values Allowed Special Characters
Seconds YES 0-59 , - * /
Minutes YES 0-59 , - * /
Hours YES 0-23 , - * /
Day of month YES 1-31 , - * ? / L W
Month YES 1-12 or JAN-DEC , - * /
Day of week YES 1-7 or SUN-SAT , - * ? / L #
Year NO empty, 1970-2099 , - * /

So cron expressions can be as simple as this: * * * * ? *
or more complex, like this: 0 0/5 14,18,3-39,52 ? JAN,MAR,SEP MON-FRI 2002-2010

Special characters

  • * ("all values") - used to select all values within a field. For example, "*" in the minute field means "every minute".
  • ? ("no specific value") - useful when you need to specify something in one of the two fields in which the character is allowed, but not the other. For example, if I want my trigger to fire on a particular day of the month (say, the 10th), but don't care what day of the week that happens to be, I would put "10" in the day-of-month field, and "?" in the day-of-week field. See the examples below for clarification.
  • - - used to specify ranges. For example, "10-12" in the hour field means "the hours 10, 11 and 12".
  • , - used to specify additional values. For example, "MON,WED,FRI" in the day-of-week field means "the days Monday, Wednesday, and Friday".
  • / - used to specify increments. For example, "0/15" in the seconds field means "the seconds 0, 15, 30, and 45". And "5/15" in the seconds field means "the seconds 5, 20, 35, and 50". You can also specify '/' after the '' character - in this case '' is equivalent to having '0' before the '/'. '1/3' in the day-of-month field means "fire every 3 days starting on the first day of the month".
  • L ("last") - has different meaning in each of the two fields in which it is allowed. For example, the value "L" in the day-of-month field means "the last day of the month" - day 31 for January, day 28 for February on non-leap years. If used in the day-of-week field by itself, it simply means "7" or "SAT". But if used in the day-of-week field after another value, it means "the last xxx day of the month" - for example "6L" means "the last friday of the month". When using the 'L' option, it is important not to specify lists, or ranges of values, as you'll get confusing results.
  • W ("weekday") - used to specify the weekday (Monday-Friday) nearest the given day. As an example, if you were to specify "15W" as the value for the day-of-month field, the meaning is: "the nearest weekday to the 15th of the month". So if the 15th is a Saturday, the trigger will fire on Friday the 14th. If the 15th is a Sunday, the trigger will fire on Monday the 16th. If the 15th is a Tuesday, then it will fire on Tuesday the 15th. However if you specify "1W" as the value for day-of-month, and the 1st is a Saturday, the trigger will fire on Monday the 3rd, as it will not 'jump' over the boundary of a month's days. The 'W' character can only be specified when the day-of-month is a single day, not a range or list of days.

    The 'L' and 'W' characters can also be combined in the day-of-month field to yield 'LW', which translates to "last weekday of the month".

  • # - used to specify "the nth" XXX day of the month. For example, the value of "6#3" in the day-of-week field means "the third Friday of the month" (day 6 = Friday and "#3" = the 3rd one in the month). Other examples: "2#1" = the first Monday of the month and "4#5" = the fifth Wednesday of the month. Note that if you specify "#5" and there is not 5 of the given day-of-week in the month, then no firing will occur that month.

    The legal characters and the names of months and days of the week are not case sensitive. MON is the same as mon.

Examples

Here are some full examples:

Expression Meaning
0 0 12 * * ? at 12pm (noon) every day
0 15 10 ? * * at 10:15am every day
0 15 10 * * ? at 10:15am every day
0 15 10 * * ? * at 10:15am every day
0 15 10 * * ? 2005 at 10:15am every day during the year 2005
0 * 14 * * ? every minute starting at 2pm and ending at 2:59pm, every day
0 0/5 14 * * ? every 5 minutes starting at 2pm and ending at 2:55pm, every day
0 0/5 14,18 * * ? every 5 minutes starting at 2pm and ending at 2:55pm, AND fire every 5 minutes starting at 6pm and ending at 6:55pm, every day
0 0-5 14 * * ? every minute starting at 2pm and ending at 2:05pm, every day
0 10,44 14 ? 3 WED at 2:10pm and at 2:44pm every Wednesday in the month of March.
0 15 10 ? * MON-FRI at 10:15am every Monday, Tuesday, Wednesday, Thursday and Friday
0 15 10 15 * ? at 10:15am on the 15th day of every month
0 15 10 L * ? at 10:15am on the last day of every month
0 15 10 ? * 6L at 10:15am on the last Friday of every month
0 15 10 ? * 6L at 10:15am on the last Friday of every month
0 15 10 ? * 6L 2002-2005 at 10:15am on every last friday of every month during the years 2002, 2003, 2004 and 2005
0 15 10 ? * 6#3 at 10:15am on the third Friday of every month
0 0 12 1/5 * ? at 12pm (noon) every 5 days every month, starting on the first day of the month.
0 11 11 11 11 ? every November 11th at 11:11am.

Pay attention to the effects of '?' and '*' in the day-of-week and day-of-month fields!

Notes

  • Support for specifying both a day-of-week and a day-of-month value is not complete (you must currently use the '?' character in one of these fields).

Batch & Expiry Function

posted Nov 30, 2010, 7:31 PM by Unknown user   [ updated Dec 5, 2010, 8:11 PM by Unknown user ]

Batch and Expiry is the new function that has been added to the EMP in order to trace the batch and expiry of an item

Adding a new batch and expiry to an item

1. Go to Inventory --> Item --> Add Item 
2. Enter all the required field such as the item name and item code.
3. Once you done, select the type of the item to Batch and Expiry and click the Add Now button.

4. Now, proceed to Procurement --> Transaction --> Direct Receiving Stock.
5. Enter all the required field, such as the supplier and supplier invoice. After that enter the item code and click submit.
    <You can search for the item by selecting the item link>
6. This will pop up another window. Enter the price and the quantity of the item. After that, enter the batch number, expiry date, and then click submit.

7. Proceed back to the previous window, and save it by clicking the confirm and save.


Create invoice with the batch and expiry of an item

1. Go to trading --> Sales --> Create invoice.
2. Enter all the required field such as the customer/billing account, then enter the item and click submit.
    <You can search for the item by selecting the item link>
3. This will pop up another window called adding item details. Enter the price and the quantity of the item, then click on the batch number link to search the batch number of this item.

4. Again this will trigger another pop up window called searching batch and expiry. Enter the batch number and click search.
   <You can search for the batch number by clicking the search button>
5. The list of the batch number with its name, expiry date and balance will appear. Then, you can modify the quantity of the batch.
6. Click submit and close the window.
7. Click Save changes.
8. Notice that the item is appeared in the table below. If you want to edit the item including the batch quantity, you can select the edit link that located in the last right column.
    <For package, you can specify the batch number and the quantity by clicking the edit link that located in the last right column>

Check the report of the batch and expiry

1. Go to Reports -> Stock Reports.
2. Select the OR-11 Batch and Expiry Date Report <It is located in the Other Reports field in the right bottom>.
3. Enter all the required field such as the item code.
4. Click the Generate Report Now! button
5. The report will be generated in the bottom of the page.




Customer Pricing Info for multi UOM

posted Sep 2, 2010, 9:04 PM by Unknown user   [ updated Sep 6, 2010, 6:23 PM ]

To apply the promotion on multi UOM item, either create a new item or use any existing item with multiple UOM to apply a special promotion. A new item can be added from: Inventory->Item -> Add Item.

To set the promotion:
Inventory -> Maintenance -> Pricing Matrix :: Click on 'Create' :: Enter a customer ID, make sure you click on the left circle button to choose the 'Customer ID' option.
Proceed to enter the item code and then click 'Get Pricing Scheme'.
After getting the pricing scheme, you will be able to see different 'level' of 'Discount Option' at the bottom. The other options like date range and branches can be chosen as where and when the promotion should occur. Different 'level' refers to different multiple UOM.
You can choose auto-apply to apply the discount scheme without you choosing it, or leave it blank to chose when creting an invoice/cashsale etc. Press 'Submit' once all of the information are entered.
To test the promotion: Trading -> Sales -> Full screen Cash-sales :: select the item you have set the promotion with. In the discount field you will get the option to choose the discount from a drop-down list (or if you have set auto-apply, the discount will be there without the need of choosing it)

How to add fixed supplier discount

posted Sep 2, 2010, 9:00 PM by Unknown user   [ updated Sep 6, 2010, 1:53 AM ]

1) Create a supplier logic (This is a code used to create the promotion):
          Control Panel ->System Admin -> Drop Down List Configuration
    Select 'Supplier Type' as the category, add the sort code, code, content etc.
    Click on 'Add Item' once done.

2) Edit the supplier logic to follow the promotion:
          Supplier -> Maintenance -> Edit Supplier
    Choose a supplier, change the 'Supplier Logic' according to what has been added in part 1.

3) Crete the promotion using pricing matrix (Apply to the supplier/s selected in part2)
          Inventory -> Maintenance -> Pricing Matrix -> Create
     Choose Entity type according to the sort code created in part1
     Give the item code (example: YMS-ITEM2) -> Get Pricing Scheme
     Make sure the category field follow the chosen item category fields (you can check the category from: Inventory->Item->Edit Item)
     Put in the relevant information: discount %, branch, date range etc.

4) To test the promotion:
           Trading-> Purchase -> Direct Receiving Stock
     Choose the supplier from part2(promotion apply to this supplier), Choose the item code from part3(promotion applied to this item). In the item detail page, you should be able to see the discount option in the drop down list.

Customer : Issue receipt amount more than cash received

posted Sep 17, 2009, 12:33 AM by Unknown user   [ updated Sep 17, 2009, 7:20 PM by Unknown user ]

There are times when the customer will request for a Receipt with amount more than what the customer actually paid. For this situation, you can do the following :

Cost = RM 10
Actual selling price / Amount received = RM 25
Alternate pricing = RM 30


Invoice

  Debit Credit
 Inventory Cost
 10 
 Acc Receivables
 30 
 Sales  30
 Inventory  10



Customer make payment RM 25 / Issue Receipt

  Debit Credit
 Bank A
 30 
 Acc Receivables
  30



Create Customer CM

  Debit Credit
 Sales 5 
 Acc Receivables
  5



Issue PV (Offset the above CM)

  Debit Credit
 Acc Receivables
 5 
 Bank A
  5



Final entries (Like Cashsales)

  Debit Credit
 Inventory Cost
 10 
 Bank 25 
 Sales  25
 Inventory  10

Cashbook and Journal Transaction should follow PDC date instead of Receipt Creation Date

posted Aug 4, 2009, 1:24 AM by Unknown user   [ updated Aug 10, 2009, 9:42 PM ]

Scenario 1:
Assume that today is 10-08-2009, a customer settle a payment with a PDC dated 02-09-2009, the dates captured by the system will be as below:

 Journal Transaction Date
 10-08-2009
 Cashbook Transaction Date
 02-09-2009
 Receipt Transaction Date
 10-08-2009


The Journal Transaction and Cashbook captured different dates. Thus, when the users check the GL balance and Cashbook on 31-08-2009, the balance will not tally because the GL has included the above transaction whereas the Cashbook has not.

In order to prevent the scenario above from happening, users are advised to change the receipt date to the post date (eg. 02-09-2009) when settling customer payment with PDC.



Scenario 2:
Assume that today is 10-08-2009, a customer settles a payment with cash and PDC dated on 02-09-2009 at the same time. In order to maintain the integrity of the GL and Cashbook, user will need to create 2 individual receipt because there will be only one journal transaction per receipt. The date for the respective receipt will be as follow:

 Receipt 1001 for cash 10-08-2009
 Receipt 1002 for cheque 02-09-2009


Note:
The customer's billing statement will follow the receipt date so it is important to make sure that the receipt date is correct. When user generate customer billing statement for August 2009, the amount of the cheque, dated 02-09-2009 will still appear in the outstanding amount as the payment is not considered settled until 02-09-2009. To generate the billing statement, refer to Customer Billing Statement.




How to handle cancelled cheque created from opening?

posted Jul 12, 2009, 11:20 PM by Unknown user   [ updated Aug 10, 2009, 9:56 PM ]

There are a few reasons why a cheque is cancelled:
  • Cancelled by issuer - cheque issued with the wrong amount / receipient.
  • The sale transaction has been cancelled.
  • Cheque is bounced, this happens when the cheque amount is more than the bank balance.
  • Cheque is not banked within a period of time after issued (eg. 6 months).
There are 2 ways to solve a cheque cancellation that has been issued by the user usually to the supplier.


First method:

1. Do a Cash Adjustment to debit back the money into Cashbook. When a cheque is issued, the amount will be deducted from cashbook, so when the cheque is cancelled, users need to return back the amount to the cashbook.

2. Create a Supplier CM (backdate to before opening date). This is because the journal transaction for the credit memo will be removed later. Only CM that is created before the opening can be deleted.

3. Credit memo is required even though the cash adjustment has been done because cash adjustment will only affect the finance cashbook, it will not affect the GL cashbook.

  Dr Cr
Create Credit Memo
 CashbookAccount Payable

4. Delete the Journal Transaction for credit memo. Click here to learn how to delete the Journal Transaction. Only the Journal Transaction will be deleted, the credit memo will still remain in the credit memo listing.

5. Edit Set Opening Balance. Increase 'Cash & Bank' and 'Account Payable' by the cheque amount.


Second method:

1. Create a Supplier CM (same date as the cancelled cheque) to eliminate the cheque entry.


 Dr Cr
Create Credit Memo
 Cashbook Account Payable

2. Do a cash adjustment to insert back the amount of the cheque to the cashbook.


Note:
  • All the cheques keyed in the cash adjustment for the opening will be dated before the opening date. For example:
    • The opening date is 01-01-2009
    • The cheques that are created before the opening will be entered following the creation date which should be dated before 01-01-2009, for example 30-12-2008.
  • While doing the bank reconciliation, all the uncleared cheques will be left un-filed.

Please read Best Practices for Setting GL Opening.



How to handle Bank Facility?

posted Jul 12, 2009, 9:26 PM by Unknown user   [ updated Aug 13, 2009, 3:01 AM ]

For bank facility, when a company need to pay a supplier, the bank will make the payment on behalf of the company to the supplier first. The company will then pay back to the bank later. The adjusting entry will be as below:
  • When bank pay to the supplier and the company have not pay back to the bank yet:
  Dr Cr
 Create Credit Memo (supplier side)
 Cashbook Bank Facilities
  • When the company pay back to the bank:
  Dr Cr
 Create Payment Voucher
 Bank Facilities
 Bank

Unable to create or edit customer account

posted Jul 8, 2009, 6:05 PM by Unknown user   [ updated Jul 13, 2009, 2:27 AM ]

If user is unable to create or edit a customer account, check on the System Admin > EMP Configurations > Customer
  • In the Credit Limit Default and Credit Terms Default fields, make sure do not leave it empty and can only enter 1 value. The value entered must be an integer, do not enter in words form. Look at the examples below for better understanding:
    • Credit Limit Default: 0 => Correct
    • Credit Limit Default: zero => Wrong - do not enter value in words form
    • Credit Terms Default: 30 => Correct
    • Credit Terms Default: 30, 60 => Wrong - only 1 value can be entered in the field
  • Remember to click on 'Submit' after every editing.

  • To configure the Credit Limit Dropdown List and Credit Limit Terms Dropdown List, tick on the checkbox to enable the drop down list. Enter the figure that you want to show on the drop down list and click 'Submit' to save the changes.

How to import EMP's report to Excel?

posted Jul 5, 2009, 8:29 PM by Unknown user   [ updated Jul 27, 2009, 6:30 PM ]

For example: to import the trial balance statement to Excel, follow the steps below:
  • Go to Accounting > Financial Statements > Trial Balance
  • Select a PC Center and enter a date.
  • Click on 'Generate Report Now!'.


  • Click on 'Printable Page' at the top right corner of the trial balance statement.
  • A new page will appear, go to File > Save page as > Select web page, HTML only.
  • Now users are able to open the .html file with Microsoft Excel or Open Office.
**The same procedure can be used to import Profit and Loss Statement, Balance Sheet and GL Listing.

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