What WorkCrest deliberately does not do, or does differently from what you may expect. Read this once so nothing surprises you later.
Most items below are choices made on purpose (to keep your records safe or simple), not faults. Where a limit may change in future, we say so. For error messages and quick fixes, see the
FAQ. If you are brand new, start with the
New user guide.
| Caveat | What it means in practice | What to do instead |
|---|
| No file attachments | You cannot attach a scan or photo to any record (reimbursement claims, bills, quality records and so on). | Keep the paper or scan in your own folder and quote its number in the notes or reference field. |
| Customer-supplied material is not supported | The system handles your own stock and service work only. Customer-owned stock, job-work return challans and customer scrap were removed. Any older paperwork that mentions them is out of date. | Record services as service lines; track customer material outside WorkCrest. |
| Inactive records are kept, not deleted | Parts are never deleted, only made inactive. Old documents keep showing them. | Make the part inactive so it stops appearing in new documents. |
| Numbers are given by the system | Document numbers are issued in sequence and cannot be typed in or reused. Invoice numbers run per financial year (April to March). | If you need a reference of your own, use the reference or notes field. |
| Errors show as a message, not a crash | When a rule stops you, a short message appears. The record is left unchanged. | Read the message; the FAQ lists the common ones. |
| Caveat | What it means in practice | What to do instead |
|---|
| You cannot approve your own submission | If you submitted it and you are also the approver, the step is refused. Admins can allow this in instance settings; it is off by default. | Ask the next approver, or ask an Admin. |
| Approval rules depend on the amount | Who approves is picked by amount band (for example small amounts to the Plant Head, larger ones also to an Admin). If no band covers the amount, you cannot submit. | Ask an Admin to add or adjust the rule under Approval Rules. |
| Rejection starts a fresh approval | After a rejection you resubmit and a new approval is created. The old one stays in the history. | Fix the document and resubmit; do not look for a reopen button. |
| Approval status and progress are separate | A purchase order can be Approved yet still Open or Partly received. Approving never means "received". | Look at both status columns. |
| Leave does not use the approval engine | Leave goes to your reporting manager only (single level), and not through My Approvals rules and bands. | Make sure your manager is set on your employee record. |
| Caveat | What it means in practice | What to do instead |
|---|
| Over-receipt is blocked, over-billing only warns | You cannot receive more than the PO quantity, but a supplier bill larger than what was received only shows a warning. | For over-supply, amend the PO first. For bills, check the warning before you approve. |
| Unapproved suppliers can be blocked | Once a part is governed by the Approved Supplier List, POs to suppliers not qualified for it are refused. | Qualify the supplier first, or ask an Admin to override with a reason. |
| Auto-raised purchase orders are drafts | Orders created automatically from shortages are only drafts and still need review, submission and approval. | Review them in the PO list; nothing is sent to a supplier by itself. |
| No full material requirements planning | Shortage suggestions exist, but multi-level BOMs, time-phased planning and purchase requisitions are not built. | Plan sub-assemblies as separate jobs by hand. |
| No by-products or co-products on a BOM | A BOM lists inputs only and a job has one output part. By-products are not tracked as stock. | Record unwanted output through the scrap flow. |
| Inbound PDF reading is a trial feature | It helps read a document, but it does not create orders or bills for you automatically. | Treat it as a typing aid and enter the document yourself. |
| Caveat | What it means in practice | What to do instead |
|---|
| A payment changes the bill only when marked as paid | Draft, pending and approved payments do not reduce what you owe. Two payments may be prepared for the same outstanding amount; the first one marked paid wins and the second must be revised. | Check the outstanding on the bill before you mark a payment paid. |
| Bills must be Approved before payment | You cannot allocate a payment to a bill that is not approved or is cancelled. Unapproved bills stay out of ageing and the ledger. | Approve the bill first. |
| Allocations are add-only | Once a payment is allocated to bills, you cannot edit or remove that allocation, and the allocated total cannot exceed the payment. | Allocate carefully; correct mistakes with a debit note or reversing entry as Accounts advises. |
| No editing of a draft payment | A draft payment can be cancelled and recreated, not edited. | Cancel it and create a new one. |
| Bills not yet due show in the 0-30 day ageing column | There is no separate "not due" column in the ageing report. | Read the 0-30 column as "not yet due or up to 30 days late". |
| Employee reimbursements: self-submit, no auto-payment | Only the employee submits their own claim; HR cannot file on their behalf. Approval does not pay; Accounts links a payment that must equal the claim total exactly (no part payments). Categories are free text. | Ask the employee to submit; Accounts then makes one full payment. |
| Supplier advances are not posted to the ledger on application | An advance is the unallocated part of a paid payment. Applying it to a bill updates the bill at once but makes no separate accounting entry. | Ask Accounts if you need the advance reflected differently. |
| Caveat | What it means in practice | What to do instead |
|---|
| Quotations are in rupees only | Foreign currency is available on orders and invoices, not on quotations. | Quote in INR and set the currency and rate when you create the order. |
| Quotations need approval before sending | An unapproved quotation cannot be sent or printed. | Submit it for approval first. |
| Over the credit limit stops confirmation | Confirming an order that takes the customer past their credit limit is blocked until an approval (with a reason) covers the exact amount over. Approving does not confirm the order; you confirm afterwards. If the customer's exposure grows before you confirm, a fresh request is needed. A limit of 0 means no limit. At invoice issue the same check only warns. | Use "request credit-limit approval" and confirm once approved. |
| Credit exposure counts more than unpaid invoices | It includes Draft invoices and the not-yet-invoiced value of open and fully dispatched orders, with GST. This is stricter than a simple receivables check, so some customers will hit it sooner than expected. | Check the exposure shown in the message before asking for approval. |
| Issued invoices cannot be cancelled | Only a Draft invoice can be cancelled. Invoice figures, including the GST split, are fixed when the invoice is created. | Raise a credit note for an issued invoice. |
| No stand-alone invoices | Every invoice is created from a customer order (and its dispatches). There is no free-form invoice. | Create an order, even for a one-off sale. |
| Return orders and cancellations need approval | A return order must be approved before it can be confirmed, and cancelling a confirmed order goes through approval too. | Submit it and wait for the decision. |
| A missing or stale rate or index blocks formula pricing | If a price depends on a rate or index that is missing or out of date, you cannot save the quote or order line or dispatch, even if you typed a price yourself. | Ask the person who maintains the rates to update them. |
| Repricing can need approval | When repricing at confirm or dispatch moves a line past the allowed tolerance, the price change must be approved before the order proceeds. | Watch for the "need price approval" message and request it. |
| Exchange rates are suggestions, fetched lazily | Reference rates (from the European Central Bank) are refreshed when someone opens the dashboard, or when the Refresh button on Currencies is used. A weekend uses Friday's rate. Rates that look wrong (zero, old, or a jump of over 25 percent) are rejected and the last good rate stays. A warning shows when the rate is over 5 days old. | Always check the suggested rate against your bank's rate; you can type your own. |
| Credit note quantities go back to dispatches by best guess | For order-priced invoice lines with no dispatch link, a cancel or credit note gives quantity back to dispatch lines newest first. | Review the dispatch quantities after a credit note on such lines. |
| Caveat | What it means in practice | What to do instead |
|---|
| Stock cannot go negative | Any movement that would take a balance below zero is refused ("Insufficient stock"). | Receive or adjust stock in first, then issue. |
| The stock history cannot be edited | Every movement is a permanent record. A mistake is fixed by a new, opposite movement. | Post a correcting movement or stock count, with a reason. |
| Stock moves only on final approval | Miscellaneous in/out movements and counts change stock only after the last approval step. | Check My Approvals if the balance has not moved. |
| Service parts never hold stock | A service-type part cannot be received, issued or counted. | Use a stockable part for anything physical. |
| Valuation uses the standard cost | Stock value and the approval amount for miscellaneous movements are quantity times the part's standard cost, not actual purchase price. | Keep standard costs up to date by running the cost roll-up. |
| Receiving with missing challan details is allowed | Supplier challan number and vehicle details are optional so a missing paper never stops receiving. | Fill them in when you have them. |
| Lot-tracked parts need a lot on every movement | For parts tracked by lot or serial number, each movement must name the lot. | Capture lots at goods receipt. |
| Caveat | What it means in practice | What to do instead |
|---|
| A job must be released first | You cannot issue material or complete a job while it is still Planned. | Release the job. |
| Only BOM parts can be issued | Material that is not a component in the job's bill of materials is refused. The "fill from BOM" button only suggests quantities. | Add the part to the BOM, or issue a BOM component. |
| Issuing more than planned needs approval | Issue beyond the planned requirement stays Pending until approved, and until then it does not count as issued. | Ask the approver to decide in My Approvals. |
| Cost uses planned time, not clock times | Job conversion cost is planned time times the rate, never the start and stop times people click. Fast or slow shifts do not change costed value. | Correct the routing times if the plan is unrealistic. |
| Scrap needs a started step | You cannot record scrap on a step that has not started. | Start the step first. |
| Stock and rework jobs have no sales order | Make-to-stock and rework jobs are not linked to a customer order line, so customer-order columns are blank for them. | This is expected; do not look for an order. |
| Caveat | What it means in practice | What to do instead |
|---|
| Draft invoices are not receivables | Money posts to the ledger only when an invoice is issued. Drafts stay out of statements, totals and ageing (but they do count towards a customer's credit exposure). | Issue the invoice to bring it into the books. |
| Receipts are add-only | Once a customer receipt is recorded and allocated, it cannot be edited. | Check amounts before saving; ask Accounts to correct through a proper entry. |
| Control accounts must be set up first | Posting stops with an error if a required control account is not configured. | An Admin configures it under the ledger control accounts. |
| GST reports are working summaries | The GST and HSN reports list output tax on issued invoices (less credit notes) against input tax on approved bills. They are not a filing and are not in any government format. | Use them to prepare, then reconcile with your accountant or GST portal. |
| Some GST situations are not modelled | Reverse charge, input tax credit eligibility, GST on debit notes and the large B2C threshold are not handled. | Handle these outside WorkCrest. |
| GST split is decided once | CGST plus SGST applies when the customer's place of supply equals your state, otherwise IGST. It is worked out at creation and not recalculated. Tax is rounded per line. | Fix the customer's state before creating the invoice. |
| Manual journals need approval and a narration | Journals go through approval, need at least two lines that balance exactly, and lines on payables or receivables accounts need a party. | Prepare the full entry before submitting. |
| Costs show only to view-costs holders | Without that permission, cost and margin figures are not sent to your screen at all. | Ask an Admin if your role needs them. |
| Caveat | What it means in practice | What to do instead |
|---|
| Days are calendar days, inclusive | A Monday to Friday request is 5 days; weekends and public holidays inside the range count as leave days. There is no holiday calendar. | Split the request around weekends and holidays, or ask HR to adjust the balance. |
| One request, one calendar year | A request that runs from December into January is refused. | Submit two requests, one for each year. |
| Balance includes pending requests | Requests waiting for approval already reduce what you can apply for. | Wait for the decision or cancel a pending request. |
| Cancelling after the start date is not possible | Once leave has started or finished you cannot cancel it yourself. | Ask HR. |
| Your login must be linked to an employee | Without that link you cannot apply for leave or claim reimbursements. Shop-floor workers may have no login at all. | An Admin links your login to your employee record. |
| Caveat | What it means in practice | What to do instead |
|---|
| Quality can be switched off | If your company has turned Quality off, the Quality screens and lot creation disappear for everyone, including Admins. Data is kept. Open inspection lots then stop blocking job steps and completion. | Ask your Admin whether Quality is on. |
| One active inspection plan per part, trigger and operation | Activating a new plan replaces the previous one. An active plan cannot be edited; you create a new draft version. | Copy to a new draft, edit, then activate. |
| No attachments, calibration register, sampling tables or control charts yet | Gauge calibration, AQL sampling tables, SPC charts and customer deviation tracking are planned for later. | Keep these records outside WorkCrest for now. |
| Caveat | What it means in practice | What to do instead |
|---|
| No password rules, forced change or two-factor sign-in yet | WorkCrest does not yet enforce password strength, expiry or a forced first-login change, and has no two-step verification. | Choose a long, unique password and never share it. Ask an Admin to reset it if you suspect misuse. |
| Accounts lock and sessions expire | Too many wrong passwords locks the account for a while (defaults: 5 tries, 15 minutes). You are signed out after being idle (default 30 minutes, with a warning) and after a maximum session length (default 12 hours). | Wait, or ask an Admin to unlock. Click "Stay signed in" on the warning. |
| Screens depend on your role | You only see pages your role may open, and only certain roles can act. Role changes apply on your next page load. | Ask an Admin if you need access to a screen. |
| "Switch to user" is for testing only | Admins can act as another user to test roles, but only where it is enabled (test setups, never the live system), with a mandatory reason, and it is recorded. | Do not expect it on the live system. |
| Exports are logged | Each CSV export is recorded for Admins to review. Spreadsheet-style formulas in exported text are neutralised. | Export only what you need. |
| Caveat | What it means in practice | What to do instead |
|---|
| Only approved documents appear | Reports, ageing and ledger views include supplier bills, quotations, return orders and similar documents only once Approved. | If a document is missing, check whether it is still waiting for approval. |
| Reports start from a default period | Many reports and lists open on a default date range or the Active tab, so older or inactive items may not show at first. | Widen the date range or switch the status tab. |
| Some lists are not yet server-searched | Invoices, customer orders, stock movements and the ledger search and page in the database. Other lists load in the browser and are best for modest volumes. | Use the filters; export to CSV for large analysis. |
| Dead stock and valuation are estimates | Valuation uses standard cost; dead stock means no outward movement in the chosen period. | Treat as a guide, not an audited figure. |
| Read-notifications can reappear | An overdue alert you have read may return as unread on the next dashboard load while the document stays overdue. | Resolve the overdue document to stop it. |
If something behaves differently from this page, or you need one of these limits lifted, tell your Admin or system owner in person or through your usual internal channel. Please include:
- the screen and document number you were on,
- what you expected and what happened instead (copy the exact message),
- your role, and roughly when it happened.
Requests to change a limit above are collected and decided by the system owner, because many of them protect your accounts. Do not work around them by editing records in other ways.