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Admin guide

Set WorkCrest up for your company, decide who can do and see what, and keep it safe.

Who this is for

People with the Admin role. Admin can open every page. These screens are Admin-only by default:

See also Getting started and the approvals process.

1. First-time setup

Order matters: later steps depend on earlier ones.

1. Change the starting Admin password. A new installation comes with a starter Admin login. Replace its password before anyone else signs in.
2. Company details: name, GSTIN, state (this decides CGST+SGST versus IGST), address and bank details (printed on invoices).
3. Users: create logins only for people who need them (see section 2). Shop-floor workers can exist as employees with no login.
4. Master data, in this order:
   • Departments, then Employees (set each reporting manager).
   • Warehouses ("Main Store" is already there).
   • Parts (HSN for goods, SAC for services, unit, standard cost, reorder level).
   • Customers (GSTIN, billing state, payment terms, credit limit) and Suppliers.
   • Operations and Resources.
   • Leave types with annual quotas.
   Use bulk import on a master where it is offered.
5. Approval rules: nothing can be submitted for approval until a rule exists for it (section 4).
6. Chart of accounts (Configuration › Chart of Accounts) and then GL control accounts (section 5). Bills, invoices and receipts will not post without them.
7. Opening position: opening stock through Misc Stock In (needs approval), leave balances allocated by HR, and a decision on how to enter unpaid invoices and bills at go-live (standalone invoices are not supported).
8. Dry run the sales cycle and the purchase cycle, check Accounting › Trial Balance balances and the ageing reports, then clear out test data before going live.

2. Users and roles

1. Open Administration › Users & Roles (the list opens on Active users).
2. Create a user: Email, Username, Password, Linked employee and Roles. A user can hold several roles.
3. To edit a user, click the row. Reset password is a row action.
4. If someone is locked out after too many wrong passwords, use the Unlock action on their row (Reset password also clears the lock).

Roles: Admin, HR, Procurement, Accounts, Sales, Plant, Employee and Quality. Roles are re-read on every request, so a change or a deactivation takes effect on the person's next click.

3. Page access

Who may open a page is separate from who may change data. Open Administration › Page Access, a grid of screens against roles.

1. Find the area (a module's whole set of screens).
2. Tick or untick the roles that may open it. A row is stored only where you differ from the built-in default.
3. Save.

4. Approval rules, bands and auto-approve

One approval engine serves purchase orders, payments, misc stock, reimbursements, supplier bills, quotations, returns, journals, quality concessions, price revisions and more. Leave is the exception; it uses the reporting manager.

1. Open Configuration › Approval Rules and add a rule.
2. Choose the Transaction type and the amount band: Min amount and Max amount. The most specific band for the document's amount is used. Leave bands without gaps or overlaps.
3. Add Approval steps in order. Each step names a person or a role. A two-step band could be Plant Head, then Admin.
4. Keep Active ticked and save.

Auto-approve: tick it on a band. A submitter who is an approver at every step of that band skips Pending and is approved at once.

The submitter normally cannot approve their own document. Instance Settings has an Allow self-approval switch (off by default); leave never honours it. Review everything decided so far at Administration › Approval History.

5. GL control accounts

1. Make sure the chart of accounts has the accounts you need.
2. Open Configuration › GL Control Accounts and map each control account to a real account.
   • Payable, receivable, default income and expense.
   • GST output and input, bank and cash.
   • Inventory asset, inventory variance, GRN clearing, work in progress.
   • The others listed on the page.
3. Check the Trial Balance afterwards.

6. Instance settings

Open Configuration › Instance Settings. Saves are logged.

Sign-in security

Costing switches are also edited on this page. Not available yet: password rules, forced password change at first sign-in, and two-factor sign-in.

7. Print settings

1. Open Configuration › Print Settings.
2. Pick a document type and set its copy labels (one full page per label, for example Original, Duplicate, Triplicate), signature boxes, declaration and the system-generated line.
3. Save. Use reset to delete your row and return to the built-in defaults.

With no saved row, invoices and challans print Original, Duplicate and Triplicate. A saved row fully replaces the defaults.

8. Logs, What's New and Switch-to-user

• Export Log (Administration › Export Log): every "Export CSV" click on a list is recorded. It is a record of who exported, not a block on exporting.
• Activity timelines: documents show their own history (created, edited, cancelled, settings saved).
• What's New (Administration › What's New): a testing checklist of recent changes, newest first, linking to the screens. Ticks are kept in your browser only.

Switch to user (testing only)

This lets an Admin see the app exactly as another user to check their access. It is switched on only for test or staging servers, never for a live system, and only your system administrator can turn it on.

1. On Administration › Users & Roles, use the switch action on an active non-Admin user's row.
2. Enter the mandatory reason.
3. A red banner shows on every page. Use Return to admin (also in the user menu) to stop.

9. Pricing engine masters (brief)

Base prices always work. The lookup order is:

1. A quotation price.
2. A customer-specific price.
3. The customer's price list.
4. The standard price list.
5. The part's selling price.

Prices are dated and never edited, so a change adds a new row. The masters are Configuration › Price Lists and Configuration › Customer Prices.

Formula pricing is optional and needs the "Sales pricing engine" switch in Instance Settings. Its screens are:

• Configuration › Price Indices: raw-material rates, which must be fresh or pricing is blocked.
• Configuration › Pricing Formulas: versioned. An Active formula is cloned, not edited.
• Configuration › Pricing Assignments: which customer or part uses which formula.

Price changes beyond a formula's tolerance need approval. Reports: Accounting › Price Revisions, Accounting › Price Overrides and Accounting › Index Rates.

Common mistakes

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