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Faq (CORE)

ANSWERS

 

What is a Unit?
Answer. A Unit is an individual section through which a Company operates. These Units could be geographical units or logical units within the Organisation. In Core Definitions we define various Units under a Company. Reckoner ERP provides you the flexibility to share a single Unit with several companies, and to also share common definitions and document serial numbers between different Units. However, each company must have a different Chart of Accounts, though many entity definitions may be shared between them. 
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Is there any limit to the number of Companies as well as Units that could be defined in the System?
Answer. You can define as many Companies and as many Units under each Company. But at a time only one Company can be a working Company.

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What is Login ID?
Answer. Login Id is the Id assigned to each Reckoner User as identification to logon to Reckoner. Therefore its unique for each User. Login Id is prompted by the System in the Reckoner’s Logon screen. Login Id is assigned to each through “User Definition” in Core Definitions. Path: File >> Definitions >> Core >> Organisation Definition Attributes >> User Definition.
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What is User Name?
Answer. Name by which the User would be recognised. A unique login Id and password is assigned to against each User Name.
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What is the Difference between User ID and Login ID and what’s the need to have the two?
Answer. User ID is the Name by which the User would be recognised whereas Login Id is the Id assigned to each Reckoner User as identification to logon to Reckoner. Therefore it is unique for each User. Login Id is prompted by the System in the Reckoner’s Logon screen. Login Id is assigned to each User while defining User through Core Definitions. Reckoner recognises a user by his/her Login Id not by User name.
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Does every User have every/no right at the outset?
Answer: In Reckoner Users have no rights at the very outset for security reasons. That’s why we create one User named “SA” under Administrative Group, before installing Reckoner, and grants this user all rights and permissions to enable this user to grant rights to each User as and when required. Note: System comes with four default User groups - Everyone, Administrator, User and Guest.
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When I logged on to Reckoner the first time with my own login Id, the system allowed me to grant permission to myself. Why?
Answer: Administrative Group is the first group created for Reckoner, which gives all rights & permissions. The User(s) falling under that group are automatically granted all the rights and permissions granted to the Administrative group.
Note: The System recognises four default User groups - Everyone, Administrator, User and Guest.
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What is the difference between Enterprise Definition & Organisation Definition?
Answer: Enterprise Definition is used to define the structure of your organisation such as name your Company also all the Units through which your Company operates. Whereas Organisation Definition is used to define the hierarchical structure that persists within your Company, i.e., all the departments as well as various designations within each department. Note: Designations defined through Reckoner Core module should not be confused with that defined through HRM module, since through Core module you define all the Reckoner Users whereas in HR module you define each and every personnel in your Company starting from top level management to workers level as per their roles in the Company. So the two might differ since you exclude some users while defining Users through Core module.
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What is the hierarchical structure we use in defining Departments? At leaf level what we get?
Answer:. In Reckoner we can define designations to four levels. At the leaf level we define User.
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How can we add a new Company?
Answer: You can add a new Company through Reckoner Core module. 
Path: File >> Definitions >> Core >> Organisation Definition Attributes >> Enterprise Definition.
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What is a User?
Answer: Users are those employees who are needed to work on the ERP System. 
Path: File >> Definitions >> Core >> Organisation Definition Attributes >> Enterprise Definition.
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Can the number of Users defined be more than the number of Users permitted by the software license?
Answer: Yes, the number of Users defined in Reckoner can be more than the number of Users permitted by the software license. License only restricts the number of concurrent Users.
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Does the system keep track of when did the User last logged on? What is the module he worked on, etc.?
Answer: Yes, the system traces that when does a User logged on and at each login by a user system stores the date & time when he logged as "Last Login Date" in User Definition in Reckoner's Core module. System also keeps track of the module and function last used by the user as "Last Module Used" and "Last Function Used" respectively in User Definition in Reckoner's Core module. Note: Also the date on which the User definition was last modified is stored as "Last Modified Date".
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What is the use & significance of Query Registration? What type of Queries can be registered through Query Registration?
Answer: This is a useful tool for SA. Here, you create SQL queries and execute it through the front end. Using this feature you can prepare various reports in different formats for your organisation. Reckoner's Query Registration can register only "Select" Queries. Query Registration function is for the purpose of getting Customised Reports.
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How can we execute these Queries and view & save the results of the same?
Answer: Reckoner provides a powerful tool called Query Viewer. Query Viewer is a very useful tool for the user. Using this function, you can generate your own customised reports for information and analysis. Query Viewer tool is for viewing the results of the queries defined through Reckoner's Query Registration tool. In the Query Viewer tool select the query and execute it through the generate button. You can save the query results in different formats.
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In what all formats can we save the results obtained from the Query registered and run through Query Registration?
Answer: Results obtained by execution of query can be saved in different formats like HTML Table, Excel, Text and Powersoft report etc.
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Can we grant rights and permissions across modules?
Answer: Yes, Reckoner allows granting rights to designations across modules.
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What is the significance of Grant & Revoke function?
Answer: Grant & Revoke function is a tool through which "SA" can grant and revoke rights and permissions at the User level. "SA" can either grant or revoke permission to/from Users using this function. Grant/Revoke Function provides you with a list of departments and users on the left frame, and a list of functions on the right. You can grant or revoke specific access rights of users, with a choice of doing so for a specific time period or even making the modification effective from a future date.
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What if we do not specify the "Valid Upto" date while granting permissions to a User?
Answer: If while granting right "SA" do not specify "valid Upto" date the system grants the right (you specify) to the User (you specify) for an indefinite period of time, i.e., unless and untill "SA" revokes that right from that User through Reckoner's Grant & Revoke function.
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Explain the Hierarchy and Designations specifically implemented in Reckoner?
Answer: Users do not have direct function access. When a user is created, he does not have any rights to perform action on any function. The function access is through designations. Therefore, it is necessary to assign at least one designation to a user, though a user can hold more than one designation across departments. Designations are defined within departments. It is possible that different departments can have similar or different designations. Within a department you can define designations upto four levels including the Top Level Management. For example,
Manufacturing Department
>>GM (Technical)
>>Top Level Management
>>Factory Manager
>>Supervisor
>>Technicians.
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What is the use of Function Chart?  
Answer: Function Chart is used to allocate access rights to various designations. This chart comes with a pre-defined list of functions on the left frame, with a list of organisation definition on the right where you can select the minimum designation required to perform each function. Note that the (minimum) designation you select automatically provides the same right to all higher designations.
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What do mean by an Attribute in Reckoner?  
Answer: Attributes are customised data fields which users can associate with various documents. These attributes can be employed across all Reckoner modules. Attributes contain information that is specific to the document. For example, a Check Number field can be defined as an attribute associated with a voucher. 
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What is the use and significance of Serial Number Type Definition? 
Answer: Each document when created is assigned a Serial Number. Serial number is a unique identifier for documents within a company. Depending upon the format of the serial number you can easily make out when the document was created, its year, month, week or date. 

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What all Default Serial Number Types System comes with? 
Answer:  YYMMDDAA###R,
YYMMDDAA####,
YYMMAA######, 
YYAA########, 
AAYYWW######, 
AAYYMMDD###R, 
AAYYMMDD####. 

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What is the minimum & maximum limit for a Serial Number Type? 
Answer: There is no such minimum or maximum limit for Serial Number Type. Each Serial Number Type should be of exactly (12) twelve characters. 
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Can Serial Number be shared between different Documents? 
Answer: Yes, Serial numbers can be shared between different documents. When you want to associate a Serial Number type that has already been associated with another Document Type, you can simply provide a reference to that document type instead of choosing a serial number type. 
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What do we define in Year Type & Year definition?  
Answer: Reckoner allows you to define multiple Year Types for different purposes. Year Type defines the range, spanning a year, with its start and end dates. For example, in Finance your financial year is April to March but in HR you may calculate all your leaves for the year from January to December. So according to this example two year types will be defined, one for finance and one for HR. Both these year types will be defined separately from this definition. 
Year defines the range, with its starting month and ending month, within the Year Type. Once you have defined the Year Type, define the Year. 
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Can we define multiple Years in a Year Type?  
Answer: Yes, you can attach various years with one-year type. 
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Why do we say that Reckoner is a Multi-Company Multi-User System?
Answer: Reckoner is a multi-company multi-user system. At a given time, only one company is active for a user. If a user has to perform any action in another company, he has to switch to that company using this option. The last selected company is set as default when he logs in the next time. For example, if a user holds posts in more than one company (say in A and B), he has access rights in both companies. Lets say, the user is currently working in company A. Now he wants to perform certain actions in company B. He can do this without re-starting or re-logging in. User has to simply select the working company (in this case company B) from Core >> Select Working Company. 
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What if a User’s password needs to be changed?
Answer: If any User (including SA) wants to change his/her password, then Reckoner provides the facility to change passwords as and when required.
Path: Core >> Change Password 
Here the system will prompt the user to enter the old as well as new password. In normal circumstances, user can change his/her Password through the above stated way, but in extraordinary circumstances, say, if any User forgets his/her Password, then no one but “SA” has rights to assign a new Password to that User through User Definition in Core. 
Path: File >> Definitions >> System Organisation Definition >> Attributes User Definition. 
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What is the use and advantage of Menu Customisation tool in Reckoner? 
Answer. Administrator can customise the Reckoner menu as per the requirements. The advantage is that users will have access to only those menus, which lie, in their area of activity. Through Menu Customisation system administrator can hide the selected menu options.

Note: Only System Administrator has access to this field. 
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Is there any tool through which we can view that how many documents have been created against a Document type defined in definitions during a specific period of time?  
Answer. Reckoner’s Work statistics is a tool through which you can view the number of documents created (during a week starting from the date selected) against each document type in a selected module. 
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