Understanding Organizational Setup

An organization setup means who reports to whom in the organization. It also means how the hierarchy works and is set up in the organization.

Settings

Navigate to the left menu > Settings.

It will take you to the company setup page where you view name, address, email, creation date and creator’s name.

Click on Actions > Edit.

Click on the Org. Struct. 

The following can be seen.

Basic

The tabs for the various particulars of the company to be entered are given in the page.

For example: Address, website, Name, email, Logo etc. 

Sign Stamp: It is used as a signatory stamp in all the documents related to the company like Invoice, Contract etc.  This is done by stamping the seal of the company on a plain sheet. The authorized signatory will sign on the seal. It is then scanned and uploaded in the Sign Stamp tab. This image is then used as an authorized signature in all the documents of the company like challan, invoice etc

Branch

When a company has offices in multiple places other than its original location, it is called a branch office. This tab therefore helps in setting up the branches of the organization in the ERP. 

Firstly the branch options need to be set up in the Masters so that the respective fields can be shown in the organization set up. Please refer to the Masters module for details.

Now when we go back to the Branch tab in the Basic Settings page the Branch location field will be seen. 

Click the plus sign on the top right hand corner of the page. 

Enter the details of the branch and click Save.

Location

This tab is used to enter the stock/warehouse location details of the branch. To enter the details,

Click on plus sign and add all the details of the location of the branch. 

Select either Sub or Main depending on whether the warehouse is connected to the main branch or the sub branch of the organization.

Select the branch name to connect the warehouse to that particular branch.

Click on Save and Exit.

Department

This is done to record the number of departments present in an organization. An employee cannot be added in the ERP without setting up the departments first.  The steps to add a department are as follows:

Click on the plus sign on the top right side of the page.

Select the options.

Click on save and exit.

This is done if the branch names are already included in the ERP. To include a newly created department, the below steps are followed:

The branch or department name can be changed/Deleted by clicking under the Action button on the right side of the page.

Organizational Structure

This tab is used to define the hierarchies in the organization. It shows who reports to whom in the various departments of the comapny. This setup can be done only if the Designation is added in the HR settings of the ERP.

The organization structure is set up in the following steps in the ERP:

Founder: This is the first detail to be entered in the ERP. A founder can be referred to as the CEO or the Director of the organization. 

The Child Designation is the designation given to the employee.

The Parent Designation is the person whom the Employee reports to.

This page is hierarchical.

The Branch Setting is shown only if the Multi Branch option is checked in the Settings page.

The Designation Field’s options are set up in the Masters Module of the ERP. Please refer to the Masters Module for the details.

Click on Edit.

There is no Parent Designation chosen as the founder is the final head of the organization. 

Select the Branch name where the founder resides.

Create similar hierarchies for all designations.

This helps in approvals for various activities like Leave, Proposal, Attendance etc.

The flow chart icon will then show the hierarchy of the organization according to the designations entered in the organization structure. 

Team

This tab is used to record all employees and their details, in the organization. Any additions, deletions or changes to the employees details can be done under this tab.

Click on the plus sign at the top right side of the page.

Enter all the particulars of the employee.

• Email ID: It is a very important field since this entry is used to create the user ID of the employee for logging into the platform.
• Escalation Matrix: This tab indicates the level of hierarchy of the employee in the organization.
• Employee Type: This tab indicates the category of employee eg: Full Time, Contract etc.
• End Date: This option needs to be filled if the category of employee is not a Full Time one.
• Joining Date: The date when the appointment to start work was given.
• Start Date: This is the date when the employee actually started working for the organization.  This helps while calculating the salary for that period.
• Leave Type: The type of leaves allotted for the employee like casual leave, paid leave etc. The user needs to check their HR settings to create a leave type for the employee.
• Consume Leave: If the employee is an already existing one added to the ERP then the number of leaves previously taken are entered in this tab.
• Create User: This tab needs to be checked to enable the employee to use the ERP platform.
• Salary: Enter the Salary details under the Salary tab as applicable.
• Shift Type: This tab is to show what are the shift timings of the job.
• Payment Info: If the payment is selected as cash then there are no further details required. However, if the Bank option is chosen as the mode of payment, then the bank details must be saved.
• Mileage Setup: This is to show the payment and reimbursements made for travel expenses incurred on the job.

Click on Save.

Now the employee can be added in the Teams and Departments in the ERP of the organizational setup.

To add a new employee, click on the plus button beside the Person tab or by clicking on the People icon on the lower right hand corner of the page. This page captures the personal details of the employee in various tabs. For eg: Qualifications, experience etc.

Multiple Employees can be uploaded by clicking on the Import button which downloads the excel sheet, entering the details as per the sheet and uploading it back by clicking on the same button.

Under the Action button in the right side of the Index of employees, there are seven categories:

• View People: The basic details of an employee along with the loan and the details of the cash given.
• Edit Personal Profile: This tab is used to edit any personal information of the employee.
• Delete: This tab is used to delete the records of an employee permanently from the ERP of the organization.
• Terminate Employee: This form is filled when an employee is leaving the organization for any reason.  An employee can be terminated only if the Issue Assets form is completed and updated and has nothing due in it.
• Issue Assets: When an asset from the company in any form is issued to the employee for assisting in work, it comes under the category of issued assets. These assets include laptops, printers etc.
• User Management: This is where the employee is made active on the ERP. The Auto Login box is clicked if the user is a super administrator of the platform and has the authority to login to any employee’s account for any reason. The groups field needs to be filled mandatorily with the “employee” group for every employee.
• Permission: This in the User Management page helps set the permissions given to the employee for access to various portals in the ERP platform.

Support Timing

This tab helps decide what are the timings within which the employee can offer support to the client. Each branch of the company can be given different support timings if required. 

Click on Action> Edit.

Select the branch(es), by entering the name/s in the branch tab.

Enter the timings of the branch for every day of the week as applicable.

Click on save and exit.