CMS - Initial Client Setup

Created by Glennise Pretorius, Modified on Thu, 13 Jun, 2024 at 1:54 PM by Glennise Pretorius

The initial company setup needs to be done by any client before loading a community on the system. All of these functions can be found on the community overview screen.

1. Company Details and Logo

Navigation: Global Overview > Click on Settings > Company

Here the Company Details and Logos will be uploaded.

From here the following details will be populated.

Reseller Name: This will be the company name.
Company Reg No: Company's registration number.
Transfer Clearance Fee: The Rand value that the company charges for Levy Clearances.
Telephone No: Company's telephone number.
Outgoing Email: This is the email address that all of the emails will be sent from when sending emails from the system. We suggest that either an "admin@..." or a "noreply@..." email address here.
Banking Details: Company's banking details. These details will apply to the levy clearance.

On the same screen, upload two logos: the "Header Logo" and the "Top Left Icon".

The Header Logo is the logo being displayed on all of the Invoices/Statements/Supplier Invoices and all other documents. We suggest the following dimensions: 600 x 200. It is not a strict rule, but more of a guideline.

2. Message Setup

Navigation: Global Overview > Settings > Communication

To increase the deliverability of the emails from the WeconnectU system, it is strongly advised to add these 3 records to the DNS. Please let us know when this has been done, so that we may verify and complete the process.

From this screen, the company's default email header and footer can also be uploaded, by clicking on the icons below:

Lastly, default messages for the first and second notice messages as well as the letters of demand that will be sent to customers in arrears can be created and edited here

3. Default Ledgers

Navigation: Global Overview > Settings > Default Ledger

The default general works the same as the Default Chart of Accounts. This would have to be set up BEFORE creating any communities. The default ledger which has been created on set up will be the default general ledger for all future communities added.

Note: If all communities have been created, and you add a new ledger to the Global Ledger, you will need to add the new ledger to all of the existing communities individually.

3.1 Editing a General Ledger Account

Navigation: Click on Pencil Icon

The following pop-up will appear, the fields which are not greyed out can be amended and then click on Update Account to save any changes made.

3.2 Adding a General Ledger Account

Navigation: Click on Add General Ledger Account

The following pop-up will appear, the fields which are not greyed out can be selected and then click on Add Account to save a new ledger account.

3.3 Deleting a General Ledger Account

Navigation: Click on the trash can Icon

The following pop-up will appear, select Yes.

Important: If there is any processing done in the General Ledger Account it cannot be deleted. When deleting a General Ledger the GL account number which was allocated to that ledger will be removed and the next GL added will have the sequential GL account number.