IPLANS ERP SOFTWARE

TRAINING MANUAL EDUCATION PACK

EDUCATION
ENGLISH VERSION

PACK
 The illustrations on the document are not
completely translated but we are working towards
providing editions which are a 100% translated.
 TRAINING MANUAL FOR
THE IPLANS ERP SOFTWARE

EDUCATION PACK
Administrative Management
and Communication (AMC)

Family, Health and Social

Service Management (FHSSM)

Hospitality and Culinary

Management (HCM)
Management of Business
Entreprises (MABE)

Finance and Business

Information Management
(FBIM)

Economics Sciences
Techniques (EST)

Legal Sciences
Techniques (LST)
 Compliance & Disclaimer errors they may find on the suggestion
form on the last page of the manual.
Given the constraints inherent to
the presentation in the form of an Trademarks
CONTENT OF THE electronic manual, the specifications
referred to in this documentation Iplans ERP is the registered trademark
EDUCATION PACK constitute an illustration that is as of IPLANS SA.
close as possible to the specifications.
Your software package is composed of Windows 98 SE, Windows 2000,
a storage case including : Windows 2003 Server, Windows XP,
It is up to the customer, using the
— The USB flash drive on documentation, to implement the the software
which the program and the software package to enable him
documentation are stored measure exactly the adequacy of his Microsoft Excel, Microsoft Word,
needs as per the functionalities. Microsoft Outlook, Internet Explorer
— A hard copy of the manual and Office range are registered
It is important to read the trademarks of Microsoft Corporation.
documentation beforehand in order to
use the software package safely and Macintosh, MAC/OS are registered
Property Rights and Licenses effectively. trademarks of Apple Computer Inc.

Any use, representation or

Evolution
reproduction, in whole or in part, made
without the consent of IPLANS ERP is The documentation corresponds to
prohibited. These would constitute an the referenced version. Between two ABOUT US
infringement sanctioned by the Penal versions, updates to the software
Code. may be made without changing the iPLANS S.A., a public limited
documentation. company with a Board of
All rights reserved in all countries.
Directors, registered in the
However, an addendum may be
Original software developed by attached to the existing documentation Douala Trade and Personal
IPLANS SA. to present the changes and Property Credit Register under
improvements made to these updates. No. RC/DLN/2011/B/695, and
IPLANS ERP documentation.
in the taxpayers’ file under
Any use, for whatever reason, that is No. M 091100039996 R, whose
The Suggestion form
not authorized under the terms of the head office is located at
license agreement is strictly forbidden IPLANS SA is constantly seeking to Bonamoussadi-Denver, BP 8215
under penalty of criminal sanctions. improve the software package and its Douala, Cameroon
documentation.

We invite our customers to send us

their suggestions and any defects or
FOREWORD
The IPLANS ERP EDUCATION PACK training manual
results from a business software specifically designed
to accompany the training of students in the English and
French-speaking subsystems of education by teachers
dedicated to this purpose.

At the end of each cycle, the students will have received

a solid training rendering them competent and ready for
the job market or for self-employment.

Teachers from specialised sub-segments will find in this

didactic manual, which is an indispensable complement
to the various software programs, necessary information
to fulfill their tasks.

This project goes in line with the vision of the public

authorities, who have understood that the development
of our country depends on the adequacy of training and
employment.

Iplans S.A. is very honored to be associated with this

ambitious project which is a radical game changer.

While enjoying the reading, we hope you assimilate the

content of the manual and, why not, bring up suggestions
that will help us improve the present work.

Joseph KAMGUE TAKOUGANG

CEO, IPLANS S.A

CONTENTS
INTRODUCTION........................................................................................................12

FROM INSTALLATION TO LOGIN............................................................................15

A/ THE REQUIREMENTS.............................................................................................................16
B/ INSTALLATION, CONFIGURATION & SET UP.......................................................................17

THE SOFTWARE.......................................................................................................21
THE BASIC CONCEPT OF OPERATION.....................................................................................22
A/ DEFINITIONS...........................................................................................................................23
B/ THE WINDOWS.......................................................................................................................23
C/ THE BUTTONS........................................................................................................................24
FUNCTIONAL SPECIALTIES.......................................................................................................36
SPECIALTY 1 : ADMINISTRATIVE MANAGEMENT AND COMMUNICATION (AMC).................37
SPECIALTY 2 : HOSPITALITY AND CULINARY MANAGEMENT (HCM).....................................65
A/ EMPLOYEES...........................................................................................................................66
B/ ACCOMMODATION................................................................................................................66
C/ OPERATIONS..........................................................................................................................81
D/ TRAVEL AGENCY...................................................................................................................81
SPECIALTY 3 : MANAGEMENT OF BUSINESS ENTREPRISES (MABE)....................................85
A/ EMPLOYEES...........................................................................................................................86

User manual for the iPlans ERP Software Package P. 6

CONTENTS
C/ PRODUCT/SERVICE...............................................................................................................86
D/ INVOICING..............................................................................................................................95
E/ TRANSPORT FILE.................................................................................................................100
F/ BUSINESS DEALS.................................................................................................................103
G/ TASKS...................................................................................................................................104
H/ MARKETING PLAN...............................................................................................................104
SPECIALTY 4 : FINANCE AND BUSINESS INFORMATION MANAGEMENT (FBIM)................105
A/ COMPANY.............................................................................................................................106
B/ OPERATIONS........................................................................................................................106
C/ HRM......................................................................................................................................106
D/ COMPTABILITÉ.....................................................................................................................107
E/ FINANCES.............................................................................................................................116
SPECIALTY 5 : ECONOMICS TECHNIQUES AND SCIENCES (ETS)........................................125
A/ EMPLOYEES.........................................................................................................................126
B/ STOCK..................................................................................................................................126
C/ INVOICING............................................................................................................................126
D/ PROJECT MANAGEMENT....................................................................................................126
E/ PRODUCTION.......................................................................................................................127
F/ TECHNICAL SERVICE...........................................................................................................128

MINESEC P. 7 User manual for the iPlans ERP Software Package

CONTENTS
SPECIALTY 6: LEGAL SCIENCES TECHNIQUES (LST)............................................................136
SPECIALTY 7: FAMILY, HEALTH AND SOCIAL SERVICE MANAGEMENT (FHSSM)..............136

SUPERVISION AND MANAGEMENT......................................................................138

A/ LA MAINTENANCE................................................................................................................139
B/ LOGS AND BUGS.................................................................................................................140
C/ COMMON PROBLEMS.........................................................................................................140
D/ GATEWAYS...........................................................................................................................140

User manual for the iPlans ERP Software Package P. 8

FAQ
How to register a license ?.................................................................................................................................................................. 27
Creating a new user............................................................................................................................................................................ 28
How to set module rights.................................................................................................................................................................... 29
Creating a cash register ..................................................................................................................................................................... 31
How to create a payment mode.......................................................................................................................................................... 31
Creating a POS (Point of Sales).......................................................................................................................................................... 32
Creating a Warehouse ........................................................................................................................................................................ 32
How to create a product family........................................................................................................................................................... 32
Creating a product category............................................................................................................................................................... 32
Creating different Taxes/ fees............................................................................................................................................................. 32
How to register new mail ?.................................................................................................................................................................. 40
How to register a visit or an appointment........................................................................................................................................... 40
How to register a new employee?....................................................................................................................................................... 42
How to add an employee photo?........................................................................................................................................................ 43
How to select information and move around the schedule?.............................................................................................................. 46
How to create a new assignment/mission?........................................................................................................................................ 48
How to create a new absence?........................................................................................................................................................... 49
How to create a new vehicle or machine ?......................................................................................................................................... 50
How to create a new disbursement voucher? ................................................................................................................................... 51
How to create a work schedule?......................................................................................................................................................... 52
How to create a salary agreement ..................................................................................................................................................... 52
How to edit a pay slip? ....................................................................................................................................................................... 56
How to create a physical storage tree?.............................................................................................................................................. 59

MINESEC P. 9 User manual for the iPlans ERP Software Package

FAQ
How to create/modify/delete/consult a physical file?......................................................................................................................... 59
How to create a document?................................................................................................................................................................ 60
How to create a digital archive tree?.................................................................................................................................................. 60
How to create/edit/delete/view a digital file?...................................................................................................................................... 61
How to create an electronic file or attachment?................................................................................................................................. 61
Cf : How to create an electronic file or attachment?........................................................................................................................... 62
Cf : How to create a document........................................................................................................................................................... 62
How to create a book.......................................................................................................................................................................... 62
How to register a book borrower ? .................................................................................................................................................... 63
How to register book borrowing ?...................................................................................................................................................... 63
How to create a room.......................................................................................................................................................................... 68
How to create a customer/Company.................................................................................................................................................. 69
How to create a reservation/Stay........................................................................................................................................................ 69
Arrival/departure or check in/check out.............................................................................................................................................. 71
Creating a hall..................................................................................................................................................................................... 79
How to register a menu ?.................................................................................................................................................................... 79
Creating a menu label ........................................................................................................................................................................ 79
Creating a new product or service...................................................................................................................................................... 86
Creating a new location....................................................................................................................................................................... 88
Carrying out stock exit ....................................................................................................................................................................... 89
Making a stock return.......................................................................................................................................................................... 90
Creating a proforma invoice?.............................................................................................................................................................. 95
Closing a proforma invoice................................................................................................................................................................. 98

User manual for the iPlans ERP Software Package P. 10

FAQ
Including settlement transactions....................................................................................................................................................... 98
Creating a debit account..................................................................................................................................................................... 99
Creating a creditor account................................................................................................................................................................. 99
Creating a logistics file...................................................................................................................................................................... 100
Creating a transit............................................................................................................................................................................... 102
Creating a new deal ......................................................................................................................................................................... 103
Creating a task in a business deal ................................................................................................................................................... 104
Creating a new account.................................................................................................................................................................... 107
Creating an asset.............................................................................................................................................................................. 110
Creating a bank................................................................................................................................................................................. 117
Creating a cash register day............................................................................................................................................................. 118
Entering a cash operation................................................................................................................................................................. 119
Creating a new project...................................................................................................................................................................... 126
How to begin a new production........................................................................................................................................................ 127
Tool Stock movement ...................................................................................................................................................................... 130
Creating a ticket................................................................................................................................................................................ 130
Creating an intervention.................................................................................................................................................................... 131
Intervention reports........................................................................................................................................................................... 132
Closing an intervention...................................................................................................................................................................... 132
Enter the equipment information....................................................................................................................................................... 134

MINESEC P. 11 User manual for the iPlans ERP Software Package

INTRODUCTION
IPLANS S.A. enables companies to distinguish themselves in a
sustainable way within a competitive context by providing them
with a complete range of resources skills, software, and systems,
technologies to enable them to stand out in their field of activity.
 ABOUT US
OUR JOBS

Solution Integration Internet

Telecommunications Software Edition Information Technology

Since 2006, we have designed and Thus, we can speak of ERP when we
developed numerous software are in the presence of an IS composed
solutions to help you make of several applications sharing a IPLANS counts among its clients,
objective decisions, through a single database, through a predefined present throughout Cameroon,
complete, integrated and monitored and possibly configurable automated companies and organizations of
management of your organization. We system, a workflow engine. all types and all sectors of activity
have come up with an optimal solution from SMEs and family businesses to
that we call IPLANS ERP. iPlans ERP runs in a Windows international groups and government
environment, on a 32-bit or 64-bit administrations.
iPlans ERP is an Enterprise Resource system.
Planning (ERP) software package
from a single designer. An ERP is a
software package that allows the
management of all the processes
of a company integrating all its
functions such as human resource
management, financial and accounting
management, decision support, sales,
distribution, procurement, production
or E-commerce.

The founding principle of an ERP

is to build computer applications
corresponding to the various functions
mentioned above in a modular manner
knowing that these modules are
independent, while sharing a single
and common database in the logical
sense.

The other principle that characterizes

an ERP is the use of what is called a
workflow engine and which allows,
when a data is recorded in the IS, to
propagate it in the modules that have
the use of it, according to a predefined
programming.

User manual for the iPlans ERP Software Package P. 14

Part 01.

FROM INSTALLATION
TO LOGIN
A/ THE REQUIREMENTS
a) Iplans ERP : definition

NOM IPLANS
NATURE ERP
TYPE CLIENT /SERVER
ACCESS MULTI-SITE/COMPANY/WORKSTATIONS/EXERCISE
SGBD Oracle’s MySQL
COMPLETE MANUAL F1
EVOLUTION UPDATE TO THE CUSTOMER'S NEEDS
ACCESS USER ACCOUNT SECURITY/BIOMETRICS
INTEROPERABILITY POSSIBLE THROUGH STANDARD INTEROPERABILITY TOOLS
LANGUAGE ENGLISH -FRENCH
ERGONOMIE CUSTOMIZABLE
LICENCE OWNER
ACTIVATION CONTRACT FUNCTION (TEMPORAL UNLIMITED)
CLOUD POSSIBLE
INTERNET LOCAL NETWORK = NO ; REMOTE NETWORK = YES

b) System requirements

POSTE SERVEUR POSTE CLIENT FIXE POSTE CLIENT MOBILE

SYSTÈME D’EXPLOITATION SE SERVEUR WINDOWS TOUS LES SE WINDOWS WINDOWS ANDROID
ESPACE DISQUE 500 Go Minimum 100 Go Minimum
RAM 8 Go Minimum 4 Go Minimum
PROCESSEUR Core Minimum Duo Core Minimum
SÉCURITÉ Onduleur + Antivirus + Climatisation Onduleur + Antivirus

iPlans ERP is deployed on a Client/Server architecture. Installation is simple with basic configurations. Remote connections can be made :

VPN Replication Nomadic station

User manual for the iPlans ERP Software Package P. 16

B/ INSTALLATION, — You will then have to validate showing you understand
and accept the terms of the license agreement by
CONFIGURATION & SET UP checking the corresponding box

iPlans ERP is composed of two executable programs :

— iPlansERP installation Setup : it is installed on the

workstations where the databases are deployed
(dedicated servers, mobile workstations, workstations
outside the local network)

— PlansERP MAJ Setup : it is deployed on any client

workstation installed within a functional, stable and
secure IT architecture.

a) Installation

The installation of the iPlans ERP package is quite simple.

Regardless of the executable, the procedure is the same. All
you have to do is :

— Find the directory where your executable is stored (CD,

USB key, Disk,...)
— The rest of the installation simply consists of clicks on
— Double click on the executable to install
the ‘’NEXT’’ button

— A popup window will appear on which you will be asked

to define the installation language

MINESEC P. 17 User manual for the iPlans ERP Software Package

— The installation program in process, will present new — The installation will continue until its completion.
windows related to the installation of the database. You
will have to click on “OK” or close the «DARK» pop-up
windows.

b) Configuration

— Data source configuration

In the case of the iPlans ERP installation Setup executable, no

configuration is required. The data source is the machine itself.

For the installation of the iPlans ERP MAJ Setup executable, the
configuration of the data source is as follows.

Follow the path below :

Control Panel > Administration Tool > 32-bit (for 32-bit

systems) or 64-bit (for 64-bit systems) data source > Double
click on iPlansODBC

User manual for the iPlans ERP Software Package P. 18

 Finally click on the «Test» button. The following window will
confirm the effective connection with the server.

You must click on “OK” each time to validate the information

entered.

— Configuration of the Company file

The company file is the one that bears the name of the company
or organization where the database is installed. It is unique and
will be mentioned on all documents edited in the software. This
configuration is done exclusively on my server machine, i.e. the
one on which the iPlans ERP Installation Setup executable was
deployed. The procedure is as follows.

Follow this path :

C : \iPlans\iPlans Server\Server\[Link]

This file contains by default the name ‘[DEMO]’. It will be your

choice to add the name of your company as defined during the
creation of your database. Then, it will be necessary to save the
file.

In the field «Server» fill in the name or IP address of the

machine on which the server is installed. The other information
is automatically pre-filled during the installation and should not
be modified.

MINESEC P. 19 User manual for the iPlans ERP Software Package

 b) Start

When the installation is complete, an icon called iPlansERP

will appear on your computer’s desktop. This is the logo of the
software.

A double click on the icon allows you to run the software. You
will then have to select the entity you want to connect to.

The following window will allow you to fill in your identifiers in

order to access all the functionalities authorized by your access
levels. You have to choose the language.

User manual for the iPlans ERP Software Package P. 20

Part 02.

THE SOFTWARE
BASIC CONCEPTS OF OPERATION

FUNCTIONAL SPECIALTIES
THE BASIC CONCEPT
OF OPERATION
A/ DEFINITIONS
iPlans is an Enterprise Resource Planning (ERP) software
package that comes from a single designer. An ERP is a
software package that allows to manage all the processes of a
company integrating all its functions such as human resource
management, financial and accounting management, decision
support, sales, distribution, procurement, production or
e-commerce.

The founding principle of an ERP is to build computer

applications corresponding to the various functions mentioned
above in a modular manner, knowing that these modules are
independent of each other, while sharing a unique and common An ERP is modular in the sense that it is possible to have one
database in the logical sense. or several applications, at the same time, or little by little.
Embedded, these applications must allow a total compatibility
The other principle that characterizes an ERP is the use of between them.
what is called a workflow engine that allows, when a data is
recorded in the IS, to propagate it in the modules that have the
use, according to a predefined programming. B/ THE WINDOWS
Thus, we can speak of ERP when we are in the presence of an
The iPlans ERP software package is presented in several window
IS composed of several applications sharing a single database,
structures. The main characteristics of these are :
through an automated system predefined and possibly
configurable.
— A title

It is based on a client/server architecture (see figure below).

— One or more filters
The iPlans ERP is therefore on a server and coupled like most
ERPs to a database.
— Functional buttons

— Content or data

Here are a few examples of these windows.

MINESEC P. 23 User manual for the iPlans ERP Software Package

 a) Standard window C/ THE BUTTONS
Filter The iPlans ERP software package consists of a set of buttons
with specific meanings.

— Modular buttons : these are large buttons. They represent

Datas the access to a specific module or software of the
ERP. They are generally found at the home page of the
software.

Filter

Buttons

— Functional buttons : smaller than the modular buttons,

they allow to execute specific actions.
b) Specific Windows

— Magnifying glasses : they allow you to visualize the

content of the element in front of which they are located
but also to create a knowledge base of the field they
identify. With this button, you will be able to create more
elements by clicking on its NEW button.

— Symbols : many mathematical symbols are present. The

+ is used to add, the to remove, the * to empty.

User manual for the iPlans ERP Software Package P. 24

— The images : the mouse over informs you of the function
of the said button.
E/ FILTERS
The iPlans ERP software package is mainly characterized by
different types of filters. These filters depend on the type of
information sought by the user. They are generally located in
the top and bottom bar of a window.

D/ COLOURS
The main colors in the software are green and red. — Dates : you have the possibility to delimit a data query
period. You just have to click on the present calendar.
— The green color allows you to validate data, to confirm a
message, to indicate the good progress of the operations
according to the context where it is found.

— The red color indicates an alert, allows you delete data or

to cancel the operation in progress.
— A sliding bar : it is usually present in windows where the
choice of the entry can be quite far from the current time.
This is the case of the age or the time.

MINESEC P. 25 User manual for the iPlans ERP Software Package

— The checkboxes : they enable a direct selection of the
searched data Abbreviation Meaning
Canc Cancelled
Arch Archived
Asse Assets
— Direct selection : allows you to make a choice from an
Bio Biometrics
existing list
Compl Compliant
Rm Room
Clo Closed
— Search : it enables you enter the element you are looking
Acctg Accounting
for.
Inv Invoice
SM Stock Management
Deliv Delivered
Lou Lounge
— Alphabetical order : it allows you to position yourself on a
POS Point of Sales
set of contents beginning with the letter you have chosen.

G/ALERTS (WARNING)
Alert messages are information that appear instantly following
an operation. The system acts as a warning bell to minimize
F/ KEYWORDS errors or to remind you what to do. It is therefore important to
always read the alert message and answer the question asked
Keywords or abbreviations are generally observed on some
by clicking on the correct answer YES, NO, OK, ... here is an
column titles.
example of an alert message.

User manual for the iPlans ERP Software Package P. 26

H/ KEYBOARD SHORTCUTS

Keyboard button Action

F1 Help Manual
F2 Instant Mail
F3 iPlans session lock
F4 List of Employee Votes
F5 Replication (Update)
F9 iPlans mailings
F10 SMS Next, click on a window opens to search for the .ini file
(containing the license codes) located on your computer

I/ SOFTWARE LICENSE
The user license for the iPlans ERP software package is a file
with the .ini extension. It allows you, depending on the nature of
your contract, to extend your period of use.

How to register a license ?

Log in as SUPERVISOR and click on the «SETTINGS» button

Next, Click on Tools » » Register a license

Select the .ini file with the name of your institution and click on
“open”

Click on « License registration »

MINESEC P. 27 User manual for the iPlans ERP Software Package

Then, click each time on to upload the license, the activation — View the company information (name, address,
code and the license of the different modules. Finally, click on telephone, ...)
the «Close» button once you are done.
— Load the company logo image

J/ SETTINGS — Check boxes corresponding to the basic settings of

the company (regime, authentication methods, general
iPlans settings enables you to customize iPlans features for printing format, value of tourist tax, currency, ...)
your company. To access them, you must be a SUPERVISOR;
that is, you must have the login and password of the Supervisor
type. Access is gained from the spider menu by clicking on b) Time sheet
the «Settings» button. The modules to be configured are to be
followed. Displays options to check

c) Users

The user settings allow you to define the access levels of each
iPlans user. To give a user access rights, you must first register
the user as an employee and then go to the iPlans settings
screen in the «Users» tab

The user settings window shows you all the users in the
system.

Creating a new user

In the MODULE ACCESS tab, the LIST button enables you to view
the list of users.
After each setting, the data entered must always be accepted
through the button APPLY.

a) Compagny

The COMPANY setting allows you to define the basic data of the
company and to configure the general settings. In this window
we can

User manual for the iPlans ERP Software Package P. 28

 Finally click on the New/Modify button to validate.

How to set module rights

After creating the user, we need to give him access levels on

the different modules he has visibility on. We return to our
Module Access tab which shows us all the users created. By
clicking on the name of a user, you can see the access levels
assigned to him in the window on the right. The following levels
of access can be distinguished :

— None : the user cannot access any module

— Read : the user can only access the module in read mode
(cannot modify)

Click on the «New» button to add a new user to the list. — Modify : the user can access the module in read, create
The employee window will open to enable you to select the or modify mode.
employee in question.
— The «Alert» panel allows you to define the alerts that the
(Double-click (Point) on the employee’s name in the list to user can receive.
select them.
— Once the rights have been defined, click on the «Apply»
It enables you to define user visibility on all the modules of the
button to save the modifications.
ERP. This includes cash registers, warehouses, POS terminals,
sites or agencies. It is also possible to :
Handling codes
— Define his scope (right to view and modify) on the Handling codes are security codes that allow to secure data by
departments (by default each user has access only to the limiting delicate actions.
department to which he belongs)
It is possible to define the manager code for each specific
— Define the scope of the sites/branches (sites that the module or action in the system. The GENERAL manager code is
user can access once connected to iPlans) the one that overrides all other codes.

— Check the «Supervisor» box to define a user as iPlans

SUPERVISOR, which gives him/her unrestricted access to
everything (as far as settings are concerned).

— «Reset signature» to force the user to reset his

signature/password the next time he logs in.

MINESEC P. 29 User manual for the iPlans ERP Software Package

 — The year and financial year
d) Planning
— The default transfer accounts
The Planning settings allow you to define the color code of
certain grids or interfaces. — The default transfer journals

f) Payroll

See Payroll settings

e) Accounting

The accounting settings are used to define default values for

certain operations. These are only manipulated or used if the
standard settings provided at the input data levels do not exist.
We can define :

User manual for the iPlans ERP Software Package P. 30

 For the payment mode «CHEQUE», check the box «Request
g) Cash registers check registration» if a customer must pay by cheque each
time that cheque is registered in iPLans.
The cash register settings allow you to define a set of elements
specific to the treasury. Finally, click on the «Add» button to validate.

h) Telephone

See Options

i) Business Management

The Business Management settings allows you to define

Creating a cash register information specific to business management.

The list of cash registers is visible via the button above. The
NEW button presents a new form enabling you to define a set of
information.

How to create a payment mode

The means of payment enable you to distinguish the means of

collection from the customers.

Click on the «New» button to create a payment mode

Enter the title, then the initials and select the type (Money
Collection Tool) to which the payment method is linked.

Example : the payment method «CASH» should be linked

directly to the cash register because the money you collect
These settings include :
from the customer goes to your cash register; the payment
methods «CHEQUE, TRANSFER, VISA, DEPOSIT» should be
— Creating/setting up the various point-of-sales (POS)
linked to the bank because the money you collect from the
terminals
customer in these cash registers goes to your bank account.

MINESEC P. 31 User manual for the iPlans ERP Software Package

— Creating a list of warehouses for your site/branch To create a product family, click on the «Product families»
button in the Business Management settings screen. The
— Creation of product families and categories that you use/ following creation window will appear.
sell
Click on «New» to create a new family. Enter the name of the
— The creation of the different taxes applicable to family you want to create and click on «Add» to save.
operations or products

— Including headers and footers to your invoices and Creating a product category
internal documents
Products are also classified by categories. Creating a product/
— Settings options such as creditor and debtor account lock item requires creating the categories first. To create product
at the time of creation categories, click on the «Product Categories» button in the
Business Management settings screen. The category creation
— •And other general settings such as identification at the window will appear. Click on «New». Enter the name of
time of sales, at the time of unarchiving, at the time of the category, then the sales transfer account (optional for
collection, the personalization of invoice numbers institutions not using the accounting module) and click on the
«Add» button to save.
Creating a POS (Point of Sales)
Creating different Taxes/ fees
The creation of a POS is presented in the tab SERVICES/
OPERATIONS/INVOICE. Depending on the operation, different tax rates may be
applicable. To do this, you need to create them so that they
can be easily selected when they are needed for a sale or any
Creating a Warehouse
other operation. To do this, click on the «Tax List» button in
The items/products you sell cannot be created if the the Business Management settings screen. The tax creation
warehouses have not been created first. To create a warehouse, window will appear. Click on «New» to create a new tax value.
click on the «Warehouse List» button in the Business Enter the code of the tax to create, its name, the rate and check
Management settings screen. In the window that appears, click the «Enabled» box to make it active
on the «New» button to create a new warehouse. Enter the
warehouse name and initial, then click on the «Add» button to Other settings
save.
Stocks

How to create a product family — Do not manage any stock : check this box if you do not
want to manage any stock
The creation of the list of your articles/products requires the
creation of product families and categories. Each product — Stock management : allows you to manage the stock of
is classified according to its family, category and type. The the product. Automatic destocking during a sale
product/item classification tree in iPlans is as follows.

User manual for the iPlans ERP Software Package P. 32

— Stocks available on all sites : allows other sites/branches — Block invoice printing before closing : prevents printing of
to see the stocks of their peers. Uncheck this box if invoices that have not been fully paid
you do not want to make available the stocks of other
branches from any other branch.
Setting up headers and footers for invoices and internal
documents
Invoice number
Check/uncheck these options according to your preferences Headers and footers of your invoices and internal documents
can be customized from the «Page Setup» tab in the Business
Management settings screen. Four header and footer options
Option to unarchive invoices are available, giving you several choices when printing your
This option allows you to choose the time after which your documents.
invoices, once closed, will be accessible by the manager
and therefore by typing an access code. Several choices In each option box, click on the header/footer button to insert
(immediately, after 1 day, 2 days, 3 days, 4 days, ...) are available the header or footer image stored on your computer.
according to your handling codes.
Also choose the format of your printouts.

Identification of the employee on duty during the entry — Print invoices in A4 format : normal printing on a full page
This option enables you, once activated, to require each
— Print invoices in double A5 format : allows you to print
employee to identify themselves during an operation with
two copies of the same invoice on the same format.
iPlans. However, you can decide for them to choose their name
from a list that will be displayed (Selection from list), or that
they enter their code (entry Code) or that they go unnoticed
(None).
j) Tools

Employee identification at the time of collection

Identification of the employee at the time of sales under

fixed price.

Options
— (Freeze) accounts receivable on creation, allows you
freeze accounts receivable on creation

— Lock (Freeze) accounts receivable on creation, freezes

creditor accounts on creation

— Enable remote site invoice payment : allows a customer

to come to any branch and be able to pay their invoice.

MINESEC P. 33 User manual for the iPlans ERP Software Package

 k) Access card

l) Accommodation

User manual for the iPlans ERP Software Package P. 34

Part 02.

THE SOFTWARE
BASIC CONCEPTS OF OPERATION

FUNCTIONAL SPECIALTIES
FUNCTIONAL
SPECIALTIES
SPECIALTY 1 : ADMINISTRATIVE
MANAGEMENT AND COMMUNICATION (AMC)

Features

Data collection, processing, storage and distribution

Management of incoming and outgoing mail

Management of visits and appointments

Electronic document management,

Human resources management

Payroll management,

Management of the media library

Current administrative management

A/ PROFESSIONAL
COMMUNICATION
a) MESSAGING

There are 4 ways to send a message on the iPlans ERP.

— The internal mail : it allows all the users to send each

other mails. You can access it from the button indicated
below.
— The Chat : In the internal messaging tab, there is a button
to access the chat. Just double click on the recipient’s
name, type your message and send it.

It allows you to send emails in a very classical way, only

internally via the software. It will, therefore, be necessary to
indicate the sender, the recipient, the subject, the message, the
attachment.

User manual for the iPlans ERP Software Package P. 38

— Electronic mail : It allows you send emails in a very
classical way based on Gmail or Yahoo accounts. It
will therefore be necessary to indicate the sender, the
recipient, the subject, the message, the attachment, ...

— SMS : SMS sending can be instant or scheduled.

You just have to select the recipient, then indicate the date and
time you wish to send the message, after which you can enter
the text of the message which must be of minimum length.

b) Incoming and Outgoing mail

The management of company mails involves the tasks and

processes put in place by a company to enable the reception,
sorting, drafting of mail and finally sending the mail. Each
company must manage its incoming and outgoing mail and
the person in charge must deal with large volumes of mail
depending on the size of the company and its sector of activity.

Mail must be sorted, consulted, processed, filed and archived

on a regular basis following a process defined by the company.

MINESEC P. 39 User manual for the iPlans ERP Software Package

How to register new mail ?
c) Reception
The “NEW” button allows you to draft a new mail.
Visitor management is the process of welcoming visitors into
your facility. This includes visitor registration, visitor security,
visitor compliance with company policies (privacy) and
evacuation management.

How to register a visit or an appointment

The “NEW” button presents you with a form in which you must
fill in all the information related to the visit or appointment.

PRESENTATION OF THE REGISTRATION FORM

Field Information Note

Numéro ou identifiant du
Incoming mail Case à cocher
courrier

Check box according to the

Outgoing mail Check box
nature of the mail

Reference To be entered Mail number or identifier

Subject To be entered

Source To be entered This is the sender

Recipient To be entered This is the target

Date sent To be entered Mail arrival date

Hour sent To be entered Mail arrival hour

Level of importance Select

Enables you upload

Attachment Provide documents from your
computer

After filling your mail form, you can validate the form.

User manual for the iPlans ERP Software Package P. 40

 PRESENTATION OF THE REGISTRATION FORM

Field Information Note

Title Select Predefined by the system
Telephone To be entered Visitor’s phone number
Name To be entered Visitor’s name and surname
Employee concerned/Service Is automatically filled This is the logged-in user
Date End Date Click on calendar Start and end date of appointment
Subject To be entered Reason for visit
Start (hour) End (hour) To be entered Estimated start and end time of the appointment/meeting
Clock in arrival – Clock out depar-
Check box Check the box at the exact Arrival/Departure of the visitor
ture
Type of identification document given by the visitor (ID card,
Identifier Select
passport, ...)
Document number To be entered
Badge number To be entered
Level of importance Select
Note To be entered Other Information

After filling your visitor form, you can validate it.

MINESEC P. 41 User manual for the iPlans ERP Software Package

B/ ADMINISTRATIVE
MANAGEMENT

a) Human Resource Management 2

1
Human resource management refers to the actions used to
manage, mobilize and develop the human capital involved in the
company’s activity.

It is found behind the button, regardless of the type of software

used, PERSONNEL or HRM.
This window has several tabs (divided into two sections) that
will contain all the information you provide about the employee.

In the first section located on the left of the window, we have :

— The «Employee» tab which is displayed by default

and allows you to fill in the Identity Information of the
employee such as : last name, first name, title, ID number,
email, ... as well as Personal Information such as family
information and marital status

— The «Miscellaneous» tab which allows you to enter

The employee file contract and academic information such as : diplomas,
The employee/personnel file is a central tool for human personnel number, date of entry, date of contract,
resource management and, more specifically, allows for a good category and step, type of contract, ...
personalized follow-up of each staff member. It is generally
kept in a confidential manner in paper form and in electronic — The «Leave» tab which allows you to define the
form for archiving. employee’s working days, to allocate leave to him, and to
see the details of his leave consumption.
How to register a new employee?
— The «Advance on salary» tab which allows you to allocate
To register or modify an employee, click on the «Employees» advance payments to the employee.
button. You will have the interface presenting you the list of
employees according to several filters. — The «Travel expenses» tab which allows you to grant
travel expenses to an employee during a trip/mission.
Click on the «New» button. The creation form appears :

User manual for the iPlans ERP Software Package P. 42

— The «Missions» tab which allows you to define and send When you click on the magnifying glass, it opens the Windows
an employee on mission. file explorer to allow you to look for the employee’s photo. If you
click on the camera, it will connect to your computer’s camera
— The «Payroll» tab which allows you to manage the if it has one.
employee’s payroll.
In the second tab section on the right, we have :
— The «Events» tab which allows you to define the events
(assignment, work accident, promotion, layoff, sanction, — The «Schedules» tab which allows you to define the
birthday, wedding, ...) affecting the employee. employee’s working hours

— The «Services» tab which allows you to define a

How to add an employee photo? nickname for the employee.

On the card of each employee is reserved a frame for his photo. — The «Messaging» tab which allows you to set up the
To save a photo of the employee, click on the magnifying glass employee’s email account.
«Save a photo» as shown in the window below.
— The «Biometrics» tab which allows you to set the clock-in
and clock-out mode (clock-in on PC and on biometric
terminal [by fingerprints]).

If you have installed a biometric terminal for the clock-in,

and despite this you decide to have some people clock-in
by PC, you must open their files to change this.

By default, everyone must clock in and out by fingerprint.

If you do not have a biometric terminal, you must activate
the option «Activate PC clock-in» in the file of each
employee.

To do this, open the employee file and go to the tab

«Biometrics» (tab section at the bottom of the employee’s
picture) and check the box «Activate PC clock-in».

MINESEC P. 43 User manual for the iPlans ERP Software Package

 Biometric Clockings
The clocking in and out tab informs you about the different
movements of the employees according to the different
schedules applied. We can see the following information :

— The period

— Entry and exit times

— The department or service

— The agency/branch

When this box is unchecked on an employee’s file, it means You also have the possibility to query the schedule of an
that he/she cannot clock in and out on a PC but only on the employee, to modify it, to delete it, to add a message, to print it
biometric terminal. These two clocking options can be activated or to visualize the accumulation of these clockings.
for the same employee.

— External service provider / Compliant employee : check

box depending on the type of employee being created

— Smart card / Biometrics : allows you upload information

related to the magnetic card used by the employee or the
biometric fingerprints of the employee. This is to be used
on a card reader or biometric reader.

When you register the employee for the first time, you are not
obliged to fill in all the tabs at once. The mandatory fields are :
Employee, Miscellaneous, Leave, Schedule and Service.
Cumulative Clockings
Click on the Add/Modify button to validate the registration. If a
message appears, read it carefully and apply. The Cumulative clocking tab shows you all the biometric
information of the employees classified by month. You will be
able to see for an employee the duration of 16h of work, the
duration of his overtime, the number of absences, the number
of late arrivals, his attendance or absence rate, etc..

User manual for the iPlans ERP Software Package P. 44

Absences Le planning

The absence tab gives you information on the employees with The schedule is the interface that offers flexibility in handling all
a specific mark on those who were absent during the day aspects of work scheduling, regardless of the sector of activity.
mentioned in the filter at the bottom of your window. You also It can be accessed in several ways.
have the possibility to make other actions such as the choice of
the department/service, the site and others... — In the «HR Management» screen by clicking on the
«Schedule» button
Late arrival
— On the home spider of the different modules by clicking
The “latecoming” tab informs you about the employees with a on the «Schedule» button located at the bottom of the
specific mark on those who were late during the day with a frame displaying the photo.
specific mention at the bottom of the window. You also have the
possibility to carry out other actions such as the choice of the — And several other interfaces
site, the department/service and others...

Early exit

The early exit tab informs you about the employees with a
specific mark on those who have left the company premises
before their scheduled departure time. You can also have the
possibility to carry out other actions such as the choice of the
department/service, the site and others...

Daily report

The daily report tab informs you about the different reports
entered by each employee with the possibility to create a new
report, to modify, to delete or to print a report according to the
defined period.

Ranking

The ranking tab gives you a statistical view of your employees

according to certain evaluation criteria such as lateecoming
rate, absence rate, the rate of premature exit, etc.A summary
report on the scores is obtained through the Work hours button
located on the left interface of your window.

MINESEC P. 45 User manual for the iPlans ERP Software Package

You can see this interface

This panel allows you to define the movement step in the

vertical and horizontal direction when you click on the green
arrows.

these calendars allow you to frame the period in which you

wish to view the information displayed in the schedule.

Information selection panels

How to select information and move around the schedule?
There are several panels for moving and selecting information.

Moving and display panels

enables you make selections on the display of information in allows you to select the options according to the views; View1
the schedule according to departments, sites/agencies and by (Work, Leave/Absences, Payroll, Deposits); View2 (Cash, Cash
block (15, 20, 25, or All) journals, Stocks, Sales); View3 (Accommodation, Cameras, ...).
The arrows allows you to navigate between views.

: his panel allows you indicate the number of days

to add or decrease on the schedule for a personalized This panel changes its name according to the option selected in
visibility according to the content entered in the box. . The any view. Specifically, it allows you to view the final data in the
schedule grid. The drop-down list at the bottom of the «Work»
number 7 entered in this box means that by clicking on header changes according to the option chosen in a view. This
the button to add or decrease days, it is done for 7 days option also replaces the blue background header (Work).

The image shows all the possible types of planning (circled in

This panel allows you to move vertically red).
(employees, cashiers, rooms, ... depending on
the view) or horizontally (day). The cross in the
middle allows you to close the

User manual for the iPlans ERP Software Package P. 46

Work schedule planning by employee : this is the type of Planning of cash operations : type of Cash Mvts
schedule planning In the rows you have the names of the different cash registers
This will involve indicating, for each employee and per day, the and the columns indicate the days. In each box you have the
work schedule assigned to them. It is also possible to mark amount taken from the cash register (in line) during the day (in
a rest or an absence. It should be noted that the schedules column)).
proposed for each employee are the ones that are entered in
his personnel file. A small icon appears when we click on the For each selection displayed in the schedule grid, you can right
day corresponding to the employee’s line. This way we can click to see what actions you can perform on it
scroll through the information and choose the schedule that
suits us.

By hovering the mouse over each object in the schedule, you

At the end of our planning, we can come up with a clear have direct details about this object.
schedule per service or department
Assignments/Missions
The management of the missions in the IPLAN ERP software
gives you the possibility to plan, register and follow up the
different assignments/missions.

MINESEC P. 47 User manual for the iPlans ERP Software Package

How to create a new assignment/mission?

The NEW button presents you with a form that allows you to fill
in information specific to the mission. In this way, we can fill in :

— The destination,

— the framework or purpose of the mission,

— the departure and return dates

— The methods of payment

— Any attachments related to the mission The mission expenses form allows you to define the costs of
transportation, accommodation, nutrition, etc. You will be able to
Print the relevant form.

Absences
The Absence button takes you to a window that shows you the
list of employee absences classified according to a number
of filters. You will be able to see the absences by period, by
reason, by status, etc..

The mission order can be edited by clicking on the Print button.

You can also associate the mission expenses by clicking on the
mission expenses button.

User manual for the iPlans ERP Software Package P. 48

How to create a new absence?

The new button presents a window allowing you fill in

information related to absence. You must define the employee,
the reason, the periods. You will also be able to define if the
requested absence will be deducted from the employee’s
planned leave. This is done by checking the box Deduct from
leave.

If you want to apply an absence or a permission to a whole

department, you will have the possibility to check the box apply
to and thus define the department concerned.

If you want to block the employee’s clocking in and out, simply

check the box «Blocked clocking in and out» so that the To make a new deposit, click on the button «New»
employee cannot access the premises during his absence.

The justification note allows you to enter the details related to

the request

The grant button allows you to define if the request has been
validated.

The absences management gives you a direct link to the

clocking, leaves and absence view.

Leaves of absence

Advances on salary and Deductions

An employee may, for indefinite purposes, request to receive

a portion of his or her salary in advance of the scheduled
payment period. He/she may also be disciplined for other
reasons resulting in a deduction from his/her pay. The HR
manager will, therefore, be able to make an advance/deduction
on salary. To do so, click on the button Advance/Deduction in the
«HRM» screen; you will have the following interface.

MINESEC P. 49 User manual for the iPlans ERP Software Package

Select the corresponding type of advance payment/deduction, How to create a new vehicle or machine ?
then click on the magnifying glass in front of the «employee
number» box to select the employee concerned. The “New” button opens a form that allows you define a set of
information such as registration, vehicle identification number,
Then select the date on which the advance payment will be brand, type, color etc., you can also indicate expiry values
made, enter the amount of the advance payment, define the specific to each vehicle such as the validity of your insurance,
number of instalments (if it will be reimbursed by the employee the validity of your technical inspection and the dates of taxes
in several instalments); the box «Amount per instalment» will issued, parking date, advertising tax, credit card ..., so that the
be filled in automatically (or not if you wish to define the amount software can issue automatic alerts of expiration dates.
per instalment manually, in this case check the radio button)
and finally enter an information note in the «Note» panel.

N.B : The box «Automatic insertion on the pay slip» should only
be checked if the employee will have to pay back his deposit
from his salary.

In this case, when you check this box, the amount for each
instalment will be automatically inserted in his next salary until
it is used up.

The vehicle fleet

The software package also allows you to manage your
company’s vehicle fleet. The window in front of you enables
you visualize all the machines and vehicles classified by type,
by brand and by several other elements allowing you to make
filters.

User manual for the iPlans ERP Software Package P. 50

The form also allows you to fill in a photo and the driver
corresponding to this vehicle. You will then be able to validate
your window and add this vehicle to your fleet.

Telephone
Cf. management of telephone charges in the gateway module

Disbursement vouchers
The IPLANS ERP software allows you to enter disbursement
vouchers for validation by the different administrations. The
window in front of you shows you the list of vouchers already
entered, placed by period, by site, by type of voucher and by
their status : granted or not granted or paid or not paid..

As soon as the cashier pays out, the amount paid will be

displayed automatically.

You will be able to validate your voucher and find it in the list of
vouchers.

Other buttons are also visible, namely the planning button

which gives a shortcut to the planning of the disbursement
vouchers or the search button which allows you to search for a
How to create a new disbursement voucher? specific voucher.

The voucher is created by clicking on the new button which The creditor payment details tab allows you to view the different
presents a form on which to fill in a set of elements such as vouchers paid to the cashier.
the name of the applicant, the type of voucher, the object, the
location, the date of the room, the amount and the details By placing the cursor on a voucher, we can have the reference
related to the voucher. of the payments of this voucher and the date of payment of this
voucher at the cash desk.
The lower windows allow the validator to indicate the amount to
be granted and the method of payment.

MINESEC P. 51 User manual for the iPlans ERP Software Package

Work schedule Once you have added the schedule, you will see that the
«Schedule Validity» panel is active.
How to create a work schedule?
This allows you indicate the days for which this schedule is
Schedules are the hours during which an employee works.
valid.
These schedules can be different each day, so to each schedule
is associated the corresponding day or days.
For the «NORMAL» schedule we just chose, we checked the
days of «Monday to Friday», so this employee will work Monday
In the right compartment, click on the «Add» button. The
to Friday and from 9am to 6pm.
schedule window appears.

You can also notice that the «Time options» panel is active.
This panel allows you (when you activate it by checking the
«Activate» box) to define the limits (from what time of day the
schedule is valid and from what time it is not) of each schedule.

The Salary Grid

The salary grid or agreement allows each company to

define the elements of category, step and index of the salary
agreement specific to its trade. Thus, we can create for each
category and step the corresponding base salary.

Choose the schedule from the list and click on the «Select»
button. Repeat the same operation to add all the schedules of How to create a salary agreement
the employee in his file. If the schedule you are looking for does
not exist, you can create it with the NEW button. The buttons “new”, “modify”, “delete”, allow you to perform a
set of actions in order to create the different elements on the
agreement.

By clicking on “new”, you can enter the name of the agreement

in the agreement field, enter the category you want to create,
enter the step, the index and the corresponding base salary as
well as the equivalence in number of days and then validate.

You will then be able to create your salary agreement from

category one to the last category.

User manual for the iPlans ERP Software Package P. 52

 List of scales

Click on the «Scale List» button. The scale list window appears.

On the left side of the window, there are the different scale
Payroll
labels and on the right side, the different values that are part of
A salary is the remuneration for a job. The payroll is done on the this scale. Select the scale on the left to view its content on the
button SALARY. right.

Before generating the pay slips, it is advisable to first check the To create a new scale label, click on the «Settings» button on
configurations of the elements which intervene in the pay slip the left. In the window that appears, click on “new”. Enter the
of the employees such as the salary deductions, the pay labels, label or designation and click on «Validate» to save
the scales, the gross salary elements...
The «Annual» checkbox allows you to indicate whether the
To do this, go to the Settings screen and then click on the scale is considered over a period of one year and the «Flat rate»
«Payroll» tab. checkbox allows you to indicate whether the scale is applicable
according to a certain flat rate. The Validate button allows you to
save the scale created.

To fill in the different values of a created scale, double-click on

the scale in the list of scales.

MINESEC P. 53 User manual for the iPlans ERP Software Package

 On the left side of the window, you have the name of the formula
and on the right side, the content of the formula. To view the
content of a formula, click on the name on the left of the screen.
For example, for seniority, we have the calculation formula on
the right of the window.

To configure a formula, select the label in the list and click on

the «Settings» button. The settings window appears.

Click on the «New» button to enter new values. Enter the

different interval values in the «Value 1» and «Value 2» boxes.
Define a rate to apply each time to an interval and a flat rate if
they exist

List of formula

Some elements of the payslip require simple calculations while

others require complex calculations.

These calculations are facilitated by a compiler that allows you

to choose formulae to automatically calculate these elements.
The complexity of this interface requires a certain level of skills
To choose the calculation formula, click on the «Formula list» from the user
button. The formula list window appears.
Payroll Deduction List
There are two types of payroll deductions. A distinction is made
between employer’s contributions and employee’s contributions.

They intervene at a variable rate of contribution or taxation by

respecting well established bases of calculation.

The creation of a new deduction via the NEW button in «List of

employee deductions».

User manual for the iPlans ERP Software Package P. 54

 List of gross elements
The gross elements that enter the salary base must also be
created and set up. Click on «List of gross elements». The list of
calculated gross elements appears.

To create a new gross element, click on the «New» button. The

gross element creation/setup form will appear.

Enter the new element you want to create. Check the box «Base
salary» if the gross element is the base salary.

For elements that have a calculation formula, click on the

magnifying glass in the «Calculation formula» panel to select
the formula that has been created for the calculation of this
element.

Then define the taxes and contributions, then validate.

List of payroll labels

For each generated payroll, a label is associated to make the
operation explicit. Click on the button «Payroll labels list” » » »,
then NEW to create the different labels

MINESEC P. 55 User manual for the iPlans ERP Software Package

 N.B : The formulae necessary for the creation of gross
elements are configured beforehand in the «List of
formulae» section or can be created during the creation
of these elements.

The choice of the printing format

You can choose to print your payslips on A4 or A5 format. To
do so, check one of the following options in the payroll settings
screen.

To select the employee whose salary you want to generate,

click on the magnifying glass in front of the «Employee number»
box and select the name of the employee by double-clicking in
the list that will appear.

Click on «Validate» once everything has been filled in.

At the end of our various checks, we can move on to the

generation of the payroll itself.

How to edit a pay slip?

Drafting the payroll in iPlans ERP is done through the SALARY

or PAYROLL buttons.

From this interface, you can visualize the salaries according

to the labels, according to the site/agency, according to their
status (paid, not paid, or all at once) and according to a specific
employee (select in the list of the «Employee» panel, the name
of the employee whose payroll you want to visualize or create).

To generate the payroll for an employee, click on the «New»

button. The small window below appears, allowing you to
indicate the label, the period, the payment date and the payment
mode of the salary being drafted.

User manual for the iPlans ERP Software Package P. 56

The first time you generate an employee’s salary, the above This window allows you to set up each gross item to be added
form always appears empty. But once a first salary has been to the employee’s payroll. Select the name of the element to
generated, you will only have to make a copy of the previous add to the list (or click on the «+» button to create if it does not
one to generate a new one. exist in the list). For the gross element «Basic salary» only, don’t
forget to check the box «Basic salary». For each gross element
This window has four sections : to be added, you have to choose if it is «Fixed» (value defined by
the company) or «Calculated» (following a calculation formula
— The gross elements section or a scale).

— The Payroll Deductions section — When it is fixed, you must check the button «Fixed», then
define the amount and the equivalence in terms of days
— The Objections (non-taxable and non-contributory
by checking the box «Equals to» and by entering the value
deductions) section
(generally 30 days).

— The Payroll Settlement Details section (for direct cash

— When it is calculated, you must check the button
settlements) which automatically displays information on
«Calculated» and click on the magnifying glass in front of
the payroll settlements collected by the employee.
the box «Formula» to search for the calculation formula
In each section, there is an «Add» button that allows you to or the scale corresponding to the calculation of this
add items to the list, an «Edit» button that allows you to modify element
items already present, a «Remove» button that allows you to It is now only left to indicate the taxes and contributions for the
remove an unwanted item and a «Copy All» button that allows item. For example, the base salary is taxable and contributory
you to copy the list and insert it in another employee. at a rate of 100% and enters the total taxable gross and the total
contributory base.
Adding elements
Validate to complete.
Click on the «Add» button (at the bottom of the gross elements
grid). The following window appears Each time you add an item to the list, the system will display
an alert message asking you if you want to assign this item to
other employees as well.

All calculations are automatic as all deductions have been set

up in advance (as described in the payroll settings).

MINESEC P. 57 User manual for the iPlans ERP Software Package

Printing reports

iPlans offers a diverse set of payroll-related print reports. You

can find :

The pay slip

b) Electronic Document Management

Electronic document management refers to a set of

mechanisms for organizing and managing information in the
form of electronic documents within an organization.

The teledeclaration file or DIPE

The payroll

User manual for the iPlans ERP Software Package P. 58

Staff
See human Resources

Physical Archives
The efficiency of a company’s physical archive management
depends on the implementation of specific tools and methods..

The modification or deletion of a file is done with the buttons

MODIFY and DELETE respectively.

The consultation of the said files can be done according to

several criteria.
— For full view of the existing files, just check the Next
How to create a physical storage tree? button.
The archive tree or archive plan is defined automatically by the
different departments contained in the employee file. This is — To view a given period : you will have to indicate the start
distinguished by the icon and end period.

How to create/modify/delete/consult a physical file?

To create a new file, click on the NEW button, fill in the

information specific to the file and then VALIDATE to save or — View by department, by employee or by document status :
CLOSE to cancel the entries made. just define the search by a selection.

MINESEC P. 59 User manual for the iPlans ERP Software Package

How to create a document?
— Using the button
It can be done in two ways.

— During File creation : the button opens a form which

enables you create a new document.

In the same window ‘Location sheet’, you are able to MODIFY or

Delete a document.

You can create (NEW), modify (MODIFY) or delete (DELETE) a

document. The consultation is also possible thanks to many
selection criteria or filters.

Digital archives

Digital archiving consists in keeping data in an electronic

form. This includes all types of documents : email, paper files,
contracts,

How to create a digital archive tree?

The archive tree or archive plan is defined automatically by the

different departments contained in the employee file. This is
distinguished by the icon .
NB : the magnifying glass buttons enable you to create
several data related to the label in front of which they are
positioned.

User manual for the iPlans ERP Software Package P. 60

 The modification or deletion of a file is done with the buttons
MODIFY and DELETE respectively.

The consultation of the said files can be done according to

several criteria thanks to the various filters.

How to create an electronic file or attachment?

It is possible through two ways.

— When creating an archive folder : the button allows you

to fill in the form and select the file concerned from the
directories on your machine

— In the same window ‘File card’, you have the possibility to

How to create/edit/delete/view a digital file?
MODIFY or DELETE a document.

Creating a new file consists of clicking on the NEW button,

filling in the information specific to the file and then VALIDATE
to save or CLOSE to cancel the entries made.

A file can have TRANSFER or RETURN properties depending

on the circuit followed within a workflow. It is also possible
to define access to the file by adding authorized users via the
VIEW tab.

NB : the magnifying glass buttons allow you create several

data related to the label in front of which they are positioned.

MINESEC P. 61 User manual for the iPlans ERP Software Package

— Using the button : The save location of your scans is located at the bottom of your
window under the term “saved as”, so you can change this
location through the magnifying glass shown there.

c) The Multimedia Library

A multimedia library is a means of accessing information, ideas

and creative works.

How to create a book

The creation of a book in the IPLAN ERP software is done

through the “book” button.

You can create (NEW), modify (MODIFY) or delete (DELETE) a

document. The consultation is also possible thanks to many
selection criteria or filters.

Files
Cf : How to create an electronic file or attachment?

Documents / Attachments
Cf : How to create a document
The interface that appears before you gives you the possibility
Digitalization to visualize all the books present in the media library.

The scan button gives you access to all the scanners connected You have the possibility to create, modify, delete, print or
to the software, enabling you to save or scan directly from the duplicate a set of books.
software. You can click on the scan button to start scanning,
click on the “add” button to add a second part and finally click The button NEW presents you the form of creation of a book.
on the “save” button to save. The device through which you are
scanning is located on the far left above the window.

User manual for the iPlans ERP Software Package P. 62

 How to register a book borrower ?

The “borrower” button shows you all the people who have
borrowed books. You also have the means, through the green
button to create a new borrower. You will be asked to
select the name of the borrowing client from the client base (Cf.
client management).

The steps

— Click on the + when adding or on the when removing an

individual from the borrower database

— A warning message informs you to select the third party

to add/remove

— The window is characterized by the possibility of checking

off the lines corresponding to the choice made. A warning
message tells you what to do.
PRESENTATION OF THE REGISTRATION FORM
— You must then validate the choice made by clicking on the
Field Information Note validation or selection button.
To be
Title
entered
To be How to register book borrowing ?
Original Title
entered
TTo be
Sub-title
entered
To be The book movement button shows you all the people who have
Translated by
entered borrowed books, classified by number, borrower’s name, by
To be book, by state, by check-out date and by employee. The button
Genre
entered NEW allows you to define specific information at the time of
To be borrowing such as :
Editor
entered
To be
… All fields are open for entry
entered
To be
Book illustrations Images from your computer
uploaded

MINESEC P. 63 User manual for the iPlans ERP Software Package

— Information about the book to be borrowed The left window of the library management module allows
you to enter a set of repetitive elements specific to a book. For
— Borrower’s information example, all the publishers, all the authors, all the scriptwriters,
etc., This eases registration of your different books in your
— Details when the book is checked out databases.

— Details on the return of the book The small magnifying glass in front of each label allows you to
add these different elements.
You must, each time enter the photos of the people in exchange,
the photo of the book and the photo of the employee.

User manual for the iPlans ERP Software Package P. 64

SPECIALTY 2 : HOSPITALITY AND
CULINARY MANAGEMENT (HCM)

Features

Hotel Management

Bar-Restaurant and point of sales management

Travel Agency Management

 Hospitality and tourism management, consists of
B/ ACCOMMODATION
overseeing the administrative, operational, commercial Accommodation management gives access to a set of features.
and day-to-day tasks of businesses such as : hotels, This can be seen in the interface below :
resorts, restaurants, food service establishments, stores,
casinos, theme parks and many other businesses.

a) The housekeeper

The Housekeeper’s tasks ?

A/ EMPLOYEES
Status of rooms
See Human Resource, GAAME (specialty 1) The status of the rooms enables you view the situation of
a room at a specific moment and to reorganize the rooms
according to their real status,

To access the room status, in the ACCOMMODATION screen

click on «Room Status».

User manual for the iPlans ERP Software Package P. 66

 Lost and Found Objects

These are items belonging to guests that have been found

by housekeeping after client departure . These objects are
The window below appears. It is subdivided into several registered in the «Lost and Found» screen.
columns «Free clean, Free clean, Booked dirty, Booked clean,
Occupied dirty, Occupied clean and Out of order» with two Click on the magnifying glass in front of Lost and Found, to get
buttons which allow you to check/uncheck several items. It the list of lost and found.
is also possible to filter by floors and by room type.
To register a new object, click on ‘New’.
The housekeeper has to switch the rooms according to the
status of the cleaning, and this switching of room status is done
respectively from :

— From free dirty to free clean or vice versa

— From booked dirty to booked clean or vice versa.

— From occupied dirty to occupied clean or vice versa

Switching between the different statuses is done automatically

by the system.

So, to switch between statuses, check the box of the room and
right click.

MINESEC P. 67 User manual for the iPlans ERP Software Package

Fill in the form according to the information of the recovered
object. The checkbox Returned is checked when the object is b) Reception
later handed over to the customer. Without checking it, click on
«Validate» to save. How to create a room

When the object is handed over to the customer, in the list, The list of rooms allows you to consult the rooms and also to
select the period in which the object was registered, select the create them
line and click on «Modify». On the sheet, click on «Returned»
and validate. To create a room, click on «Rooms/Apartments» on the
ACCOMMODATION tab.
Printout of the housekeeper’s report
Then click on

We have the following fields :

Print Cleaning shows the status of the rooms for the current Type : allows you to enter the type of room.
date. It defines a statistical view of the number of rooms to be
cleaned by the room cleaning service. Number : Allows you to enter the room number.

The room list gives the details of the rooms for the current date. Floor : Allows you to enter the floor level of the room.
Filters are more extended.
Location : Allows you to enter the location corresponding to the
room’s position

Default Price : Allows you to enter the normal price of the room

Minimum Price : allows you to enter the lowest price of the

room or the price resulting from a discount

We also have two tabs; Telephone PBX and RF Doors. These

two tabs allow to make connections with the Telephone and the
Door respectively.

You can add an image by clicking on the magnifying glass that is

on the image.

After filling all these fields click on validate.

User manual for the iPlans ERP Software Package P. 68

How to create a customer/Company the Name and details tab : this is the main tab of the client’s
form. It contains the personal information of the customer.
The creation of a client or a company in the hotel management
module is done through the CLIENT/Company buttons. When the Cardex tab : it contains additional personal information
the window is opened, you will see a list of clients classified about the customer. It contains 9 sub-tabs. We distinguish the
according to a set of filters and buttons on the grid. sub-tab Number which indicates the customer’s items. The
sub-tab Other Information, Geolocation, ...

the Invoice tab : shows all the invoices issued for the customer

the Credit tab : shows all the debts, balanced or not, of the
customer

the Business tab : provides information on the business

including the customer

The Task tab : provides information on the planning of tasks

involving the customer
The NEW button found in this window enables you to create a
new customer. The window that appears enables you to fill in The Health tab : presents the client’s medical information
all the information specific to the customer. You have about 6
tabs allowing you to provide information which is specific to the The Observation tab : shows a text field that can be filled
customer.
The Sport tab : provides information on sports-related
information

At the end of the input, you will only have to validate your form
and your client will be created. However, it is important to note
that not all fields are mandatory.

How to create a reservation/Stay

You can make reservations based on the room numbers or

types available by floor as seen on the screen.

MINESEC P. 69 User manual for the iPlans ERP Software Package

 Search, create the customer (see customer management) and
select : if it is a new customer.

The window that appears in front of you is entitled Reservation/

Booking Form

This window shows three columns, each column showing

the available rooms as per number, type and floor. From this
screen you can directly reserve a room by right clicking on the
room number to reserve, then select «Reserve this room». The
reservation window opens.

The record of a stay is obtained through three methods on the

software :

— Through the button ACCOMMODATION

— Through the button STAY

— Through the button Hotel Schedule

The schedule mode is accessible via the Hotel schedule button.

It allows you to perform the same operations as in the Hosting
You will be asked to select the client of the reservation. The list
interface. Just right click on the corresponding cell.
of customers will be displayed after you confirm the message
by clicking on OK. You will be asked to :

Search and select the client : if it already exists in your client

base

User manual for the iPlans ERP Software Package P. 70

 Details : The details of the reservation are displayed in the
«Reservation details» tab. The type, status, and even the
cost of the reservation can be displayed. A large text area is
provided to provide in text form any information provided by the
customer.

— It presents all the activities of the customer during his

stay in the hotel, from the reservation, the nights, to the
To be validated :
consumption at the different points of sale.

The possible operations in a Stay/Reservation form Arrival/departure or check in/check out

The check in marks the real presence of the customer in

— Reservation : it simply indicates the room. It allows the guest to be checked in. Checking in
a guest includes checking the Check in box, after verifying
The customer’s room : by right-clicking on the room number via
the information given in the reservation, and validating the
one of the accesses (ACCOMMODATION or HOTEL SCHEDULE)
message that follows. The date and time of the operation are
as defined above
automatically generated in front of the Arrival field.

The client : creating a stay/reservation (Client selection)

Arrival and departure dates : the left-hand window of the stay

form enables you to view the reservation number, to enter the
arrival date, the departure date, or the number of days of the
The check out marks the departure of the customer. It enables
stay; this information is available in the upper part of the left-
you to free the room and to register it as dirty for cleaning by
hand window.
the housekeeper. Checking out a guest consists of unchecking
the Check in box and validating the message that follows. The
date and time of the operation are generated directly in front of
the Check-out field.

MINESEC P. 71 User manual for the iPlans ERP Software Package

Viewing the client cardex : Clients’ files can be viewed through
the magnifying glasses located respectively at the top of each of
these windows. On the left, you have the possibility to visualize
the one to whom the invoice will be sent; and on the right, you
have the possibility to inform the one who stays in the room

— View the nights : the nights are generated automatically

according to the dates mentioned in the customer’s stay.
They inform you about the number of days already done
by the customer and allow you to determine the amount
due. The left window enables you to view the nights of — Room Change : during his stay, a client may, for various
the customer classified by number of rooms, by date, by reasons, change his room. It means moving a customer
occupant and by amount. At the bottom of this window, from one room to another while keeping all the history of
you have several sub-tabs; his previous operations. The room change procedure in
the Iplans software package works as follows :
— Night folio 1 which corresponds to all the main nights of
the client classified by date • Place cursor on the night from which you want to
dislodge
• You have the possibility to transfer via the TRANSFER
button, one or more nights to folio 2 (will not appear on • Click on the OPTION button located on the right-hand
the main invoice of the client) interface of the stay form

• Transfer the overnight stay to folio 3 of another stay

(the overnight stay will be transferred to the bill of
another room occupant)

• Cancel the transfer of the overnight stay to folio 3 of

another stay, which in turn will cancel the previous
operation.

— Overnight stay folio 2 shows you all the overnight stays

that you have transferred to folio 2

— Overnight Night folio 3, shows you all the nights received

from another client

User manual for the iPlans ERP Software Package P. 72

 • Click on MOVE TO ANOTHER ROOM, you will be asked
to enter a security code; after filling in this code, you
will have to choose the available room into which you
want to move the customer; once selected, movement
will be done and you will have a confirmation
message.

After entering the value of the stay, he/she will have to

— Other accommodation decisions :
VALIDATE by clicking on the validation button on the right.
• Late check out : it defines a check out after the He will be asked a question with 3 options. Depending on the
scheduled time of departure from the hotel objective, he will choose one of the options.

• Early check in : this defines a check in before the

opening of the current day’s handrail

• Day Use : it defines a check in and a check out in the

same day.

Breakfasts : it is important to indicate the number of people in

the room and the breakfast chosen

• Current night only : if the information entered is to be

applied only to the selected night

• All the nights of the room according to the dates : in

this case the information will be applied on the defined
period but for the selected current room. In case of a
— Discounts and price reductions : the room price is relocation, the other room(s) will not be modified
automatically filled in according to the characteristics of
the selected room. If a discount is granted or a special • All the rooms of the reservation according to the dates
price, the user has the possibility to directly modify the : in this case the information will be applied on the
price of the room in the Nightly rate tab or in the Discount defined period for all the rooms. In case of change of
tab. rooms, the other room(s) will be modified.

MINESEC P. 73 User manual for the iPlans ERP Software Package

— Invoicing of services : see the module INVOICING • To cancel the transfer to folio 3 in order to
speciality 3. Hotel management involves communication cancel the previous operation.
with all the other points of exchange between the client
and the service. • Finally we have the RE-PRINT Invoice button.

• POS (Point of Sale Terminals) : it allows you to view — Hotel invoicing

all the invoices received from the different points
of sale, classified by folio. In this way you can see
Hotel invoicing
the invoices received from folio 1, the invoices
transferred to folio 2 and the invoices from folio 3. At This paragraph shows how to make deposits as well as
each of these folios you will be able to view buttons generating an invoice for a reservation.
such as :
In the ‘Accommodation’ window, click on the Stay button. You
• SERVICE, which takes you back to the service can access a list of hotel stays with several filters :
management (see invoicing),

• OPEN, which allows you to open the invoice in

the folio;

• REMOVE, which allows you to remove an invoice — By selection

transferred to a stay;
— By period
• TRANSFER, which allows you to transfer :
— By type
• A note to the previous night in case the
— By state
operation was done after the actual date of
consumption.
— By cost
• To transfer the note to the next night in
— By mode
case the operation was entered before the
consumption.
— By company

• To transfer the note to folio 2 in order

— By site
to distinguish between the main and
secondary invoices.
In the list of stays, select the stay to be processed and click on
• Transfer the bill to folio 3 of another stay « Open ».
in order to remove these bills from the
corresponding stay.

User manual for the iPlans ERP Software Package P. 74

 Transfer : Allows you to transfer the payment to another stay

Print : Allows you to print the payment receipt

Cashing in on a stay

To make a new down payment click on the «New» button

Invoicing operations can be found in the Invoice-Folio1 tab

A pop-up menu appears where you select «New Invoice Down
Payment» and you get the following window which allows you to
enter the amount to collect.

Here we have 05 buttons

New : to create a new invoice for a deposit and invoice the

reservation

Open : to reopen a deposit invoice to make a modification on the

payment

Delete : allows you to delete an invoice for an advance payment

or arrears

MINESEC P. 75 User manual for the iPlans ERP Software Package

Click on «validate». Invoicing a Reservation
To invoice a reservation the amount of the deposit invoice must
Select a payment method (cash, cheque, transfer) if the
be equal to the amount of the reservation, otherwise we will
customer pays cash and debit if the customer wants to pay
have the following message.
afterwards, and credit if the customer has opened an account at
the hotel

And click on validate and there you can see it under the Invoice A reservation must be fully paid before generating an invoice
tab for the reservation.

— The printing of the reports : This refers to all the

documents that can be printed from the record of stay.
There mainly are the invoice of the stay or the receipt of
payment.

— The invoice : Several models are available. You can

access it from the PRINT button

The same applies for an arrear invoice

User manual for the iPlans ERP Software Package P. 76

 — The payment receipt : this can be obtained in two
ways. We can edit a receipt from the list of down
payments in the FOLIO1 INVOICE tab

In this list, there is the «Period» tab which displays messages

Or by displaying/opening the down payment details. on the period and also the tab «Status» which displays the
messages only according to the selected status.

To record a new message, click on «New» and fill in the

necessary information to record the message.

Messages to be sent
Messages to be sent helps in taking notes for the guests of the
hotel.

To record the messages, in the «Accommodation» window click

on « Messages to be sent ».
Click on Sent, if the message has been sent.

MINESEC P. 77 User manual for the iPlans ERP Software Package

 c) Statistics

The hotel statistics include the edition of print reports and

viewing certain data. Among the printing reports we have : the
room list, the hotel handrail, the occupancy rate, etc.

Occupancy
The occupancy rate is the percentage of occupied rooms over
the number of rooms in service.

d) Halls / Banquets

The management of the halls is identical to that of the

bedrooms.

The room list

The hotel handrail

You select the period of edition

Clients : allows you access the list of clients and also to create
one (see how to create a client)

Rentals : allows you to list lounge reservations and to make a

new reservation

Billing : is the shortcut to the OPERATIONS button

User manual for the iPlans ERP Software Package P. 78

Back office : Shortcut to the ACCOUNTING AND FINANCE How to register a menu ?
modules

List of Lounges : allows you to view and create halls.

Creating a hall
To create a lounge, click on « list of lounges »

The Buffet button enables you to enter the name of the

customer, the date and the name of the ordered menu that will
be served.
To create a lounge, click in the lounge management window on
NEW bottom.
Indicating the elements of the menu
After having provided the information specific to the hall to be The magnifying glass in front of the Menu button allows you to
created, click on VALIDATE. access the menu management button.

Creating a menu label

Menu and Buffet Management
To create a menu label in the menu label lists, click on the
button « New «, enter the label and click on « Validate ».

It enables you to see the entire list of menus that exist in the
hotel. The customer field can indicate the hotel itself or a
specific company/customer that has placed an order.

MINESEC P. 79 User manual for the iPlans ERP Software Package

 Meal Name : allows you to enter a meal by selecting from the
Today’s Menu
list of menu labels
It enables you see the menu programmed during a day, thus to
consult the menu of the day, below. Date : Allows you to select the day when this meal will appear
in the menu of the day

Amount : Allows you to enter the amount of a meal

Quantity : Allows you to enter the number of meals available for

the day

Composition Tab : Allows you to add accompaniments to the

day’s menu items

After entering all this information click on the button «Validate»

The menu of the day now exists in your list and will only be
selected during certain operations and will be seen in the list of
day’s menubelow :

It presents the list of meals with the accompaniments that will

only be served that day. So to add a meal to the menu of the
day, click on «New» in the list of menus of the day. The following
form appears with the fields to be filled in.

User manual for the iPlans ERP Software Package P. 80

C/ OPERATIONS a) Transport Means
The OPERATIONS button contains all the commercial
management. It allows to manage articles, stock, invoicing and
control.

This section allows you to create all the buses of the travel
agency.

To access the bus list window, click on «Bus», you will get the
bus list window below

Cf Business Management

D/ TRAVEL AGENCY

This part handles the planning of trips, the creation of buses At the bottom of the list there are four buttons
and passengers leading to the establishment of trip tickets.
New : enables you to add a new bus to the list.

Modify : enables you to modify or rectify the information

concerning a bus.

Delete : enables you to remove a bus from the list.

To add a bus to the list, click on the « New » button and the form
below will appear.

MINESEC P. 81 User manual for the iPlans ERP Software Package

 b) Trips

To get to the trip list window, in the bus management screen

click on « Trips » and you will get the trip list window below.

We have a form with the following fields to fill in :

— Registration of the bus

— Name of the bus (e.g. lion, panther, etc...)

— The car registration number to be taken on the bus

registration Several selection panels allow you to sort the trips and have
precise results according to your needs :
— The type of bus, it can be a CLASSIC bus or a VIP bus
To add a trip to the list, click on the « New » button and the form
— The brand of the bus which can be MERCEDES, TOYOTA, below will appear.
and many others

— The color of the bus

— The number of seats in the bus and

— The cost of a seat

After filling in all these fields, click on the « Validate » button

and the created bus will appear in the list.

User manual for the iPlans ERP Software Package P. 82

We have a form with the following fields filled in : The trip archiving tab will be done after the trip.

— Departure city The trip details tab allows you to enter the expenses or charges
of the trip.
— Arrival city

The amount of fuel, the amount of tolls, other expenses, the

The number of passengers is updated as soon as a passenger revenue is calculated automatically by adding passengers, as
is added well as the net revenue.

The ‘date and time’ tab of trip takes by default the date and After filling in all these fields, click on the « Validate » button
time of the day, it is in this tab that we plan upcoming trips by and the trip created will appear in the list.
selecting a later date than the current day.

The driver tab allows you to choose a driver for the trip by c) Passengers
selecting from the list of employees.
To add a passenger, you must first register the trip, and in the
The bus details tab allows you to select a bus for the scheduled list of trips, select a trip and click on the « Edit » button.
trip from the bus list and the other fields take the information of
the selected bus.

MINESEC P. 83 User manual for the iPlans ERP Software Package

In the Passengers tab click on the button the passenger
list opens. d) Printing of a travel/trip form

In the list of trips select the trip for which you want to print the
slip and click on the « Print » button, then select « Print Trip
form ».

Click on « New » to enter the name and surname of the

passenger.

Or in the trip form after adding the passengers click on the

image of the printer and you will get the following status.

You can see that the number of passengers is automatically

updated when a passenger is added, as well as the revenue and
the net revenue. After having added all the passengers click on
« Validate ».

User manual for the iPlans ERP Software Package P. 84

SPECIALTY 3 : MANAGEMENT OF
BUSINESS ENTREPRISES (MABE)

Features

Employee management

Management of Prospects and customers

Management of products and services

Drafting invoices and estimates

Business and project follow-up

Planning of business tasks

Marketing plan

Management of transport files

 C/ PRODUCT/SERVICE
a) An article

The main objective of sales management is to achieve, forecast

Creating a new product or service
and develop the sales of goods or services. To optimize
sales management, companies use Customer Relationship
Management (CRM).

To create anew article, click on « New » the screen

A/ EMPLOYEES below appears.

Check Employee Management under Human Resource

Management (Specialty 1 Administrative Management)

B/ PROSPECT/CUSTOMER
Check How to create a Customer/client ? (Specialty 2 B.
Reception)

User manual for the iPlans ERP Software Package P. 86

An article sheet is made up of several tabs. You will have to
fill in the information you have. However, there are mandatory
fields. These are, for example, the Description, the Family,
category, VAT Purchase and Sales, prices and supplier.

For products with an expiration date, enter the number of

validity period in the « Expiration » box. Those for which an
after-sales service is required, check the box « requires
after-sales service ». For those with a serial number do not
forget to check the box « Request Serial Number ». By default,
the stock management is activated for all products; uncheck
this box if the item you want to register does not require stock
management (in case of a service).
b) Stock management
When you have finished filling in your product/service form, you
can click on the green Validate/Add button. Stocks are all the goods that are part of a company’s operating
cycle, either to be consumed or to be sold during or at the end
The item management window has other buttons : of the production process. Stock management is the point at
which all elements of the supply chain converge.
— Open : Allows you to open an article sheet

— Delete : A llows you to archive (if the product has already

been handled at least once) and delete (if the product has The stock management window informs you about information
never been moved) a product such as :

— Print : Allows you to have a paper report of the list of — The value of the stock according to the filter applied
articles
— The quantity in stock
— Stock : Gives access to the Stock Management
— The stock alerts
— Option : Gives access to a set of sub-operations as seen
in image

MINESEC P. 87 User manual for the iPlans ERP Software Package

I. The stock sheet In the window that appears, it is possible to perform a series
The OPEN button allows you to view the stock sheet of a of operations such as creating, modifying and even selecting a
product. It will be possible in this sheet to indicate : location.

— The Min/Max stock and the supply time : by entering the Creating a new location
value in the corresponding field
The NEW button allows you to fill out a form to create a location.

— The location : it allows you to enter the place where the

product is located in a warehouse. To add a location,
simply click on the button
II. Stock Movement
Stock movement follows, in a chronological way, the stock
entries and the stock exits for a company. These movements
are organized according to a set of well-defined filters (type of
movement, period, warehouse, ...). You can find them by clicking
on the button

User manual for the iPlans ERP Software Package P. 88

This gives us the list of stock movements. — Add products : the button allows us to select the
products to be moved and to validate at the end of the
addition

The stock exit window offers us other useful buttons.

Carrying out stock exit

The NEW > Stock Removal button allows us to start the stock — Print : Allows you to print the exit sheet in several
removal process. templates.

— Invoicing : Check invoicing

— Open invoice : allows you to view the edited invoice

— Delimit the period : this is the date interval over which we — Options : allows you to perform other actions.
want to view our operations

— Choose the product supplier warehouse

— Choose the stock exit label : the magnifying glass reminds

us that this is a filter open to registration

MINESEC P. 89 User manual for the iPlans ERP Software Package

— Stocks : shortcut to the stock list

— Return : allows you to return a product to stock

Making a stock return

The NEW > Stock Return button allows us to start the return to
stock process.

The stock return is based on a specific stock exit. You will be

asked to select the Initial Issue label.

The list of items checked out will be displayed. You will have to
check the product to return.

Then select the stock return label.

User manual for the iPlans ERP Software Package P. 90

 III. Stock reports

There are several stock reports.

— The personalized inventory/stock list

— The stock record

— The state of the valued stocks

— The history of a product

After checking the item to be returned, you will have to define
the quantity and the information note and finally validate.

Finally, you will be able to view the list of exit vouchers and edit
the corresponding reports.

MINESEC P. 91 User manual for the iPlans ERP Software Package

IV. Orders — Click on the NEW button and read the message that
appears asking you to select the warehouse requesting
IPLANS ERP has two types of orders. the product.

— Confirm your password and validate the window that

follows, giving you access to the list of suppliers.

— Supplier/Purchase orders

A purchase order is a document that acts as a contract with a

supplier for the purchase of a good, product or service. It is a
document that keeps track of the acknowledgements of receipt
of goods that are made against the order.

A purchase order is a document that acts as a contract with a

supplier for the purchase of a good, product or service. It is a
document that keeps track of the acknowledgements of receipt
of goods that are made against the order.

The button Supplier Order/Purchase gives you the list of orders

placed to External suppliers. We distinguish undelivered orders
, completely delivered partly delivered . — Select the supplier of the order and confirm the message
that will appear.
Creating an order goes as follows :
— You get the detailed sheet of an order. It allows you to
insert all the products to be ordered and to define certain
information such as (currency, order date and probable
delivery date, payment conditions,...).

User manual for the iPlans ERP Software Package P. 92

— Adding/modifying/deleting a product in an order is done V. Stock transfers
respectively behind the following buttons.

The stock transfer button refers to the management of stock

removals and returns.
The add form allows you to define a set of information (choice of
product, purchase price, quantity, ...), informing you on the right
Check specialty 3 ii. Stock movement
window of the quantities you have for this product in your other
warehouses.

VI. Les options

Stock management gives a wide opening on a set of additional

actions.

— Internal orders

The principle is the same as that of the Supplier/Purchasing

orders. The difference is in the choice of the supplier, which — Create a new batch for this product : this is to duplicate
here is Internal. the selected product in order to add a new batch number
in the stock

— Damage : A damaged product is subtracted from the

stock. You must indicate the warehouse, the product and
the quantity to be subtracted by specifying the reasons.

MINESEC P. 93 User manual for the iPlans ERP Software Package

 The inventories in the Iplans ERP software are classified
according to a set of well defined filters.

To modify a product in the stock inventory, select it and then

— Stock correction : it allows the direct modification of the click on « Modify ».
stock value of a product. However, a security code and
your accesses are required. To delete it, also select it and then click on « Delete ».

To print the list of stocks/inventory differences, click on «Print».

To create a new inventory, click on the « New » button and the

following screen will appear. Select the first item from the
IMPORT button.

— Stock Inventory : It is defined as an operation involving

the counting of a company’s products, and their valuation
at a specific time.

User manual for the iPlans ERP Software Package P. 94

The quantities are entered in the Physical Quantity column. At
the end of the entry, you must in turn

— Refresh : to identify discrepancies between inventories

— Validate inventory : to position the newly entered stocks

You can also :

— Empty : The list of products in your inventory sheet

— Remove : A product from the list

— Cancel Inventory : In order to reposition old inventory and

allow products to be sold while new inventory is being
entered The first tab, that which is at the bottom, allows you to select the
different products you want to include in your pro forma invoice.
— Import products : allows you to add products to a It is arranged according to several well-defined elements.
warehouse from the list of items
— Family of products displayed

D/ INVOICING
a) The Proforma — Search area

A preliminary and informative commercial document, which is

very similar to an invoice, but which leaves room for possible
adjustments, before the final invoice is issued.
— List of products

Creating a proforma invoice?

— Click on the INVOICING button,

— Select the billing point on which you want to edit your

invoice

— Click on the new button,

— You will get a window with several tabs.

MINESEC P. 95 User manual for the iPlans ERP Software Package

— Displayed products’ categories — The Warehouse buttons (shortcuts to the warehouse
where the product is located), File (shortcuts to the
product’s article file) and Products (shortcuts to the
product’s stock file).

— Checkboxes giving the possibility to display the products

according to several templates

— L’onglet de haut

The top tab shows you all the items that have been selected. You
will be able to :

— View client name,

— View price of selected article,

— View quantity,

— Fill in discounts and other information

User manual for the iPlans ERP Software Package P. 96

We have other interfaces that allow you to pull up various data.
— Client/Company tab
— The data entry interface
This tab allows you to designate a customer on an invoice by
The input interface first presents you with a kind of calculator clicking on the customer button, which will take you back to
with positive and negative numbers, allowing you to define the the customer base, where you can choose a new customer or
quantities of the item that has been selected. You can also : create a new customer (see how to create a customer).

— Delete an item You will be able to select cost (see cost management).

— Visualize the slip or table number You will also have the possibility to attach the digital signature
of the customer by clicking on the small magnifying glass, if
— Separate a pro forma invoice the signature is present in your machine, or on the small green
arrow, if you have a digital signature equipment.
— Indicate as customer, the winter customer, automatically
in the pro forma invoice You also have the possibility, in this tab, to indicate the number
of cuttlery in the framework of the hotel and tourism structures.
— Render an invoice free, by clicking on the free button You also have the possibility to enter the discount rate on a
product or on the whole invoice.
— Render all the elements of an invoice free of charge, by
clicking on the free button. You can include the discount rate on the whole pro forma by
indicating the value and validating, by clicking on the OK button.

MINESEC P. 97 User manual for the iPlans ERP Software Package

 b) The invoice

An invoice is an accounting document through which the seller

informs the buyer of the details and the price of the goods sold
and the services performed. It comes after a proforma invoice
and is distinguished from the latter by :

— Its number : generally, begins with the letter F

— Its payment

— The Print button Including settlement transactions

It allows you to print your pro forma invoice. It usually has a The payment of an invoice is done through the payment button
number starting with either Quote... or N.... It has the wording or the invoice button. When you click on each of these buttons,
PROFORMA INVOICE you have the possibility to include, according to the payment
method, the amount that has been paid.
Closing a proforma invoice
An invoice differs from a pro forma by its payment. Paying
The closing of a pro forma invoice is done simply by clicking on
an invoice on the Iplans ERP software means closing it. This
the close button.
closure can be done by :

— Direct collection

— Bbank collection

— Sending to a debtor

— Sending to a creditor account.

The different forms of collection are shown in the right-hand

window ; we can thus distinguish the following modes :

— Cash

— Cheque

— Transfer

— Visa

User manual for the iPlans ERP Software Package P. 98

— Others : to include mobile payment modes such as Mobile
Money (MOMO), Express Union (E.U) and Orange Money
(OM).

We also distinguish other complete means of payment. To do

this, we can use the « debtor » and « creditor » buttons.

Debtor
Sending an invoice payment as a debtor allows you to define a
payment schedule for the customer’s account. You will be asked
to define a due date, to select the account to which the invoice
will be sent.
The creditor
Creating a debit account
Payment by creditor requires that the customer has a deposit
The creation of a debit account is done in the accounts debit list or a down payment in his account. This, you will be able to pay
window via the « new » button. You will be asked to enter the this invoice from the deposit in his account. To do so, click on
name of the account and the name of the client. the « creditor » button. You will be able to search through the
red search bar for the account of the said customer and create
If the customer already exists in your database, you can click one, if it does not exist.
on the magnifying glass in front of « customer » and you will be
able to search and select the customer for whom you want to Creating a creditor account
create an account in the customer list window.
The creditor list window gives a view of all the creditors in
You can also modify, delete, open or have several other options your company. We distinguish two types of creditor accounts :
concerning the management of a debit account. supplier creditors and customer creditors.

— Indicate the credit limit The creation of a creditor account is done through the «new»
button; you will be asked, in front of the magnifying glass
— Indicate the number of days for the alert before located on the « supplier-customer » field, to define whether
expiration it is a supplier or customer creditor account by checking the
corresponding line.
— Archive/lock the account
The list of customers or suppliers will appear and you will be
able to select the account you want to create. At the end of the
selection, you will have to validate by clicking on the «validate»
button. The payment by creditor is a means to recover the
deposit in the customer’s account in order to balance an
invoice..

MINESEC P. 99 User manual for the iPlans ERP Software Package

 Below you have a currency converter, which allows you to
change the currency of your invoice; you have the possibility to
delete a collection line, to view change to be returned, to print
a collection receipt and to edit the Perfect Pay payment method
(see Perfect Pay management).

E/ TRANSPORT FILE

a) Logistic file

It contains all the flows within the company. It allows the

management of all resources, means, methods and tools
intended to pilot the supply chain as efficiently as possible.

The payment window also allows you to view the balance in the
different customer’s accounts. So, while editing the invoice, you
will be able to directly view the balance of the debit account and
that of the customer account of the customer concerned with
the invoice.
Creating a logistics file

The interface on the left allows you to view the collection details The button NEW presents a form which enables, through many
related to the said invoice : tabs, to constitute the file.

— The amount already paid Transport details

This is the set of documents and information required to open
— The amount to be paid
a file. It includes the name of the client, the file number, the
— The amount to collected. nature of the goods, the attachments, etc.

User manual for the iPlans ERP Software Package P. 100

 Additional file information
A logistic file provides several other information

— The goods : presents the goods of the customer.

The addition is done by the button that refers to the
management of stocks.

— Invoiced services : presents the services invoiced to the

client

— Fees/charges : refers to the different expenses incurred

during the evolution of the file

See supplier invoice management

— Mission order : refers to the people on mission on behalf

of the file

— Mission expenses : refers to the expenses related to the

people on mission

— Invoice : presents the invoice(s) associated with the file.

See invoicing

MINESEC P. 101 User manual for the iPlans ERP Software Package
 Details
b) Transit file
This includes all the documents and information required to
open a file. It includes the client’s name, the file number, the
The word transit, first of all, refers to a special authorization.
customs information and the attachments, etc.
This convention gives to operators the possibility of transporting
goods along a route, with a minimum of constraints.

Creating a transit
The button NEW presents a form that navigates through many
tabs, to constitute the file.

Additional file information

A transit file provides several other pieces of information.

User manual for the iPlans ERP Software Package P. 102

— The goods : presents the customer’s goods. The addition
is done through the button that refers to the management
F/ BUSINESS DEALS
of stocks. A deal is a commercial operation that allows you to follow
the different exchanges made with your different prospects-
— Invoiced services : presents the services invoiced to the customers from beginning to end. You can view your deals
client according to a set of filters.

— Expenses/charges : refers to the different expenses

made during the evolution of the file.

See supplier invoice management

— Logistics file : enables you to link a logistics file to the

current transit file

— Invoice : presents the invoice(s) associated with the file.

See invoicing

Creating a new deal

The NEW button presents you with an interface that allows
you to fill in the elements specific to the case. The magnifying
glasses in front of each label enables you to create a knowledge
base that will be useful for future creations. In this way, we can
fill in :

— Other information — The title of the deal

— The product

— The customer/client

MINESEC P. 103 User manual for the iPlans ERP Software Package
 You will also be asked to attach the different sales people
responsible for this task, to include a comment or an
observation, or to add a description.

The pro forma invoice or invoice field enables you to add

the different invoices related to the task. You also have the
attachment field, which allows you to attach the different
attachments specific to the task.

H/ MARKETING PLAN
See Economic techniques and sciences Specialty

At the end of your form, you have the button validate task and
cancel.

G/ TASKS
Creating a task in a business deal
The task button allows you to generate different tasks specific
to the case you are in; for each case, you are given the
possibility to create as many tasks as possible. In this way you
can define :

— The location of the task

— The cost of the task

— The expected date and time of completion of this task

User manual for the iPlans ERP Software Package P. 104

SPECIALTY 4 : FINANCE AND BUSINESS INFORMATION
MANAGEMENT (FBIM)

Features

Chart of Accounts

Journal

Transaction Entry

Fixed assets

Financial statements (balance, general ledger, etc)

Cash flow

HRM
The Accounting and Finance feature is to model the flow of
components and products on the one hand, and financial flows
on the other, in order to provide information on the financial
situation of the company with respect to external partners.

B/ OPERATIONS
See Specialty 3 Marketing, Logistics and Transport
A/ COMPANY Management (MLTM)
The creation of a company refers to the setting up of a
new agency or site in the database that can have its own
characteristics to the central database.
C/ HRM
The COMPANY button gives you the list of sites/agencies in the
database. To create a new site/agency, click on NEW and fill in See Specialty 1 - Administrative Management and
the form. Communication (AMC)

User manual for the iPlans ERP Software Package P. 106

D/ COMPTABILITÉ Creating a new account

In the Chart of Accounts window, click on the « New » button to

create a new account. A menu with two choices appears.

— Manual creation : When you select this option, the window

below appears.

a) Chart of Accounts

This is the OHADA chart of accounts.

You can create new accounts to complete your chart of

accounts. The creation of accounts can be done before any
entry is made or during the entry of entries (see « Current
operations », Entry of entries). Fill in the different field numbers, types and titles.

It is done from the chart of accounts window which can be

found here Accounting > Chart of accounts or in Settings >
Accounting tab > Accounting.

MINESEC P. 107 User manual for the iPlans ERP Software Package
— Options : enables you to add unique input directions
b) List of accounting journals

The creation of accounting journals is done via the Journal List

button by clicking on the « New » button in the window that
appears.

— Analytical distribution : allows you to define the

distribution key for the analytical section of this account

Fill in all the fields.

— Initial : enables you to enter the abbreviation of the

journal.

— Title : Enables you to enter the name of the journal

— Type of journal : Select from the list the type of journal

you wish to create

— Main account number : account linked to the journal

User manual for the iPlans ERP Software Package P. 108

 — In the field « Document number » : enter the number
c) Data entry operations of the document which indicates the operation being
entered.
The entry operations vary according to the journal in which you
want to make the entry. — Reference : enter a reference number.

To make an entry, click on the « Transaction Entry » button in — Title : enter a title for the transaction
the « Accounting » screen (right menu) or on the magnifying
glass (left menu). — Account : select an account from the chart of accounts by
clicking on the magnifying glass
The creation form below appears.
— Label : the label is automatically entered because it takes
the title of the operation

— Due date : enter a due date by selecting a date from the

calendar

— Debit : enter the debit if it is activated because the entry

direction depends on the selected account and the
journal.

— Credit : enter the credit if it is activated because the

direction of entry depends on the selected account and
— In the « Journal » input field, click on the magnifying glass the journal.
in front of it to open the list of journals and select the
journal in which you want to make the entry. After having entered all this information, click on validate to
save the entry. For the other entry lines to be entered, select
— In the « Date » input field, choose the date of the only the account and then simply fill in the « Debit » or « Credit »
operation from the calendar fields according to the operation being entered.

Once the journal is balanced, this image appears to

NB : A document number identifies an entry while the indicate that everything is correct. Always validate to save the
entry number identifies a batch of entries Thus, several entry.
entries can have the same entry number and not the
same document number. We also have at the bottom of the input window three buttons
«Modify», «Delete», «Transfer».

MINESEC P. 109 User manual for the iPlans ERP Software Package
— Modify : enables you to modify an entry line in the journal — Amortization mode : Enables you to select the assets
according to their depreciation mode : linear, declining
— Delete : enables you to delete an entry line in the journal balance or exceptional.

— Transfer : enables you to transfer the account of a line to — Asset status : Enables you to select the assets according
another account to their new or used status.

There also are the following operations :

d) Fixed Assets
Enables you to create a new asset

A fixed asset is a physical, intangible or financial asset of a Enables you to modify an asset already created
certain value, which the company holds and intends to use for
a period of more than one year. It is an asset that has a positive Enables you to delete an asset
economic value for the company and that is supposed to create
resources for it).
Creating an asset
Different filters are available to enable you to narrow down the
To create an asset, click on the button It leads to the
proposed list according to the following criteria :
dashboard with the following tabs

— Family : Enables you to filter the list of assets according

to the family to which they belong

— Type of asset : Enables you to select the assets according

to their nature, i.e. tangible, intangible, financial or in
progress.

User manual for the iPlans ERP Software Package P. 110

Generalities Complements
— Code : The asset is defined by a code, either automatically
assigned or manually entered.

— Designation : Indicates the item on which you want to

carry out the depreciation.

— The button opens the file of the item list from which
the item is selected.

— Family : Indicate the family to which the asset is attached.

— The button enables you to access the screen for

managing asset families, from which you can select one.
The fields available in this tab apply to the accounting document
— Acquisition value excl. tax : The acquisition value excl. used to enter the asset (main characteristics of the acquisition
tax of the asset is made up of the amount excl. tax of the invoice), the location of the investment and a comment area for
asset, plus any acquisition costs. storing management data (users, technical characteristics etc).

— Recovered VAT : The recovered VAT is calculated by — Document no.: This number is the supplier’s invoice
default by applying the VAT rate indicated in the additional number.
settings and can be entered.
— Serial no.: Enter the serial number of the immobilized
— Residual value : The residual value is calculated by the item.
difference between the acquisition value of the asset and
the depreciation applied. — Internal no.: The internal asset number is the internal
accounting number assigned to the asset invoice.
— Acquisition date : This date is the date of the invoice or
the acquisition act of the asset. — Supplier : Enter the code of the supplier from whom the
asset was purchased..
— Date of commissioning : The date of commissioning
is considered by default to be the date of acquisition. — The button enables you to choose a supplier or to
However, this data can be entered if the date of access the supplier management.
commissioning of the asset is different.

Observations : When an asset is depreciable on a

straight-line basis, the start date

MINESEC P. 111 User manual for the iPlans ERP Software Package
Accounts When the asset is released, the depreciation for the current and
future years are calculated using the « Calculate » button

The depreciation funds can be modified for any fiscal year that
is not closed; the allowances for future years are recalculated
according to the values entered by the user. After manual
modification.

In case of exceptional depreciation, the depreciation rate can be

modified by the user and the funds for the following years are
recalculated automatically.

Two tabs show the depreciation funds according to :

— The economic depreciation plan chosen

When an asset is attached to a family, the accounts
automatically displayed are those set up for the corresponding — The fiscal depreciation plan.
asset family. These fields are empty otherwise.
The third tab summarizes by year, the economic, fiscal and
The buttons enables you to choose an account or to access derogatory assets.
the management of the different accounts created.

The Asset disposal tab

Depreciation
The term disposal is generic; it covers all events that result in
the removal of the asset from the company’s assets.

User manual for the iPlans ERP Software Package P. 112

 To create a new family this dashboard
e) Assets - Family

Families enable you to benefit from automatic data entry when

a new asset is created and attached to a given family. Thus,
a certain amount of data will be pre-filled in the asset form
created, belonging to a given family.

To create an asset family, Click on in

the settings - accounting you get the following list of asset
families.

We have two main groups: the General and Accounts group :

— General enables you to provide general information about

the depreciation associated with the family

— Indicate the corresponding accounts by selecting them

from the list of accounts or the chart of accounts by .

f) Consulting the entries

Enables you add a afamily
This field enables you to view the data of a specific journal,
according to a set of filters and settings entered.
Enables you modify a family

Enables you delete a family

MINESEC P. 113 User manual for the iPlans ERP Software Package
— Period : which is the date of entry in the journal, the period
contains a start date and an end date

— Site or Branch : enables you to select a site or a branch.

— States : enables you to select a state of a journal, here we

have two moved and all

— Journal : enables you to display the journals according to

the state that is checked

We also have two tabs : movements and monthly accumulation.

— Movements : enables you to see all the lines of entries in a

journal, if the transaction status is checked. The same filters and actions are available as in the script
consultation.
— Monthly accumulations : enables you to see the total of a
journal over a period of time (one month or two months
or more)
h) Financial and accounting statements

— View : enables you to see the content of an entry in the — The trial balance is an accounting report, edited from all
corresponding journal. see figure below. the accounts of the general ledger and displays for each
account the debit and credit amounts for a given period
You can transfer a line of entries to another account by selecting as well as the balances of each of these accounts (debit
the line and clicking on the transfer button. or credit).

— The general ledger is a register that includes and breaks

g) Account consultation down the journal entries according to the chart of
accounts. It classifies, by type of account, the information
The account consultation screen enables you to view both the entered in chronological order by the journal.
movements and the monthly balances of an account.
To obtain these reports, it is important to apply the required
When you click on « account consultation », the following variables such as the period, the site, the account, etc.
screen appears:

User manual for the iPlans ERP Software Package P. 114

 j) Closing and Posting of Financial Year

This paragraph enables you to know the closing and then the
posting from the previous year to the new year.

Under the « Accounting » tab you can see the « Financial year »
tab, click on the magnifying glass in the title field.

Uncheck the box « In progress », check « Archived » and click

on the « Add » button.

i) Front Office Imports

This is the interface where the automatic transfer of operations

from the Front Office to the accounting is done.

The procedure consists of placing your cursor on the tab of

the data source, then clicking on the IMPORT button. Reading
the messages that follow will allow us to close the procedure
by selecting and validating/Importing the elements to be
transferred to the accounting. Select « Yes » for the closing.

MINESEC P. 115 User manual for the iPlans ERP Software Package
The 2011 financial year is now closed as shown in the figure It finds the chart of accounts of previous years in which you
above, hence the presence of the padlock on 2011. Similarly, select the chart of accounts to be carried over. Check the
double click on the 2012 financial year, check « In progress » previous year and click on the «Validate» button at the bottom of
and click on the « Add » button the form.

After closing the previous year, indicate the new year in

progress. Still in the settings and under the accounting tab, click
on « Chart of Accounts ».

Click on « YES » to obtain the chart of accounts for the 2012

financial year with the carryover of previous balances.

Click on « YES »
E/ FINANCES
Financial management is concerned with the finances of the
company. It includes all activities aimed at controlling, planning
and optimizing the use of cash (money) and assets (property)
within the structure.

User manual for the iPlans ERP Software Package P. 116

 a) Installment/Deduction

See down payment/discount Specialty 1 AMC

b) Mission Expense

See Mission Expenses Specialty 1 AMC

Creating a bank

The NEW button opens a form containing the information

c) Payroll necessary to create a bank. The Third Party box is checked in
case the bank being created is that of a third party (Customer/
Supplier).
See Payroll Specialty 1 AMC

d) Banks

The bank management module allows you to follow up and

trace all the operations carried out in your different banks.

— JOURNALS : it shows all the input and output operations

carried out according to the selected filters.

— REMITTANCE : Cheque remittance is the process of

depositing a cheque to credit to a bank account. When a
cheque is received as payment for a service or purchase,
the beneficiary must endorse it. The ‘New’ button enables
— BANK : The BANKS button enables you to view all the
you to have the cheque deposit form with the possibility
banks in your system.
of adding the different cheques to deposit.

MINESEC P. 117 User manual for the iPlans ERP Software Package
 The creation of the cash registers is done in the settings. See
CASH REGISTER.

The cash register is managed on a daily basis. You could decide

to switch to planning mode (recommended) which enables
you to view in detail and very quickly the movements of a cash
register and to display all kinds of cash registers created to
manage the entries and exits in your company. To do this, click
on the button

CASHING DATE : This tab allows you to set a date for cashing a
check, thus defining the cashing date.

Creating a cash register day

To create a cash day, you can do it in two ways (either in the list
mode display window or in the graphic mode display window) :

— In list view mode : select the name of the cash register

you want to create and click on the « New » button
located at the bottom of the window.

e) Treasury — In graphical mode : simply place cursor on the row

(cashier category) and column (day) and then double
The treasury module groups all the money available click or right click then « Open » to create the cash
to a company, whether in cash or in bank accounts. Its register day.
management enables you to precisely control cash receipts and
disbursements, with the ultimate goal of maintaining a financial
balance. It is possible to create as many cash registers as
required by the company’s internal procedures.

User manual for the iPlans ERP Software Package P. 118

 — At the bottom of the «Employee» selection list, you have
the amount expected by the cashier (Difference -90,000
which flashes). This amount is the sum of the sales,
collection and customer deposits of the day.

— The selection lists «POS» and «Employee» enables you to

see the invoices according to a POS or an employee

— The panel that displays the invoices to be checked in cash

has three tabs

After choosing the opening date of the cash register, the 1. The point of sales tab (direct sales) : displays the
VALIDATE button shows the cash register form. invoices generated when selling to customers

2. The Back Office tab (Collections) : displays the debit

invoices paid by the customers

3. Back office (Deposits/Discounts) : displays the sums

(deposits) deposited by the customers.

To raise an invoice in the cash register, simply select it and click

on the button or on the button . You should also check
the « Collection » and « Deposits » tabs to check the other
invoices in the cash register. If everything is okay after checking
all the invoices, the cash register will show a difference = 0.

Entering a cash operation

This window contains several blocks : Apart from the operations (invoices) coming from the front
office, the cashier is in charge of entering all the other input/
— The grid in the center displays the different cash register output operations. To do this, she must click on the NEW
movements/operations. button. She will have to include the cash register category (see
Cash register category specialty 4- AFM), the third party and
— In the upper left corner, a panel displays the variation of the details of the operation or transaction (amount, payment
the backlog according to the different payment methods. method, etc.).

— The input control panel displays the statistics for each

type of payment made during the billing/invoicing
process.

MINESEC P. 119 User manual for the iPlans ERP Software Package
 g) Telephone

See Specialty 1 AAMC

h) Debtors

f) Cash Logs A debtor is a person who has a debt in the company.

The logs or cash flow statement presents all the cash

operations with the possibility of applying numerous filters. You
will be able to print out numerous reports. To create an account, click on NEW. The following window will
appear.
Cash voucher/Receipt

The cash journal

User manual for the iPlans ERP Software Package P. 120

In the Account box, enter the Name you wish to give to this — Transfer : an invoice from one account to another
customer account or simply click on the magnifying glass
The list of clients will open and you can select it or create — Generate a discount : which is a financial process
it if it does not exist. that enables you to gain cash without impacting the
cash flow.
See client Specialty 3.
— New : enables you to register an invoice manually
without going through the point of sale
The checkboxes : Lock (enables you to lock an account against
any transaction), Archive (enables you to archive an account
that is no longer in use), House debtor (specifies if the account
is linked to an employee).

— Payment : allows you to pay one or several invoices

according to several payment methods.

The record of an account receivable informs you about :

— The account balance

— The list of invoices contained in the account according to

their status (open/closed)

— The billing period

— Buttons to :

MINESEC P. 121 User manual for the iPlans ERP Software Package
You can make other transactions in another debit account. — Create from a supplier (If the customer is a supplier). The
list of suppliers will open and you will be able to select it
or create it if it does not exist.

See supplier Specialty 3

i) Creditors

A creditor in the iPlans ERP software is a legal or physical — Create from a customer (If the customer is a simple
person to whom the company owes something (money, customer or a company). The list of customers will open
material goods, services, etc.) valued and represented by an and you can select it or create it if it does not exist.
amount.
See customer Speciality 3

To create an account, click on NEW. The following window will

appear. Checkboxes : Lock (enables you to lock an account against any
transaction), Archive (allows you to archive an account that is
no longer in use), Customer Account (specifies whether the
account being created is a customer account), Supplier Account
(specifies whether the account being created is a supplier
account).

In the Account box, enter the Name you wish to give to this
customer account or simply click on the magnifying glass
of the (Supplier/Customer) box and select :

User manual for the iPlans ERP Software Package P. 122

This presents three important tabs : Enter the amount, choose the method of payment, then select
the Name (Click on the magnifying glass to select or create if it
— The Deposits tab which displays the deposits/accounts does not exist) of the person who wants to make the deposit in
that the client has this account, enter an information note and validate.

— The Invoice Received Pending Payment tab which displays You can transfer a deposit/installment to another creditor
the invoices received pending payment in this account account using the TRANSFER button and also print the account
statement.
— The Consumption tab which displays the list of the
customer’s consumption that has been deducted from
this account. j) Customers

To create a new Account/Deposit, select the « Deposits » tab

and then click on the « New » button. See Customers Specialty 2 HTM

k) Operation

See Operations, Specialty 3

l) Accounting

See Accounting Specialty 4

m) Supplier invoices

Saving a supplier invoice requires the creation of a supplier

creditor account (see creditors).

See Creditors

MINESEC P. 123 User manual for the iPlans ERP Software Package
Saving a supplier invoices is done with the above button via the
NEW button.

— The left tab : shows information on the invoice.

— The tab on the right allows you to split it according to

the different load lines it contains. The addition of the
different load accounts is done using the buttons

It is a set of buttons that gives access to the labeled lists.

— List of closed invoices — Quotation list

n) Factures fournisseurs

They are numerous and will be detailed in the next editions of

this manual. We distinguish among others:
— List of collections — Sales list

User manual for the iPlans ERP Software Package P. 124

SPECIALTY 5 : ECONOMICS
TECHNIQUES AND SCIENCES (ETS)

Features

Employee management

Stock management

Invoicing

Project management

Production management
 D/ PROJECT MANAGEMENT
Project management consists of organizing the progress of a
project from A to Z, from its conception phase to its final phase.
To do this, it is necessary to define the objectives, the human
and material resources required, the budget, the deadlines as
well as any constraints.

A/ EMPLOYEES
See Employee management Specialty 1

B/ STOCK Creating a new project

See stock management, Specialty 3 The button NEW enables the creation of a new project. A project
can be of various types and objectives. One can, therefore,
specify :

C/ INVOICING — The details of the project : the object, the description, the
attachments, the project manager, the attachments, etc.
See invoicing, Specialty

User manual for the iPlans ERP Software Package P. 126

— Project stages : The buttons enables How to begin a new production
respectively to create, remove and empty stages.

A stage is characterized by :
— Its description : to enter details The Production button enables you provide a set of information
that leads to the reduction of stock of a set of products in favor
— Its report : filled in at the end of the stage of the increase of stock of other products.

— Its tasks/members : it is possible to insert, thanks to

existing buttons, the different participants with a precise
description of their role

— Its invoice : if the task has an invoice (see Invoicing)

To save, click on the VALIDATE button

E/ PRODUCTION
This includes a set of mechanisms used to achieve a finite
result.
This window has 5 essential sub-windows that enable you to
specify typical production operations.

— Enter the production details : The details or descriptions

of the production are indicated in the ‘Details’ tab. You will
be able to specify the order number, the production label
and the date and time of validation of the production

— Entering inputs/outputs :

— Input products

MINESEC P. 127 User manual for the iPlans ERP Software Package
 — Outputs

— Participants :

b) Stocks Mvts

See Stock movement specialty 3

— Comments / Observations :

F/ TECHNICAL SERVICE
Within a company, the technical service represents one of the
most important work departments.

They are in charge of maintaining the company’s assets.

Employees of the technical services must, therefore, manage
The system enables you to enter up to four input products and several requests for intervention in various services.
two output products. The participants and the report can be
inserted as needed in each of the respective fields.

a) Drops or losses

Drops are abnormalities observed at the end of a production

run. They come out of the stock obtained during production.

User manual for the iPlans ERP Software Package P. 128

 Click on the « New » button to create a new tool. Fill in the fields
as in the window below.

a) The equipment/tools

The tools you work with should be registered at the system

level for better tracking. Registration enables you to :
The magnifying glass enables you at each level to retrieve or
— Assign a tool to a team for a specific intervention create the value to be filled in the field in another interface.
You can even save a picture of the item/tool by clicking on the
— Require the return of the tool once the intervention is magnifying glass reserved for the picture frame.
completed
You can enter the characteristics of the tool in the white box at
— Track the movement of a tool and know where it is at any the bottom of the window.
given time and who last used it
If you have to save several similar tools and the difference is
— To know its status and availability only in the serial number, select the tool in the list and then
click the «Duplicate» button in the tool list to duplicate this tool
To save your tools click on the «Tool list» menu on the left of the directly and then change only the serial number. This option
screen. enables you to quickly create your tools.

MINESEC P. 129 User manual for the iPlans ERP Software Package
Tool Stock movement
b) Tickets
When you assign the tools to the workers for each intervention,
you can visualize the tool input/output movements. This enables Following a problem requiring an intervention by the technical
you to trace the tools used for each job. or after-sales service, it is useful to create a ticket or service
order to submit to the managers.
The tool stock movement window looks like this.

This interface enables you to sort and view tickets according to

several criteria.

The red arrows indicate a tool exit and the green arrows
indicate a tool entry.

Each tool movement must be symbolized by two arrows (one

for the exit (red arrow) and one for the entry (green arrow)).

Creating a ticket
When you select a tool in the list, you have, at the bottom of the
screen, the information about the technician who has the tool A ticket is the initiation of a service delivery process or the
and the customer for whom the tool was moved. resolution of a problem. A ticket can be subjected to several
interventions until the problem is solved or declared as having
When you assign tools for an intervention, this operation is no solution.
symbolized in the tool movements window immediately by a
line containing a red arrow. To create a new ticket, click on the « New » button. The ticket
creation window appears.
When the operation has been completed and the tool has been
returned to stock, this is symbolized by a line containing a
green arrow.

User manual for the iPlans ERP Software Package P. 130

 c) The intervention

Creating an intervention consists of assigning the responsibility

of carrying out a task to one or more people. An intervention
can be generated from a ticket (which has been created
beforehand following a problem or a service sold) or generated
directly.

Creating an intervention

An intervention can be created from the generated ticket or via

the home window of the service button . The list of interventions
is displayed and we can click on the NEW button. However,
creating an intervention from a ticket opens directly the form
for creating an intervention, creating a direct link between the
ticket and the created intervention.

Fill in each field by clicking on the magnifying glass to select

from the list or create if it doesn’t exist.

Then select a level of importance for this ticket and the date of
the appointment with the customer. Finally, enter the details of
the ticket in the large detail box. Validate to save.

N.B: To generate an intervention on a ticket, it must first

be created and saved.

So once you have validated the creation of the ticket,

reopen it to generate an intervention by clicking on the
button «Intervention/PS» (follow the steps described in the
intervention part).

The creation of a ticket can be done from the front office

(when a service requiring the after-sales service is sold to the
customer) or from the department in charge of the after-sales
service or even during the registration of a customer’s device.

MINESEC P. 131 User manual for the iPlans ERP Software Package
You must include : When you have finished entering the report, click on the «Send»
button. Your manager will automatically see your report when
— Information about the intervention: the client, the place, he/she logs in.
the date and time, etc.

— The people and tools needed for the intervention: addition N.B.: A report once made and sent is no longer visible to
or removal is done respectively behind the buttons the executor. Once the report of an intervention is done, it
and is no longer visible in the list of the employee in charge.

— Invoice the intervention: this is the case for interventions

requiring fees to be paid by the client. To invoice an
Closing an intervention
intervention, click on the Add button in the Invoices tab.
When a job has been completed and the report entered, you
Click on the « Add » button to add an invoice to this intervention can close it to signify the end or resolution of the problem that
(see invoice). The « Open » button enables you to reopen the triggered it.
invoice and the « Print » button allows you to simply print the
invoice. For an intervention generated from a ticket, you have the
possibility to close it and generate another one without closing
To print the form for an intervention, open the list of the ticket.
interventions, select in the list the intervention whose form you
want to print, click on the « Print » button and choose in the But when closing a task generated from a ticket, the system
small menu in which appears the option « Print the intervention asks you if you want to close the associated ticket. An
form ». intervention generated for a ticket can be closed without the
problem being solved; this will normally trigger the generation
of another intervention.
Intervention reports

When an intervention has been assigned to you, once the work To close an intervention, open it and then in the «Status» panel,
has been done, you must make a report in order to notify the check the «Closed» radio button and then click on the «Validate»
managers or supervisors of the effectiveness, of the problem button.
that generated this intervention.
The system will ask you to enter the technical de-archiving
However, all interventions that have been assigned to you will code (security code that allows you to restrict access to the
be systematically visible in your interface once connected to after-sales service operations) that is provided to you after
iPlans Time and Attendance. setting up iPlans.

Log on to the clocking module, click on the « Options »

button, then in the menu that appears, place the cusor on
«Reports» and finally in the last menu that appears, click on
«Intervention».

User manual for the iPlans ERP Software Package P. 132

 The customer then has to take their equipment to the Service
Department for examination.

The first thing to do at the after-sales service is to register the

customer’s equipment to enable for effective follow-up and
resolution by keeping a history.

It is the duty of the service manager to register any device that

is submitted to the service department for repair. To do this,
click on the «Equipment» button.

NB : If tools have been assigned for this intervention,

you must first return them to the stock (select the tool/
equipment from the list and click on the to close. This interface displays the list of equipment dropped by
customers for troubleshooting.

The selection panels of the window allow you to sort and have
d) The equipment the results according to the selection criteria made in the lists.

Each time the customer arrives with his equipment, you must
The workshop interventions are generally based on customers’
register it in the system in order to have an orderly follow-up
equipment that has broken down. When the customer arrives
of the equipment deposited by the latter. To do this, click on the
at the front office with his equipment, he finds out about the
«New» button (from the list of registered equipments).
problem, the receptionist registers it and also registers his
equipment as well as the problem (failure manifestation) of the
equipment by creating a ticket.

A diagnostic invoice is generated and paid by the customer.

MINESEC P. 133 User manual for the iPlans ERP Software Package
Enter the equipment information
If the material deposited by the customer has been repaired,
The « Ticket » button enables you you must move it to the « REPAIR » account to keep track of the
to immediately generate a ticket for this equipment. equipment’s presence in your workshops.

Once the customer’s equipment has been serviced, it must be To do this, click on the button « New »; the system asks you to
delivered to the customer. In this case, enter the information choose an account. Select « BREAKDOWN » and then click on
about the pickup in the tab « Details about the equipment at the «New». The switching window appears.
pickup ».

It may happen that another person besides the customer who

dropped off the equipment comes to pick it up. In this case, it is
necessary to register the information in the tab « Identity of the
person who is collecting ».

It is preferable to always generate a ticket when you register a

broken equipment; it allows you to follow up with more details
the evolution of the repair of the customer’s equipment.

Equipment stock management

The equipment submitted to the After Sales Service by the

customers for repair, once registered, must be stored in a
precise account (account BREAKDOWN for example) and will
have to be switched in another account (WAITING, REPAIR,
DEFECTIVE, etc.) after the After Sales Service has examined it.

After an intervention on a customer’s equipment and a

conclusion has been reached, the concerned equipment must Select the third-party account (account to which you want to
be moved to the appropriate account according to its condition transfer the equipment) by clicking on the magnifying glass at
after intervention. the top right of the screen.

To do this, click on the « STOCK » button on the after-sales Select the equipment to be transferred and click on the green
service screen. arrow to transfer to the other account. The window with the
information on the status of the equipment to be transferred
By default, the window displays the equipment in all appears.
management accounts of the customer’s equipment because in
the « Account » panel, we see that the box « All » is checked.

User manual for the iPlans ERP Software Package P. 134

Scroll down the « Status » box of the account to which you are
transferring the equipment to select its status at the time of e) Intervention Planning
transfer.

Then enter a comment and validate to finish (on request, enter See Planning, Specialty 1
your password to validate the transfer).

Intervention planning enables you to have a greater visibility

and an ease with data manipulation.
Equipment Stock Movement
The stock movements enables you have the history of a Everything is represented in the form of an object and the color
customer’s equipment from account to account. allows you to define the states of the different objects.

This option allows you to carry out statistics on the equipment’s An intervention object can be copied, moved to another
frequency of appearance through the different repair shops. employee or intervener with a single click. To access the
planning, go to the management screen of the After Sales
Click on the « Account movements » button on the After Sales Service and click on the button « Intervention Planning ».
Service screen.
The planning interface opens. You have in columns the hours
and in rows the employees. When an intervention has been
assigned to an employee in a specific time slot, an icon
indicating this is displayed in the box corresponding to the
employee and the work period.

The red arrow indicates an equipment outflow from an account

and the green arrow indicates equipment inflow into an
operating account.

MINESEC P. 135 User manual for the iPlans ERP Software Package
SPECIALTY 6: LEGAL SCIENCES SPECIALTY 7: FAMILY, HEALTH
TECHNIQUES (LST) AND SOCIAL SERVICE
MANAGEMENT (FHSSM)
Legal science is the study of the application of law in society. It
studies the process of elaboration or creation of the law and the Its objective is to train users capable of helping individuals or
process of its application. groups to overcome the problems of everyday life which could
be family related, social and economic.
Its digitalization, thanks to the IPLANS ERP software, package
is based on the electronic management of documents. It will The approach is psychological, sociological, technological, legal
therefore be possible to consult documents and courses and practical.
classified according to specific modules.
Its digitalization, thanks to the IPLANS ERP software package,
The user will have the freedom to provide his base with notions is focused on the electronic management of documents, project
of his choice. management and Production.

It will therefore be possible to consult documents and courses

For a better exploitation of the module, refer to the
classified according to specific modules. The user will have the
reading Electronic Document Management and Archiving-
freedom to provide his base with the notions of his choice.
Specialty 1

For a better exploitation of the module, we refer you :

Electronic Document Management and Archiving

Specialty 1

Equipment Management Specialty 3

Express Production Management

Project Management

User manual for the iPlans ERP Software Package P. 136

MINESEC P. 137 User manual for the iPlans ERP Software Package
 Part 03.

SUPERVISION AND
MANAGEMENT

User manual for the iPlans ERP Software Package P. 138

A/ LA MAINTENANCE — Check the small box

The maintenance operations of the IPLANS ERP software are — Then, in order, Analyse, Repair and Optimize
done at 3 levels.
— Close the maintenance tool utility

a) Level 1 : Standard user

b) Level 2 : Standard computer engineer
The steps involved in level 1 maintenance are as follows :
It consists of deleting the temporary files of the software. The
— Start the software and click on the icon located at the steps are as follows :
bottom of the window on the far right
— Stop the iPlans MySQL service in the task/service
manager

— Select the name of your company and wait until the

tables are loaded
— Go to the C/iPlans/MySQL/Data directory

— Delete all the files present (Only the files)

MINESEC P. 139 User manual for the iPlans ERP Software Package
— Restart the iPlans MySQL service
C/ COMMON PROBLEMS
— Perform Level 1 maintenance The usual problems encountered by users are the following :

— Installation problems
c) Level 3 : Experienced database specialist — Check the executable

It entails saving and emptying the heavy logging tables. It is — Make sure the drivers of your machine are up to
done under the authorization of a software administrator. date

— Connection problems

B/ LOGS AND BUGS — Check that the iPlans MySQL service is started

The manipulations history can be found in the SETTINGS button — Check that ODBC is connecting
under the Tools tab.

D/ GATEWAYS
This is the set of equipment with which the software works.

— Biometrics

— SMS

— Emails

— Telephone

— Cameras

— Digitalisation

User manual for the iPlans ERP Software Package P. 140

IPLANS ERP SOFTWARE TRAINING MANUAL