Master data, FX rates and users
Managers & adminsThe reference tables behind costing and quotations, how exchange rates are chosen, and user accounts.
Who can change it
Who can:AdminManager
Everyone can look at master data. Only managers and administrators change it. Rows are never deleted: Deactivate hides a row from new work, and older RFQs and quotations keep showing it.
The tabs
- Operation codes
- Machining and process operations with a base rate and markup. Rate after markup = base × (1 + markup). Per piece or one-time.
- FX rates
- Exchange rates between currencies, each effective from a date.
- Cost template
- The default markup for each cost element on new costings.
- Material grades
- Grades used on RFQ lines and in raw material costing.
- RM types
- Raw material types picked on the Raw material sheet.
- Treatments
- Surface and heat treatments with their rates.
- Packaging & transport
- Packing materials and transport routes.
- Currencies
- The currencies you can quote in.
- Incoterms & payment
- Delivery terms and payment terms offered on quotations.
- Terms templates
- Ready-made terms and conditions for quotations. Format them with the toolbar; the formatting is copied when a template is applied. Use the up and down arrows to change the order. The first, marked Default, is what new quotations start with.
- System settings
- Numbers that shape the whole app. See below.
Exchange rates
Whenever a price has to change currency, the app picks the rate like this:
To convert from X to Y on a date, the app first looks for an X to Y rate on that date. If there is none, it uses one divided by the Y to X rate. If there is none, it multiplies the X to MYR and MYR to Y rates. If those are missing too, it shows: No FX rate from X to Y. Add one in Master data, FX rates.
- The full message is
No FX rate from X to Y on <date>. Add one in Master data > FX rates.
- Adding a rate for the same pair and date again corrects the existing rate.
- Keep a rate to and from MYR for every currency, and every pair can be worked out.
How changes reach costing
- Costing copies the rate of each operation, material and exchange rate at the moment the line is costed. Changing master data later does not change lines already costed.
- To bring open lines up to date, use Update FX in the Lines header of the RFQ, or re-price a single line from the costing summary.
- Quotations fix the exchange rate to MYR when they are issued.
System settings
System settings hold values such as the default quantity breaks for new lines (for example 1, 5, 10, 50) and the maximum number of breaks (4 unless changed, up to 7). Each setting shows a plain label and the stored key.
User accounts
Who can manage users:Admin
Accounts are managed under Users in the System part of the menu. There is no self sign-up.
- New user asks for a username, email, full name, role and a temporary password. Give the person their username and temporary password; they set their own password from Account after signing in.
- Pick the role carefully: it decides what the person can change. See What your role can do. Change an existing account from the Role column on the Users table — for example Estimator to Sales. You can't change your own role, and you can't demote or deactivate the last active admin.
- Deactivate stops someone signing in, for example when they leave. Their RFQs, costings and quotations stay as they were. Activate lets them back in.
- Too many wrong passwords lock an account for a while and its status shows Locked. Unlock lets the person try again straight away.