Common Code

Available in Classic and VPC

In the Manage Common Code menu, you can set the use of, register, and manage project codes used in the Expense and Accounting services. You can also register and manage vendors used in common in the Accounting, Expenditure, and Sales services.

Manage Common Code

In the Manage Common Code menu, you can set whether to integrate vendors with approval, use project codes, and integrate them with Approval. You can settle or aggregate expenses for each project by using project codes.

Set Vendor

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button, and then click the Common Code > Manage Common Code menu.
2. Select whether to integrate vendors with Approval.
   • If you use the integration with Approval, then the vendor request form is provided under Approval Home > Compose Document of the user.
   • The user can use this form to report approval documents and request addition of new vendors or modification or deletion of existing vendor information. (See Create Vendor Request Form)
   • The request history can be viewed from the [Request] tab under Admin > Common Code > Manage Vendor. Once the document approval is completed, the updated vendor information is displayed in the [Manage] tab of the Manage Vendor menu. (See Manage Vendor)
   • If you change it to Not use while using vendors integration with Approval
     • The vendor request form is not provided in Approval Home > Compose Document.
     • The [Request] tab is not displayed in the Common Code > Manage Vendor menu.
3. (When using integration of vendors with Approval) Enter the representative admin of vendors.
   • The set representative admin is automatically added to the approval line of the vendor request form, and they can't be deleted.
4. Click the [Save] button.

Set Project Code

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button, and then click the Common Code > Manage Common Code menu.
2. Select whether to use project codes.
   • If you set to Use project codes
     • The Admin > Common Code > Manage Project Code menu is provided.
     • The Project Code item appears in the Expense Plan Request and Expense Settlement Request pages.
     • The Project Code item appears in View Settlement/Plan Status and Violation Status page of the Expense service.
     • The Project Code item appears in pages related to slip creation of the Accounting service.
3. (When using project codes) Select whether to integrate them with Approval.
   • If you use the integration with Approval, then the project code request form is provided under Approval Home > Compose Document of the user.
   • The user can use this form to report approval documents and request addition of new project codes or modification or deletion of existing project code information. (See Create Project Code Request Form)
   • The request history can be viewed from the [Request] tab under Admin > Common Code > Manage Project Code. Once the document approval is completed, the updated project code information is displayed in the [Manage] tab of the Manage Project Code menu. (See Manage Project Code)
   • If you change it to Not Use while using integration of project codes with Approval
     • The project code request form is not provided in Approval Home > Compose Document.
     • The [Request] tab is not displayed in the Common Code > Manage Project Code menu.
     • The Project Code item does not appear in related pages of Expense and Accounting.
4. (When using integration of project codes with Approval) Enter the representative admin of project codes.
   • The set representative admin is automatically added to the approval line of the project code request form, and they can't be deleted.
5. Click the [Save] button.

Manage Vendor

In the Manage Vendor menu, you can register and manage vendors individually or in bulk. You can also search and view the vendor list by condition and download the vendor list as an Excel file.

If the company uses integration of vendors with Approval, then the vendor addition, modification, and deletion history requested by the user can be viewed.

Request

The Request tab is displayed when integration of vendors with Approval is used (See Manage Common Code), and the history of requests made with approval documents by the user can be viewed.

The Request page is laid out as follows.

Manage

In the Manage tab, you can manage the list of registered vendors and add vendors.

The Manage page is laid out as follows.

Add Vendors Individually

The following describes how to add vendors individually.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Common Code > Manage Vendor menu.
3. Click the [Add] button.
4. Enter the vendor information.
   • When selecting Bank or Credit Card Company for Vendor Type, search and select the vendor bank or credit card company.
   • By clicking and selecting Purchase for Transaction Type and registering the payment conditions, the payment date for the vendor is entered into the scheduled date when creating the slip.
   • By clicking and selecting Sales for Transaction Type and registering the receivable payment conditions, the payment date for the vendor is entered into the scheduled date when creating the slip.
5. To register an evidence document, click the [Attach File] button of the evidence document to be registered.
6. To specify the manager, click and enter the information of the manager.
7. To register an account, click and enter the account information.
8. Click the [Save] button.
   • The vendor is added, and the vendor code is granted according to the added order.

Add Vendors in Bulk

The following describes how to add vendors in bulk.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Common Code > Manage Vendor menu.
3. Click the [Upload] button.
4. Click the [Download Sample File] button to download the sample file.
   • The downloaded sample file is saved as "sample.xlsx" in the Download folder.
5. Enter the vendor information into the sample file, and then save it.
6. Click the [Attach File] button in the Upload pop-up window to upload the sample file created.
7. Click the [Save] button.
   • The vendors are added in bulk from the sample file.

Modify Vendor Information

The following describes how to modify vendor information.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Common Code > Manage Vendor menu.
3. Click the name of the vendor whose information you want to modify.
   • It directs you to View Vendor Details page.
4. Apply the modified content in the [Basic Information] tab.
   • The vendor code can't be modified once granted.
5. Enter the reason for changing, and then click the [Save] button.
   • The modified content is reflected, and the change history is saved in the [Information Modification History] tab of the View Vendor Details page.

Download Vendor List

The following describes how to download the vendor list as an Excel file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Common Code > Manage Vendor menu.
3. If necessary, enter the vendor conditions to be searched in the Search window, and then click the [Search] button.
   • You can view the vendors that apply to the entered conditions.
4. Click the [Download] button.
   • The vendor list is downloaded as an Excel file.

Manage Project Code

You can register and manage project codes to aggregate data of your company's projects. You can also search and view project codes by condition and download the list of registered project codes as an Excel file.

If the company uses integration of project codes with Approval, then the project code addition, modification, and deletion history requested by the user can be viewed.

Request

The Request tab is displayed when integration of project codes with Approval is used (See Manage Common Code), and the history of requests made with approval documents by the user can be viewed.

The Request page is laid out as follows.

Manage

In the Manage tab, you can manage the list of project codes and add project codes.

The Manage page is laid out as follows.

Add Project Codes Individually

The following describes how to add project codes individually.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Manage Common Code > Manage Project Code menu.
3. Click the [Add] button.
4. Enter the project information.
   • The code status can be selected between Used and Not used.
     • If Not used is selected, it is not displayed when entering project codes.
     • When a project code is modified, Closed and Deleted are added to the code status options. (See View and Modify Project Code)
   • Manager: Select the project manager. You can also add associate project managers by the unit of an employee or a department if needed.
     • The manager is the person responsible for the project and only one person can be assigned to it.
     • When using Approval integration, managers and associate managers can request modification or deletion of project codes.
     • Add Associate Manager: When adding as employees, you can add multiple employees. When adding as department, it includes all members affiliated with the department. If you select Include Suborganizations, then the members who belong to suborganizations of the selected department are also included.
   • The project amount can be entered by selecting one of the currencies managed in the Manage Basic Code menu of the Admin service.
   • To attach files, click the [Attach File] button or drag and drop the files into the Drag the file with the mouse area.
5. Click the [Save] button.
   • The project code is added.

Add Project Codes in Bulk

The following describes how to add project codes in bulk.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Manage Common Code > Manage Project Code menu.
3. Click the [Upload] button.
4. Click the [Download Sample File] button to download the sample file.
   • The downloaded file is saved as "sample.xlsx" in the Download folder.
5. Fill out the downloaded sample file.
   • Manager: Enter the login ID of the employee.
   • Associate Manager: Enter the login ID for employees, and department code for departments. (The department code can be viewed by downloading the organization chart in the Member > Organization > Manage Organization Chart menu.)
     • When entering multiple employee login IDs or department codes, separate them with commas.
     • When entering a department code, suborganizations aren't included.
6. Click the [Attach File] button in the Upload pop-up window to upload the sample file created.
7. Click the [Save] button.
8. In the notification pop-up window, click the [OK] button.
   • The project codes are added from the sample file.

View and Modify Project Code

The following describes how to view and modify added project codes.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.

2. Click the Manage tab under the Manage Common Code > Manage Project Code menu.

3. Click the project name, project code, or project code name of the project code to be modified in the project code list.

   • You can view the detailed information of the added project code.

4. In the [Details] tab, click the [Modify] button.

5. Apply the content to be modified.

   • Make sure to enter the reason for modification in the Reason field.

   • You can change the code status.

     • Code Status

     Code Status	Description	Entry Availability	View Availability
     Not used	The code has been newly registered but not used.	X	X
     Used	The code is being used.	O	O
     Closed	The project has been closed and the code can't be used. Only previous data can be viewed The code can be used after being changed to the Used status.	X	O
     Deleted	The code has been deleted Only codes in the Not used status can be deleted	X	X

6. Click the [Save] button.

   • The modified content is reflected.
   • When viewing a project code, you can check the modification history in the [Information Modification History] tab.

Download Project Code List

The following describes how to download the list of project codes as an Excel file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Request tab or Manage tab under the Manage Common Code > Manage Project Code menu.
3. If necessary, enter the project code conditions to be searched in the Search window, and then click the [Search] button.
   • You can view the project codes that apply to the entered conditions.
4. Click the [Download] button.
   • The list of project codes is downloaded as an Excel file.

Manage Item Information

In WORKPLACE, you can create item groups to manage items by group. In the Manage Item Information menu, you can create item groups, add items to item groups, or manage item groups. For set items, you can register and manage component items and component quantity. You can easily bulk register large amounts of item information using the Upload Excel File feature.

The Manage Item Information page is laid out as follows.

Add Item Group

The following describes how to add an item group.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] buttons, in that order.
2. Click the Common Code > Manage Item Information menus, in that order.
3. Select a parent item group to which you want to add a new item group.
4. Click the [Add Sub Group] button.
5. Enter the item group details in the Item Group Details field.
   • Item Group Code: Enter the item group code to identify item groups. The item group codes can't be duplicated. It should be in the form of a combination of uppercase and lowercase English letter and numbers.
   • Item Group Name: Click the Item Group Name entry window, and then enter the item group name in the language field applicable to the country used by the company.
   • Parent Group: It is set automatically according to the tree structure.
   • Sort Order: Enter the sorting order of the item group.
   • Usage: Select the usage status of the item group. When you select [N], you can't use the item group.
     • When you select [N] for the usage status of a parent group, the usage status of all applicable sub groups becomes [N].
   • Note: Enter if you have content to record.
6. Click the [Save] > [Ok] buttons, in that order.

Modify Item Group Information

The following describes how to modify the item group information.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Common Code > Manage Item Information menus, in that order.
3. Select the item group you want to modify, and then click .
4. Modify the details for the item group.
   • Item Group Code: Enter the item group code to identify item groups. The item group codes can't be duplicated. It should be in the form of a combination of uppercase and lowercase English letter and numbers.
   • Item Group Name: Click the Item Group Name entry window, and then enter the item group name in the language field applicable to the country used by the company.
   • Parent Group: It is set automatically according to the tree structure.
   • Sort Order: Enter the sorting order of the item group.
   • Usage: Select the usage status of the item group. When you select [N], you can't use the item group.
     • When you select [N] for the usage status of a parent group, the usage status of all applicable sub groups becomes [N].
   • You can modify all items except Item Group Code and Parent Group.
   • When you select the item group status to [N], the status will be changed not to use applicable group and all of its sub groups.
   • If there is item information in use in the item group, then you can't change the status to [N].
5. Click the [Save] > [Ok] buttons, in that order.

Delete Item Group

The following describes how to delete an item group.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Common Code > Manage Item Information menus, in that order.
3. Select the item group you want to delete, and then click .
4. Click the [Delete] > [OK] buttons, in that order.

Add Item

The following describes how to add new item information.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Common Code > Manage Item Information menus, in that order.
3. Click the [Add Item] button.
4. Enter basic information of the item.
   • The fields marked in yellow are required items.
   • Item Code: Enter the item code to identify items. Item codes can't be duplicated.
   • Item Name: Select the item name entry window, and then enter the item name in the field for each language.
   • Standard: Enter the standard information of the item.
   • Item Category: Select the status of the item from the combo box.
     • In Item Category, you can select one of the following: "Product, Goods, Semi-processed goods, Raw material, Subsidiary material, Stored goods, and Complimentary goods."
   • Item Group: Select the item group to which the item belongs.
     • You can only select item groups registered in the Item Group menu with its status as Used.
   • Inventory Unit: Select the inventory status of the item.
   • HS Code: Enter the HS code.
     • What is HS Code?: It is a code granted for the international product classification in the exchange of products between countries.
   • Sales Item Status: Select the sales item status.
   • Set Item Status: Select the set item status. When you select not to use set items, the content saved in the [Set Information] tab is not applied to the Sales service. If the set item (parent item) is being used in quotation, order, and sales, then the component items can't be modified. You have to create a separate set item code to change them.
   • Usage Status: Select the usage status of an item.
   • Other Information: If necessary, enter other information.
5. If necessary, click the [Additional Information] > [Add] buttons, in that order, and then enter the additional information.
   • Item Name: Enter the name of the additional information item.
   • Item Type: Select the type of the additional information item.
   • Item Value: Enter the value of the additional information item.
   • Item Unit: Enter the unit of the additional information item.
6. For a set item, click the [Set Information] > [Add] buttons, in that order, and then enter the set information.
   • Component Item Code: Select the Component Item by selecting a component item code cell.
     • When you select a component item code, the values for the Item Name, Standard, and Sales Unit are entered automatically.
   • Component Quantity: Enter the quantity of items to be sold as sets.
   • When you set the Set Item Status to Not Use in the Basic Information, if you add the set information, then the information will not be applied.
   • If the set item (parent item) is being used in quotation, order, and sales, then the component items can't be modified. Create a separate set item code to change them.
7. Click the [Save] button.
   • To delete an item, click the [Delete] button of the item to delete in the item list.
     • The items already being used can't be deleted. In other words, if the item is being used in unit price information, quotation, order, and sales, then you can't delete item. You can only change its usage status.

Modify Item Information

The following describes how to modify the item information.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Common Code > Manage Item Information menus, in that order.
3. Click an item code you want to modify.
4. Modify the information.
   • You can modify all fields except for the item code.
     • However, you can't modify the item category and inventory unit of the item information already being used. In other words, if the item is being used in unit price information, quotation, order, and sales, then you can't modify its item category or inventory unit.
5. Click the [Save] button.

Register Items in Bulk

The following describes how to register multiple items using an Excel file at once.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Common Code > Manage Item Information menus, in that order.
3. Click the [Upload] button.
4. Click the tab menu of the information you want to register.
5. Click the [Download Sample File] button to download the sample file.
   • The sample file is saved as "ItemCodeSample.xlsx" in the Download folder.
6. Enter and save the item information according to the sample file form.
7. Click the Attach the file from your PC, or drag the file here. field to upload the created file, or drag the created file to the applicable field.
8. Click the [OK] button.

Manage Basic Code

You can manage basic codes used by related services, such as Accounting, Sales, Expense, and Expenditure, or by vendor and project information.

The Manage Basic Code page is laid out as follows.

Add Detailed Code

The following describes how to add a detailed code to a group code.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Common Code > Manage Basic Code menus, in that order.
3. Click the group code where a detailed code will be added.
4. Click the [Add] button above the detailed code list.
5. Enter the code, code name, digits, unit, and usage status according to the group code.
6. Click the [Save] button.