Resource

  • A Resource can be a Customer, Supplier, Member of staff, lead or payment recipient. Resources are generally people or companies that are used in conjunction with multiple areas of the system containing a range of details about resources such as contact information to bank accounts. Each resource is restricted to one user.

How to view a Resource

Viewing a Resource

Either select Resource from the HR section in the Main area of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or from the Main Menu select HR then Resource -

or enter Resource in the Quick Launch Side Menu.

This will then show the Resources on the system where normal customisation of Sets can be used.

  • Resource: This will be the resources code.
  • Resource information: First name, last name, description and user account.
  • Group: The group that the resource belongs to e.g. customer or supplier.
  • Allow: these boxes will be ticked or unticked indicating the resources authorisation to different functions e.g. timesheet entry or tasks.
Tip

To modify the columns displayed, select on the top right of the page, then tick/untick the information you want to hide or display.

Note

If Enforce data access control is set on the Contact group, you will need the correct Data Access Control access on the Legal entity to see the correct records.

How to create a new Resource

Creating a Resource

  1. Select Resource from one of the options as shown above in Viewing a Resource.

  2. Select either New or New (from user) - from the dropdown menu.

  3. Fill in the account name to identify the contact account.

    Tick one or more of these boxes to assign the resource to a Resource group

  4. Fill out the rest of the tabs

  • This section will present the contacts that you have listed for the resource. Press Edit then Add to list more contacts under the resource.

  • You can also Assign a contact to be the main account if there is more than one contact.

How to amend a Resource

Amend a Resource

  1. Select Resource from one of the options as shown above in Viewing a Resource.

  2. Select the Resource to amend.

  3. Select Amend.

  4. Amend the selection criteria then press Apply.

    • Salesperson: Tick for the Resource to be selectable as responsible on Sale documents.

    • Buyer: Tick for the Resource to be selectable as responsible on Purchase Orders.

    • Requester: Tick for the Resource to be selectable as responsible on Requisitions.

    • Send remittance: Tick to send remittance to the Resource upon payment of expenses.

    • Allow task: Tick to identify resource that will be allocated tasks. This is required to compliment user role access to enable the recording of tasks for resource that are not a user.

    • Allow timesheet: Tick to identify resource that will be able to record timesheets. This is required to compliment user role access to enable the recording of timesheets for resource that are not a user.

    • Allow absence: This checkbox is read only and will be automatically ticked if the Resource is related to an Absence Group.

    • Allow expense: Tick to identify resource that will record expenses. This is required to compliment user role access to enable the recording of expenses for resource that are not a user.

      This option will present you with a new section for Expenses to allow input of Payment Method and Payment Terms.

How to Import Resources details

Importing Resources

  1. Select Resources from one of the options as shown above in View a Resource.

  2. Select Resource Import from the button.

  3. Enter options for Import.

    • File: The source file created and saved previously.
    • Apply resource group defaults: Tick to apply defaults.
    Tip

    To create an Import file with the correct formatting, Export a file first and save to your external source. Then use this file to add updated Resource details.

  4. Select Submit.

How to Export Resource details

Exporting Resource details

  1. Select Resources from one of the options as shown above in View a Resource.

  2. Select Resource Export from the button.

  3. Enter options for Export.

    • Resource groups: Enter Resource groups to export from the dropdown list.
    • Include closed: Tick to include closed bank accounts.

  4. Select Submit.

  5. The Export file is created as an Excel spreadsheet.

    This file can now be opened in Excel to show the following fields -

    code description company_no tax_no contact_classification legacy_ref parent_contact_account_code is_parent is_parent_invoice their_ref country_code sic_code username contact_type company_name title first_name middle_name last_name suffix job_title resource_group absence_group cost_centre department default_currency send_remittance location resource_manager payment_method payment_terms national_insurance_no unique_taxpayer_reference is_salesperson is_buyer is_requestor allow_expense allow_task allow_timesheet has_employment has_umbrella

How to Import Bank details

Importing Bank details

  1. Select Resources from one of the options as shown above in View a Resource.

  2. Select Contact Bank Import from the button.

  3. Enter options for Import.

    • File: The source file created and saved previously.
    • Update top bank: If a bank already exists for the contact account and you've input new details, ticking this box will update the top bank account's details.
    Tip

    To create an Import file with the correct formatting, Export a file first and save to your external source. Then use this file to add updated bank details.

  4. Select Submit.

How to Export Bank details

Exporting Bank details

  1. Select Resources from one of the options as shown above in View a Resource.

  2. Select Contact Bank Export from the button.

  3. Enter options for Export.

    • Resource groups: Enter Resource groups to export from the dropdown list.
    • Include closed: Tick to include closed bank accounts.

  4. Select Submit.

  5. The Export file is created as an Excel spreadsheet.

    This file can now be opened to show the following fields -

    contact_account_code bank_account_name account_no sort_code bic iban routing_code bank_ref bank_currency bank_address bank_country_code bank

How to lock a Resource

Lock a Resource

Locking a resource will disable it.

  1. Select Resource from one of the options as shown above in Viewing a Resource.

  2. Select the Resource to Lock.


Updated February 2025