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
Select Resource from one of the options as shown above in Viewing a Resource.
Select either New or New (from user) - from the dropdown menu.
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
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
Select Resource from one of the options as shown above in Viewing a Resource.
Select the Resource to amend.
Select Amend.
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
Select Resources from one of the options as shown above in View a Resource.
Select Resource Import from the
button.
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.
Select Submit.
How to Export Resource details
Exporting Resource details
Select Resources from one of the options as shown above in View a Resource.
Select Resource Export from the
button.
Enter options for Export.
- Resource groups: Enter Resource groups to export from the dropdown list.
- Include closed: Tick to include closed bank accounts.
Select Submit.
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
Select Resources from one of the options as shown above in View a Resource.
Select Contact Bank Import from the
button.
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.
Select Submit.
How to Export Bank details
Exporting Bank details
Select Resources from one of the options as shown above in View a Resource.
Select Contact Bank Export from the
button.
Enter options for Export.
- Resource groups: Enter Resource groups to export from the dropdown list.
- Include closed: Tick to include closed bank accounts.
Select Submit.
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.
Select Resource from one of the options as shown above in Viewing a Resource.
Select the Resource to Lock.
Updated February 2025