Updated GL System , Updated user manual
This commit is contained in:
@@ -266,8 +266,34 @@
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<p>
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Select a book to view its <strong>GL ledger</strong> in debit/credit format — asset cost, accumulated depreciation, and the
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period’s depreciation expense rolled to GL accounts, with per-asset detail and a summary. You can export the ledger.
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This rollup is computed automatically from depreciation; the <strong>Journal entries</strong> panel below it is a separate,
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editable layer (the two do not double-count).
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</p>
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<h3>GL journal entries — add, edit, import & track changes</h3>
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<p>
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Below the computed ledger, the <strong>Journal entries</strong> panel holds stored, editable GL postings for the selected
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book and year. Use it to record manual journal lines or to load entries from another system.
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</p>
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<ul>
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<li><strong>Add / edit / delete.</strong> Click <strong>Add entry</strong> (or the pencil/trash on a row) to capture a
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date, GL account, account type, description, reference, <strong>debit</strong> and/or <strong>credit</strong>, and an
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optional <strong>external ID</strong>. The panel shows running debit, credit, and balance totals.</li>
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<li><strong>Import (CSV or Excel/XLS).</strong> Click <strong>Import</strong> and choose a <code>.csv</code>,
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<code>.xlsx</code>, or <code>.xls</code> file. Column headers are matched flexibly (Date, Account, Debit, Credit,
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Reference, Description, External Id, …).</li>
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<li><strong>Conflict / merge resolution.</strong> The import first shows a <strong>preview</strong> that classifies every
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row as <em>New</em>, <em>Update</em> (matches an existing entry but differs), <em>Duplicate</em> (identical), or
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<em>Error</em>, with counts. Rows are matched to existing entries by <strong>external ID</strong> first, then by a
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natural key (date + account + debit + credit + reference). You then pick a strategy — <strong>Skip conflicts</strong>,
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<strong>Merge</strong> (update existing + insert new), or <strong>Insert as new</strong> — and confirm. Set an external ID
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on your entries for the most reliable re-import matching.</li>
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<li><strong>Export.</strong> The <strong>Export</strong> menu downloads the current entries as CSV or Excel (XLSX).</li>
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<li><strong>Change history.</strong> Every add, edit, delete, and import is fully logged. Click the <strong>history</strong>
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(clock) icon on a row to see that entry’s timeline — who changed it, when, and a field-level before→after diff. The same
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events are searchable system-wide in <strong>Admin → Activity & Audit Trail</strong>.</li>
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</ul>
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<h3>Depreciation methods & critical fields</h3>
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<p>
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Each book’s depreciation is computed from the depreciation-critical fields: property type, placed-in-service date,
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@@ -523,6 +549,36 @@
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Completed forms — with signature, ratings, notes, and photos — are viewable from both the asset’s PM tab and the
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<strong>Completed PM forms</strong> list on the Maintenance screen.
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</v-alert>
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<h3>Dynamic scheduling — usage meters & the lifespan wear curve</h3>
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<p>
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Beyond a fixed calendar interval, a schedule’s next-due date can adjust to real-world use. When usage and
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age signals are enabled, the next service is due at the <strong>earliest</strong> of three triggers — the
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calendar interval, a projected usage threshold, or an age-compressed date — and the asset’s PM list shows a
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small badge (📅 date, ⏱ usage, or 📉 age) indicating which one is driving the date.
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</p>
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<ul>
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<li>
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<strong>Usage meters.</strong> Add one or more meters to a PM plan (e.g. <em>Operating Hours</em>, kWh,
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gallons, cycles) with a “due every” threshold. Record the current reading when completing a service, or
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anytime via <strong>Log reading</strong> on the asset’s PM tab. DepreCore infers the usage <em>rate</em>
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from successive readings and pulls the due-date in when a machine is running hard; crossing a threshold
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raises a usage alert (e.g. “Operating Hours 512/500”).
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</li>
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<li>
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<strong>Lifespan wear curve.</strong> Turn on “Tighten the interval as the asset ages” on a plan to shorten
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the service interval as an asset approaches its estimated life (from the asset’s useful-life months). New
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equipment is serviced on the base cadence; near end-of-life it is serviced more often, along a curve you
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tune in PM settings.
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</li>
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</ul>
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<v-alert type="info" variant="tonal" density="comfortable" class="manual-callout">
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Both signals are <strong>opt-in</strong>: an administrator enables “Usage-based scheduling” and the “Lifespan
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wear curve” (with its end-of-life factor and aggressiveness) under <strong>Admin → Application Configuration →
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Preventative maintenance defaults</strong>. A nightly job re-projects due-dates so usage/age schedules stay
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current even when an asset isn’t serviced for a while; admins can also run it on demand with <strong>Run
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now</strong>.
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</v-alert>
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</section>
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<!-- PARTS -->
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@@ -561,6 +617,7 @@
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<li>Use the type selector and filter box to find records; create a contact with <strong>New contact</strong>.</li>
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<li>Capture name/organization, international-friendly address and phone, and email.</li>
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<li><strong>Type-specific fields</strong>: employee ID/department/manager/start date; contractor tax ID or business license; vendor and service-provider star rating and credit term.</li>
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<li><strong>Location map</strong> — once an address is entered, the contact card can show an embedded <strong>Google map</strong> of the location, with an <em>Open in Google Maps</em> link. For a new contact the map appears on a <em>Show map</em> click; when you open an existing contact with an address it’s shown automatically.</li>
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<li>Keep a per-contact <strong>notes log</strong> for running history.</li>
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</ul>
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<h3>How contacts connect to the rest of the app</h3>
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@@ -605,6 +662,7 @@
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<ul>
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<li><strong>Email digest</strong> — when email is enabled and a mail server is configured, new alerts are emailed to the recipient list. You can also trigger <strong>Email digest now</strong> from the Alerts screen.</li>
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<li><strong>Webhook</strong> — each new alert can be posted to an external URL as a JSON object, optionally signed for authenticity. Useful for chat tools or custom automation.</li>
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<li><strong>Microsoft Teams</strong> — post a digest card of new alerts to a Teams channel or chat (see <a href="#" @click.prevent="select('teams')">Microsoft Teams integration</a>).</li>
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<li><strong>ServiceNow incident</strong> — raise a ticket from any alert (see below).</li>
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</ul>
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@@ -655,21 +713,65 @@
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</v-alert>
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</section>
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<!-- MICROSOFT TEAMS -->
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<section v-show="isShown('teams')" class="manual-section">
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<h2>Microsoft Teams integration</h2>
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<p>
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DepreCore can post newly raised alerts to a <strong>Microsoft Teams</strong> channel or chat. One digest card is sent per
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alert cycle, alongside (or instead of) email, webhook, and ServiceNow delivery. Configure it in
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<strong>Administration → Integrations → Microsoft Teams</strong>.
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</p>
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<h3>Connecting</h3>
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<ol>
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<li>In Teams, create an incoming webhook for the target channel — a <strong>Workflows</strong> “post to a channel when a
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webhook request is received” flow (recommended), or a legacy <strong>Incoming Webhook</strong> connector.</li>
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<li>Paste the webhook URL into DepreCore and pick the matching <strong>card format</strong>: <em>Adaptive Card (Workflows)</em>
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for the modern flow, or <em>MessageCard (legacy connector)</em>.</li>
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<li>Choose a <strong>minimum severity</strong> to post (e.g. Warning and above) so the channel only gets what matters, turn on
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<strong>Enable Teams delivery</strong>, and click <strong>Send test card</strong> to confirm it lands in the channel.</li>
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</ol>
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<v-alert type="info" variant="tonal" density="comfortable" class="manual-callout">
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Cards are colour-coded by severity and summarize the pending alerts (title, detail, due date, asset). Each alert is delivered
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once across all channels. <em>Note:</em> this “Teams” (Microsoft Teams chat) is unrelated to <strong>Admin → Users &
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Teams</strong>, which groups your DepreCore users.
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</v-alert>
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</section>
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<!-- ADMIN -->
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<section v-show="isShown('admin')" class="manual-section">
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<h2>Administration</h2>
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<p>
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<strong>Admin</strong> (admin role) is where the application is configured. It is split into three sub-screens in the
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navigation rail: <strong>Users & Teams</strong>, <strong>Application Configuration</strong> (application settings, asset classes, depreciation zones, Section 179 limits, asset ID templates, asset categories,
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asset departments, PM categories, parts categories, maintenance defaults, tax rule sets), and <strong>Integrations</strong> (email, webhook, ServiceNow, Workday). Each is described below.
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<strong>Admin</strong> (admin role) is where the application is configured. It is split into sub-screens in the
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navigation rail: <strong>Users & Teams</strong>, <strong>Password & Security</strong>,
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<strong>Activity & Audit Trail</strong>, <strong>Application Configuration</strong> (companies, application
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settings, asset classes, depreciation zones, Section 179 limits, asset ID templates, asset categories,
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asset departments, PM categories, parts categories, maintenance defaults, tax rule sets), and
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<strong>Integrations</strong> (email, webhook, Microsoft Teams, ServiceNow, Workday). Each is described below.
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</p>
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<h3>Users & roles</h3>
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<ul>
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<li>Create and edit users — name, email, team, role, status, and password.</li>
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<li>The list paginates and is filterable. A user’s role controls what they can see and do.</li>
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<li><strong>Company access</strong> — assign which companies a user may see and switch between (administrators
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always see every company). See <a href="#" @click.prevent="select('companies')">Companies</a>.</li>
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<li>You can require a <strong>password change at next sign-in</strong>, and a locked account (after too many
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failed sign-ins) shows an <strong>Unlock</strong> action — see
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<a href="#" @click.prevent="select('security')">Password & security</a>.</li>
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</ul>
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<h3>Companies</h3>
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<p>Add, edit, and dispose/restore companies, each with its own books, GL, and data. Covered under
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<a href="#" @click.prevent="select('companies')">Companies</a>.</p>
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<h3>Password & security</h3>
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<p>Password complexity/expiry/history rules and account lockout. Covered under
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<a href="#" @click.prevent="select('security')">Password & security</a>.</p>
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<h3>Activity & audit trail</h3>
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<p>A searchable, exportable log of every change made in the system. Covered under
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<a href="#" @click.prevent="select('security')">Password & security</a>.</p>
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<h3>Teams</h3>
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<p>Group users into teams. Select a team to edit or delete it (a team in use by members can’t be deleted until they’re reassigned).</p>
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@@ -747,11 +849,20 @@
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payload is shown for whoever builds the receiving side.
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</p>
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<h3>Microsoft Teams</h3>
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<p>Post alert digests to a Teams channel — webhook URL, card format, and minimum severity. Covered under <a href="#" @click.prevent="select('teams')">Microsoft Teams integration</a>.</p>
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<h3>ServiceNow integration</h3>
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<p>Connection, incident push, and CMDB pull settings — covered in detail under <a href="#" @click.prevent="select('servicenow')">ServiceNow integration</a>.</p>
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<h3>Maintenance (PM) defaults</h3>
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<p>Set the default maintenance frequency for newly attached plans and how many days ahead PM-due alerts should appear.</p>
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<p>
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Set the default maintenance frequency for newly attached plans and how many days ahead PM-due alerts should appear.
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This is also where you enable <strong>dynamic scheduling</strong>: <strong>usage-based scheduling</strong> (meters) and the
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<strong>lifespan wear curve</strong> (with its end-of-life interval factor and curve aggressiveness), plus the
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<strong>nightly recompute</strong> job (on/off, hour of day, and a <em>Run now</em> button). See
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<a href="#" @click.prevent="select('pm')">Preventative maintenance</a> for how these signals drive due-dates.
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</p>
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<h3>Workday connector</h3>
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<ul>
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@@ -799,6 +910,83 @@
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</v-alert>
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</section>
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<!-- COMPANIES -->
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<section v-show="isShown('companies')" class="manual-section">
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<h2>Companies (multi-company)</h2>
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<p>
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DepreCore can manage <strong>multiple companies</strong>, each with its own assets, books and general ledger, PM plans,
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alerts, reports, reference data (categories/locations/departments), contacts, templates, saved reports, parts, and
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employee directory. You work in one <strong>active company</strong> at a time.
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</p>
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<h3>Switching companies</h3>
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<p>
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When you have access to more than one company, a <strong>company switcher</strong> appears in the top bar. Choosing a
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company instantly re-scopes every screen — dashboard, assets, books, maintenance, alerts, reports, and so on — to that
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company. Your selection is remembered between visits.
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</p>
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<h3>Managing companies</h3>
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<p>Administrators manage companies in <strong>Admin → Application Configuration → Companies</strong>:</p>
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<ul>
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<li><strong>Add / edit</strong> a company — name, legal name, base currency, fiscal year-end month, and separate
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<strong>Federal</strong>, <strong>State</strong>, and (optional) <strong>Local</strong> tax IDs. A new company is
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created with the standard book set and the standard reference data so its ledger works immediately.</li>
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<li><strong>Dispose (archive)</strong> a company to retire it — all of its assets, books, GL, and history are
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<em>preserved</em>, but it’s hidden from the switcher and can’t be selected for new work. The last active company can’t be
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disposed. Disposed companies can be <strong>restored</strong> at any time.</li>
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</ul>
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<h3>Who can see which company</h3>
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<p>
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Each user is granted access to one or more companies (set in the user’s edit dialog — see
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<a href="#" @click.prevent="select('admin')">Administration</a>); the switcher only lists the companies they may use, and a
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user can’t reach another company’s data. <strong>Administrators see every company.</strong>
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</p>
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<v-alert type="info" variant="tonal" density="comfortable" class="manual-callout">
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A few things are deliberately <strong>shared across all companies</strong>: the tax-rule-set catalog (each company still
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selects which set each of its books uses), IRS reference data (depreciation zones and §179 limits), the integrations
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(email/Teams/webhook/ServiceNow/Workday), and the users/roles and audit/security layer.
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</v-alert>
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</section>
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<!-- SECURITY -->
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<section v-show="isShown('security')" class="manual-section">
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<h2>Password & security · audit trail</h2>
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<h3>Password & account security policy</h3>
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<p>
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Administrators set the rules for locally managed passwords in <strong>Admin → Password & Security</strong>. They are
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enforced whenever a password is set or changed and at sign-in:
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</p>
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<ul>
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<li><strong>Complexity</strong> — minimum length and required character classes (uppercase, lowercase, number, symbol),
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and a rule that a password may not contain the user’s name or email.</li>
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<li><strong>Rotation & reuse</strong> — expire passwords after N days, block reuse of the last N passwords, and an
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optional minimum password age.</li>
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<li><strong>Account lockout</strong> — lock an account for a set number of minutes after too many failed sign-ins. A locked
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user is refused until the window passes or an administrator clicks <strong>Unlock</strong> on the user.</li>
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</ul>
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<p>
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The live rule preview shows users exactly what’s required. Users change their own password from the account menu
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(<strong>Change password</strong>); when a change is required (expired, or set by an admin) they’re prompted at sign-in.
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</p>
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<h3>Activity & Audit Trail</h3>
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<p>
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<strong>Admin → Activity & Audit Trail</strong> is a complete, searchable record of user activity — sign-ins and
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lockouts, password and permission changes, GL and data edits, imports, and every create/update/delete across the app.
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</p>
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<ul>
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<li>Filter by <strong>user</strong>, <strong>action</strong>, <strong>entity type</strong>, <strong>date range</strong>, or
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free-text search, with pagination.</li>
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<li>Each entry can expand to show the full <strong>before → after</strong> detail of what changed.</li>
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<li><strong>Export CSV</strong> for external review or retention.</li>
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</ul>
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<v-alert type="info" variant="tonal" density="comfortable" class="manual-callout">
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Because every change is captured here with full before/after detail, the audit trail is the system-of-record for change
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tracking — for example, each GL journal-entry edit is logged here and also surfaced inline via the entry’s
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<strong>history</strong> icon (see <a href="#" @click.prevent="select('books')">Books, depreciation & tax</a>).
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</v-alert>
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</section>
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<div class="manual-footer quiet">DepreCore User Guide · select a topic on the left, or use Print / Save PDF for the full manual.</div>
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</div>
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</div>
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@@ -878,16 +1066,19 @@ export default {
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{ id: 'assets', title: 'Assets — creating & managing', icon: 'mdi-archive-search-outline', keywords: 'asset register create edit import export mass edit workbench files notes tasks warranty' },
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{ id: 'lifecycle', title: 'Asset lifecycle', icon: 'mdi-cash-remove', keywords: 'dispose disposal sale retire gain loss lease amortization impairment adjustment write down' },
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{ id: 'barcodes', title: 'Barcodes & scanning', icon: 'mdi-barcode-scan', keywords: 'barcode label print scan camera tag' },
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{ id: 'books', title: 'Books, depreciation & tax', icon: 'mdi-book-open-variant', keywords: 'book gaap federal depreciation general ledger gl method convention 179 bonus reports' },
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{ id: 'books', title: 'Books, depreciation & tax', icon: 'mdi-book-open-variant', keywords: 'book gaap federal depreciation general ledger gl method convention 179 bonus reports journal entry entries import export csv excel conflict merge history zone section 179' },
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{ id: 'taxrules', title: 'Tax rule sets', icon: 'mdi-scale-balance', keywords: 'tax rules jurisdiction method limits activate version' },
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{ id: 'templates', title: 'Templates', icon: 'mdi-form-select', keywords: 'template defaults custom fields data entry' },
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{ id: 'pm', title: 'Preventative maintenance', icon: 'mdi-wrench-clock', keywords: 'pm maintenance plan steps complete close signature ratings guidance photos schedule' },
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{ id: 'pm', title: 'Preventative maintenance', icon: 'mdi-wrench-clock', keywords: 'pm maintenance plan steps complete close signature ratings guidance photos schedule meter usage reading hours lifespan wear curve dynamic nightly recompute' },
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{ id: 'parts', title: 'Parts inventory', icon: 'mdi-package-variant-closed', keywords: 'parts stock aisle bin reserve reorder supplier inventory' },
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{ id: 'contacts', title: 'Contacts & CRM', icon: 'mdi-card-account-details-outline', keywords: 'contacts crm vendor employee contractor work location supplier notes' },
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{ id: 'assignments', title: 'Assignments (custody)', icon: 'mdi-account-switch-outline', keywords: 'assignment custody employee release traceability' },
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{ id: 'alerts', title: 'Alerts & reminders', icon: 'mdi-bell-alert-outline', keywords: 'alerts reminders severity scan acknowledge dismiss email digest webhook servicenow' },
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{ id: 'alerts', title: 'Alerts & reminders', icon: 'mdi-bell-alert-outline', keywords: 'alerts reminders severity scan acknowledge dismiss email digest webhook teams microsoft servicenow' },
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{ id: 'servicenow', title: 'ServiceNow integration', icon: 'mdi-cloud-sync-outline', keywords: 'servicenow incident ticket cmdb import sync connection' },
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{ id: 'admin', title: 'Administration', icon: 'mdi-cog-outline', keywords: 'admin users roles teams settings smtp email webhook workday configuration' },
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{ id: 'teams', title: 'Microsoft Teams', icon: 'mdi-microsoft-teams', keywords: 'teams microsoft chat channel webhook adaptive card messagecard alert digest notification workflow connector' },
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{ id: 'admin', title: 'Administration', icon: 'mdi-cog-outline', keywords: 'admin users roles teams settings smtp email webhook workday configuration company companies password security lockout audit activity trail' },
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{ id: 'companies', title: 'Companies (multi-company)', icon: 'mdi-domain', keywords: 'company companies multi tenant switch active dispose archive restore tax id federal state local entity access' },
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{ id: 'security', title: 'Password & security · audit', icon: 'mdi-shield-key-outline', keywords: 'password policy complexity expiry lockout reuse history audit trail activity log change tracking export forced change' },
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{ id: 'roles', title: 'Roles & permissions', icon: 'mdi-shield-account-outline', keywords: 'roles permissions admin finance operations viewer access' }
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]
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};
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Reference in New Issue
Block a user