Sites

What Sites is for

Sites defines physical or operational business locations in AkshaERP.

A Site belongs to an Organization, can optionally belong to a Branch, and can contain Buildings and Floors. This location structure can be referenced by Cost Centers and other setup.

• Maintain stable Site identity and Organization ownership.
• Associate a Site with the appropriate Branch when required.
• Classify Sites using configured Site Types.
• Maintain Site Manager, Holiday Calendar, Default Shift and Time Zone.
• Record address and optional geofence information.
• Maintain Buildings and Floors.
• Review Usage before restructuring or deactivation.
• Activate or deactivate without deleting history.
• Review Site change History.

Site structure

The location hierarchy is Organization, optional Branch, Site, Building and Floor.

• Organization owns the Site.
• Branch is optional and must belong to the Site Organization.
• A Site can contain multiple Buildings.
• A Building can contain multiple Floors.
• Cost Centers can reference Site, Building and Floor information.

Find and open a Site

Open Access Management and choose Sites. The administration list can be searched, sorted and paged.

The list shows identity, Organization and Branch, Site Type, location, structural counts, active Cost Center usage and lifecycle Status.

Create a Site

Choose Create and enter Organization, Site Code and Site Name. Add the optional Branch and operating defaults needed by the location.

New Sites start Active.

Organization and Branch

Organization is required. Branch is optional.

When Branch is supplied, it must belong to the same Organization. An Active Site cannot use an inactive Organization or inactive Branch.

Site Type and operating defaults

Site Type comes from the configured SITE_TYPE values. Site Time Zone comes from the same APP_TIMEZONE configuration used by User preferences.

You can also assign a Site Manager, Holiday Calendar and Default Shift where required.

• Site Type is controlled configuration rather than free text.
• Time Zone is selected from configured IANA timezone choices.
• For active use, the selected Manager must be a valid current Employee.
• Holiday Calendar and Default Shift must resolve to existing setup when selected.

Address and geofence

Address is optional. Geofence supports a circular location using Latitude, Longitude and Radius in metres.

• Latitude and Longitude must be entered together.
• Latitude must be between -90 and 90.
• Longitude must be between -180 and 180.
• Geofence Radius cannot be negative.

Buildings

Use Buildings to maintain structures within the Site.

• Building Code is required and unique within the Site.
• Building Name is required.
• A Building referenced by a Cost Center, or containing a referenced Floor, cannot be removed.

Floors

Select a Building and use Floors to maintain its Floor structure.

• Floor Code is required and unique within the selected Building.
• Floor Name is optional.
• A Floor referenced by a Cost Center cannot be removed.

Usage

Usage helps administrators understand the effect of retiring or restructuring a Site.

• Building count
• Floor count
• Total and active Cost Centers
• Lifecycle blockers
• Known Site, Building and Floor references

Activate and deactivate

Deactivate a Site when it should no longer be available as active setup. Active Cost Center dependencies block deactivation.

Activate returns a valid inactive Site to service after Organization, Branch, Site Type, operating defaults, dates and geofence are checked again.

Inactive Sites and historical records

Inactive Sites are removed from normal active Site lookups used for new setup.

Existing records can still resolve the Site identity they already store.

History

History records Site master events such as Create, Update, Activate and Deactivate with the available user, time and source.

Save, Apply and Close

Recommended setup sequence

• Confirm the Organization.
• Search for an existing Site.
• Enter the stable Site Code and Site Name.
• Choose Branch and Site Type when required.
• Set Manager, Holiday Calendar, Default Shift and Time Zone when applicable.
• Enter address/geofence when required.
• Add Buildings and Floors.
• Save or Apply.
• Assign downstream Cost Centers.
• Review Usage before later restructuring or deactivation.