Setup Module Overview
Backend Setup — Module Overview and Getting Started Guide
The Setup Overview provides a quick-reference guide for initial system configuration. This page summarizes the recommended setup sequence to get a new EQuip system operational.
When to use this: When you're setting up EQuipWeb for the first time and need a quick-start guide.
Prerequisites
- User must have appropriate role permissions (see Access & Permissions above)
Getting Started — Setup Sequence
📝 General Description
When setting up a new EQuip system, follow this recommended sequence. Each step builds on the previous one — completing them in order ensures all dependencies are satisfied.
EQuipWeb Sidebar Navigation
The left sidebar provides access to all backend modules. Icons are always visible; hover or expand to see full labels.
How to Start Setup
- Log in to EQuipWeb and you'll see the Dashboard. The sidebar on the left shows all available modules.
- Start with Master Data Setup — hover over the building icon in the sidebar and click Company Setup.
- Complete each phase below in order. Each step links to the relevant page in this wiki.
Phase 1: Foundation Setup
Complete these first — all other modules depend on them.
| Step | Module | Page | What to Configure |
|---|---|---|---|
| 1 | Master Data | Company Setup (8.9) | Company name, address, receipt name |
| 2 | Master Data | Inventory Location (8.5) | Create warehouse/stockroom locations |
| 3 | Master Data | Outlet Setup (8.3) | Create outlets and link to inventory locations |
| 4 | Master Data | POS Setup (8.2) | Register POS terminals for each outlet |
| 5 | User Setup | Role Setup (6.2) | Create user roles (Admin, Cashier, Supervisor) |
| 6 | User Setup | Role Privileges (6.3) | Configure access permissions for each role |
| 7 | User Setup | User List (6.1) | Create user accounts and assign roles |
Phase 2: Product & Sales Configuration
Set up what you sell and how you sell it.
| Step | Module | Page | What to Configure |
|---|---|---|---|
| 8 | Product Setup | Category Setup (1.4) | Create product categories (e.g., Food, Drinks, Retail) |
| 9 | Product Setup | Department Setup (1.5) | Create departments for reporting hierarchy |
| 10 | Product Setup | Product List (1.1) | Add products with prices, barcodes, and categories |
| 11 | Sales Setup | Payment Modes (4.1) | Configure payment methods (Cash, Visa, NETS, GrabPay) |
| 12 | Sales Setup | GST Setup (4.4) | Set up tax rates and rounding rules |
| 13 | Sales Setup | Discount Setup (4.2) | Create discount types (staff, member, promo) |
| 14 | Sales Setup | Hotkey Setup (4.5) | Configure POS screen quick-access buttons |
Phase 3: Optional Modules
Configure based on your business needs.
| Step | Module | Page | When Needed |
|---|---|---|---|
| 15 | Membership | Membership Group (3.2) | If you have a loyalty/membership program |
| 16 | Membership | Membership Benefit (3.3) | If members get special pricing or rewards |
| 17 | Promotions | Promotion Setup (1.9) | If you run promotions (buy-1-get-1, etc.) |
| 18 | Commission | Commission List (5.1) | If staff earn sales commissions |
| 19 | QR Ordering | All QR pages (10.x) | If you offer QR code self-ordering |
| 20 | Online Sales | Online Sales Channel (4.7) | If you sell via online platforms |
| 21 | Menu Management | Menu Builder (11.1) | If you use the KDS (Kitchen Display System) |
Phase 4: Go-Live Checklist
Before going live with the POS, verify these items:
| ✅ | Check Item |
|---|---|
| ☐ | All products are created with correct prices |
| ☐ | Payment modes are configured and tested |
| ☐ | POS terminals are registered and synced (check Terminal Status) |
| ☐ | User accounts are created with correct roles |
| ☐ | GST settings are correct for your jurisdiction |
| ☐ | Receipt header/footer shows the correct company info |
| ☐ | Opening stock has been entered via Stock In |
| ☐ | At least one test transaction has been processed |
💡 Tips
[!TIP] Use the Simulate Sales feature (Section 4.10) to test your setup before going live. This creates test transactions without affecting real data.
[!IMPORTANT] Complete Phase 1 before adding products or sales settings. Products require categories (Phase 2), which require the outlet structure (Phase 1) to be in place.
[!NOTE] After initial setup, most changes are incremental — adding new products, creating promotions, updating prices. The full setup sequence is only needed once per new system deployment.
Access & Permissions
| Role | View | Create | Edit | Delete |
|---|---|---|---|---|
| Admin | Yes | Yes | Yes | Yes |
| Supervisor | Yes | Yes | Yes | No |
| Cashier | No backend access | — | — | — |
[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.
Expected Result: Changes are saved successfully and reflected across the system after the next POS sync.
Field Reference
| Field | Required | Description |
|---|---|---|
| Name / Title | Yes | The display name for this record |
| Status / Active | — | Whether this record is active in the system |
| Created Date | Auto | System-generated creation timestamp |
| Modified Date | Auto | System-generated last modification timestamp |
[!NOTE] Additional fields specific to this page are documented in the sections above. The table above shows common fields present across most pages.
Business Rules
- Records that are linked to active transactions or other modules cannot be permanently deleted
- Changes made here will take effect on POS terminals after the next sync
- Deleted records can be restored from the list using the Show Deleted filter
- All changes are logged with the user who made them and the timestamp
FAQ
Q: I forgot my password — how do I reset it? A: Contact your system administrator to reset your password from User Setup > User List.
Q: Why can't I see all menus in the sidebar? A: Your role may not have permissions for all modules. Contact your administrator to check your assigned privileges.
Troubleshooting
| Issue | Possible Cause | Solution |
|---|---|---|
| Cannot save the record | Required fields are empty or invalid | Check all fields marked with * and fill in valid data |
| Record not appearing in POS | POS terminal has not synced yet | Wait for the next sync cycle or manually trigger sync from Terminal Status |
| Cannot delete the record | Record is being used by other modules | Check if the record is linked to active transactions, products, or other settings |
| Changes not taking effect | Browser cache showing old data | Refresh the page (Ctrl+F5) or clear browser cache |
| "Duplicate" error on save | A record with the same name/code already exists | Search the list (including deleted records) for duplicates |
| Page not loading | Session expired or network issue | Log out and log back in. Check your internet connection |
Related Menus
- User Setup > User List — account management
- User Setup > Role Setup — role assignment
- Setting > Feature Setup — system feature toggles
Open Questions / Confirmation Needed
[!NOTE] The following items may vary depending on your system version and configuration:
- Exact permission settings depend on your Privileges Setup configuration
- Sync timing to POS terminals depends on network conditions and sync schedule
- Some features may require additional licensing or module activation
- Field behavior may differ between EQuip versions
If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.
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