Company Profiles

Company Profiles

Company Search

Searches main company (Head Office) and all branches associated.

Setup the company profile

Setup Branch details

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Functions

View schedule tasks log Print a document of all the scheduled tasks in this company (advisable to print when moving this company to a new namespace or server)
Branch association Use this function to link all branches to a module
Clone Clone a branch details for a new branch
Print Print the details in a form
Set backup restore password Set a password to allow one to download a backup or restore a backup

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Branch Association

  1. Debtors
  2. Creditors
  3. General Ledger accounts
  4. Inventory
  5. Group Codes

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View scheduled tasks log

View all scheduled tasks for this company

Print the log of all the scheduled tasks in this company (advisable to print when moving this company to a new namespace or server)

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Print company profile details

Use this printout to gather information for the company or see the company details

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Set a restore password

When restoring a company or downloading a backup, you will require this password.

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Company Details

In the company profiles you will find the basic information required to input your company information.  This is also the section where the logo appears on the company details will be printed in your documents like the invoice.
 
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System Configuration > Administration > Company Profiles

Basic Tab

 
In this tab of company details, fill in all your information on your company. 
You will notice that there is no logo present and when you click on the Company Image drop down arrow it is blank. 
This will show when you go to the attachments tab to upload a logo.
This logo will be displayed on all the outgoing source documents.

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Company code Enter code to identify the company. This is also used for exports
Company Name Enter your legal company name which will appear on all documents
Telephone Enter the company telephone number
Telephone 2 Enter the secondary company telephone number
Fax Enter the fax number of the company
Email

Enter the email of the company.

This email is also used for the automatic outbound emails as their return address
Registration number Enter the legal registration of the company
Tax registration number Enter the tax registration number for the company (VAT or GST) 
Website Enter your website address
Current year Select the current year
Current period

Select the current period

This is used for reporting as the default period

Saves you having to keep changing the dates on your reports
Company image Select the company image that will appear on all documents
Default program colour

#d6dff7

This is the default colour for the system
Program colour

Select a colour to distinguish your company, should you be using multiple companies

Requires the html code for the colour
Module expect ratio Opens the module pages in 100 percent full screen
Page size

Set as 100 records in a grid

This can be changed to view more records in each search grid
Short name

Select a short name for the company

Used in calendar views and exports
Stationery colour Select a stationery colour which best matches your logo for outgoing stationery

Address Tab

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Physical address Enter the physical address or legal entity address for company
Postal address Enter the postal address for the company
Delivery address Enter the delivery address for the company
Country Select the country that you are in
GPS Coordinates

Enter the GPS coordinations for the company

One can use the button for locate on map, however this needs to be set up first
Plus code Enter the plus code for the company which can be found on Google map search
Time zone name

Select the time zone country

Used when entering system log times
Time zone Enter the hours from time zone default
Default country

Select the default country

This default country is also used to populate the debtors and creditors address country

Buttons defined

Same as physical When in an address section, use this button to copy the physical address
Same as postal When in an address section, use this button to copy the postal address
Same as delivery When in an address section, use this button to copy the delivery address
Get location

Use this button to get your GPS location and plus code

This needs to be set up first
Locate on map Click on this button to open up Google Maps to view the location of the company

Defaults Tab

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Stock Ledger Account Replacements

These accounts are used to be the defaults when new inventory items are created.

These accounts will always replace the stock control account,

These settings mainly are used when new items are created.

Custom stock account

Select a ledger account here. 
This is where your custom type inventory has a cost attached to it. 
The ledger account updated cannot be stock control ledger account as this is not a stock item. 
Only stock items should update the stock control account.  The account selected here will replace the stock control ledger account and assign the costs to that account. 
This default account will automatically be inserted when you created a custom inventory item. 
You can, however, override the account at the inventory setup screen
Service stock account Select a ledger account here. 
This is where your Service type inventory has a cost attached to it. 
The ledger account updated cannot be stock control ledger account as this is not a stock item.  Only stock items should update the stock control account. 
The account selected here will replace the stock control ledger account and assign the costs to that account. 
This default account will automatically be inserted when you created a service inventory item. 
You can, however, override the account at the inventory setup screen
Fixed asset account Select a default fixed asset account
Asset location Select the default asset location
WIP account (Work In Progress) Select the default work in progress Ledger account

Defaults

These defaults are used widely across the system when new items are created.

These values are also used for any imports where a user has not specified a specific value.

Employee language If the User is part of the branch selected, this will mean that when this employee creates a new employee the default Language will be the one selected.
Employee branch If the User is part of the branch selected, this will mean that when this employee creates a new employee the default branch will be the one selected
Inventory branch

If the User is part of the branch selected, this will mean that when new inventory items are created the default branch will be the one selected.

This enables the system to sort inventory by branch and only allow users to see those inventory codes linked to the branch selected
Inventory child type

The inventory child type assists the user from entering line inventory items to default to this inventory category

Example – If your business is mostly stock – select stock category,

If your business is mostly in the service industry and your inventory setup is mostly service – select service category
Warehouse This is the default warehouse that the system will use when entering documents, example invoice stock lines. 
We assume it to be a master warehouse where all stock is received 
Note: If you do not have multi-warehouse module all stock will come in and out of Master warehouse 
Pricing structure The pricing structure selected here for the branch will mean that when new inventory items are created the default pricing structure will be the one selected
Stock request type Select the Stock request default action, example Request for Purchase Order
Markup percentage The markup percentage selected here for the branch will mean that when new inventory items are created the default mark up for inventory will be the percentage number entered.
Retention type This is used in job costing for a retention invoice type
Retention stock item When using a retention invoice, it will use the default stock item as the retention line on the invoice


Monthly leave allocation Put in the number of days for monthly leave, used in the leave module to workout the cumulative monthly leave for the employee
Website email

There is a module in the CRM for Website help manuals that can be linked to your website.

The email entered here will be the return email that the users see when logging a message
Website default T/C (Terms & Conditions) Select a default Terms and Conditions for clients to view when accessing the online support help manual
Sales Tax type The tax type selected here for the branch will mean that when new inventory items are created the default tax type will be the one selected for Sales
Supplier Tax type The tax type selected here for the branch will mean that when new inventory items are created the default tax type will be the one selected for Suppliers (GRV)
Debtors control account Select the debtors ledger control account
Creditors control account Select the creditors ledger control account
Creditors' statement Select a default creditors remittance statement stationery layout
Debtors statement Select a default debtors statement stationery layout
Allow statement export Function used to allowed external access to export statement data
Disable branch validation

By default, the disabled branch validation is disabled.  This speeds up the searches in the system and does not allow an extra search and filtering by branch.

Only use this function if you are running multi branches and you want to filter searches by branch

Additional Tab

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Tax Defaults

GL Journal Set the tax type with every journal line added. This is seldom used
GL Cashbook Payments Set the text type for payments so that when you add a cashbook line it will automatically put in the tax account and tax type.
GL Cashbook Deposits

Set the text type for deposits so that when you add a cashbook line it will automatically put in the tax account and tax type.

It is recommended not to set a tax account and tax type in deposits


Quote Set a tax type for all quote lines inserted.  It is usually an Invoice tax type
Sales Order Set a tax type for all sales order lines inserted.  It is usually an Invoice tax type
Invoice Set a tax type for all Invoice lines inserted.  It is usually an Invoice tax type
Credit Note Set a tax type for all credit note lines inserted.  It is usually a credit note tax type
Job Costing Invoice Set a tax type for all Job Costing Invoice lines inserted.  It is usually an Invoice tax type


Purchase Order Set a tax type for all Purchase Order lines inserted.  It is usually a supplier / creditor Invoice tax type
Good Received Voucher (GRV) Set a tax type for all GRV lines inserted.  It is usually a supplier / creditor tax Invoice type
Stock Return Note Set a tax type for all Stock Return Note lines inserted.  It is usually a supplier / creditor stock return tax type
GRV Shipping Set a tax type for all Purchase Order lines inserted.  It is usually a supplier / creditor invoice tax type

Enforce Settings

Enforcing the settings for Region, Division, Status and Group Type

If you need to enforce division sand Regions in some modules the enforce activation is done here by adding a tick on

Document Region Division Status Group Type Comment
GL Journal Yes/No Yes/No N/A N/A
GL Cashbook Payments Yes/No Yes/No N/A N/A
GL Cashbook Deposits Yes/No Yes/No N/A N/A
Debtors Module Yes/No Yes/No Yes/No Yes/No
Creditors Module Yes/No Yes/No Yes/No Yes/No  

Email SMS Tab

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Email Settings

To enable e-mailing documents out of Huge ERP, the SMTP settings and SMS configurations are setup here.
We advise companies to utilize their own service providers.

If you are running Office365, you are able to setup the SMTP through Office365.

Email Server (SMTP) Setup an SMTP server path
User Name Enter the username for the SMTP server credentials
Password Enter the password
SSL Configuration This is set in the database of the server, usually set to EMAIL


Branch BCC1 Use this field to blind copy every single email document in the system
Branch BCC2 Use this field to blind copy every single email document in the system to a second person
PDF Password

Set a password for system generated emails that are converted into PDF,

Note that you will have to inform the receiving persons of this password

Not recommended to use

SMS Settings

The system can send out SMS information to clients, for example. 

Statement amount,

Invoice processed with amount (Not recommended to use as the user will receive a SMS when invoices are processed)

SMS Provider

The system caters for BulkSMS and Huge TNS sms providers

Sign up with the necessary company and then fill in the credentials 
SMS User Name Enter the username provided by the provider
SMS Password Enter the password
App ID (Huge Only) Enter the app ID, This is only applicable to the Huge TNS provider
Notes See the information like the web address of the providers

Statement Messages

Debtors statement enforce message Enable the tick box if you want to send out a global message on all of your statements.  Normal something like Merry Christmas, change of bank details etc
Debtors statement message
Creditors statement enforce message
Creditors Statement Message  

Bank Details Tab

The system allows for two bank details to be kept for customers to pay.

Under the Bank Details tab please fill in your company Bank Details.
Note: This will appear on your documents, for example invoice.

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Bank Details 1

Bank
Account Number
Branch Code
Branch
Pay To
Swift Code

 
Short Name
DO Client Code
DO Generation No
IBAN Number

Bank Details 2

Bank
Account Number
Branch Code
Branch
Pay To
Swift Code

 
Short Name
DO Client Code
DO Generation No
IBAN Number  

Settings Tab

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Decimal Places

Set decimal places to read up to 9 digits long.

When you process transactions into your books, the system will retain the original decimal places you specified.

Debtors Decimal Affects General Ledger, Debtors and Job costing Modules
Creditors Decimal This will set the viewing of the decimal place only for the Creditors Module (CM = Creditors Module).
Inventory Decimal This will set the viewing of the decimal place only for the Inventory Module (IM = Inventory Module).

The viewing of decimal places is rounded up.  Example 50.855 – if the decimal ends with a 5 and you are viewing 2 decimals then the figure will be 50.86.
The package balances up to 9 decimal places accurate, which means should your trial balance may seem out of balance, change your decimal places to view more decimals and rerun the report.

NOTE: When changing decimal places, log out of the system and then log back in for the decimals to take effect.

Job Costing

Job Invoice Type When using job costing module and you are creating an invoice for the job you can automatically set up the default invoice type.
This can be percentage or usage, set the default that your business mostly uses.  You can, however, override the invoice type at the creation of the job invoice.
Use Template Task When using job costing module and you are authorizing a quote to job status.  This setting will automatically be set for you
You can, however, override the choice at the authorization process.
Allow to Exceed When using job costing module and you are authorizing a quote to job status.
This setting will automatically be set for you. 
You can, however, override the choice at the authorization process.
Process GRV to Job
Setup Service Zero Cost
Block Printing Notes

Debtors Settings

Password Expiry
All GRV item to Asset
Allow Quote to debtor leads
Block SO

Other settings

Schedule Setup
Email Setup
Escalation Setup
Days Prior


Tax Category

Refer to section on:

Financial Periods – VAT / GST Category
Tax Reporting Method

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Goods Return Note
Goods Received Note
Credit Note
Branch Credit Note
Invoice
Branch Invoice
Stock Level Adjustment
Stock Value Adjustment
Bill of Materials  
Part Invoice - Part 1
Part Invoice - Part 2
Job BOM
Job Close
Job Recovered Costs


Stock Correction Journal
Stock Write Off
DM Allocate Dec Debit
DM Allocate Dec Credit
CM Allocate Dec Debit
CM Allocate Dec Credit
Del Note GRV
Del Note GRV Corr
GL Link DM Interest
Percentage Invoice
Final Percentage Invoice
Job WIP Correction

Stationery Tab

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Asset Tracker Tab

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Support Logs Tab

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Custom Fields Tab

Under the Custom Fields tab, this is where you can insert predefined user fields.  

Add as many custom fields as you require for additional information.

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Attachments Button

Under the Attachments, this is where you can insert and upload any type of document into the company details.  We give you some categories to upload your documents to.
To insert an attachment, click on the insert attachment button.
The following screen will appear, select the Attachment type and then type in a name that is applicable to you.  Then click on the Browse button to find your file which you would like to attach.

Note:  When you upload a file, the accounting package takes a copy of the file and puts this into an accounting package file called Uploads. We also change the file name for security reasons.

Once the file has being uploaded it will appear under the Attachment type with the Date and time it was captured along with the capturer, Your attachment name and the file name.
To view the attachment, you highlight the file you wish to view and click on View Attachments button.
This will download and open the file up in your browser and specific program it was saved in.
 
To remove attachments from the list, highlight the file in the list and click on the delete button. 

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Allow Email

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View Attachment

To view all attachments in document

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Generic Names Button

Generic name allows you to change some of the generic language tags to suit your needs.

The remaining Generic fields can be used for any addition properties as required.

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On the Inventory Detail window on the More Details 2 tab these 9 generic fields will be found where the addition properties data can be captured.

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Inventory Tab

Generic Field 1 Brand dropdown
Generic Field 2 Make dropdown
Generic Field 3 Model dropdown
Generic Field 4 Generic text field 1
Generic Field 5 Generic text field 2
Generic Field 6 Generic text field 3
Generic Field 7 Generic text field 4
Generic Field 8 Generic text field 5
Generic Field 9 Generic text field 6
Generic Field 10 Generic text field 7
Width Width
Length Length
Height Height
Other Other
Fact List Create a generic list of facts and predicted values
Fact List Seperator

Allow one to separator the lists

This is used in the import and export of the lists

Provision has been made for 9 generic inventory item property names.

The first 3 names are related to each other and therefore the data that is named Generic 3 will be dependent on the data that will be named by Generic 2 which in turn will be dependent on the data that will be named in Generic 1.

Example : Motor Vehicles

Generic 1 - Brand

Generic 2 - Make

Generic 3 - Model

Ford

Fiesta

Ambiente

 

 

Trend

 

 

Titanium

 

 

Fieste ST

 

Ranger

Single Cab

 

 

Super Cab

 

 

Double Cab

 

 

Wildtrak

 

Figo

1.4 Ambiente

 

 

1.4 TDCi Ambiente

 

 

1.4 Trend

 

 

 

BMW

1 Series

3 Door Model

 

 

5 Door Sport Hatch

 

 

Coupe

 

 

Convertable

 

3 Series

Sedan

 

 

Coupe

 

 

Convertable

 

 

Gran Turismo

Debtors Tab

In debtors setup, change the registration field names.

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Registration Field 1 Registration Field 1
Registration Field 2 Registration Field 2
Registration Field 3 Registration Field 3
Registration Field 4 Registration Field 4
Registration Field 5 Registration Field 5

Creditors Tab

In creditors setup, change the registration field names.

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Registration Field 1 Registration Field 1
Registration Field 2 Registration Field 2
Registration Field 3 Registration Field 3
Registration Field 4 Registration Field 4
Registration Field 5 Registration Field 5

Employee Tab

In user setup, change the registration field names.

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Employee Category Field 1 Employee Category Field 1
Employee Category Field 2 Employee Category Field 2
Employee Category Field 3 Employee Category Field 3
Employee Category Field 4 Employee Category Field 4
Employee Category Field 5 Employee Category Field 5

Time Log Tab

In Time log, change the registration field names.

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Time Log Generic Field 1 Time Field 1
Time Log Generic Field 2 Time Field 2
Time Log Generic Field 3 Time Field 3

Support Log Tab

In Support Log, change the registration field names.

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Support Log Generic Field 1 Support Field 1
Support Log Generic Field 2 Support Field 2
Support Log Generic Field 3 Support Field 3

Shipping Tab

In Debtors and creditors shipping information, change the registration field names.

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Shipping Field 1 Can use Express Docs
Shipping Field 2 Transmission Letter
Shipping Field 3 Bill of Lading
Shipping Field 4 Air Waybill
Shipping Field 5 EUR 1
Shipping Field 6 Commercial Invoice
Shipping Field 7 Packing List
Shipping Field 8 Certificate of Analysis
Shipping Field 9 Certificate of Origin
Shipping Field 10 Insurance Certificate
Shipping Field 11 Inspection Certificate
Shipping Field 12 DHL Waybill for Docs
Shipping Field 13 N/A
Shipping Field 14 N/A
Shipping Field 15 N/A
Shipping Field 16 N/A

Functions Menu

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Set Backup and Restore password

This button is used whenever you need to restore your company backup.  When restoring under the Backups menu item, it will ask you for the password.  This password is also required should you need to download a backup off-site.

For security reasons this password is only valid once and does not remain in memory.

To setup your temporary password click on the Restore Password Button
Type in your password and click on Save and then on close

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Clear Company

Use this to clear all Transactions in the system but retain the master data

Reset Company

WARNING:  Do not use this button unless you want all your data reset to zero.  This is used when you have multiple companies to setup which use the same master information as your current company.
Basically you will back up the company, set up a new company and restore the backup.  Then click on this button to reset 
 The following menu will come up, tick the necessary Modules to reset and click on Continue button.  The system will asks whether you are sure before you proceed.  Once this has being done only a backup will help restore your data.
Ensure you have a backup before proceeding.

Scheduled Tasks

System configuration>Administration> Company Profiles> Schedule setup> Scheduled Tasks
 

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Scheduled Tasks

 

The grid will display all Tasks that have been created for scheduling. 
The Active and Status column will indicate whether the Task is currently scheduled or not. 

Email notification

The Recipients column will indicate the number of email recipients has been set up for this particular Task. 

Please note not all Tasks have an emailing function so therefore the setup Recipients will not receive email from this Task. 

Clicking on the button in the Email List column will open the window to select and unselect email recipients for this Task. 

The Insert and Delete Schedule buttons are only available for the system’s Super User to access, for all other users these buttons are disabled.

The Amend button, however, is available for users to click on, this will open the setup window in a Read-Only format so that the user can see what schedule has been set up for this particular task. 

Start and Stop Schedule buttons are as the button names indicate. These buttons allow users to start and stop various tasks as they require them

Scheduled Tasks list
API Stock Import
Asset Tracker Send Available Return Date Emails
Asset Tracker Send Available Vehicle Due Date Emails
Auto Badger Import
Auto Bulk emailing Processed Invoices
Automatic Invoicing Process
Below Max Level Report Check items below Maximum level

Below Min Level Report

 Check items below Minimum level

Below Preferred Qty Level Report

Below Re-Order Level Report
Cancel Expired Quotes Automatically cancel expired quotes
Cancel TrackIT Warranty Automatically cancel asset and TrackIt item warranties
Change Recurring Transaction Status
Check PO to GRV Intervals Check to see Purchase orders to GRV outstanding
Creditors Payment Batch Update
Customer Account on Hold
Daily Inventory Valuation Report Run a daily inventory valuation report. This is saved under the inventory valuation documents. If you are running in stock this should be a required scheduled task.
Daily Stock Control Report (WIP Values) Run a daily stock control report. This is saved under the inventory valuation documents. If you are running in stock this should be a required scheduled task.

Daily Time Log Figures

 Send information on daily time log figures to see if clients are on schedule to budget

Daily WIP Journal
Debit Order pending message
Email Daily reminders Email Daily reminders to users
Email In Progress Sales leads Alerts Email in progress sales leads to managers
Email Open Service Requests Email open service requests summary
Emailing Schedule Activate bulk email scheduling. This will email invoices done on a daily basis out to customers
Escalate outstanding reminders Email reminders that have been escalated and are outstanding
Exchange Rate Update Fixer Update the exchange rate on a daily basis using the Fixer API

Export Schedule

 Activate the daily export schedule generally used for Power BI data Analytics
Fixed Asset Depreciation Schedule Run the fixed asset depreciation
Monthly Invoices (View Details)
Recurring GL Journal Auto Processing
Recurring GRV Auto Processing
Retention Invoice Auto Processing
Retention Invoice Email Notification
SL Budget Alert
SL Daily Log Figures
Time Log Budget Alert
TimeLog Budget recalculate

Timelog GPS import
Timelog GPS Report
Weather Regions Forecast update


Monthly Invoices

This schedule will send you a daily email at the end of each day, summarizing the month-to-date sales with a breakdown by day. It will also notify you of any credit notes issued.

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Setup Monthly Invoices

System configuration>Administration> Company Profiles> Schedule setup> Scheduled Tasks

Select the Schedule you want to activate, then click Edit Schedule at the top

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Make the changes to suit your requirements for the below:

Click "Save"

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Schedules Report

System configuration>Administration> Company Profiles> Schedule setup> Scheduled Tasks
   
There's a new scheduled report which logs any active scheduled tasks .
The reason for this log is that when we are restoring the backup or moving the company to another server. We then tend to lose what the active scheduled tasks were, the reason we lose this is because the scheduled tasks are created in the Cache database.

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Manage System Emails

Manage who receives emails when system is sending out emails

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Email stock received details
Email debtor status change alert
Inventory & GL Stock Valuation out of balance
Email End of Contract for Recurring Invoices
Reminder for Debtor Annual Returns  
BEE Expiry Date Reminder
Sales leads

Escalation and Debit Order Message Setup

Escalation Setup

To ensure that the escalation of outstanding reminders works correctly it is essential that each employee in the system that receives reminders has a manager assigned to him or her.

To assign a manager to the employee go to System Configuration -> General -> User Setup.

Search for the desired employee and click amend.

Go to the User Details 2 tab, find the Manager box and click on the [...] button.

Search for the desired manager and then click on Select.

Save the employee's details.

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There are five levels of escalation provided for in the system.

In the Level 1 box enter the number of days that will be allowed for the recipient of a reminder to take the necessary action required by the reminder and to complete the reminder before it will be escalated to the recipient’s manager.

E.g. If the reminder date for the reminder is the 5th  and the Level 1 value is 3 then the escalation date will be the 8th allowing the recipient 3 days to complete the reminder. So therefore as a rule based on the above example all reminders will be escalated to the first level manager 3 day after the reminder date if it has not been completed.

Level 2 through 5 can be setup to escalate to the next management level by various day increments e.g. 10 days to the 2nd Level 15 to the 3rd level etc.

The tick boxes are to be selected to actually activate the level’s escalation.

 

Debit Order Message Setup

The Debit Order Message is to provide a mechanism whereby an email message, sms message or both can be sent to a selected contact person/persons at a company a predetermined number of days before the debit order is due to ensure that sufficient funds will be available in the debtor’s bank account on the debit order date.

There is a tick box for both messages types to enable either one or both.

Enter the number of days before the debit order is due, that the message must be sent.

With the scheduler activated this mechanism will run every day or night and will calculate each time if there are debit orders due on a date calculated from today plus the number of days entered and an email or sms or both will be sent to the identified contact persons.

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A message box is provided for both email and sms where a custom message can be created that is to be sent.

The sms message is limited to 160 characters and any text exceeding this limit will be removed. There is a counter above the text box displaying the number of characters used.

Special key words have been defined for the messages and will be replaced with actual text for the message. Be very careful when entering these key words as any spelling error will result in the text not being replaced. The square brackets must be included as they are part of the key word.

Key Word                                             Replaced With

[ContactPersonFirstName]                     Selected contact persons first name

[DebitOrderDate]                                   Debit Order Date

[DebitOrderAmount]                              The debit order amount to be processed

[CompanyName]                                   Customer name

 

Example of a SMS Message 

This can be copied and pasted into the SMS message box and edited

Hi [ContactPersonFirstName],

On the [DebitOrderDate] the amount of R[DebitOrderAmount] will be processed from the company bank account.

 

Example of an Email Message

This can be copied and pasted into the Email message box and edited

Dear [ContactPersonFirstName],

Please be informed that on the [DebitOrderDate] the amount of R[DebitOrderAmount] will be processed from [CompanyName] bank account as per the Debit Order agreement.

Please ensure that there are sufficient funds available in the account to cover this amount.

Regards

Huge ERP Accounts Department.

 

Branch More Details

COMPANY DETAILS
 
In the company profiles you will find the basic information required to input your company information. This is also the section where the logo appears on the company details will be printed in your documents like invoice.
 
System Configuration>Administration>Company Profiles
 
Branch Details Tab
 
In this tab of company details, fill in all your information on your company. You will notice that there is no logo present and when you click on the Company Image drop down arrow it is blank. This will show when you go to the attachments tab to upload a logo.

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Addresses Tab
 
Under the Addresses tab you should fill in all your address information of your company.
 
Buttons

As Physical Will copy the details of information under the Physical
As Postal Will copy the details of information under the Postal
As Delivery Will copy the details of information under the Delivery


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Bank Details Tab
 
Under the Bank Details tab please fill in your company Bank Details.
 
Note: This will appear on your documents, for example invoice.

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Attachments button
 
Under the Attachments button, this is where you can insert and upload any type of document into the company details. We give you some categories to upload your documents to.
 
To insert an attachment, click on the insert attachment button.
 
The following screen will appear, select the Attachment type and then type in a name that is applicable to you. Then click on the Browse button to find your file which you would like to Attach.
 
Note: When you upload a file, the accounting package takes a copy of the file and puts this into an accounting package file called Uploads. We also change the file name for security reasons.
 
Once the file has being uploaded it will appear under the Attachment type with the Date and time it was captured along with the capturer, Your attachment name and the file name.

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To view the attachment, you highlight the file you wish to view and click on View Attachments button.
 
This will download and open the file up in your browser and specific program it was saved in.
 
To remove attachments from the list, highlight the file in the list and click on the Remove Attachments button.

Custom Fields Tab
 
Under the Custom Fields tab, this is where you can insert predefined user fields. Add as many custom fields as you require for additional information.

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Defaults Tab
 
Under the Default Values tab, these are very important values to take note of:

Inventory Branch If the User is part of the branch selected, this will mean that when new inventory items are created the default branch will be the one selected. This enables the system to sort inventory by branch and only allow users to see those inventory codes linked to the branch selected.
Employee Branch If the User is part of the branch selected, this will mean that when this employee creates a new employee the default branch will be the one selected.
Tax Type The tax type selected here for the branch will mean that when new inventory items are created the default tax type will be the one selected.
System Currency Once you have set your default System Currency all conversions will be based off this Currency. When setting up multi-currency rates your System Currency should have a rate of 1 (one). The system currency is setup when you first install the accounting package. It cannot be changed afterwards.
Markup % The markup percentage selected here for the branch will mean that when new inventory items are created the default mark up for inventory will be the percentage number entered.
Employee Language If the User is part of the branch selected, this will mean that when this employee creates a new employee the default Language will be the one selected.
Pricing Structure The pricing structure selected here for the branch will mean that when new inventory items are created the default pricing structure will be the one selected.
Inventory Child Type The inventory child type assists the user entering line inventory items to default to this inventory category.   Example – If your business is mostly stock – select stock category, if your business is mostly in the service industry and your inventory setup is mostly service – select service category.
Current Year Select the year to which reports will default to, normally current. It is suggested to change this on an annual basis so your report defaults will read current.
Current Period Select the period to which reports will default to, normally current. It is suggested to change this on a monthly basis so your report defaults will read current.
Default Warehouse

This is the default warehouse that the system will use when entering documents example invoice stock lines. We assume it to be master warehouse where all stock is received.

Note: If you do not have multi-warehouse module all stock will come in and out of Master warehouse.
Auto Resize Picture

Should your picture in Company Details be too big for the size of the block. You can tick this option to force a resize according to our specified width and height.
Custom Stock Acc

Select a ledger account here. This is where your custom type inventory has a cost attached to it. The ledger account updated cannot be stock control ledger account as this is not a stock item. Only stock items should update the stock control account. The account select here will replace the stock control ledger account and assign the costs to that account. This default account will automatically be inserted when you created a custom inventory item. You can however override the account at the inventory setup level.
Service Stock Acc

Select a ledger account here. This is where your Service type inventory has a cost attached to it. The ledger account updated cannot be stock control ledger account as this is not a stock item. Only stock items should update the stock control account. The account select here will replace the stock control ledger account and assign the costs to that account. This default account will automatically be inserted when you created a service inventory item. You can however override the account at the inventory setup level.
DM Terms & Cond

Stands for Debtors Module Terms and Conditions – The item selected here means that when creating a quote, sales order, invoice or credit note it will insert your standard terms and conditions. You can however override the account at the creation of the document level.
CM Terms & Cond

Stands for Creditors Module Terms and Conditions – The item selected here means that when creating a Purchase Order, Goods Received notes or Goods Returned notes it will insert your standard terms and conditions. You can however override the account at the creation of the document level
Help Name Space

There is a separate installation of a full online help file which contains movie files of the manual. Enter the namespace that the installation was created in. You only need to install one help file and setup all new companies to point to the 1 help install.
Job Invoice Type

When using job costing module and you are creating an invoice for the job you can automatically setup the default invoice type. This can be percentage or usage, set the default that your business mostly uses. You can however override the invoice type at the creation of the job invoice.
Use Template Task

When using job costing module and you are authorizing a quote to job status. This setting will automatically be set for you. You can however override the choice at the authorization process.
Allow to Exceed

When using job costing module and you are authorizing a quote to job status. This setting will automatically be set for you. You can however override the choice at the authorization process.

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Details 2 Tab
 
Under the Details 2 tab, this is where you can setup you outgoing pop3 mailbox settings.
 
Note: This only works if you are on a network with a mailbox setup, does not work if you are a dial up client with mail. You will have to insert your service providers pop3 setting and your username and password.
 
Enter all the information relevant, we also accommodate 2 blind copies of all email sent from accounting package within the company to a specific person who would want access to this. Normally the Managing Director and or Financial Director.

Debtor Statement Msg Stands for Debtor Statement Message, if the tick box is ticked and a message inserted it will mean that a message will be added to all Debtors statements going out Note: An Individual message for a specific debtor can be setup at the debtor level. If this is done and you also have selected a global message, that debtor will have both messages on it.
Creditor Statement Msg Stands for Creditor Statement Message, if the tick box is ticked and a message inserted it will mean that a message will be added to all Creditors statements going out. Note: An Individual message for a specific Creditor can be setup at the Creditor level. If this is done and you also have selected a global message, that Creditor will have both messages on it.


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Decimals Tab

Decimal Places

You can set your decimal places to read up to 9 digits long.

Note: When you Process anything into your books the system will retain the original decimal places you specified.
Decimal Places Affects General Ledger, Debtors and Job costing Modules
CM Decimal Places Affects the Creditors Module only
IM Decimal Places Affects the Inventory Module only

 
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Restore Button under the Extras tab
 
This button is used whenever you need to restore your company backups. When restoring under the Backups menu item, it will ask you for the password. This password is also required should you need to download a backup offsite.
 
Note: For security reasons this password is only valid once and does not remain in memory.
 
To setup your temporary password click on the Restore Password Button
Type in your password and click on Save and then on close

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Stationery Layout Change

Go to System Configuration >Administration >Company Profiles >Amend the profile and go to More Options >Stationery
 
You are going to change all 3 quote layouts to be the same (lines 7,8 and 9)
 
Click on the button with the “…” to lookup the report

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In the file template dropdown, type your search, select this layout. Do this for all three layouts. Click on Save and close till you are back to the module.
 
You will have to log out and log back in for the new layouts to take affect.

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Setting up restore password

System Configuration Module > Administration> Company Profiles> Function Dropdown

More information on this button can be found at Password restore

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Click on the Functions Drop Down and select Set Backup Restore Password

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The window below will pop up and you will enter the restore password

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This password will be used for the following reasons:

  1. Restoring Backups
  2. Downloading Backups off the system


Customer Access

There are a few areas to take note of when setting up customer access into the package:

1 Branch setup
2 Branch links to Accounts
3 Security setup on form
4 Security form access


Branch Setup
Create a Branch for the customer so that the customer’s name is the branch.
 
System Configuration> Administration >Company Profile

Click on the Add button and create a code and Description for the customer branch 
Code: - CUST001 
Description - Customer A (name)
Fill in all the information relevant for the Customer A, you will also have to fill in the details under the “Additional” Button.

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Remember to fill in all the information under the Defaults Tab.

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Click on the button “Additional” and fill in all the tabs with their fields including the General Ledger Links tab.

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After you have created the branch (Customer Branch), you will notice all setup areas have a button called Branch. 
When clicking on that button the following window will appear: 
Select which items the customer has access to see by moving the branch from the left column to the right column.

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Division and Region enforce

There are several places that the Division and Region is enforced
 
These are divided into

1. Debtors Module 2. Creditors Module  3. General Ledger Module
All Documents All Documents GL, Debtors and Creditors Cashbooks
Debtors Journal Transactions Creditors Journal Transactions GL Journals

To enforce Debtors and Creditors Documents
 
Go to System Configuration>Administration>Company Profiles>Edit>Basic Settings>Additional Tab

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Put the tick on to enforce Division and Region

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General Ledger, Debtors and Creditors Cashbooks
 
Go to System Configuration>Administration>Company Profiles>edit>Basic settings>Additional tab 
 
One can enforce Division and Region for Cashbooks only on Payments or Deposits

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General Ledger Journals
 
Go to System Configuration>Administration>Company Profiles>Amend>More Options button>GL VAT Info Tab
 
One can enforce Division and Region for GL Journals

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Debtors and Creditors Journal Transactions
 
Go to System Configuration>General Ledger Links>GL Links Setup>Groups Tab

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Debtors and Creditors Journal Transactions

These enforces are only on the Creditors Journal Actions and Debtor Journal Actions
 You will have to enforce on each Journal Action

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Programme Background Colour

You can change the background colour by selecting any of the 12 available colours from the Program Colour dropdown menu.

System Configuration> Administration >Company Profile

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