ASCM - Administration

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

Branch Association

Debtors
Creditors
General Ledger accounts
Inventory
Group Codes

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)

Print company profile details

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

Set a restore password

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

Company Profiles

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.

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

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

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

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

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.

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

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

GL Links Tab

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

Asset Tracker Tab

Support Logs Tab

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.

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.

Allow Email

View Attachment

To view all attachments in document

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.

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.

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.

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.

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.

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.

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.

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.

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

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

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.

Company Profiles

Scheduled Tasks

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

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.

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

Make the changes to suit your requirements for the below:

Run Task
Schedule Time
Schedule Day

Click "Save"

Company Profiles

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.

Company Profiles

Manage System Emails

Manage who receives emails when system is sending out emails

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

Company Profiles

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.

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 5^th and the Level 1 value is 3 then the escalation date will be the 8^th 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 2^nd Level 15 to the 3^rd 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.

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.

Company Profiles

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.

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

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.

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.

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.

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.

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.

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

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

Company Profiles

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

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.

Company Profiles

Setting up restore password

System Configuration Module > Administration> Company Profiles> Function Dropdown

More information on this button can be found at Password restore

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

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

This password will be used for the following reasons:

Restoring Backups
Downloading Backups off the system

Company Profiles

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.

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

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

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.

Company Profiles

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

Put the tick on to enforce Division and Region

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

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

Debtors and Creditors Journal Transactions

Go to System Configuration>General Ledger Links>GL Links Setup>Groups Tab

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

Company Profiles

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

Click "Save"

Defaults

Defaults is found under System Configuration Module

Remember to Save your changes.

Settings here affect the system

Defaults

System Defaults tab

System Config > Defaults > System Defaults

System Defaults tab have multiple sub functions

Leave Allocation: Time log Defaults

When a person turns leave into a time sheet, the system will use this as the default.

It works with Leave Allocations, when you go to create time log it uses the time log defaults.

Link Button on Modules

This allows you to change the button name and URL

Create own manual for company

Link button on Modules works with the Link button on the top of menu.
Generally used to create internal specific manuals for a customer.
Usually the name is called company manuals

The button appears on each header page

Enforce Invoice Order No

When creating a customer invoice, if the setting is on then it will ask you for an order number on invoice documents.

Credit Card Surcharge Setup

Credit card surcharge is used in the debtors / customer transaction journal.
When a customer makes a payment with a credit card, the system will work out the surcharge on top of the payment.
This will create and additional debtors transaction journal.

After you have saved the journal transaction, proceed to the next screen to view the credit card surcharge.

Credit Card Encryption Setup

This is used to set in encryption key to encrypt credit card numbers.

If you lose the key, ask support consultant to reset the key, all previous credit card details will be wiped out.
This is a security feature to ensure their client credit card details are not compromised.

Export Schedule Date Delay Setup

Set the days to be delayed until the scheduled reports for the new month.

Example: Setting the days at 10, means that up to the 10th of a month (using November)

The reports will still report on October month end, after this date it will start to report for November end month

Used for Export schedule automatic reports

Fixed Asset Minimum Balance for Transactions

This is a value that you can set is the minimum value for fixed assets.
Once a fixed asset reaches this minimum value, it will NOT create a Depreciation journal.
The value used here is used as the default value when setting up a new fixed asset item.

The value is populated in the TrackIT Module for fixed asset.

Default User

Used to set the user when it is blank

Defaults

General Ledger Defaults Tab

System Config > Defaults > General Ledger

These defaults effect the General ledger module

Period Names

These fields are used in the financial performance report any specific to the farming industry.

You can set these for

Number of cows, number of litres produced in value of litres

Used in the Financial performance by period report

BankIT import Defaults

Bankit Import displaying the selected banks

Only set the banks that you require the user to view in the system.

By default the system shows all the banks supported.

It is better to only show the banks that you are using.

These banks are displayed in the drop down in Bankit feed

Bankit import start date is to ensure that when you import the bank statement that it does not import prior transactions to that date.

Used specifically when you are importing banks in the first couple of months

Set your start date so as not to allow previous bank transactions to be imported into the system

Setup the defaults that you want to populate when creating a cash book from the BankIt intelligence

Cashbook and Journal Types

When creating a cash book or journal, defaults populates the cash book or journal type so the user does not have to fill it in

Defaults

Debtors Defaults Tab

System Config > Defaults > Debtors

If a customer is marked as COD, it will give you a pop up to say its a COD client when creating a sales document.

Quote, sales order, invoice and credit note

This will work with any customer that is marked as account terms equal to COD

Debtor On Hold Popup on Time Logs

Activate this feature to enable a pop up on time sheets if the customer is on hold.

Cancel Expired Quotes Schedule: Linked Sales Leads

When the system runs the scheduled task to cancel expired quotes.

If the quote is expired it will automatically cancel the sales lead when enabled

Set Selected Debtor Status Codes

Use this function to limit the status drop down on sales documents like invoices.

Click on the view selection button to select the status's you want shown

Invoice document limit status selection

Sales Order

When authorizing a sales order to an invoice, set the default date on the invoice to be either the current date or the sales order date.

When migrating the sales order to an invoice.

Its either going to take the sales order date or its going to take the current date.

Statement Defaults

Set up statement and age analysis defaults.

Statements

Sets the Type to Normal or Open item to Statements.

Debtors Age analysis

Sets the view type to either standard, invoice date or due date

Sets the print type to summary, basic or detail

Document Import

When importing documents and the item code used is not recognized, it will use this as the default.

Log item brand against customer on Sales Order

When tick is on, on creating a sales order and authorise it, then the items on the sales order goes and checks all the brands and automatically populates the brands at the debtors setup.

In customer setup, it will automatically select those brands that have been used in orders.

This helps maintain the different types of brands a customer is buying.

The purchase brands will be listed on the first page of the debtors set up

Sales Margin Check

This is used on debtors documents to check or enforce margins.

Setting is activated per customer

When a new customer is created, it will take these settings

Low Margin Warning	If this is enable it will check low margin on adding an item to a sales document. It will check when invoice is processed, giving a warning to proceed or not
Enforce Margin	Will not allow an invoice to process if the user is not a margin supervisor
Minimum Margin	Enter value for checking margin percentage
Update all Customers	Update all customers with these settings

Margin check is on each customer

See more information on Margin checks -

Defaults

Creditors Defaults Tab

System Config > Defaults > Supplier

Document Import

Set the defaults when importing PDF documents from Rossum and Typless, if the items are not found in the system.

Used in Purchase Order and GRV imports

Statement Defaults

Auto set defaults on the creditors statements

Statements

Set the type for statements

Creditors Age Analysis

Set the Print Type and View Type for Age analysis

Creditor Payments Defaults

Set the payment defaults for Bank account and Cashbook type when promoting to a cashbook from Creditor Payment

When processing a Creditor payment supplier to a cashbook it will then create the Creditor Payments Defaults.

Creditor cashbook export format

Set the bank format when exporting the creditors payments to the bank

Sets the default for bank export

Set PO to update supplier cost when authorised

Use this to update the cost of the supplier before processing a delivery note or GRV

When creating a Purchase Order and authorise, the system will update the supplier cost price against the inventory item set.

Inventory item updated in the Supplier item cost price.

Activate warning for PO with no Job No

Activate a warning in Purchase Order save when Purchase Order does not have a Job number allocated.

Used to prevent purchase order lines from not having a job number allocated.

Warning appears on each save to check if job number is added to purchase order

Collect Button Text

You can now setup your own collection wording for suppliers/ creditors

Defaults

Inventory Defaults Tab

System Config > Defaults > Inventory

Inventory Expenses Property allocations fix

Used to enforce a stock category to be selected on inventory setup save

Set to enforce Stock category to be selected

Inventory Expenses Property allocations fix

Check all items without an expense property allocated with the Empty Expense Property Report

Appliable to Service and Custom type items

Open button to set past transactions with inventory expense property

Custom and Service type items

Zero Take on Quantity

Used this to set the tick for zero all items in a stock take

Sets the tick box on for every new stock take created

Creditors inventory items

Enforce tick box on for Scope Creep (SC) on all Purchase order and GRV lines

Overrides rules on document ticks for Jobs Scope Creep

Document lines enforce tick

Time Logs Job Set

Set Scope Creep on Time Logs

Sets the Job type to SC for time logs

Stock Request Job set

Enforce the Scope Creep on Stock Requests

Stock request set to Scope Creep

Inventory Stock Import Default Supplier

Set a default supplier when importing inventory items.

Useful when the field in the import file for the supplier is left blank, it sets this default supplier

When importing stock

Sets and adds a default supplier when importing

Barcode Printing Style

Setting up Barcode printing from system to GoDex label printers

Print barcodes directly from

Inventory
Assets
Asset Scan and Print
Debtors Documents

CSS Print Type

Setting a CSS is a predefined label layout (this is going to be discontinued by 2025)

Commands

Setting the templates via the GoLabel software

Templates button

Set various templates to use

Edit Template

Copy command from GoLabel and paste into Command area

Printer Config Button

Setup how the printer is connected either by USB or Network

Set the Printer defaults

WebPrint it is best to use the port 16327 than 8080

Printer Name	Name the printer
DPI	Set the DPI of the printer 200 or 300 DPI
Print Mode: Print Dialog	Used for testing to see print command code to screen when printing
Print Mode: WebPrint	Use this as default to print to the printer via the WebPrint
Driver Commands	Set as seen above
WebPrint	Setup the Address Use port 8080 or 16327 (best to use 16327 on secure network environments)
Connection	Set USB or Network Enter IP address Enter Network port - usually 9100

Defaults

Webatar Defaults Tab

System Config > Defaults > Webatar

Start Time From Zero

When you put the tick on here this will then put your (Time from) and (Time to) to zero and the user will then only use the Bill Qty

Taking your time logs to invoice

Defaults

Job Costing Defaults Tab

System Config > Defaults > Job Costing

Enforce Settings

Enforce Job number On

Enforce Job number on Stock Requests

Custom Inventory WIP Enforce

System Config > Defaults > Job Costing

This changes all custom items on Purchase Orders to force it to WIP

It will overrule this

Custom Inventory - Job Recovered Costs

WIP Journal Log

System Config > Defaults > Job Costing

Job Scheduling Tasks

System Config > Defaults > Job Costing

The Job Schedule tasks have a few setups that can be set

Task Type	Set the Task Type in the Job Schedule search filter as default
Task Split Edit	Set the rule for splitting a task activity a. Value split and % zero - Split the value of the main task with 50% and 50% on split task. Leave % complete on main task as is and make split task start with zero percentage. b. Value zero and % zero - Keep the main task value and percentage the same. Make the split task value and percentage zero.
Disable sub and split task value	Disable the values fields of the sub and split tasks so that the user cannot edit
Disable sub and Split Task percentage	Disable the percentage fields of the sub and split tasks so that the user cannot edit.

Task splits and disabling fields

Setting the Task Type search default

Defaults

Email Defaults Tab

System Config > Defaults > Email

Setup default email messages when emailing customers

Debtors Documents

Creditors Documents

Defaults

Debtors Aging Letters

Setup of Debtor Aging Letters

Allows for sending out emails to customers based on their aging. Included in the image below is a sample of what a letter could look like with the necessary tags and formats.

The setup makes allowance for seven different letters to be prepared.

When preparing the various letters the Printing Enhancements can be included into the body of the letter to emphasise pertinent points in the letter.

Please remember to save the changes before leaving this window.

To include a header and footer to the emailed document, it will be necessary to create an image (.jpg file) of the Letter Head header and the Letter Head footer.

Next step is to go to the System Config Module, open the Company Profile and upload these two jpg files as Attachments. The two images must be uploaded as LetterHeadHeader and LetterHeadFooter. When creating the Email and Preview Email the system will search the company profile attachment table for these two files. If the naming convention is not as indicated above the images will not be retrieved and the Email and Preview Email will not have the desired letter head appearance.

Preparing the data and sending out the Debtor Aging Letters email

Go to Debtors module then click on Reports followed by Debtor Aging Letter

To Create a new dataset click on Add

Enter the necessary requirements for this dataset.

Please note that if this is a dataset for Failed Debit Orders the Debit Order and Only Failed D/O tick boxes need to be ticked.

Once the required parameters have been entered click on the Create Aging button. Take note of the warning message. On completion of the create process the window will close and the grid will be updated with the new entry.

Select the newly created entry and then click on the Edit button. A window will appear displaying all the Debtor Aging Entries

Once this window has opened we have a variety of options available.

We can select a paticular record and click on Preview Email to see what the letter will look like that the debtor receives. If the letter is not satisfactory then we can go back to the setup to make the necessary changes to the letter.
Filtering the entries in the grid can be managed by means of the Aging drop down and the Status drop down. Once the desired selection has been made, clicking Select All will select all the lines in the grid and place a tick in the Select tick box column.
Selecting for example 180+ days will filter the grid to display only the applicable debtors and if the Preview Email was satisfactory then the Email button can be clicked.
Only lines in the grid that have a tick in the Select column tick box and Debtor Contact Persons who are selected by means of a tick in the Statement Email tick box will be sent a Debtor Aging Letter.
The emailing process is done on the serve and does not hold up the computer while the email processing is done. As each email is processed that debtor Status on the grid is changed from Created to Emailed and the date and time of the email as well as the recipients are recorded on the grid. Please Note : debtors marked as Emailed cannot be emailed again.
The widow will close and will require that the record be selected again and the Edit button be clicked if additional emails are to be sent
If no filtering seletions are made except for Select All and the Email button is clicked the system will automatically send the correct Debtor Aging letter to the Debtor Contact person who has a Tick in the Statement Email tick box. and who's Status on the grid is Created.

Defaults

Date Defaults Tab

System Config > Defaults > Date Defaults

Set the date from and date to for document searches

Copy to All

Debtors searches

Creditors searches

CRM interactions searches

Job costing searches

Date Period setup for POs and quotes

Financial Periods

Create a new financial Year

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The creation of a new financial year occurs at the end of a financial year, and there are no new years and periods in the system.

If your financial year is not created, you will not be able to process any transactions

To create a new financial year, Follow the steps below:

Go to System Configuration Module > Administration > Financial Periods setup

Highlight your last year - See example below
Click create new
Then the window for the clone year will appear as shown below.
Add your next financial year-end

Once the year is created you can click on periods to double-check if they are created correctly.

When you are done, log out of the system then log back in

When logging back into your company this window will appear to indicate that, there are changes to the financial years or periods within the system. Click on the OK button to run the Integrity Check.

This will recalculate and integrity check all the ledger accounts in the system. Once complete click on the close button and log into the system.

Financial Periods

Financial Periods Setup

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Systems Configuration > Administration> Financial Periods Setup

Highlight the current year

Click On Extras tab and select from the drop down

Select “create New year” Function

This will take the selected year and Create the next financial year period.

Click yes to continue

Enter the End date of the next financial year

Amend The Name Of the created new year to reflect the changes.

Rename the description

Next Select the Periods Tab

And amend the Name column to match the dates.

When that process is done save and close and you are ready to post to the new financial year and months.

Financial Periods

Add Financial Year

Systems Configuration > Administration> Financial Periods Setup

Click Add and fill in the information

Description	Fill in the description (Example: Year 1)
Date From	Fill in the date from you wish to start
Date To	Fill in the date to you wish to end

Financial Periods

Financial Periods Block

Blocking Financial periods will prevent users from processing in closed off periods.

To block financial periods go to:

Systems Configuration > Administration> Financial Periods Setup

Click On Periods Tab

Select the required Financial Year

This will display the 12 periods within the financial year selected.

Click once on the Period you wish to Block.

Click the Block Financial Period Button.

Financial Periods

Recreate Financial Periods Setup

Systems Configuration > Administration> Financial Periods Setup

Before you run this utility, ensure that you are a financial supervisor right activated.

otherwise, you will not be allowed to continue.

Click On Extras tab and select from the drop down.

Select “Recreate Periods” Function

This function is usually done before you start your company.

Message will come up to ask if you are going to recreate new financial years.

Select the first date of the new financial year.

New financial years has been created.

For the periods to take effect, log out of system and then back in

Click OK to run Utility to recalculate.

Financial Periods

Financial Periods – VAT / GST Category

A VAT / GST Category drop-down criterion have been added to allow the user to select the financial Tax period for his company.

This integrates into the system by allowing the user to capture VAT / GST in the current vat period for backdated invoices useful for Financial Reporting.

The tax periods and in which category the company falls under is determined by SARS or IRD.

What tax periods are available for VAT / GST?

The available tax periods are classified into five categories namely:

Category A	Under this category a vendor is required to submit one return for every two calendar months, ending on the last day of January, March, May, July, September and November
Category B	Under this category a vendor is required to submit one return for every two calendar months, ending on the last day of February, April, June, August, October and December
Category C	A vendor is required to submit one return for each calendar month. A vendor will fall within this category if the turnover exceeds or is likely to exceed R30 million in any consecutive period of 12 months, the vendor has applied in writing to be placed in this category or repeatedly failed to perform any obligations as a vendor
Category D	Under this category, a vendor submits one return for every six-calendar month, ending on the last day of February and August. This category applies mainly to a vendor who carries on farming activities with a total turnover of less than R1.5 million for 12 months
Category E	This is commonly referred to as the annual tax period because a vendor is required to submit one return for 12 calendar months. The vendor must, amongst other things, be a company or trust fund to fall within this category.

Financial Periods

VAT / GST period closes

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System Configuration > Administration > Financial periods setup

VAT and GST. Closes allows 1 to report on backdated documents that have VAT or GST in them.

The report will check for processed documents that have been posted in a closed GST period.

When you run the report the back dated transactions will be highlighted in blue.

There are three reports, select the report for the VAT / GST period Report.

Financial Periods

Archive Past Financial Years

Huge ERP supports an unlimited number of financial years and can store an unlimited volume of data. When system performance begins to slow due to the amount of stored information, older financial years can be archived to improve speed and efficiency.

A financial year cannot be archived unless the preceding year has already been archived, and you will not be able to archive any year that has not been fully closed off and blocked.

Configuration > Administration >Financial Year Setup

To archive a financial year:

Configuration > Administration >Financial Year Setup
Highlight the financial year you want to archive.
At the top of the grid, click Functions.
Select Archive Year.

When you click on archive year you can run an Unallocated Report before processing the Archive.

Backups

Backup Liability Customer

Backup Notice

Huge Software (Pty) Ltd endeavors to maintain a backup of Licensee data, however it is strongly recommended that the User maintains a backup of their data on a weekly basis.

It is highly recommended that the user download a backup, in case all backups fail, then Huge Software will ask the customer (You) for your downloaded backup.

Backups

Manual Backup Process

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System configuration>Administration> Backups

to manually create a backup

Click on the Create Button and the window will appear.

Check the name of the backup file and then click on the “Save” button.

You will be directed back the main window. Click on the Search button until the “Size” Column amount stops growing.

This indicates that the backup is completed.

Backups are stored on the server where the Cache database is stored.

Backups

Automatic Backup Setup

System configuration>Administration> Backups

Click on the Automatic backup button.

The following window comes Up.

Here you add an automatic schedule to run a backup.

Select the Interval and the time you would prefer the backup to run.

add a tick on the zip and save.

Backups

Creating and Restoring Backup

Creating a Backup

To Create a backup manually, go to:

System configuration>Administration>Backups

Click Create

Leave the file path as is and only enter your initials or preferred description at the end of the file name

Ensure both tick boxes are ticked

Click Save

Click Search after a minute or 2 and notice the file size

Click Search again

If the file size stops increasing, the backup is complete.

Restoring a Backup

To Restore a backup, ensure all users are logged off the system.

Important: Restoring a backup will erase any transactions or setups and information added on the database subsequent to the date the backup being restored was taken.

Go to : System configuration>Administration>Company Profiles

Select the company name (Click once on the name)

Click the function Drop down

Select Set Backup restore password

Enter a password

Save and Close

Go to: Administration>Backups

Click Search

Click once on the backup required

Click the Functions drop down and select Extract Backup

Below message will appear

Wait for a minute or 2 depending on the size of your database

Click Search

Ensure you have selected the .xml backup file (this is the unzipped file you extracted in above step)

Click functions drop down

Select Restore

Enter the password you created earlier

Click Ok

The backup will now begin restoring

Click ok to the pop-up message

Once the backup has been restored, you will note the last restore details will be populated with the current date & time

This then completes the backup restore procedure

Backups

Restore Procedure

RESTORING OF A BACKUP

1. Ensure that you have a backup of your current data before

restoring.

To restore a backup of your company, there are two steps:

Create a restore Password

To do this: System Configuration> Administration>Company Profile

Click the Functions dropdown

Select: Set backup Restore Password

Enter a required password

could be only a number if so deemed, eg. 1

Note: There is no specific criteria for this Password. ie. number of characters, etc

Password could be anything really.

Save and close

2. Restoring the Back up

Go to: System Configuration>Administration>Backups

Search the required backup

Click Functions

Select Extract Backup

Allow the system to unzip the backup file. (if the company data volume is not excessively large, allow approximately 3-5 min)

Then click once on the unzipped file .. this will be indicated by .xml at the end

Click Functions Dropdown again

Select restore

Enter the password created in step 1

Click Ok

Click Ok Again

The system will then start restoring the backup and display on the top next to restore status

Once complete, the status will read "backup... has been restored"

Once the backup has completed please log out and log back into company.

Backups

Backup download

Before going to the backup download one has to enable a password to download backups.

To restore a backup one must first create a backup restore PASSWORD which can be created under

System Configuration > Administration > Company Profiles.

Click on the Extras tab and click on the “Set Backup Restore Password” button.

Enter a password and click on the Save button.

Click on OK and then on the “Close” button.

Go back to the Backups screen System Configuration  Administration  Backups.

Search and find your backup that you want to download.

NOTE: You can only download the files that have a .RAR file extension.

Click on the Restore tab at the bottom of the screen.

Enter your password.

Click on Save to Save to your local drive.

Backups

Moving a backup

Moving a Backup from One Place to Another

After creating a backup of the set of books on Machine A (See document on how to create a backup).

ON Machine A go to the drive that Cache has being installed on. Browse to the folder C:\CacheSys\CSP\[Company Namespace]\BackupSets. Find the backup that was done and copy it to disk.

MOVING A BACKUP FROM ONE PLACE TO ANOTHER

After creating a backup of the set of books on Machine A (See document on how to create a backup).

ON Machine A go to the drive that Cache has being installed on. Browse to the folder C:\CacheSys\CSP\[Company Namespace]\BackupSets. Find the backup that was done and copy it to disk.

Now go to Machine B and copy the backup to the new location on the machine drive.

C:\CacheSys\CSP\[Company Namespace]\BackupSets. If the folder called “Backup Sets does not exist” create the folder with the Case on the letters indicated.

Backups

Backup Restoring

Restoring of a Backup

1. Ensure that you have a backup of your current data before restoring.

Once the backup has completed, please log out and log back into company.

Backups

Backup Download

Download backups from Webaccounting

Before going to the backup download one has to enable a password to download backups.

To restore a backup one must first create a backup restore PASSWORD which can be created under

System Configuration > Administration > Company Profiles.

Click on the Extras dropdown AND click on the “Set Backup Restore Password” button.

Enter a password and click on the Save button

Click on OK and then on the “Close” button

Go back to the Backups screen System Configuration  Administration  Backups.

Search and find your backup that you want to download.

NOTE: You can only download the files that have a .7z file extension.

Click on the Restore tab at the bottom of the screen.

Enter your password

Click on Save to Save to your local drive

Backups

Backup Creation

To create a backup go to System

Configuration >Administration > Backups.

Click on the Create Button and the window will appear. Check the name of the backup file and then click on the “Save” button.

You will be directed back the main window. Keep click on the Search button until the “Size” Column amount stops growing. This indicates that the backup is completed. Backups are stored on the server where the Cache database is stored. It stores it in the following path C:\CacheSys\CSP\[Company Namespace]\BackupSets. All backups are stored in this location, please ensure that you take these backups off the server onto a offsite device such as DVD disks etc.

Backups

Clear Backup Files

This function is used to clear backup files stored in the folder.

Backups are done daily and when you are on the system for a long time, there are many files.

As a general rule for clear of backups is as follows:

1	The company will retain full backups for everyday for a three-month period.
2	After this the backups are keep for every month end and beginning of month
3	The backups are backed up into the cloud for storage.
4	Backups are cleared in the folder

The function will search for all backups and based on the retention days, will keep those days and then move all other backups to a separate folder.

This folder will be deleted, and files removed from server.

Go to Backups

Select your date range to clear.

The Date From should be set to the last time you cleared the files (It does not matter if you don't have the correct date)

Date To is important to ensure that you don't remove files after that date. (This is the date we govern to ensure we keep 3 months' worth of everyday backups.

Click on the Restore drop down to find the remove by filter function.

Click on the Remove by Filter

After you click on Remove by Filter

This window will come up to confirm what you want to remove.

Confirm the Date from and Date to

Keep Month days defined.

Start Days	set to 2 by default which means it will keep the 1st and 2nd day of every month.
End Days	set to 2 by default which means it will keep the last 2 days of the month, let's say 30th and 31st.

Wait for function to finished.

After it is complete the grid will refresh, and the files left are first two days of month and last two days of month.

The data will have moved to a folder under the database in the relevant company database.

If any files were deleted by mistake, you can cut or copy them back to the company.

After the data files have been checked then these will be deleted.

Multi-currency

Multicurrency

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This menu allows you to Setup additional currency codes, description, symbols and rate.

This is where the default exchange rate of a particular currency will be set.

The rate is used at the time of creating a document, one can then override the exchange rate on the document. Otherwise, this default exchange rate will apply.

Search button	allows the user to search existing multicurrency by code or description
Add button	insert a new Multicurrency Item
Edit button	view/edit the currently selected Multicurrency Item
Delete button	delete the currently selected Multicurrency Item
Print Grid button	allows you to print the information displayed on the search grid
Fixer	An external website that keeps track of currency rates.

Adding a new currency

Code	The symbol for the currency
Description	Add a short description of the Currency. Usually it's short name.
Country	A description of the country of the Currency.
Sell rate
Buy rate
API Currency Code	The international currency code used in the API to Currencies.

Note: The system uses the cell rate for both debtors and creditors in order for it to work out the rate on the documents.

The buy rate is only an indicator here and is not used in the system.

Multi-currency

Setting Up Multi-Currency for Debtor

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Debtors module> Configuration> Debtors Setup

Add the debtor Information

Under accounts details you will be able to select the preferred currency for the debtor

and select it

Once an invoice is raised against this debtor the chosen currency is locked to it you will not have an option to change it.

Multi-currency

Setting Up Multi- Currency for Supplier

Creditors Module>Configuration>Creditors Setup

Add supplier details.

Go to account details and select the preferred currency for the supplier.

Multilingual

Allow users to access the company in a different language

Unlimited amount of languages

Setup all labels in your language

Language Tab

Current maintained languages.

English	South African English
New Zealand	New Zealand and Australia English
Shipping	Shipping English, used mainly for the shipping industry

Discontinued languages.

Afrikaans
Arabic
French
Italian
Portuguese
Zulu

Tags Tab

This allows you to maintain and view current language tags for a specific language.

Clicking the tag value cell to edit.

Remember to click save before you exit do another search or exit the page.

Custom Fields

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Allow unlimited number of custom fields to be created and then be seen in most documents in the system

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

Custom Fields give you the flexibility to add Specific Information to your customer, Suppliers and User List

It Helps you add and track additional data on items

The customized information can be included in your forms and reports.

Add a custom field

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Custom field set up for a checkbox.

I am creating this custom field so that I can set it up against my customers, to distinguish between different categories of customers.

I want to use a checkbox in this case.

First add the custom field and indicate what type of control type it is and whether it be a checkbox or text box.

You can go and create a category that allows you to break up further dropdowns on your custom fields. this is not a requirement however if you have a lot of custom fields it's better to categorize them.

The next tab that you need to go to is the entity links that means you need to link the custom field that you created to somewhere in the system.

You can link one custom field to multiple places in the system, example customer set up, supplier setup an inventory setup using the same custom field.

Custom fields on stationery

In Custom Fields under the Entity Links Tab. Click on the Entity in the drop down that you require and click on search.

Find the custom field that you do not want to appear on the printable documentation and click on Amend.

Take the tick off the Printable tick and click on Save and Close.

By removing the tick on the Printable label this will mean that when printing the document for the customer is will not see that custom field.

Reference Values

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Reference Values screen is where all the document numbers are begun in order to run in sequential order. The prefix of the documents can be changed for General ledger, debtors, creditors, Inventory and job costing.

This area is very important for first time startup of books. The next invoice number from the old accounting system should be used in order for the system to run in sequence with the old system.

Refresh button, refreshes the current form to see if any of the numbers have changed.

Useful when you are back dating some transactions with specific number sequences.

The Reference values for all the source documents in the system are set here

General Ledger tab

Debtors tab

Debtors ageing Tab

Creditors Tab

Creditors ageing Tab

Inventory Tab

Job costing Tab

Custom Periods setup

Custom periods

Custom Periods setup

Custom periods setup

Custom periods help you select an alternative way of running reports.

While the financial reports could be running on a monthly.

The custom periods can run on a weekly basis, you could also have it run as an alternative monthly. Running from the 25th to the 26th of the month.

Here is an example of the selection for custom period in a report.

Imports

System Configuration>Administration> Imports

we have updated the system with the imports files that can be downloaded

Select the file and click on download.

The file can then be used to populate data and import in the system.

Imports

Pricing Level export and import

System Configuration>Administration> Imports

Before proceeding with this, please ensure you have done a backup.

To export your current pricing levels from the system, go to the reports menu group in one of the modules and then click on the report lists menu item.

Select the inventory costs report under the inventory category. Ensure you have the price levels selected as ALL so that you select all your price level categories. Click on the “Generate Report”

Once the report is run, click on the copy to clipboard button and take the report to excel (follow the help file on how to use the copy to clipboard function)

Export the pricing levels once the file is in Excel, remove the headers so you have the stock code at the top of the first row

Remove the columns called

1	Supplier Cost
2	Unit Cost

Use the selling price column to amend your prices

Note:

The price column will contain both the percentage mark-up amount and the actual amount, the column called mark-up or amount will tell the import what to use.

Use the % mark-up column to fill in your Selling Price Column with the percentage that you want to mark-up the item by.

After you have sorted your item prices taking note that you have ensured that the percentage amount is indicated in the selling price column

These columns below are the only columns you will need to effect the import

INVENTORYCODE

Price Level

Markup / Amount

Selling Price

Click on the upload button and select the import type as pricing level, then click on the browse button to find the CSV file you have saved

Click upload the file will be displayed under the pricing level tab click on the Import Button to Import the changes.

Imports

Change Inventory codes import

Use this function to import and change.

1	New item code
2	Item description
3	Long description

The fields for import are as follows:

The CSV must be semi-colon (;) separated

Old Code	New Code	Description	Long Description

One can import using this file to change the description and long description by using the same item code in the Old Code and New Code

Imports

Template Maintenance

Adding and maintaining templates

Download	Download template
Category	Specify the Category
Template Name	Enter a Name
Version	Define version
Date Released	When was this released
Latest	Is this template the latest version
Notes	Add in notes
File	Select the template to upload
File Path	See the file path

Imports

Inventory images import

System allows for a bulk images import.

This can only be done by a system administrator on the server that you are hosted.

Prepare a folder with all the images.

Prepare the Excel file with links to the images.

StockCode	Image Description	Image file	Thumbnail Description	Thumbnailfile
1051	1051_M	c:\images\beauty\A\1051.jpg	1051_T	c:\images\beauty\B\1051.jpg
1151	1151_M	c:\images\beauty\A\1151.jpg	1151_T	c:\images\beauty\B\1151.jpg
1271	1271_M	c:\images\beauty\A\1271.jpg	1271_T	c:\images\beauty\B\1271.jpg

Server code

Copy data to server
Go to the Terminal
Change to Namespace

Run this code

do ##class(InventoryManagement.Attachments).Import("c:\images\Youngblood\import.txt")

Email schedule setup

Emailing schedule setup

Set up emailing schedules in the asset. in the asset tracker module for the following functions:

1	Guarantee expiry date
2	Next service date new
3	Registration due date
4	Return date
5	WOF due date

The reminder emails can be sent up to be sent with a number of prior days or on the day.

Email schedule setup

Email Schedule Maintenance

Setting up who receives the email

Module	Select the module
Function	Select the type of function Next Service Date
No of Days Prior	How many days prior do you want the report to run
Active	Active or inactive
Available	Users available to send email to
Selected	Selected users receiving the email

Export Schedule

Export schedule

Export Schedule

Exports schedule setup

Set up schedules to export data to csv file to be used in external data analytics programmes like Power BI.

One can also set up batch reporting on a monthly basis, for example. financial position, financial performance and trial balance.

Export multiple files

Select multiple files for download (Use the Download selected highlighted in blue)

Select single files for download (Use the Download File highlighted in red)

Export Schedule

Export Schedule Maintenance

The export schedule allows you to setup multiple ways of exporting source data for review.

SQL queries can be gotten from your ERP consultant

Schedule Tab

Fields defined

Type	Export - Exporting data type Report - Creating a report to export
Report	Reports predefined when Report type is selected
Modules	Select from a drop down menu where one has defined the module
Functions	Select from a drop down menu where one has been defined under the module
Active	Make the export or report active or inactive
Schedule Frequency	Select from a drop down menu for daily, weekly or monthly
Export Type	Specify CSV or XML
Destination Folder	Specify the default folder
Specific destination	Click on the button to set the path for files to be exported to. This is used for one drive for share point. When using this, the file will be inserted into this folder and the default folder
Notes	Enter the notes of what the export is about Short description of export
SQL Statement	Paste the SQL query
Date Requirements	Only required when reports are run. SQL query works with a date

Download List

Download the CSV or delete the file

Files are overridden each time the schedule runs

Export Schedule

Manage Modules

Add Modules (Grouping of exports)

Using groups helps define the exports, works well to define monthly reports for certain users to receive

Module Add / Edit

Module Code	Create a unique code
Module Name	Enter a name
Activate User - Report Email	Activate to send a report
Available and Selected	Select emails to be sent the report

Export Schedule

Manage Functions

Add and Maintain Functions which are linked to the modules.

This defines what is been exported.

Add / Edit Function

Module Name	Select the module the function will be linked to
Function Code	Add in a unique function code
Function Name	Enter a name to define the function

POS Payment Setup

Setup Payment methods for POS and invoice

POS Payment Setup

POS Setup

Setting up Till and payment methods for both POS and invoice payments

(POS in Huge is no longer in use, however this payment methods are used in invoice payments)

Till Setup

Setting up a Till and defining the payment methods

Payment Methods

Setup the various payment methods

Only one of the payment methods can be used as Is Credit Card

Adding or editing a payment method

POS Payment Setup

POS Payment GL Links

Setup links for each of the payment types

1	Cash
2	Debit Card
3	Credit Card
4	Voucher
5	Other

Cash Payment setup

Group setup

Link Payment and group

Debit Card Payment

Ensure you have a Bank clearing account.

This is to ensure that when the amount is imported from the bank, you don't double up but push to clearing account.

Group setup

Link group and payment method

Credit Card Payment

Note that the credit card has an additional tick for chargers

Group setup

Link Group and payment method

Payment Voucher

Payment Group

Link group and payment method

Payment Other

Payment Group

Link group and payment method

Once all payment methods setup in GL Links. Link these methods to each till for POS Payment

POS Payment Setup

POS Payment Methods link till

Link Payment methods in GL Links to till

Each till is setup against the user to allow the various payment methods to be displayed.

Link each payment method to GL Link created

Link the till to the user setup

Courier Setup

Setting up the courier parameters

ASCM - Administration

Company Profiles

Company Search

Functions

Branch Association

View scheduled tasks log

Print company profile details

Set a restore password

Company Details

Basic Tab

Address Tab

Defaults Tab

Stock Ledger Account Replacements

Defaults

Additional Tab

Tax Defaults

Enforce Settings

Email SMS Tab

Email Settings

SMS Settings

Statement Messages

Bank Details Tab

Bank Details 1

Bank Details 2

Settings Tab

Decimal Places

Job Costing

Debtors Settings

Other settings

GL Links Tab

Stationery Tab

Asset Tracker Tab

Support Logs Tab

Custom Fields Tab

Attachments Button

Allow Email

View Attachment

Generic Names Button

Inventory Tab

Debtors Tab

Creditors Tab

Employee Tab

Time Log Tab

Support Log Tab

Shipping Tab

Functions Menu

Set Backup and Restore password

Clear Company

Reset Company

Scheduled Tasks

Scheduled Tasks

Scheduled Tasks list

Monthly Invoices

Setup Monthly Invoices

Schedules Report

Manage System Emails

Escalation and Debit Order Message Setup

Escalation Setup

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

Debit Order Message Setup

Example of a SMS Message

Example of an Email Message

Branch More Details

Stationery Layout Change

Setting up restore password

Customer Access

Division and Region enforce

Programme Background Colour

Defaults

Defaults

System Defaults tab

Leave Allocation: Time log Defaults

Link Button on Modules

Enforce Invoice Order No

Credit Card Surcharge Setup

Credit Card Encryption Setup

Export Schedule Date Delay Setup

Fixed Asset Minimum Balance for Transactions

Default User

General Ledger Defaults Tab