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.   Video Training Manual 2016 Part 1 - Click Here Video Training Manual 2016 Part 2 - Click Here 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 Functions Menu 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.