How do I Review the Company Details and Settings?

Making sure that the Company's parameters and settings are what you require.

Written By Gerry Mckeown ()

Updated at September 29th, 2018

1.    Introduction:

The action of setting up your new Company will have been carried out in a part of the system known as the “Administration Layer” which requires high-level access privileges. If it hasn’t already been done, you should refer to the Article “How do I Set Up a new Company or Corporate Entity” and proceed from there in the Administration layer – which will also facilitate the setup of new Users and their access permissions, and other executive privileges. Otherwise, you should, before you now begin using your new Company, review the settings and parameters which have already been set up for you in this table to ensure their accuracy and completeness in terms of your proposed operation of the system. Changing these entries subsequently could lead to severe disruption to the continued and proper operation of the system.

2.    Reviewing the Company details and Settings:

After logging into the system click on “Company Details and Settings” under “Setup”;

This will open the following Window;

Check the details contained on this first Tab and fill in any missing fields. Click on these buttons at any time to gain access to individual help fields regarding each entry. Here you should have set up the details and particulars of your Company which will be used on this Company’s printed Invoices, Statements, etc. In addition, if not already done so, you should also browse to an appropriate location in order to upload the Company’s Logo for subsequent inclusion on these documents. When this information is complete you should click on the next Tab labeled “Settings”;

Your System provider will have explained the various Editions, their functionality content, and pricing. When the “Edition” has been chosen at Company creation stage, it will be shown here and cannot be amended. Review and amend as necessary all the other fields on this Tab before moving on to the next tab.

This Tab relates to the Purchase Order, Invoice and Payment Approval process (if used). Complete details are contained in the Article: “How do I Implement Purchasing Approval for Budget Holders/ & How do I Implement Purchasing Approval for Non-Budget Holders” and “How do I Implement Supplier Batch Payment Approval”. You can set these fields later when, and if, you implement Purchasing Approval.

The next Tab relates to integration between this system and other third-party systems, some of whom require this system to provide a valid key to effect the integration. Your system provider will provide you with this information, should you require it. It is also used in the generation of Intercompany Transactions which is detailed in the Article: “How do I Create Intercompany Transactions. You do not need to update this information at this stage.

When you have finished reviewing each of the foregoing Tabs, don’t forget to “Save” any changes you have made.

The final Tab is for information only: It shows the extent of resources you have currently consumed;

3.    Reviewing the Default Settings:

The system provides Defaults for all the major data sets in the system - Customers, Suppliers (Vendors), Items, General Ledger and Banks.

Defaults allows you to set the static detail in advance so that this information flows through when you setup a new Customer, Supplier (Vendor), General Ledger Code, item or bank account. 

For example, if you set a default bank account in 'Customer Defaults' each new customer account that you create will inherit this bank account. Obviously, this can be changed on the new record to another bank account if required.

To access this screen go to Setup > Defaults Settings;

You will then have 5 sections to choose from Customers, Suppliers (Vendors), Items, General Ledger and Banks.

You will see a note at the top of these screens indicating that the fields marked with an asterisk (*) are mandatory. These fields will already contain entries which are part of the standard company set-up. You can select different entries for these fields but you cannot leave them blank.  

All other non-mandatory fields can be entered as required.

If you used a 'Saved Template' company to set up the new company then these non-mandatory fields will contain values that were set up for the saved template company. 

If you used a 'Standard Template’ company as the basis for the new company, (or the values have not been set up for an ‘existing’ company), then these fields will be empty.

Click on the Open hyperlink to open the relevant default settings for each area which will be outlined below.

a) Customer Defaults:

Customer Defaults enable you to record static data related to customers in advance so that it will be automatically pre-populated when adding new customer records. 

The Customer Defaults page contains all the fields that can be used as defaults during customer set-up and when new customers are created. 

GL Control Account - This is the default Debtors (Accounts Receivable) Control account for each customer when you create a new one. This cannot be changed after a customer is created.

GL Sales Account - This is the default sales account for each customer if you set up a new one. The default selected GL account can be changed after initial setup.

Bank - This is the default bank for each customer you will set up. The default bank can be changed after a customer is setup.

Credit Terms - This is the default credit terms for each new customer you setup. This can be changed and you can setup new credit terms as you require.

Currency - This is the default currency for the customer. When you setup a new customer you can select the currency that customer is going to be set up in if different from your base currency. You can set up new currencies from Setup > Codes Maintenance > General > Currencies.

Price Categories - You can choose from 9 different price categories as your default for new customers. These can be setup from the Setup > Codes Maintenance > Customers & Suppliers Price Categories screen.

VAT (Tax) Code - This is the default tax code for any new customers you setup. The tax codes can be setup from Setup > Codes Maintenance > General > Taxes.

Area - If you want to segment your customers into Geographical areas you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Areas.

Delivery Route - If you want to associate your customers into different Delivery routes you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > > Customers & Suppliers > Delivery Routes.

Group - If you want to categorise your customers into different Groups you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Customer Groups.

Payment Method - if you want to associate your customers into different methods of payment you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers Payment Methods.

Priority Code - if you want to associate your customers into different Priorities you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Priority Codes.

Region - if you want to associate your customers into different Regions you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance >Customers & Suppliers > Region.

Ship Via - if you want to associate your customers into different Regions you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Ship Via.

You can set the values of these fields by selecting from the drop-down list available value for each field. You can create new values if required by clicking 'New' within the search page.

b) Supplier (Vendor) Defaults:

Supplier (Vendor) Defaults enables you to record static data related to suppliers (Vendors) in advance so that it will be automatically pre-populated when adding new records. This contains all the fields that can be used as defaults during set-up and when new Suppliers (Vendors) are created. 

GL Control Account - This is the default Creditors (Accounts Receivable) Control account for each supplier (vendor) when you create a new one. This cannot be changed after a supplier (vendor) is created.

GL Purchase Account - This is the default purchase account for each supplier (vendor) if you setup a new one. The default selected GL account can be changed after initially setup.

Bank - This is the default bank for each supplier (vendor) you will setup. The default bank can be changed after a supplier (vendor) is setup.

Credit Terms - This is the default credit terms for each new supplier (vendor) you setup. This can be changed and you can set up new credit terms as you require.

Currency - This is the default currency for the company. When you setup a new supplier (vendor) you can select the currency that supplier (vendor) is going to be setup in ,  if different from your base currency.  You can setup new currencies from Setup > Codes Maintenance > General > Currencies.

Group - If you want to associate your supplier (vendor) into different Groups you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Groups.

VAT (Tax) Code - This is the default tax code for any new supplier (vendor) you setup. The tax codes can be setup from Setup > Codes Maintenance > General > Taxes screen.

Payment Method - if you want to associate your supplier (vendor) into different methods of payment you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Payment methods.

Priority Code - if you want to associate your supplier (vendor) into different Priorities you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Priority Codes,

Ship Via - if you want to associate your supplier (vendor) into different Regions you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers >Region.

Area - If you want to segment your supplier (vendor) into Geographical areas you can choose the default one here. You can setup new Areas from Setup > Codes Maintenance > Customers & Suppliers > Areas.

Franchise - See the Franchise How to Guide

Order Required - Check this box if you want Purchase Order's to be the default option for a new Supplier.

Exclude from Approval - Check this box if you want the raising of Purchase Orders and Invoices not to be included in the Workflow Approval process.

c) Item Defaults:

Item Defaults enables you to record static data related to items in advance so that it will be automatically prepopulated when adding new item records. The Item Defaults page contains all the fields that can be used as defaults during item set-up.

Default Location -  For a new Stock (Inventory) item this is the default location. This can be changed as required.

Default Sub Location - For a new Stock (Inventory) item this is the default location. This can be changed as required.

VAT (Tax) Code - This is the default Tax code for your new item. Please note The tax code defaulted here will take precedence over your Customer's & Suppliers (Vendors) if you do not have the "Use tax code" checked for your customers and Suppliers (Vendors) (Shown below);

Group - You can segment your items into groups and subgroups to allow for further analysis. This is the default Item Group if you have items that you are counting the on-hand quantities and average cost calculations for.

Sub Group - This is the default Item Sub Group if you have items that you are counting the on-hand quantities and average cost calculations for.

Type - The Type allows you to separate your items into Items and services based items. Choosing items will count the purchases, sales, adjustments, stock counts you do. 

If you choose a Service item then these do not track the in's and outs but will be available on certain reports for further analysis.

Prevent from Selling with no stock on hand - This checkbox is available for your physical items. Check this box if you wish the system to post average cost values for posted Sales and Purchase item invoices and to prevent selling below the quantity you have on hand per date.

This Article in Appendix A deals with this; How do I use the Stock Management System

Franchise - if this item is to be used in the franchise operation then please check this box - See the Franchise How to Guide.

Sales Account - Each item must have a default sales account. This is the default GL code when raising a new Order or item invoice. This can be changed on entry of the new order or item invoice.

Purchases Account - Each item must have a default purchases account. This is the default GL code when raising a new Order or item invoice. This can be changed on entry of the new order or item invoice.

Stock Control Account -  For your items, you need to nominate 2 General Ledger accounts for your average cost postings. One should be on your Profit and Loss (Income & Expenditure) section of your Chart of accounts listing and one on your balance sheet. The Stock Control account is for your Profit and Loss General Ledger code.

Stock Movement Account - For your items, you need to nominate 2 General Ledger accounts for your average cost postings. One should be on your Profit and Loss (Income & Expenditure) section of your Chart of accounts listing and one on your balance sheet. The Stock Control account is for your Balance Sheet General Ledger code.

d) GL Account Defaults:

General Ledger Defaults enables you to default a General Ledger Category, Sub Category and Tax code for your General Ledger accounts in advance so that it will be automatically pre-populated when adding new General Ledger account records. 

Category - This is the default Category when you setup a new General Ledger code. This can be changed to the Category you require as default when setting up a new General Ledger Code.

Sub Category - This is the default Sub Category when you setup a new General Ledger code. This can be changed to the Sub Category you require as default when setting up a new General Ledger Code.

VAT (Tax) Code -  This is the default VAT (Tax) code for the General Ledger code.  This can be changed to the VAT (Tax) Code you require on setup.

Group - If you wish to group your General Ledger accounts in different groups you can setup new groups as required. This is the default Group for a new General Ledger code. This can be changed to the Group you require on setup. This is not a compulsory field and can be left blank.

Job No / BI Code -This is the default BI code for any new General Ledger code you setup. This is not a compulsory field and can be left blank.

e) Bank Defaults: 

Bank Defaults enables you to record default General Ledger Category, Sub Category and Tax code for your Bank accounts in advance so that it will be automatically pre-populated when adding a new Bank account. For example, you may wish to have a category of Current Assets and a Sub Category of Cash and Bank.

Category - This is the default General Ledger Subcategory for your new bank account. This can be changed if required on setup.

Sub Category - This is the default General Ledger Subcategory for your new bank account. This can be changed if required on setup.

VAT (Tax) Code - This is the default VAT (Tax) code associated with the bank account. This can be changed if required on setup.

Currency - This is the default currency for a new bank. This can be changed on setup to the required currency once the currency is set up in the Setup > Codes Maintenance > General > Currencies screen.