System Options

August 12, 2015 in System Manager


This routine is used to adjust the various ‘System Options’ available in the system. These options are global controls on the way Online Advantage functions, and for the most part are used to turn facilities on or off within the system. For ease of navigation they are grouped by module.

Data Input


Step 1 – General System

American Date Format

Enable this option to use the ‘American’ date format i.e. MM/DD/YY. If not selected (the system default), a ‘European’ date format will be used i.e. DD/MM/YY.

User Password Security

Enable this option to restrict access to the system via user profile for those procedures and functions defined for their “Access” and held on the Users Details function in the System Manager. If not selected, then each user will have access to every procedure and function in the system. Warning: Users must be established with appropriate access permissions before selecting this option otherwise you could be totally locked out of the system or systems functions.

Audit User Procedures

Enable this option to have the system generate an audit report for user access to functions/procedures they use through the course of their login.

Audit Master File Maintenance

Select this option to keep an audit of any changes made to the main master files used in the system i.e. Customers, Suppliers, Products, Assets, Chart of Accounts, Employees etc. An audit report of changes made during each day will be generated as part of the end-of-day procedures. For more details on Master File Audits, click here.

Using Electronic Document Delivery

Enable this option to use the Electronic Document Delivery (EDD) facility in the system. Documents can be sent via EDD using either fax or email. Enabling this option also affects printers assigned via Special Form Queues. Without this option set, printing will go straight to the Report Launcher, not to the default printer assigned to the Special Form Queue. Because of this it is recommended to leave EDD enabled.

Default Electronic Document Delivery for Reprints

Set this option if you would like reprints of documents (e.g. Statements, Remittance Advices, Invoices, Credits etc.) to resend electronically if the contact details are set up for Document Delivery. If you would like to have more manual control over how reprints are viewed/delivered then leave this option un-ticked.

No Network Printing

This option switches off the ability for users to print to a network printer for all users. See No Network Printing for further details.

Secure PDF

Enable this option if you would like PDF documents generated via reporting to be non-editable.
You will not be able to comment, highlight or join secure PDFs

Number of days to retain Non-Transaction Data

Enter the number of days you wish to retain the non-transaction data in the system. This is a general setting that is used by the EOM function to clear away any general log files and records from the system like Stock Take audit report details.

Number of months to retain Transactions

Enter the number of months to retain transactions information on the system. For example, if you enter 24 then you are telling the system to retain 2 years of transaction history. Any transactions older than 2 years would then be purged from the system and if you needed to access it you would need to have backup archives and have the data restored and a system setup to access that older data. If you choose a longer period to retain transactions (e.g. 60 months/5 years or 84 months/7 years) then you will have more history available, but will require more disk storage. The longer transaction details are kept the more likely it is that it will affect the performance and responsiveness of the system. This is because there will be more information stored in the database needed to process when running reports and completing updates of data. The number of months you choose is dependent on the volume of transactions you enter per day and your need for historical reference to transactions.

NOTE: If you are going to reduce the number of months transactions are held for, the data will be purged during the next EOM run.

Day Last E-O-D for week run

Select the day (Friday, Saturday or Sunday) for last End-Of-Day weekly run. This is used by the system to determine when the last EOD for the week will be run in case any new Prices are held in the system that need to be applied. The system will check the Apply Date on new prices held in the Future Pricing facility to ensure they are in place ready for the next days trading. For instance, if the last EOD occurs on a Friday, and there are new prices with an apply date of the following Monday, the system will apply those new prices as part of the EOD that runs Friday evening (or Saturday morning) so that they are in place for the start of business on the next Monday. If you were trading on a Saturday but not a Sunday, then you would nominate that Saturday was the last EOD for the week and then the new prices would be applied that evening. If you trade every day and run an EOD every day then the system will be checking every day anyway so it doesn’t really need to know the last day of the week.

Business Registration Long Description

Enter the long description of business registration. e.g. Australian Business Number. This is used for printing on stationery documents like invoices and purchase orders.

Business Registration Short Description

Enter the short description of business registration. e.g. ABN. This can be used for printing on stationery documents like invoices and purchase orders if the long description doesn’t fit.
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Step 2 – Accounts Receivable

Standard Trading Terms

Enter the standard trading terms that are used by the majority of debtors established on the accounts receivable customer ledger. Prior to setting the standard terms, you must have established the Customer Trading Terms entry you wish to select as the standard to use. The terms entered here relate to the number of days debtors will be given credit if no over-riding term is entered against the customer’s master file details. In other words if a customer does not have a Trading Terms set against their account this default is what the system will use.

Standard Statement Type

Select the standard statement type. This is used as a default Statement Type for all Debtors Statements generated on the system where the Customer does not have an Override Statement type in the customer’s master file details.

Available types are:

  • Balance forward
  • Complete Open Items
  • Outstanding items only

In other words if a customer does not have a Statement Type set on their account this default is what the system will use.

Standard Statement Print Code

Select the standard statement print code. This is used as a default Statement Print Code for all customers where no over-ride statement print code is set up against the Customer’s master file details.

Available options are:

  • Always print statement if transactions are on account
  • Don’t print statements for Zero balance accounts
  • Don’t print statements for Credit balance accounts
  • Don’t print statements for both Zero and Credit balance accounts
  • Never print a statement
  • Never print a statement at End of Month

If you don’t select a statement print code, the System Default is to always print statements if there are transactions on account.

Number of months to Retain Statements

Enter the number of months you require debtors statements to be held on the system for display and reprinting purposes. The main impact on keeping statements for a prolonged period of time (many years) is the disk space required to store the data required for all the detail. However you can always reduce the number of months that you retain statements if the period proves to be too long. Nominating a short time frame will see statements deleted from the system and putting the data back once they are deleted can be a time consuming and expensive exercise and requires backups held for the periods required.

Mandatory Unallocated Credit Reference

Selecting this option forces users to enter an ‘Unallocated Credit Reference’ in Cash Receipts when a customer receipt is entered and not allocated to any outstanding ledger items via the transaction offsetting facility.

Number of Months before Inactive

If you have the situation of customers returning to trade with you when they may have been inactive for several years, and they were previously ‘Credit Approved’ you may wish to subject them to a new account approval process before continuing a previously established line of credit. Here you can enter the number of months that would need to lapse before you would consider a credit check would be required. During the End of Day process, customers that have been inactive for this period of time (inactivity is based on the customer’s last invoice date) have their Credit Flag set to ‘Unapproved Account’. This means that if a returning customer who has not done business with you for a long time (perhaps years) places an order, the order goes on credit stop until the account is approved for credit. If you do not wish to use this feature, set the number of months to zero or leave blank.

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Step 3 – Accounts Payable

One-Off Supplier

Enter the supplier that will be used to consolidate history details at month end for one-off supplier transactions. During Accounts Payable month end, all suppliers that have been established as “One-Off’s'” in the suppliers details setup area are deleted and their history details consolidated against the supplier nominated here. Only “One-Off” suppliers with no outstanding ledger items are deleted in this way. This is done to allow you the ability to record temporary supplier debt and have them then flush from your supplier list if you do not expect to use them again.

Approve Suppliers

Set this option if you want to prevent purchase orders from being created for suppliers that are ‘unapproved’. Use Supplier Details to approve individual suppliers.

Default Bank Transfer Payment Method

With this option selected, the ‘Bank Transfer’ Payment Method is the default in Manual Payments entry instead of ‘Cheques’.

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Step 4 – Cash

Print Copy Invoices & Credits at EOM

Select this option to set the system to print a copy of all computer generated (i.e. not manual) invoices and credit notes generated for the month during the end-of-month process. This might not mean an actual “print” as the invoice and credit note details could be emailed from the system for use as an electronic archive. This option essentially saves having to keep paper copies of every invoice and credit note generated in a manual paper archive.

Bank Reconciliation System

Select this option to enable the system to record all cash receipts and payments for reconciliation against bank statements. This option can be turned on when you are ready to begin performing bank reconciliations on the system. Note that turning this option off will cause the system to clear any outstanding “non-reconciled” cash receipts/payments from the system and so should only be done if you are sure you are not going to use the bank rec in OA.

Bank Deposit Slip Printing

Select this option to tell the system to prompt for additional information during cash receipting to enable bank deposit slips to be printed. The additional information is the tender details such as tender type (e.g. Cash, Credit Card) and the cheque details if the tender type is Cheque. It is important to have this breakdown recorded if you are planning to reconcile using the system and want to be able to separate and match these different tender types.

Manual Cheque Printing

Select this option if you want to be able to print cheques and/or remittance details from the Manual Cash Payments function in the Accounts Payable system.

Print Cheque Amount in Words

Select this option to express the amount of a cheque in words (i.e. One Hundred and Forty Dollars Only). If not selected, the amount will be expressed as numbers in boxes (i.e. One Four Zero 00).

Combined Remittance Advice & Cheque

Select this option to set the system to print a combined remittance advice and cheque (i.e. they are on the same form). If not selected, the cheque and remittance advice will be printed separately i.e. a cheque on one form/page and the remittance advice as another, typically on two separate printers.

Void Cheques

This option only applies to combined remittance advice/cheques. Select this option to allow a cheque to be voided if the remittance advice exceeds 1 page and the remittance advice will continue on the next page. If not selected, the extra details will be printed on a separate remittance advice (known as “additional pages”) which saves losing cheque numbers on pre-printed stationery.

Continuous Cheques (Unchecked=Sheet)

Select this option if the cheques(/remittance advices) are continuous paper in a cut-sheet style printer. If not selected, the system assumes that they are cut sheets i.e. for laser/inkjet printers. This option controls form feed (page eject) requirements which change depending on the type of paper.

Print Copy Remittance Advice

Select this option to enable the system print of a copy of the remittance advice when the cheque run is finalised. It is only relevant if you are printing a combined cheque/remittance advice format and you want a have a separate hard-copy version of the remittance details for your paper archive.

Local Currency

Set the local currency of your system. The General Ledger and the various sub-ledgers are maintained in this currency. Wherever currency is entered during transactions, the ‘Local Currency’ option is referring to the currency selected here.

Bank BSB Format

Enter bank BSB format. This is used to validate that a BSB is entered in a consistent format wherever it is entered in the system. For example, in Australia the BSB consists of 6 numbers. The format code entered here could be:

  • 6N – to force the input to be 6 numbers e.g 062111
  • 3N-3N – to force the input to be 3 numbers, a hyphen, then 3 numbers e.g. 062-111
  • 2N-4N – to force the input to be 2 numbers, a hyphen, then 4 numbers e.g. 06-2111

The BSB number is used in the bank transfer function to create a Bank Export file of payment transactions which can then be imported into your banking software or internet based web portal system to create a payment of one or more suppliers. If you are sending your bank data via electronic files, then you should consider the banks BSB format requirement when setting up the format here.

Default Bank

This bank is used for receipt of payments in Sales Order Entry where the user does not have a default Bank account allocated. Also selected used for e-Commerce portal transactions where no default has been created.
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Step 5 – Sales – Orders

Default Contact Type (Accounts contact)

Contact Type that denotes an ‘accounts’ contact. This is usually the contact that receives invoices and statements. This is used in e-Commerce to find the accounts contact for a customer.

Make the Accounts contact the main contact

When a new contact is created and designated the accounts contact, it is set to the main customer contact if this option is ticked. This is used in e-Commerce.

Default Contact Type (Order Contact)

When creating a contact in Sales Order Entry, the contact type will default to the contact type entered here. This contact type is also used in e-Commerce to find the order contact.

Allow Payment in SO Entry

Enable this option to allow payments in Sales Order entry. If this option is selected, when you enter a Sales Order, an extra ‘step’ will appear allowing you to enter a deposit or a full payment for the order. When the order is saved, the customer’s ledger is updated with a cash receipt transaction. When you invoice the order, the Cash Receipt is automatically matched off against the Invoice. If you would like to activate payments in Sales Order entry for certain users only, then there is an equivalent option in the User Details function. Note: Using this option disables the ability to split orders by entering a different location at the order line item level.

Suppress Prices on Transfer Invoice

Select this option to suppress the printing of stock transfer pricing on Stock Transfer Invoice dockets.

Make Invoice No. = Order No

Select this option to tell the system to make an invoice number the same as the original sales order number being invoiced. If this option is not selected, then the invoice number is allocated sequentially according to the Document Prefix set up on the user, or using the system wide next invoice number where no prefix is to be used.

Make Credit Note No. = Order No

Select this option to tell the system to make a credit note number the same as the return docket number. Works in the same was as the Invoice option above. If this option is not selected, then credit note number is allocated sequentially according to the Document Prefix set up on the user, or using the system wide next invoice number where no prefix is to be used.

Mandatory Customer Order Number

Select this option if every sales order entered must have a Customer Order Number entered as part of the order entry. If not enabled, the Customer Order Number is an optional input.

You may override this setting per User via the User Details function if required.

You may also override this System setting and the User setting via a setting on the Trading Terms. This allows you to differentiate between ‘cash’ customers who would not require a Customer Order Number and ‘account’ customers, where a Customer Order Number would be more useful.

Back Orders Printed With Debtors Statements

Select this option to print back order details (back order statement) when debtors ledger statements are produced. A back order statement shows a list of products and quantities that are currently on back order for a customer.

Enable Manual Despatch Back Orders

Select this option to enable the entry of back-order details when entering/processing manual despatch dockets. If not selected, the back-order field is skipped during manual docket entry.

Add Back Orders During Picking

If you enable this option then as an Order is selected for Picking, the system will check all Back Orders for that Customer and see if any of these Back Orders can now be satisfied with the stock available in the system. If any products on back-order for the same customer can now be supplied, then these products are automatically added to the order being processed so they can be picked, packed and despatched with the other items being delivered to the customer. This feature is available so that you can attempt to reduce the number of deliveries required when back-ordered products become available, saving you from the possibility of a separate delivery later just for the back order. The back order items added to the order being processed will show the original order details on the paperwork, including the customers original Order Number to assist in identification.

Separate Order Per Customer Order Number

Enable this option to generate a separate sales order docket for each customer order number when back-orders are able to be supplied. If not selected, back-orders will be consolidated onto the same order. This option is only relevant if the ‘Add Back Orders During Picking’ option is enabled.

Note: a back order will ONLY be consolidated onto an existing order if ALL of the following conditions are met:

  • The Sales Tax Certificate Exemption Number on the back order matches the sales order
  • The Delivery Instructions on the back order match the sales order
  • The Delivery Address on the back order match the sales order
  • The Delivery Code on the back order matches the sales order
  • The Receiving Location on the transfer back order matches the transfer order
  • The Foreign Currency on the back order matches the sales order
  • The Exchange Rate on the back order matches the sales order
  • the Cash Sale Name on the back order matches the sales order
Check Stock When Picking

Select this option to set the system to check the Stock “Available” quantity during the picking process to determine if a product can be supplied. Under normal circumstances this function would be enabled so that the picking routine checks inventory levels to see how much of a product ordered can be supplied. If this option is selected and there is insufficient stock available during picking docket processing then the item will be placed on back order, unless the sales order is set to ‘Full Picking Only’. In the case of ‘Full Picking Only’ a picking docket is NOT produced until stock for all items on the order is available. In other words, not until the ‘full’ order can be satisfied.

When this setting is disabled, the system will always assume that each item required can be supplied in full. It essentially tells the system to by-pass the stock available checking and assume that everything ordered can be supplied. This is typically used temporarily where a company has just started to process orders through the system but may not have taken up the Inventory levels of the stock items, or where they are behind on the processing of purchases & stock receipts.

Number of days quotes valid for

Enter the number of days quotes will be valid for. This is the default number of days a quote entered on the system will be valid for. The number of days a quote is valid for appears on the quote, and is also used in many display options relating to quotes. You can enter any non-negative integer. The default is 0 days. Once the quote is past the valid time period, it will appear as an ‘expired’ quote.

Number of days to retain quotes

Enter the number of days to retain quotes details on the system. Quotes are automatically deleted from the system once they have been in the system for this period as part of the End of Day overnight processing.

Number of days to retain draft orders

Enter the number of days to retain draft orders on the system. Draft orders are deleted from the system once they have been in the system for this period as part of the End of Day overnight processing.

Number of days to define forward orders

Enter the number of days to define when a sales order is a forward orders. This is the number of days by which a sales order’s “date required” must exceed the system date before it is considered to be a ‘Forward Order’. You can enter any non-negative integer. The default is 0 (no forward orders). The main difference between a ‘Committed’ sales order, and a ‘Forward’ order is that forward orders do not affect the ‘Available’ stock calculation when stock picking decisions are being made by the system.

Default Sales History Weeks

Enter the number of weeks of sales history used in the Sales Order Entry ‘Sales History‘ order building function. This is the system default number of weeks only. The users can change the period or weeks used whilst in the Sales Order Entry function as required. The Sales History feature allows users to build a new sales order for a customer based on previous ordering activity for a period nominated in weeks.

Default Buyer

Enter the default Buyer code for use in the system. The buyer is defaulted onto Purchase Orders and can be changed as required on a given Purchase Order. You can also set up a default buyer against each user. If a user does not have a default buyer, then the buyer entered in these System Options is used as the default.

Default Order Class

Enter the default sales Order Class. The order class is defaulted onto new Sales Orders created in the system unless other rules have been established on the order classes.

Packing Input Method

Line No. Entry – this allows you to enter the sales order line number being packed. This is useful when you are packing a large order and the items are not in the same sequence as they are on the order.

Grid of Order Items – this is more suited to smaller orders, or where the items are being packed in the same sequence as they appear on the order.

Build – this triggers an ‘auto build’ to generate packs and contents based on Standard Packing and Product Packing information. If this option is selected, the build occurs when entering the ‘Line Item Packing’ area in sales consignment note entry. This is useful for quick entry, but does require the packing rules to be predictable and it requires the upfront setup of the packing details per Product.

Use Delivery Calculator in SO Entry

Turn this option on if you want to enable the option to have delivery charges calculated to determine freight charges for an order.

Show Margin Display in SO Entry

Enable this option if you want users to see the sales margin being made on orders during their entry session to assist with pricing and discounting decisions.

Allow Consignment Entry in SO Entry

Select this option to switch the Consignment Entry step on in Sales Order Entry. This is useful if you want to pre-determine the carrier/consignment details at Order point and not as part of the Picking Confirmation/Despatch process.

Create Transfer Order from Sales Order

Select this option to switch on the ability to create a Transfer Sales order from the sales order just entered at the end of Sales Order Entry. You are required to enter the ‘from’ location. The ‘to’ location is the issue location of the sale. I.E. use this facility if you need to transfer stock in from another location to complete a sale.
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Step 6 – Sales – Sort

Choose the sort sequence you would like invoices to print in when generating invoices from picking dockets. Use the mouse to drag the sort options into the required sort sequence.
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Step 7 – Sales – Pricing

Use Markup% (Unchecked = Margin%)

Select this option to set the system to use and/or display ‘Markup’ percentages for figures and calculations. If not selected, ‘Margin’ percentages are used and/or displayed.

‘Margin’ (or Gross Profit) is defined as sales minus cost of goods sold. If a company sells a product for $100 which had a cost of $80, the margin (or gross profit) is $20. Often this margin is referred to as the ‘Contribution’. The margin ratio (or the Gross Profit ratio) expresses the contribution amount as a percentage of the total sales. In the example given the margin ratio is 20% ($20 divided by $100).

‘Markup’ means the difference between a product’s cost and its selling price. In the example given, the product had a cost of $80 and it had a markup of $20 resulting in a selling price of $100. The $20 markup is the same as the $20 gross profit. However, the markup percentage is expressed as a percentage of cost. In the example given the $20 markup is divided by the cost of $80 resulting in a markup of 25%.

Use Currency Price List SOE

Enable this option to tell the system to use foreign Currency Price Lists in Sales Order Entry. A Currency Price List differs from the regular sales price list in that it is entered in foreign currency – a currency different to the ‘Local’ currency used in the system.

Check Price Differences at Despatch

Enable this option to make the system check for price differences at the time of order despatch or picking adjustment. If you have a Sales Order being despatched/picked where prices have changed between the time the Sales Order was raised and the despatch transaction is taking place, then the system prompts the user if the old or new price should be used. To prevent the price change option from popping up, disable this option here. When this option is disabled (no price checking) the price on the original order is retained.

Do not default Samples from Zero Price

Select this option if you do not want to default a sample sale when an item is entered in Sales Order Entry with a zero price. Leave this option unselected if you do want items with a zero price to default as a sample sale. Where a price is zero and an item is below cost and not flagged as a sample sale, Sales Order Entry will ask for authorisation of the price below cost. For samples sales authorisation is not required.

Copy to All Sizes

Select this option to enable the “Copy to All Sizes” option to be available in the price entry function. This option is only relevant when Sizes are enabled on the system. Enabling this option will tell the pricing screen to copy (duplicate) a price change on one size to all other sizes of a product by default. The user has the option to disable that activity at any individual price change as required. As well as copying prices, this option is also used to default to copy Replacement Cost, and Primary Bin in Inventory Master.

Number of Days to Retain Out of Date Contracts

When pricing contracts expire, the details remain in the system for historical reporting purposes until the contract end date is older than the number of days entered here. For example, if you would like to keep details of expired contract prices for a period of 1 year, you would enter 365 days.

Cost Variation Percentage

Enter the cost variation percentage to be used on the ‘Cost Change’ report. This is the minimum percentage by which a cost must change before a product appears on the Cost Change report that is automatically run as part of EOD overnight processing.

Standard Margin% Percentage

Enter the standard margin/markup percentage to be used as a system default. Enter a non-negative value up to 4 decimals. The value entered is used in price maintenance when showing margins/markups attained by the pricing structure entered. The margin/markup required can be over-ridden per product for more specific control.

Margin% Audit Range

Enter the minimum and maximum margin audit range for the Margin/Markup Audit report. The End of Day routine produces a Margin/Markup Audit report of all sales transactions processed through the system below the minimum Margin/Markup level and above the maximum percentage specified here. Thus you can be notified of any sales not achieving a certain margin/markup, and who the customer is and what product they purchased. The report will also highlight sales made in excess of the normal expected margin/markup which may highlight data entry errors (or possibly those great new high contribution products that the Sales Reps should start selling more of).

Number of Price Levels

Select the number of price levels to be used in the system. This is the number of standard selling price levels to be available for use per Price List. You can have between 1 and 5 price levels available. There is no limit to how many price lists are available in the system.

Price Level Headings

Enter a description for each price level e.g. Retail, Trade, Export etc. The price level ‘headings’ entered here appear throughout the system on entry screens, displays and reports and can be changed at a later time if required.

Decimals for unit Price

Select the number of decimals used for unit price. The number of decimal places that can be used in sell prices is between zero to four. i.e. sell prices can be entered as whole e.g. $10 or down to a finite detail of $10.1234. The selection of a number between zero and four here determines how many decimal places prices are entered into the system as well as how they are shown in such functions as Sales Order Entry.

Standard lowest Margin%

Enter the lowest standard margin percentage (or markup %) that is acceptable for any products entered in Sales Order Entry. During sales order entry, the system can check the markup (or margin) that is being achieved for the product being entered and prevent the entry of an item if the sale being entered is not achieving the minimum markup/margin required. This entry is essentially the lowest markup (margin) percentage that is acceptable for sales order entry purposes.

Users Allowed to override lowest Margin%

This is a list of system users (people) who are allowed to override the prevention of a sale that is being performed below the lowest markup (margin) percentage. Any user who is entering a sales order where the sale price is below the required markup (margin) needs to get an authorised user (one on this list) to enter their user code and password before they can continue with the sales order. If a user is entering a sale that falls below the specified lowest margin/markup and that user is on this list of people authorised to allow the override then they will NOT be prevented from entering the sale since they are on the list to authorise such sales. If no system users are entered on the list, then there will be NO margin/markup or below cost checking performed in Sales Order Entry.

The users selected to override the lowest margin% are displayed in a list. Click the delete icon in the grid to delete the user. To add a new user, enter the user code and click Add.
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Step 8 – Manufacturing

Print Material Summary-Work Orders

Enable this option to tell the system to print a ‘Material Summary’ at the end of each Manufacturing Work Order raised/printed which can be used by warehouse/factory staff to go and “Pick” or ‘Requisition’ the raw material stock required from the warehouse to make the finished item on the Work Order.

Check For Kit Prints

Where Manufacturing Kits are being used, and the Kit details have been set up to print on Online Advantage reports like invoices, picking dockets etc., this option must be selected in order for the system to check for the printing of the Kit details as part of the processing. For processing efficiency, don’t select this option if Kit details are not required to be printed in your system.

Use/Update Job Costing System

Enable this option if you want to use the Job Costing ledger and process and post from the other ledgers to specific Job’s you create within that module.

Expense Job Costing Postings

Select this option to ‘expense’ to the General Ledger postings made against the Job Costing ledger. If disabled, then postings to the Job Costing system will be allocated to Work In Progress (WIP) in the GL Balance Sheet until such time as they are manually moved from WIP to an appropriate GL expense or Cost of Sale account.
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Step 9 – Inventory

Display Decimal Places on Qtys

Select this option to set the system to always display quantities to 2 decimal places i.e. 2.00. If not selected, the system will only display decimal places if there are any i.e. 2.00 will display as 2 but 2.10 will display as 2.1.
Note: Some reports will always display quantities to 2 decimal places regardless of how this option is set so that they are consistent in appearance.

Warehouse Summary Detail

Enable this option so that the Warehouse Summary Details will be updated as all receiving and issuing of stock takes place. This causes the system to maintain a consolidated quantity on hand and average cost figure for each product at the warehouse level for all the stock locations within a warehouse. This option can be turned on at any time and the system will accumulate the figures based on the inventory details held per item.

Use Warehouse Average Cost

Select this option to use the average cost of a product from the Warehouse Summary Detail as the “Cost Of Goods Sold” figure instead of the average cost from the stock location (or Inventory) level. If not selected, the stock location average cost will be used. This option can only be selected if the Warehouse Summary Detail option above is enabled.

Stock Displays – Show Price Inc of tax

Select this option to show prices inclusive of tax on all stock displays.

Quick Inventory from Product Master

Select this option if you would like to be able to enter Inventory Replenishment Details and the Primary Bin from within Product Master when setting up new products. The details can only be entered if a Supplier is entered on the Product Master. This option is not recommended if you have many inventory locations (more than 10), or if you maintain replenishment settings at the Location level and not the Inventory level.

Show option to apply bin to all sizes/colours

This option is only relevant if you are maintaining products with the size and colour options switched on using the Product Format settings. When the option is enabled, the Inventory Master function will show additional options next to Primary Bin input that allows users to update all sizes and/or all colours of the product you are maintaining with the same bin details.

No of days to retain Stock Take details

Enter the number of days you wish to retain stock take details for in the system. This setting is used by the EOD function to clear away Stock Take run details from old stock takes and count sheets/tickets entered into the system. If you leave this blank, stock take details are cleared when the Finalise Stock Take function is performed.
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Step 10 – Purchasing

Show reminder to finalise shipments

Select this option to enable a question to appear to remind users to finalise their shipment  when stock receipts are made in the Receipt, Cost and Finalise purchasing function.

Spare qty in Purchasing (for Jobs)

Choose this option if you would like to enter the quantity of items ordered that are designated as spares. This is used for Job Costing in the Job Spares display.

Record Supplier Price

Enable this option to update Supplier Prices with the purchase cost into stock from each time a new Shipment is received. Once this is selected, this applies to receipts of all Suppliers/Products. You can override this setting per Supplier so that you can ‘record supplier prices for all suppliers except a few’ or you can ‘record supplier prices for a few suppliers only’ . With this option enabled the system will effectively learn the pricing for each supplier/product combination you purchase order time. Note that the price recorded is for a quantity of ‘1’ unit and the system does not attempt to update other quantity price breaks that are already recorded for the supplier/product.

Prices tagged as ‘special’ in Purchase Order Entry are not recorded regardless of this setting.

Number of days to retain RFQs

Enter the number of days that RFQ dockets should be retained in the database. If the number of days is zero, RFQ dockets are not deleted at all and are retained permanently. The deletion of RFQs takes place during Purchasing End of Month. RFQs where the required date is older than the specified number of days are deleted.

Default Buyer

This is the buyer to use for replenishment purchases if no other buyer has been found on Product Group or Product Details.

Create Purchase Order from Sales Order

These options give you flexibility on ways to create a Purchase Order based on a particular Sales order:

At Sales Entry for Replenishment Items Only

Only inventory items marked with Stocking Method ‘Non-stock’ or ‘Indent’ are selected from the sales order line items to be added to a purchase order. If there are any such items on a sales order, the user takes the ‘Create Purchase Orders’ link at the end of Sales Order Entry.

At Sales Entry for All Items Ordered

Every item on the sales order is required to be placed on a purchase order regardless of the inventory Stocking Method. The user takes the ‘Create Purchase Orders’ link at the end of the Sales Order Entry to create the purchase order.

At Start of Purchase Order Entry

At the start of Purchase Order Entry, an option is shown to ‘create a purchase order based on a sales order’. If this option is selected, the user enters the sales order number and one or several purchase orders are created depending on where the items are sourced (i.e. what Supplier the Product is set up to use).

For All Items in either Purchase or Sales Entry

The purchase order creation facility appears both in the Sales Order Entry links and in the Purchase Order start options.

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Step 11 – Royalties

Use/Update Royalty System

Select this option to enable the Stock End-Of-Month routine to post figures to the Royalty system if you are planning to use that module.

Print Life-To-Date Roy State

Select this option if product Life-To-Date details are to be printed on Royalty Statements sent to royalty recipients.
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Step 12 – Time Cards

Time Card Input Format

This option affects the way hours and minutes are entered into Time Card Entry.

Choose ‘Hours’ if you prefer to enter time in the format hh/mm  e.g. 4 hrs : 30 minutes.  Choose ‘Decimals’ if you prefer to enter time in the format e.g. 4.5 hours.
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