Purpose
This function is used to maintain the Company Name and Address details recorded for global use within the system. The details displayed here can be changed at any time during the use of Online Advantage.
The details entered in this function will be used throughout Online Advantage where the company name or such details as address and BPAY number are required to be displayed for printed by a function in the system. Specifically the details recorded here are used throughout the stationery print functions and therefore form a critical part of information required to produce external documents like invoices, debtors statements, remittance advices, and purchase orders.
Data Input
Step 1 – Company/Branch Code
Company/Branch
Select whether you wish to set details for company or branch.
Choose Company to enter default details applicable for all branches or Branch to enter the details for a specific branch that will override the company default details.
Branch Code
Select the specific branch code.
An Online Advantage branch can be specified here to allow the entry of name and address and fax coversheet details for an individual branch. Thus the name and address that appears on invoices and statement stationery can be varied from branch to branch to cover specific geographic addresses as can the fax coversheet details.
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Step 2 – Company Details
Menus/Name
Enter the company name. This name will appear on screens and reports.
Business Registration Number.
Enter the company business number. In Australia, this is the Australian Business Number (ABN).
(Note: the wording ‘Business Registration Number’ is configurable – see related topic System Options for more details).
Web Address
Enter a ‘label’ to appear on your stationery for your web site and enter your company web site address e.g. ‘On the web’ and ‘www.onlineadvantage.com.au’
These details can be used in stationery such as invoices & credit notes.
Sales Email
Enter a ‘label’ to appear on your stationery for your sales email address and enter your email address for sales e.g ‘Info’ and ‘info@onlineadvantage.com.au’
These details can be used on stationery such as invoices & credit notes.
Accounts Email
Enter a ‘label’ to appear on your stationery for you accounts email address and enter your email address for accounts e.g. ‘Billing Enquiries’ and ‘accounts@onlineadvantage.com.au’
These details can be used on stationery such as invoices and statements.
Bank Details
Enter a ‘label’ to appear on your stationery for your banking details and nominate your main Bank used for customer EFT receipts e.g. ‘Direct Deposit’ and bank code ‘ANZ’.
These details can be used on stationery such as invoices and statements. The BSB and bank account number are derived from the Bank details.
BPAY Biller Code
If you are using BPAY, enter your biller code here. This will print on invoices and statements for your customers’ reference.
BPAY Payment Method Advice
If you are using BPAY, enter the BPAY payment method advice as per your bank’s requirement. The text entered here will appear on invoices and statements.
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Step 3 – Company Address
Name
This is the company name that will appear on stationery. This is the same name as entered on the Company Details page.
Standard Stationery
Enter the address you wish to appear on all stationery prints (such as Invoices, Credit Notes, Statements, Remittance Advices, Purchase Orders, Quotes etc.) generated by Online Advantage.
Note: when entering company details, the country entered for this address is set as the companies local country. The local country is used to determine if country code should be appended to addresses when formatting for printing.
See related topic: Address Entry and Format.
Include country name on domestic address
Select this option if you would like the full country name to be included when local addresses are formatted. Foreign addresses always show country name.
Fax Cover Sheet Details
These details will be used to fill out the ‘From’ section in a fax cover sheet when sending faxes. Note that when a user sends a fax, if that user has a default branch code then the fax cover sheet details for that branch are used on their cover sheet.
See related topic: Address Entry and Format.
Phone Number
Enter the phone number that is to appear on fax cover sheets.
Fax Number
Enter the facsimile number that is to appear on fax cover sheets.
This number should be your receiving facsimile machine, not the number of the device attached to Online Advantage for sending.
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Step 4 – Company Logos
Here you can change the company logos that appear on the log in page and on your reports. If no image names are specified here, a default image established on installation of the system will be used. A change to the image name should take effect once you log out and back in again. To be able to use an image here, the image file must be uploaded to the server and saved in the application ‘Images’ sub-directory.
Company Logo
The image contained in the file name entered here is displayed on the log in page. Click ‘Preview’ to view the image. Note that this input only pertains to the Company details as a whole, so when you are in ‘Branch’ edit mode, this entry does not appear.
Click ‘Upload another file’ to upload to the system a new image file from your local device or desktop for use instead of the current logo. Please note that only image type files will be appropriate to upload. There are too many image file extensions to list here, but the popular files types are .png, .jpg, .jpeg, .gif, .tiff, & .bmp.
Note also that the size of the image is important, especially for reporting. You want to use the smallest possible file size, but one that has appropriate resolution. This is particularly important on your stationary documents as you want to have these represent the company without distortion or pixelation. However please note that it is also important not to load up a 1 or 2 Mb high quality image to use as this will cause all emails f document sent to bloat in size with no real benefit. An appropriate image size to load does depend on the dimensions of your logo, but it would typically be somewhere between 50Kb and 250Kb.
Report Logo
The image contained in the file name entered here is displayed on all formatted reports. Click ‘Preview’ to view the image. Click ‘Upload another file’ to upload to the system a new image file from your local device or desktop for use instead of the current logo.
Note that when you are in ‘Branch’ edit mode, the branch report logo name must be in the format of ‘BranchXXLogo.gif’ where XX is the branch code e.g. BranchNLogo.gif for branch ‘N’ for NSW or BranchQLDLogo.gif for ‘QLD’. The logo does not have to be a ‘gif’ file. Other file formats like png, jpg or jpeg are acceptable, but will require changes to the stationery layouts in order to use the different file format.
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Step 5 – Carrier Requirements
This section is for the input and maintenance of information required by Carriers to produce Delivery Labels, Consignment Notes and Manifests that is branch specific.
For example, Australia Post allocates a ‘mailing location ID’ to identify the location they are to collect parcels from. If you are sending parcels from Brisbane and Adelaide, then you can set up the mail location unique to each branch here.
Carrier
Enter the carrier the information is pertinent to.
Field
Enter some identifying descriptive ‘code’ for the data e.g. MLID.
Field Content
Enter the data the carrier requires be entered for this field.
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