Table of Contents

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1. New Debtors Require Approval - will limit the creation of debtors to users with Secure Features

The host company is the definition of your business entity and here is where information is stored like:

• Business numbers like ABN, ACN etc
• How information like Article numbers and Business / Person contacts are shared with other host companies
• General Settings
  • numbering systems for orders and invoices
  • Base currency
• Images for use on standard documents (invoices, email footers etc)
• Bank accounts used by the business
• Warehouse defaults
• Sales Channels used in reporting
• Departments in the business used in reporting
• Branches - used in reporting
• Freight and settlement settings
• BAS settings
• Sales/Credits/Stop Supply
  • Note Max Write-off Adjustment applies when invoices and payments do not exactly match.  
• Booking services and fees
• Host Company Entity and Debtor / Creditor Profiling (selections used by the system)
  • Standard Entity Profiles - selection of these will then cause fields to appear on Company cards
  • Standard Debtor/Creditor Profiles - selection will cause fields to appear on Debtor and Creditor cards
• MISC - other settings

Trading between Host Companies

Note that a Host Company can also be the parent of a Debtor and a Creditor for trading (Purchase Order for Perishable Goods from PO to Goods Receipt and matching sales order) between host companies to enable eliminations in consolidated financial reports

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• This is the "From" email address 

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• Private
• Government
• Semi-Government
• Unknown

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• Need to create a shared entity scope first
• Then multiple Host Companies can subscribe to the same shared entity scope

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1. Geo Locate Entities - all addresses when saved will be geolocated with Lat Long so can be viewed on maps.  Note only valid addresses that can be found by Google will be located
2. Require PIN ConfirmAnonymousRego - 
3. Claim Fuel Tax Credits
4. AutoRound Generated invoices - Auto-rounds where the payment method is cash 
5. Allow Pending Refunds
6. Department mandatory on expense journals - self explainatory
7. Enforce branch on orderless debtor journals - will not be able to save the journal unless each line has a branch
8. New Entities must have contact detail = either a phone number or email address before can save them
9. Nightly - defer unfinished scheduled events
10. Weekly: Calculate raw sales data - creates a table used by the forecasting tool of each week of sales
11. Daily - send bookings digest
12. Use perpetual financial document numbering - alternatively can have it reset each month or each year and use the month / year in the number
13. I sell primarily to businesses (distributor) - changes the default from Markup to Gross Profit as default in price lists, sets sell price as incGST
14. Email remittance advices - will automatically email remittance advices when saved
15. Nightly: Email Statements - will email statements required by Stop Supply process

Entity and Debtor Profiling

Used to add flags to the Customer /Supplier in the system.

Standard Entity Profiles - add to Company and Person

1. Route Stop - used to indicate this business is one that a route (eg bus route) picks up or drops off at
2. Booking Hub - Indicates an organisation that may take bookings on your behalf
3. Common Pickup/Dropoff - does not require a booking in order for the vehicle to stop
4. 3rd Party - Not directly related to your business - an entity that you may contact eg tradesperson or worksite

Standard Debtor / Creditor Profiles

1. Is distributor - allows forecasting to remove from sales projections
2. Is Courier - indicates this organisation will be in the list of couriers
3. Provides Leads - will be in the list of leads to enable reporting about the leads they provide
4. Is key Account - key accounts never get put on stop supply, 
5. is Broker / Transport - will be in the list of transport entities tracked on purchase orders
6. Requires order confirmation - Orders will go on hold and need to be released - Stop Supply (also known as Credit Hold) and Sales Order Hold Status
7. No Volume Discount - removes ability to get price list volume discount auto applied
8. Regional
9. POD - IF proof of delivery will be required on sales orders
10. Delegation Partner - The entities that work can be delegated to (Jobs or Orders)
11. Do not auto-allocate trading term credits - where trading terms result in a credit some organisations like to specify where the credit is to be applied
12. Do not auto-email credit notes - credit notes are emailed automatically
13. Places Bulk Orders - orders to be removed from forecasting projections

Misc

1. Misc creditors code - where an transaction does not have a know creditor
2. Expenses creditor entry - a general creditor for expenses with no known creditor
3. Booking / Franchise prefix - used to prefix bookings / order numbers when a franchise network exists
4. Normal opening and closing time - used to default start times / end times
5. Default warehouse - used after checking customer, sales rep, person entering order default warehouses
6. External Reference - used were an external system has a code to indicate the ABN it is dealing with
7. Standard delivery charge - default where no other delivery calculation is found
8. CC payments - the service used to charge for credit card use to customer

Branches and Loans

Branches

Branches is used for organisations that want to manage using states of Australia

Branches are used to:

1. Filter views of data - example employees can be limited to their branch
2. Default values on transactions - enables profit and loss by branch

Delivery charges can be per branch

Loan Accounts

See Loans Between Trading Entities

Images or Reports Tab

Images to be used on transactions and print templates.

• Print templates
  • A print template defines the layout of the report generated for a journal type.
  • The print template must be built by an our developer before it can be assigned to a journal type.

  • Print templates can be attached to emails that are sent from the system - see Entering Email Templates

    Info
    When the system is looking for a report to use it looks in the following order: The report name (eg invoice.mrt) prefixed by the search code of the host company, eg SOULFRESinvoice.mrt or KARMAinvoice.mrt The report name prefixed by the host company Report Prefix, eg SFinvoice.mrt The report name with no prefix, eg invoice.mrt

    
    

• Journal Type
  • The type of journal that the template applies to.
    • Description ::A description of the use of the template.
    • Template ::The file name of the print template. This will be provided by the our developer.
    • Trigger Account ::is the account that will trigger the email to be sent

Email Footer

Default email footer to be added to all emails sent out from the system that have the default footer ticked - see Entering Email Templates

Profile or Contact Tab

Profile Values

Contact Methods

• Can create a list of contact methods that will be used on prints and emails from the system using Contact Types

Bank Accounts

To setup a Bank Account enter all the details for this business entity.

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• Note that the GL account must have a Fixed Currency set to appear in the Bank Reconciliation screen.
• Each bank account is linked to a GL account

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• You can set the default bank account to use on Debtors
• You can set the default bank account to use on Creditors 

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see - Creating and Managing Bank Accounts

System Customisation Tab

Report Prefix - Alternative report prefix 

Invoice Sequence Digits used 

Templates

Templates used by journals instead of the default templates.  Trigger account is not mandatory.

Debtor and Creditor Aging

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