| Table of Contents |
|---|
...
| Note |
|---|
Most fields have help attached when you hover over the field |
See Setting up new CompaniesStarting on SaaSplications for best practice steps to setup an new business entity.
| Note |
|---|
You can promote an existing company in the system to a host company
|
Logo in the navigator
When you use multiple different business entities in the system you may have a different logo showing when you change entities.
Reports
The information on Host Company is used in reports - for example debtor invoices.
...
Sales / Credits / Stop Supply Section
Cash sale entity code is the default cash sale debtor
Minimum GP% and Target Markup is used to:
- colour prices on price lists below the minimum amount
- Can alert managers to sales orders below minimum GP%
Auto Allocate invoices - used when a payment is entered and will allocate the oldest invoices to the payment
Auto off credit hold - removes customers and orders from hold (only those on hold due to debt) when a payment removes the hold requirement
Max Write offs
- Max Debtor write-off adjustment - allows users with Secure Features List and their impactsFeatures#CanWriteOffDebtorBalance to write off small amounts - see Getting orders off hold and out the door#Savethepaymentandupdatetheallocations
- Max Creditor write off adjustment - allows users with Secure Features List and their impactsFeatures#CanWriteoffCreditorBalance to write off small amounts - Supplier Invoices and Payments#SmallAmountWriteoffs
- With the option to use the invoice date (Action Menu)
Fee service
...
determines the service to be added to the invoice for cheque payment charge
Default price list
...
will default for all new debtors. Note that each price list has unique price values for each branch in the system so widget X on price list "Key Customers Pricing" will have one price in NSW and a potentially different price in QLD
Booking Services and Fees
...
- New Debtors Require Approval - will limit the creation of debtors to users with Secure Features List and their impactsFeatures#CanCreateNewDebtor
- 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
- Require PIN ConfirmAnonymousRego -
- Claim Fuel Tax Credits
- AutoRound Generated invoices - Auto-rounds where the payment method is cash
- Allow Pending Refunds
- Department mandatory on expense journals - self explainatory
- Enforce branch on orderless debtor journals - will not be able to save the journal unless each line has a branch
- New Entities must have contact detail = either a phone number or email address before can save them - ie a way to contact them.
- Nightly - defer unfinished scheduled events
- Weekly: Calculate raw sales data - creates a table used by the forecasting tool of each week of sales
- Daily - send bookings digest
- Use perpetual financial document numbering - alternatively can have it reset each month or each year and use the month / year in the number
- I sell primarily to businesses (distributor) - changes the default from Markup to Gross Profit as default in price lists, sets sell price as incGST
- Email remittance advices - will automatically email remittance advices when created
- Nightly: Email Statements - will email statements required by Stop Supply process
- Allow Drop Ship sales order lines - enables Drop Shipments - supplier sends direct to customer at the line level of a sales order
...
Standard Debtor / Creditor Profiles
| Note |
|---|
If this section is greyed out then it is inherited from your Franchisor |
- Is distributor - allows forecasting to remove from sales projections
- Is Courier - indicates this organisation will be in the list of couriers
- Provides Leads - will be in the list of leads to enable reporting about the leads they provide
- Is key Account - key accounts never get put on stop supply,
- is Broker / Transport - will be in the list of transport entities tracked on purchase orders
- Requires PO number - sales orders cannot be authorised without PO number
- 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
- Waive need for per order agreements - professional services agreements may be waived for some organisations with blanket arrangements (eg marketplaces)
- On Watchlist - Flag a debtor to be on watchlist despite being within terms.No Volume Discount - removes ability to get price list volume discount auto applied
- Regional flag where different processes apply
- POD - IF proof of delivery will be required on sales orders
- Delegation Partner - The entities that work can be delegated to (Jobs or Orders)
- 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
- Do not auto-email credit notes - when a debtor has "auto email Invoices" ticked - then selecting this will NOT also auto email credit notes
- Places Bulk Orders - orders to be removed from forecasting projections
- Is Marketplace - flag to indicate marketplaces like Ebay, Amazon etc
- Allow PO partial invoice - for suppliers that do not send entire PO in a single shipment
- Create mirror transactions in their ledger (Friendly) - for organisations that are not franchisor / franchisee however do allow the other to create transactions directly
- Require certificate of Origin - for organisations that ship products via customs that were made in countries with a free trade agreement with the host company country and are require to send a certificate with each purchase order
Relationships between host companies
Shows if the host company you are viewing:
- Has debtor or Creditor setup with other host companies
- Is a debtor or creditor in other host companies
To create a debtor or creditor to trade with another host company - enter their search code in the supplier / customer screen and TAB to create.
Misc
- Misc creditors code - where an transaction does not have a know creditor
- Expenses creditor entry - a general creditor for expenses with no known creditor
- Booking / Franchise prefix - used to prefix bookings / order numbers when a franchise network exists
- Normal opening and closing time - used to default start times / end times
- Default warehouse - used after checking customer, sales rep, person entering order default warehouses
- External Reference - used where an external system has a code to indicate the ABN it is dealing with
- Standard delivery charge - default where no other delivery calculation is found
- CC payments - the service used to charge for credit card use to customer
...
Print templates can be attached to emails that are sent from the system - see Email Templates
| Info |
|---|
When the system is looking for a report to use it looks in the following order:
|
...
- Can create a list of contact methods that will be used on prints and emails from the system using Contact Types
Bank Accounts
see - Bank Accounts - Creating and Managing Bank Accounts
System Customisation Tab
Report Prefix - Alternative report prefix
...
Templates used by journals instead of the default templates. Trigger account is not mandatory.
Test Email Addresses
When testing = all emails are re-diverted instead of being sent from the system. All Admin persons will get the emails - and so will any emails entered into the email test addresses field.
Debtor and Creditor Aging Terms
...
Where an integration is available - enter the required details and then test the integration works.
Can have multiple records for the same API and mode (test/production) as long as they have different tags
Each Integration API requires different setup depending on the API - some examples
Channel Advisor
Deputy
ZipPay
The API docs: (https://zip-in-store-pos.api-docs.io/v1/api-specification/purchase-request-create-purchase)
Get the data from:
.png?version=1&modificationDate=1541922316000&cacheVersion=1&api=v2&width=515)
Eway
Google Maps
Clickatel
Advanced Area
Audit Logins - see Audit Log
...
key communication emails to be used in email templates and on documents
Email Copy check box. If ticked then this email address will be added to the list of potential recipients of a composed email.
Owned Entities
All the entities listed with a % ownership
...