User, Role & General Settings - Setup Tutorials

How to Add More Accounting Settings

ℹ️ Some of the settings may be hidden by default and can be shown using the steps below. 

1. Navigate to Main Menu > Setup > Settings > General (tab).

2. Click Edit (button) > Click Add/Update (button).

3. Select the settings on the popup to add > Click Add/Update (button).

4. Select Yes on the confirmation pop-up.

5. Click Close (button) to remove the popup.

6. Update the Setting to your requirements.

7. Click Save > Click on Main Menu > Home > Restart.

How to Setup an Account Used for Hourly Billing (Sales)

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Account used for Hourly Billing. 

3. Select an account from the dropdown list in the Value column.

4. Click Save (button).

How to Allow Users to Copy and Paste Bank Statements

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Copy and Paste Bank Import File.

3. Tick the block in the Value column.

   • Note: If the block is not ticked, the user will need access to the server to select and import a file.

4. Click Save (button).

How to Set a VAT Default for all Prices

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Default Prices

3. Select Exc. VAT for excluding or Inc. VAT for including VAT in the Value column.

4. Click Save (button).

How to Link the Default VAT Types

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Default: VAT Type (Forex/Exempt).

3. Select a default VAT Type from the dropdown list in the Value column for foreign and exempt transactions (normally Zero-rated).

4. Click Edit (button) > Navigate to the Setting: Default: VAT Type (Standard).

5. Select a default VAT Type from the dropdown list in the Value column (normally Standard).

6. Click Save (button).

How to Exclude Transactions from the VAT Reconciliation Report

ℹ️ In QuickEasy you can exclude Transactions Types from appearing in your VAT Reconciliation Report. For example, you can exclude any Transaction Type that is dedicated to paying VAT.

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Exclude Transaction IDs from VAT Reconciliation.

3. Type in the Transaction Type IDs to exclude in the Value column:

   1. To exclude individual Transaction Types: Type not in and type the Transaction Type IDs (e.g. not in 33, 34, 35).

   2. To exclude a range of Transaction Types: Use > or < with the Transaction Type IDs (e.g. > 5, < 44).

4. Click Save (button).

How to Specify Which Transaction Types Update Cost of Sales

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Filter - Accounts that update Cost of Sales.

3. Type in the Transaction Type IDs to exclude in the Value column:

   1. To include an individual Transaction Types: Type = and the Transaction Type ID  (e.g. = 4).

   2. To include more than one Transaction Type: Type in and the Transaction Type IDs in brackets (e.g. in (3, 25)).

4. Click Save (button).

How to Set the Starting Month of a Financial Year

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Financial Year - Starting Month.

3. Select a month from the dropdown list in the Value column.

4. Click Save (button).

How to Set a Password to Edit Read-Only Transactions in the Ledger

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Password to edit read-only Transactions in Ledger.

3. Type in a password in the Value column.

4. Click Save (button).

How to Setup Costing Rules

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Setup Costing Rules.

3. Click Edit... in the Value column:

   1. From the pop-up:

      1. Select a Transaction Type from the dropdown list.

      2. Select a Cost Type from the dropdown list.

      3. Select a Transaction Type from the dropdown list.

   2. Click Save (button).

   3. Click the X to close the pop-up.

4. Click Save (button).

How to Link Purchases to Specific Transaction Types

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Purchases Accounts ID's.

3. Type in the Transaction Type IDs to exclude in the Value column:

   1. To include an individual Transaction Type: Type = and the Transaction Type ID (e.g. = 2).

   2. To include more than one Transaction Type: Type in and the Transaction Type IDs in brackets (e.g. in (5, 100)).

4. Click Save (button).

How to Link Sales to Specific Transaction Types

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Sales Accounts ID's.

3. Type in the Transaction Type IDs to exclude in the Value column:

   1. To include an individual Transaction Type: Type = and the Transaction Type ID (e.g. = 4).

   2. To include more than one Transaction Type: Type in and the Transaction Type IDs in brackets (e.g. in (3, 25)).

4. Click Save (button).

How to Setup a Customer Age Analysis

ℹ️ In QuickEasy BOS Enterprise, you can select Transaction Types to include in the Customer Age Analysis. For example, you can include work-in-progress to check if a Customer will exceed their credit limit.

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Setup Customer Age Analysis.

3. Click Edit...  in the Value column.

4. Click Add (button) to add new transactions or Edit (button) to edit the existing transactions as follows:

   1. Select a Section from the dropdown list:

      1. 1. Transaction Type - Work in Progress

         2. Transaction Type - Customer Invoices

         3. Transaction Type - Customer Credit Notes

   2. Select the Transaction from the dropdown list of available transactions.

5. Click Save (button).

How to Setup a Customer Summary

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Setup Customer Summary.

3. Click Edit...  in the Value column.

4. From the pop-up:

   1. Click Add (button) to add a new entry, or Edit (button) to edit an existing entry as follows:

      1. Select a Section from the dropdown list.

      2. Select a Transaction from the dropdown list.

   2. Click Save (button).

   3. Click X to close the pop-up.

5. Click Save (button).

How to Setup a Supplier Age Analysis

ℹ️ In QuickEasy BOS Enterprise you can select Transaction Types to include in the Supplier Age Analysis. For example, you can include orders to check if you will exceed a Supplier's credit limit.

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Setup Supplier Age Analysis.

3. Click Edit...  in the Value column.

4. Click Add (button) to add new transactions or Edit (button) to edit the existing transactions as follows:

   1. Select a Section from the dropdown list:

      1. • Transaction Type - Work in Progress

         • Transaction Type - Supplier Invoices

         • Transaction Type - Supplier Credit Notes

   2. Select the Transaction from the dropdown list of available transactions.

5. Click Save (button).

   2. 1. • Note: If you have multiple Supplier Transactions (e.g. Supplier Invoice (INV), Supplier Invoice (EXP)), you must add all of them.

How to Setup a Supplier Summary

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: Setup Supplier Summary

3. Click Edit...  in the Value column.

4. From the pop-up:

   1. Click Add (button) to add a new entry, or Edit (button) to edit an existing entry.

      1. Select a Section from the dropdown list.

      2. Select a Transaction from the dropdown list.

   2. Click Save (button).

   3. Click X to close the pop-up.

5. Click Save (button).

How to Setup the VAT Percentage

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: VAT %

3. Type in the current VAT percentage in the Value column.

4. Click Save (button).

How to Setup the VAT Reporting Frequency

1. Navigate to Main Menu > Setup > Accounting > Settings & Defaults.

2. Click Edit (button) > Navigate to the Setting: VAT Reporting Frequency (Months).

3. Type in the number of months in the Value column. 

4. Click Save (button).

How to Create a New Accounting Role

1. Navigate to Main Menu > Setup > Settings > Roles (tab).

2. Click Add (button) to create a new category of user.

3. Type in the name of the new position in the Name column (e.g. Debtors, Creditors, Accounting, Finance)..

4. Click Menu (...) and select Set Transaction 'Access Allowed'. Select an option from the dropdown list:

   1. • Full Access (The user can manage statuses, and create, delete and edit transactions).

      • Edit & Delete (The user can only create, edit or delete transactions).

      • Edit - All (The user can edit all transactions).

      • Edit - Rep Only (The user is a rep and can only edit their own transactions).

      • Edit - User only (The user can only edit their own accounts or transactions).

      • View - All (The user only has the right to view all the transactions).

      • View - Rep Only  (The user is a rep and can only view their own transactions).

      • Access Denied  (The user has no rights to view, edit, delete or create accounts or transactions).

5. Confirm the option selected on the pop-up.

6. Edit the permissions if required on the list on the right, by changing the access in the Value column.

7. Click Save (button).

How to Add More Access to the Role Function

1. Navigate to Main Menu > Setup > Settings > Roles (tab).

2. Click Add/Update (button).

3. Click the Role you want to update.

4. Click any of the options in Module or Group blocks to add access to that feature.

5. Click Add/Update (button).

6. Confirm the addition on the pop-up.

7. Edit the permissions if required, on the list on the right, by changing the access in the Value column.

8. Click Save (button).

   1. • Note: Access must be assigned for every Accounting Transaction Type.

How to Create a New Accounting Role by Copying Another Role

1. Navigate to Main Menu > Setup > Settings > Roles (tab).

2. Click the role that you want to copy and click Menu (...) at the end of the row > Copy Role.

3. Confirm that you want to copy the role on the pop-up.

4. Click Edit (button).

5. Edit the name and any settings as required.

6. Click Save (button).

How to Delete a Role

1. Navigate to Main Menu > Setup > Settings > Roles (tab).

2. Check if the role appears in any records on the right (role access). If the role is there: 

   1. Click Menu (...) at the end of each assigned function and select Delete.

   2. Confirm the deletion on the pop-up.

   3. Repeat until all the records have been deleted.

3. Click the role you want to delete and click Menu (...) at the end of the row > Delete Role.

How to Edit a Role

1. Navigate to Main Menu > Setup > Settings > Roles (tab).

2. Change global access: 

   1. Click Menu (...) at the end of the line of the role you want to edit and select Set Transaction 'Access Allowed'. 

   2. Select an option from the dropdown list and confirm the change on the pop-up.

3. Changing individual access: 

   1. Click Edit (button).

   2. Navigate to the role on the list and change the access in the Value column.

4. Click Save (button).

How to Allow Users to use Accounting Functions

1. Navigate to Main Menu > Setup > Settings > Users (tab).

2. Click a user name.

3. Click Edit (button).

4. Tick the blocks in the Value column to give the user access to the following accounting functions:

   1. Accounting: Banking (Import and Reconciliation) - Access Allowed

   2. Accounting: Cost of Sales - Access Allowed

   3. Accounting: Financial Statements - Access Allowed

   4. Accounting: Ledger - Access Allowed

   5. Accounting: Supplier Age Analysis - Access Allowed

   6. Accounting: Transaction Close off Dates - Access Allowed

5. Select an option in the Value column for the following accounting functions:

   1. Accounting: Budgets - Access Allowed: Select None, View Only, or Full Access.

   2. Accounting: VAT Reconciliation - Access Allowed: Select None, User, or Administrator.

6. Click Save (button).

How to Give Users Additional Permissions that Affect Accounting Functions

ℹ️ Senior users may need the following permissions to fully use the accounting functions.

1. Navigate to Main Menu > Setup > Settings > Users (tab).

2. Click a user name.

3. Click Edit (button).

4. Tick the blocks in the Value column to give the user access to the following accounting functions:

   1. Other: Batch Updates - Access Allowed

   2. Other: Cashup - Access Allowed

   3. Other: Transactions: Allow Post-dated Transactions

   4. Other: Transactions: Customise Grid Views

   5. Sales Batch Updates - Access Allowed

   6. Setups: Customers Accounting - Access Allowed

   7. Setup Accounting - Access Allowed

   8. Setup Transaction Types - Access Allowed

   9. Suppliers - Access Allowed

   10. Suppliers Accounting - Access Allowed

5. Select an option in the Value column for the following accounting functions:

   1. Setups: Customers - Access Allowed: Select None, All, or Mine (rep).

6. Click Save (button).