Settings & Defaults

This is the starting block of the setup process, where the fundamentals of the business are captured, and the BOS settings are defined. The information that is captured here is pulled through across the entire system.

Setting & Defaults Interface

Navigation

Main Menu > Setup > Settings & Defaults

Discover Settings & Defaults

1. My Company

In this section of Settings & Defaults, the full company details are entered.

This also acts as a useful central repository of company information for you to refer to when needed, for details such as VAT number, etc.

My Company - Enter the company details in the fields provided.
Image - The images and information loaded here can be used in output docs (click here for more). The images can include logos, masthead, footers, badges, etc. Ideally the image format is .jpg and the resolution is 150dpi at full size.

2. Settings

This is where you will find the general or global settings and defaults which are not related to staff members.

What You'll find in Settings

a. System

b. General

c. Currencies

d. Accounting

e. Quotations

f. Sales Orders & Invoicing

g. Materials & Inventory

h. Output (Print, PDF, E-mail)

i. Point of Sale (POS)

j. Planning Board

k. Workspace

l. Reports

m. Leave Manager

a. System

Character set - This is required when working in foreign languages. Select a character set that includes the characters of the required language.
Port used to receiving System Messages - (Default = 110) This settings specifies the default Port No. for receiving System Messages from QuickEasy - eg. Paper Prices.
Version - This determines if BOSPrint will have printing functionality enabled or not. Select Printing to enable all the Printing functionality in BOS.

b. General

Caption: Reference Field 1 - 3 - This is where you label the three reference fields on the Quotation and other transactions. Typically they would be Reference, Specification & Other. However, any labels can be used.
Company Calendar Active - Enables or disables the Company Calendar. The Company Calendar is visible to all staff and can be used to schedule meetings.
Default Font Size for Richtext Fields - This is the default font size for the richtext fields that are used throughout the system. The default font is Tahoma, 8pt.
Default Sales Representative - This setting is used to assign a sales representative to a Quotation or other transactions, when a representative is not linked to the selected Customer.
Documents Folder Path - This specifies the folder path where documents will be saved when they are linked to workflows or other records. In a client / server environment, this must be a network path that is accessible to all users.
Website link (URL) for Internal Documentation - This allows you to link your internal documentation to the application so that staff members have access to workflows, procedures, etc from with BOS. Creating a free site with Google Sites is advantageous.

c. Currencies

Base Currency - This specifies the Base Currency used to calculate the Rate of Exchange. The Base Value of all the other currencies would be related to the selected Base Currency.
Currencies - This allows you to add and edit the list of Currencies used by your company. Click Edit to add or edit Currencies. See image below:

Start with your Base Currency and set the Base Value to 1. If there are other Currencies they are all calculated relative to the Base Value of the Base Currency. For example ZAR = 1 therefore USD = 0.069 ($1 = R14.45)

Note

When you update the Foreign Exchange Rate (Forex) - Rate of Exchange (RoE) on a Currency, the Supplier Prices listed in the same Currency are also updated to show the correct Local Currency price.

Denominations for Home Currency - This specify which units the Currency has. This is loaded for Cash-Up purposes. Click Edit to specify the Home Currency Denominations. See image below:

Enable Multi-currency - A global setting to turn the multi-currency functionality on or off.
Home Currency - This specifies the local currency of the business that is used by default on all Transactions.
Major Currency - This allows you to set output the VAT inclusive total in words in the Sales Order and Customer Invoicing module, eg Rand.
Minor Currency - This allows you to set output the VAT inclusive total in words in the Sales Order and Customer Invoicing module, eg Cents.

d. Accounting

Account - Retained Income - This is to identify the Retained Income account. This replaces the Retained Income Control Filter and needs to be manually set after upgrading.
Account - VAT Control - This sets the VAT Control Account that will record all VAT income and expenses. This account is loaded in the startup script.
Account Category - Banking - This specifies the accounting category that the bank account links to, eg Bank.
Default Commission (%) - This sets the default commission value. Note: Commission set at a Customer level takes preference - find out more here.
Default Commission based on - This sets the commission model for sales representatives. Find out more here.
Default Markup (%) - This is the markup model for the business. Note: Markup set at a Customer level will take preference - find out more here.
Default Pricing - These VAT settings will be the defaults for transactions in these modules, however they can be changed within each transaction.
Default VAT Type - These VAT Types will be the defaults for transactions in these modules, however they can be changed within each transaction.
Financial Year starts in (Month of the Year) - This sets the month of the year that the financial year starts.
VAT % - 15%. This is the % for VAT inclusive transactions and is referenced when a transaction is copied over to another transaction.
VAT Code for Pastel export - This is for exporting data from BOS to Pastel.

e. Quotations

Add Note from Estimate to Item Specification - Default: No. When this setting is set to Yes, the Estimate’s Note is copied to the Quotation Item’s Specification field which in turn is copied to the SO and WO Specification fields. When this setting is No, the Note is now added to the SO Specification and copied to the WO Note field.
Caption: Estimating Description Field 1 to 3 - This allows you to add three custom fields to the Estimate Description.

If the Setting is blank, the field is not added to the Estimate Description. If the field is not populated on the Estimate, it is not displayed on the Quote letter. See images below:

Customer to which Templates are linked - Default: Template customer. This quotation template is linked to a customer, in this case Template customer. This enables estimators to select a template when quoting instead of creating one from scratch every time.
Default Workspace module (For creating WF from Quote) - Select the default Workflow module from the drop-down. This sets the Workflow module to which a Quotation will be linked by default.
Manufacturing: Material Description Format - This set the format in which Material descriptions will populate the Quote description.
Manufacturing: Service Description Format - This set the format in which Service descriptions will populate the Quote description
Price Rounding - This sets the rounding on the Quotation Unit price and/or Selling Price. Select from the drop-down list according to the business's requirements. This can be overwritten on the Estimate.
Printing: Default Ink Coverage (%) - Default is 25%. This determines what the ink coverage % is by default. This can be changed per Ink Group.
Printing: Default Service Category for Finishing - This sets the default Category for Service lookups for Finishing to the list of services in the category.
Printing: Default Service Category for Pre-press - This sets the default Category for Service lookups for Pre-press to the list of services in the category.
Printing: Enable numbering - This is for NCR (duplicate books) print estimates and serves as a user-input to set a starting number. Find more here.
Printing: Maximum Waste on Paper Cut Out (%) - Default 20%. This displays a warning if the waste on paper cut-out is higher than the listed percentage in the estimate process.

f. Sales Orders & Invoicing

Copy Sales Order Item Specification to Invoice Item Notes - When set to Yes the Quote description is added to the Invoice Item Notes.
Ledger Entry Type for Receive on Invoice - This allows you to select which ledger entry type will be used for Receive on Invoice, such as Customer Receipts.
Set Outstanding Quantity by - The default is set to Delivery Notes. This sets the SO outstanding quantity to be based on Invoices or on Delivery Notes.
Show Required Date - This enables a Required date field in the SO.

g. Materials & Inventory

Enable 'Average Costing' on Inventory Items - Default is set to Yes. This allows the automatic update of cost prices from Purchase orders. This only affects Inventory Items.
Flexo Dies Category - This allows you to automatically replicate dies to Items to keep track of costs.

h. Output (Print, PDF, E-mail)

BCC e-mails to the following address - BOS keeps a history of emails records sent, but not of the attachment. In order to keep a history of emails with attachments, specify an email address which will be automatically added as a BCC to all outgoing emails and this provide a history of the emails sent. Eg, backup@gmail.com. Find more on E-mails here.
Bulk SMS password to be used in E-mail Subject - This is for sending bulk SMS's that require a password. The password is automatically added to the subject line.
Templates - This is where templates are linked per module. Find more on Output here.
- Edit - Once you've clicked Edit, The Templates for Module window will appear. See image below:

1. Templates for - This is a data filter allowing you to add a Template for a specific module.
2. Add - Click this button to add a Template. Once the you've clicked on the Add button, the Template Setup window will appear. See image below:

1. Name - This allows you to create an unique name for the Template.
2. Type - This sets what type of Template is used for the output. An External file .rtm or html is good for email notifications, or select text for SMS. Find more on Templates here.
3. Output allowed - Select what type of output the Template can be used for.
4. Access - Select who as access to this Template, all users or supervisor only.
5. Branch - Select the Branch this Template applies to. Output Templates has a Branch filter that prevents the Template from being used in Transactions that are not linked to the same Branch. If the Template is not linked to a Branch, it can be used in any Transaction.
6. Template - Click on the Load from File button to upload a Template. The Check-box on the right will be ticked if the Template has been uploaded successfully.

i. Point of Sale (POS)

Caption: User-defined Numberfield 1 - 3 - This is where you label the three reference that appear on the POS order.
Customer used for Cash Sales - This is where the default customer is set, eg 'Cash Sales'.
Enable the '+' button to increment the item Qty - This adds the plus button on POS in order to increase Item Quantity.
Job Category for POS transactions - This sets the Sales Order's Job Category as a POS transaction.
Ledger Entry Type for Cash up Shortfall - Select the Ledger entry types for Cashup shortfall.
Ledger Entry Type for Cash up Surplus - Select the Ledger entry types for Cashup surplus.
Ledger Entry Type for Customer Receipts - Select the Ledger entry types for Customer receipts.
Ledger Entry Type for Rounding Discount - Select the Ledger entry types for rounding discounts.
Ledger Entry Type for Tips paid - Select the Ledger entry types for tips paid.
Ledger Entry Type for Tips received - Select the Ledger entry types for tips received.
Login - Activate User Login - This enables a keypad when opening POS for login.
Login - Idle time before User is logged out (Seconds) - If POS is left idle for a specified period of time, it can lock. Specify the cut-off time here.
Lookup list for reference field - This is where unique retail or sales environment settings can be listed, such as table numbers.
Service Category - This is to select the dedicated POS Service Category in order to limit POS users from viewing all the standard services.
Template used to print Pro-Forma / Receipts / Cashup - This is the template that will be used when outputing in POS.

j. Planning Board

Combine Services linked to the same Cost Centre - This setting determines whether or not Services linked to the same Cost Centre are combined on the Planning Board or not.
Update Planning Board (Menu Caption & SQL) - This setting is used to add a custom menu item to the Planning Board which will execute the SQL linked to the Setting.

The text part of the Setting contains the Caption that will be added to the Menu Item (Caption = Order by Colours printed in the screenshot below).

Click Edit SQL to open the SQL Editor. Ideally the SQL will execute a custom Stored Procedure which will update the Planning Board in any way the client prefers.

Setting

Planning Board

k. Workspace

Modules - This is where the Workflow modules are set up. Click Edit to add more Workflows if the pre-loaded four Workflows are insufficient or need editing. A Workspace Modules Setup window will appear, Click Add to add a Workspace Module.

ID - This auto-generated number serves as the Identity number and is used for reporting purposes.
Modules - This field contains the name of the Module: Workflow, Customer File, Supplier File, Staff File.
Nickname - The nickname should be short and unique, and is used for reporting purposes.
Default - This allows you to customise the default navigation bar items.
Begin a Group - This specifies how the drop-down menu will be grouped, or divided by a thin grey line. This checkbox specifies if the specific module should be in a new group on the menu or not.

Settings and Actions - To edit or add Settings and Actions, right-click on the module name or click on the ellipsis button (...).

6. Settings

- - Links to Customers, Suppliers, Staff and Products - This specifies if the Workflow links to a Customer or Supplier, a Product Category, and / or a Staff Member.
  - Reference Fields - This is where the Reference fields are edited and specified. Up to three reference fields can be added, as well as be pre-populated by selectable options from a drop-down menu.

7. Actions - This is where the Add Actions are specified, how it appears in the drop-down menu, what module is activated, and what Status change, if any, is triggered. A specified Note can also be added to a Workflow action by default.

- Description - This is where you specify the name or description of the Action.
- Menu Item - This is where you select if this is part of the drop down list (Menu Item) or the beginning of a new group (Begin a Group), or a Sub Menu or Sub Menu Item of the Group.
- Type - This is what will happen when an Action is triggered.
- Change Status - Either it will change the status as specified, or prompt you to select an Action.
- Note - Here you can enter any Notes. These notes will be displayed in the Workspace, however you can only edit these notes here. Here is an example of Workflow Action Notes, see image below:

l. Reports

Show company name in header: Default is set to Yes. When set to Yes, the Company Name will appear in the header of Reports that are output.

m. Leave Manager

Holidays - This allows you to set work holidays. Click Edit to add or edit Holiday descriptions and dates. See image below:

Leave Rules - This allows you to set your leave rules, such as number of days per annum. Click Edit to add or edit Leave Rules. See image below.
- It is recommended to first set up Leave Types before setting up Leave Rules. By setting up Leave Types first will automatically populate the Leave Types drop-down list in Leave Rules.

Leave Types - This allows you to set the types of leave, such as Maternity Leave, Sick leave, etc. See image below:

Weekend Days - This is used to specify the weekend days that will not be deducted from Annual Leave.

NB

The Staff Manager only shows the Leave Days correctly if a Start Date has been set for the employee. For more about Staff Setup, click here.

3. Lists & Categories

This tab in the Settings & Defaults screen is where you specify itemised lists and categories per module .

What you'll find in Lists & Categories

a. Contact Position

b. Customer Category

c. Inventory Locations

d. Job Categories

e. Material Categories

f. Production Codes

g. Service Categories

h. Supplier Categories

a. Contacts Positions

This is where job descriptions are entered that are applicable to the organisation's Staff, Customer and Supplier contacts. Enter the list of job descriptions relative to the role of the contact (Staff, Customer, Supplier). A list of standard positions is loaded in the startup script for your convenience.

b. Customer Categories

This is where Categories are specified for Customers, such as retail or wholesale. This is primarily for Reporting purposes. Enter the categories that the customers fall into.

c. Inventory Locations

Inventory Locations represent the different storage and work areas where stock items are kept. You can manage stock and replenishment levels for each Location, while still being able to view the total stock holding in all the Locations.

Every Inventory transaction, manual or cascading, is linked to a Location. The Transactions Allowed field in the Inventory Locations table places a restriction on which Locations can be transacted from in various modules including Sales Orders, Purchase Orders, Work Orders and Bills of Material.

Typically there are three locations for Inventory: Warehouse / Store / Store room. This specifies from which location stock is allocated and can be used to efficiently manage stock levels at different locations. Enter the locations where inventory is stored.

d. Job Categories

This is where Job Categories are listed, with specific adjusted markups per Category. This allows you to set specific markups per Job Category for ease of estimating.

ID - This is the Job Category ID that is referenced throughout the app.
Job Categories - These are the names of the various Job Categories for the business.
Adjust Markup by (%) - This shows what percentage of the default markup is being used for that Job Category. Instead of using a fixed markup on all Quotations, the markup can vary according to the Category of work that is being estimated. For example, your default markup could be 40%, but when quoting on Digital work, you can mark up as high as 80%. To achieve this, the Adjust Markup by (%) field can be set to 200. When a Quote is linked to the Digital Category, the default markup of 40% is then multiplied by 200% which equals 80%.

e. Material Categories

This lists the Categories in which the Material Items fall into.

Before adding Material Items, it is necessary to first create logical Material Categories. Material Categories establish how the Material is categorised.

List the Categories by Type (more here) and in Units of Measure (more here).

Typically there are three Types of Material Categories that can be selected when creating a Material Category:

Standard - This is a generic type which can be used and customised for any category.
Reels - This is where materials are supplied in a roll.
Sheets - This is where materials are supplied in sheets.
Quotes (Units = Qty) - This is in Itemised Quotes where Units are changed to Quantities, typically used to produce a quick printable price list of available products / services.

Material Category Setup

To open the Material Category Setup, click Add or Edit and existing Material Category.

Enter a Description for this Category Item.
Select the Stock Location that will be used by default when creating Material Items in this Category.
Select the Branch.
Select what Type of Category this is from the drop down list: Standard, Sheets or Reels, as explained above.
Select the Default Price Type for this Material Category.
Complete the Formats, Units, Point of Sale and Options tabs.

Detail

This is where you can enter the details of the Material Category.

Description - Enter a description for the Material Category.
Location - Select the location from the drop-down list where this Material Category will be stored.
Branch - Select the Branch this Material Category applies to. Material Categories has a Branch filter that prevents the Materials in a Category from being used in Transactions that are not linked to the same Branch. If the Material Category is not linked to a Branch, the Materials can be used in any Transaction.
Type - Select the Type of Material Category from the Type drop-down list.
Price Type - This serves as the default for new Material Items that are created in the Category. You are able to select on of the following Price Types: Unit Price, Fixed Qty or Price Range.

a. Formats

This is where the Description reference parameters are set that are automatically displayed in the Material item. User defined fields can be used here to format item descriptions for items in this category. This enables all items in the category to have the same description formatting.

b. Units

This is where the variations of the Units of Measurement that this Category will use are listed.

Qty of Base Unit specifies what the units will always work back to. The screenshot above illustrates.

c. Point of Sale

Print Item Orders to: Printer - If this is selected, then the Item Orders will Output to a specified printer.

Template - If this is selected then the Item Order will output to a template

Options

Update all the Supplier Units to - This allows the user to update all the Supplier units to a specific unit.

f. Production Codes

This is where the codes required to track production, when logging time to measure productive or idle hours, are set. Select from these Types:

Delivery - This is the time used to delivery the product.
Downtime - This code could be used when machines need maintenance or when there is no work scheduled.
Finishing - This is the Production time for Finishing services.
Packaging - This is the Production time for packaging the completed job.
Pre-press - This covers the pre-press service time.
Printing - This covers the machine's production time.

g. Service Categories

This is where the Service IDs (1), Categories (2), Types (3) and Branch (4) are listed for Services provided in Production, and are used in Estimating and Production.

These Service Types can be selected:

Delivery - This covers the costs and time required to deliver an item.
Finishing - This is cost of the Finishing service.
Other - This covers any unspecified services for a job.
Packaging - This covers the costs and time of packaging the finished job.
Pre-Press - This covers the cost and time in the pre-press process of production.
Printing - This covers the cost and time of the printing process in production.

Click Add to create a new Service Category:

A. Description - Here you can enter the description for the Service Category.

B. Type - Select the Type of service from the Type drop-down list.

C. Point of Sale - Here you can select the Printer and Template that will be used when an order is made.

D. Branch - Here you can specify the Branch where the Service is based. Services Categories has a Branch filter that prevents the Services in a Category from being used in Transactions that are not linked to the same Branch. If the Service Category is not linked to a Branch, the Services can be used in any Transaction.

h. Supplier Categories

This lists the types of Suppliers a business has, such as digital, courier, agency, paper, etc.

This is for filtering supplier records for sorting and reporting purposes.

4. Accounting

This tab in the Settings & Defaults screen is where you specify accounting settings.

For more on Accounting, click here.

What you'll find in Accounting

a. Categories

b. Accounts

c. VAT Types

d. Entry Types

e. Credit Terms

Free Accounting Tutorial

For a full and free Accounting tutorial, visit our website.

a. Categories

This lists the account categories into which accounting transactions are ordered, and informs transactions that affect accounting which accounting categories will be implicated.

Description - This is the short but descriptive name of the Category.
Type - This shows what financial report the Account Category forms part of, and under which header it falls within that report.
1. Balance Sheet - Assets, Liabilities, or Equity.
2. Income Statement - Sales, Cost of Sales, or Expenses.
Report - This determines what transactional total is used on the financial report.
1. Including VAT
2. Excluding VAT
3. VAT
VAT - This shows if the category must be included in the VAT report.

It could look something like this:

Income Statement (IS) - Sales, Cost of Sales, and Expenses exclude VAT are all Income Statement (IS) Entry Types.
Balance Sheet (BS) - Payables, Receivables, and Bank include VAT, and are all Balance Sheet (BS) Entry Types.

b. Accounts

This is where you list the accounts for the business that affect accounting, based on the Category specified previously.

Description - This is the short but descriptive name of the Account.
Category - This is the Account Category that the account falls under, as determined in the Categories tab. It is mandatory to link the Account to a Category, which can be selected from a drop-down list. When Accounts are grouped, both the parent and the child Accounts must have the same Category
Acc No - If there is an associated account number, it is listed here.
Warning - A warning is displayed here when there is a error on the Account, such as when the child and parent Accounts don't have the same Category.

Note

Control Accounts - Control Accounts are not 'real accounts'; they're like temporary accounts where you can keep amounts before you put them in the right place later... eg. The Payroll Control account, or VAT Control account.
Group Accounts - A Group Account is a placeholder; you can't actually transact on it. The accounts in a Group are the same as any other account, you can happily drag and drop an account into and out of a group without breaking anything. However, a problem occurs when you change an existing account into a 'group' by linking other accounts to it - then the account's information dissapears from the report.
- NB - The Category (3) of the sub accounts within a Group Account need to be the same as the Group Account's.

c. VAT Types

This shows the VAT types for accounting. VAT Types is only a description and a percentage.

Description - This is the name of the VAT type.
1. - Standard - Generally you will have a standard VAT Type. You can set different standard VAT types for different Countries if necessary.
  - VAT - This VAT type is equal to 100% of the standard VAT type and is used for VAT payments.
  - Exempt - This VAT type will be used for transactions with international customers or suppliers.
  - No VAT - This VAT type will be used for transactions that is not applicable to VAT, like cash transactions.
  - Zero rated - This VAT type will be used for items that are not subject to VAT.
% - The percentage of value-added tax.

d. Entry Types

This shows the entry types for accounting, such as Customer Receipts, Supplier Payments, and Supplier Refund, and which Debit Type and Account, and Credit Type and Account are affected.

Entry types - This is the name of the Accounting Entry type and should be short but descriptive.
Code- This shows a short description name that is referenced throughout BOS Print.
Debit Type - This sets whether the Entry Type debits a Customer, Supplier, or Ledger account.
Debit Account - This is the Account that is debited.
Credit Type - This sets whether the Entry Type credits a Customer, Supplier, or Ledger account.
Credit Account - This is the Account that is credited.
VAT Type - This shows the VAT Type selected for the Entry Type.
Prices - This shows if VAT is included or excluded from the price.
Type - This is the Transaction Type that is associated with this Entry Type. All financial reporting is built around these types:
- CC - Customer Credit
- CD - Customer Discount
- CF - Customer Refund
- CI - Customer Invoice
- CR - Customer Receipt
- OB - Opening Balances
- SC - Supplier Credit
- SD - Supplier Discount
- SF - Supplier Refund
- SI - Supplier Invoice
- SP - Supplier Payment
- VP - VAT Payments

To create a new Entry Type, click Add. Complete the Entry Type setup window and click Save.

Tip!

An easy way to remember which account is debited or credited is like this:

For Bank, Money in = Debit.

Money out = Credit.

So, if a customer pays us money, we will debit Bank, and credit Receivables. If we have to pay a Supplier, then money goes out, and we will credit Bank, and debit Payables.

e. Credit Terms

This is where you specify the business's Credit Terms, such as 30 days, 50% deposit - 50% on delivery, or COD.

Description - This is the short but descriptive name of the Credit Term.
Display as - This is how the Credit Term is displayed within BOS's transactions.
Days from - This shows how many days must pass before payment is due.
Invoice - This shows whether or not an Invoice must be generated for this Credit Term.
Statement - This shows whether or not a Statement must be generated for this Credit Term.

5. User Fields

User-defined fields allow you to have your own unique fields in modules, over and above the standard fields provided. You can add user-defined fields in these modules: Customers, Customer Contacts, Suppliers, Supplier Contacts, Staff and Materials.

The data stored in these fields can aid you in more efficient Reporting, better CRM, and more

This tab sets which custom User Fields are required on the Customer, Customer Contact, Supplier, Supplier Contact, Staff, Material Items.

Select the Module you require from the Module drop-down list. When a Material Module is selected, you must select a Category as well.
Click on the View button or Add button, depending on what you wish to do.

Module - This is where the Module is selected in which the User Fields will apply. When Material - ... is selected, you must also select the corresponding Category.
ID - This number is automatically added to identify the User Field.
Caption - This is what the field will be labeled as in the Module. Names must be unique - duplicates are not allowed.
Editor - This specifies what type of User-Defined Field is being created.
- Checkbox - This determines if this field can be selected or not.
- ComboBox (Fixed list) - This creates a lookup control with a fixed list - ie. values can only be selected from the lookup list
- ComboBox (Editable) - This creates a lookup control with an optional list - ie. you can select values from the lookup list or type their own values.
- Customer - This loads a drop down list of all Customers in the system.
- Date - This gives the field a Date format.
- Filename - This provides a field that allows you to Load and to Open files found on their local drives.
- Group Header - This allows the Caption to appear as a heading.
- Image (.jpg) - This ensures the field is set to upload and store images.
- Memo - This is a text field for you to enter long text content.
- Number - This is a numeric field and will only receive numbers as input.
- Supplier - This loads a drop down list of all Suppliers listed on the system.
- Text - This provides a single text field for entering short text content.
- Time - This provides a field that is in a time format.
- Timestamp - This provides a field that provides timestamp functionality - ie. the Date and Time can be set.
Decimals - The Decimal field is used to set the number of decimals allowed for a numeric field.
Lookup List - This specifies what the content is for a lookup list if it is required for that field.
New Column - This specifies if the field should appear as a new column on the right of the previous field. If unchecked, the field will be left-aligned on its own row.

Find more about User Fields here.

How to Set-Up User Fields

Watch this short video on how to set-up User Fields.

6. Transaction Status

This topic covers how a Transaction's various stages of progress are set to predefined Status settings, such as New, Accepted, Delivered, Invoiced, or Complete. Below is a screenshot of a Transaction Status with a description of functionality. The modules and their default Transaction Status settings will follow in more detail.

Module - This shows a fixed list of Transaction Types or Modules to which the statuses will apply, (see more below).
Image - An image (eg colour-coded flags) can be selected from this drop-down list to provide visual queues of a status.
Description - This is where the name of the Status is entered.
Group - This drop-down list is hard-coded into the application. Select which group is applicable to the Status.
Default - If a Default is selected, a change in status will occur when an action is carried out, such as Complete when a Sales Order is set to Invoiced. NB - Only one of each Default, other than None, can be selected. Status changes can also trigger an action, such as deleting items from the Planning Board if the status of a Work Order moves from Active to Complete.

Note

Contact Helpdesk to request a script that will automatically update the Image colours.
Transactions Read-only by Status - Transactions that have a Complete or Cancelled Status are displayed in read-only mode in the following modules:
- Quotations - Any user with access to view Quotations can change the Status.
- Sales Orders - Only users with Editing rights can change the Status.
- Work Orders - Only users with Editing rights can change the Status.
- Purchase Orders - Only users with Editing rights can change the Status.

Transaction Status by Modules

See below the following Transaction Status Modules:

a. Quotations

b. Sales Orders

c. Customer Credit Notes

d. Work Orders

e. Purchase Orders

f. Supplier Invoice

g. Supplier Credit Notes

h. Material Movement

i. Customer Invoice

j. Workflow, Customer File, Supplier File, Staff File

a. Quotations

New Quote - Quotes will be set to this status by default upon creation of a new Quotation.
Quote Lost - Version - All other versions of a quote will be set to this status when a quote is copied to a Sales Order.
Output - Quotation will be set to this status upon printing or emailing of the Quote.
Quote Accepted - Quotes will be set to this status by default when copied to a Sales Order.

b. Sales Orders

New Sales Order - New Sales Orders will be set to this status upon creation of a new Sales Order.
Invoiced - Sales Orders will be set to this status when copied to Customer Invoices.
Delivered - Sales Orders will be set to this status when copied to Delivery Notes.

Additional - You could also add Inventory Issued - Sales Orders will be set to this status when copied to Material Movement to issue reserved materials.

c. Customer Credit Note

Inventory Received - Credit Notes will be set to this status when copied to Material Movement to receive returned materials. Complete - This is the default Complete status.
New Credit Note - Credit Notes will be set to this status upon creation of a new Customer Credit Note.

d. Work Orders

New Work Order - Work Orders will be set to this status upon creation of a new Work Order.
Output Inventory Received - Work Orders will be set to this status when copied to Material Movement to receive ordered materials.
Work Order Closed - Work Orders will be set to this status when the linked Sales Order is copied to a Delivery Note or Customer Invoice.

e. Purchase Orders

Inventory Received - Purchase Orders will be set to this status when copied to Material Movement to receive ordered materials.
New Purchase Order - Purchase Orders will be set to this status upon creation of a new Purchase Order.
Invoiced - Purchase Orders will be set to this status when copied to Supplier Invoice.

f. Supplier Invoice

New Supplier Invoice - Supplier Invoices will be set to this status upon creation of a new Supplier Invoice.
Complete - This is the default Complete status.
Output - Supplier Invoices will be set to this status upon printing or emailing of the Invoice

g. Supplier Credit Note

New Credit Note - Credit Notes will be set to this status upon creation of a new Credit Note.
Inventory Issued - Credit Notes will be set to this status when copied to Material Movement to issue returned materials

h. Material Movement

New Transaction - Material Movement transactions will be set to this status upon creation of a new Material Movement.
Output - Material Movement transactions will be set to this status upon printing or emailing of the transaction.

i. Customer Invoice

Output - Customer Invoices will be set to this status upon printing or emailing of the Invoice.
New Invoice - Customer Invoices will be set to this status upon creation of a new Customer Invoice.

j. Workflow, Customer File, Supplier File, Staff File

New Workflow - Workflows will be set to this status upon creation of a new Workflow or Customer-, Supplier- and Staff File.
Close Workflow - Workflows will be set to this status when a action that completes the workflow is added.

7. Alerts

Alerts are set for Quotations to alert you of something that is incorrect or missing from a quote. This is in order to protect the business from errors or potential profit loss.

A number of Alerts are set-up for the Sales Order and Purchase Order modules. The alerts are displayed when users Output or Copy Transactions. At this stage they only Alert users, they don't block users. See sample warning message below.

To add a new Alert, click Add.
Select the alert type Quotations, Sales Orders or Purchase Orders from the drop down list.

For more about Alerts, click here.

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