This topic covers the settings required to set up a company's General Settings and User Settings.

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Discover Settings and Defaults

1. General Settings

2. User Settings

1. General Settings

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

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.

b. General

• 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 - eg, C:\Temp\Docs\ - 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.

• Prefix Customer, Supplier and Account look-ups with the Account No. This settings determines whether or not the Account Number for the Customer, Supplier or Account prefixes the name in Customer, Supplier or Account lookups. Yes = Code - Name; No = Name (Code)

• Default - Set new Customer Status to 'Active' - This setting gives you the option to set new customers to 'Active'. By default, new Customers are set to 'Prospect'.

• Website link (URL) for Internal Documentation - When a URL has been entered into this setting, a Main Menu > Help > Internal Documentation menu item is displayed which will open the link.

c. Currencies

• Currencies - Add and edit the list of Currencies used by your company.

• Denominations for Home Currency - Specify the denominations in use by the home currency. This is loaded for cash-up purposes.

• Enable Multi-currency - Yes / No - This determines whether or not the app will support more than one currency.

• Local currency - This specifies the local currency of the business that is used by default on all transactions.

d. Accounting

• Account - Retained Income - This is to identify the Retained Income account.

• 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 is the accounting category that the bank account links to, eg Bank.

• Business Entities - Click Edit to add / update the Business Entities in use. Companies, Branches, Departments, etc. For more on Entities, click here.

• Default - Prices - This determines whether or not the default on the price is including or excluding VAT.

• Default - VAT Type (Forex/Exempt) - This determines the default VAT Type for Forex and Exempt VAT Transactions.

• Default - VAT Type (Standard) - This determines the default VAT Type for Standard VAT Transactions.

• Filter - Accounts that update Cost of Sales (eg. '=2', 'in (1,2,3)') - This determines the Filter that is applied to Accounts that update Cost of Sales.

• Financial Year - Starting Month - This sets the month of the year that the financial year starts.

• VAT % - Default 14%. This is the default % for VAT inclusive transactions.

e. Items & Inventory

• Decimals used to display Inventory quantity (0-4) - This is used to determine the number of decimals for an Inventory Item.

• Filter - Accounts that update Inventory (eg. '=2', 'in(1,2,3)') - This is to determine the Filter that is applied to view Inventory Items.

• Item Costings - Enable automatic update - This enables/disables Automatic Costing Updates. Automatic Costing Updates will update the Item Costings when the cost of a Material item used in the Costing is updated.

• Item Costings - Update... - This determines what fields are updated by Item Costings.

  • Unit Cost - This enables Unit Costs to be updated.

  • Fixed Cost & Unit Cost - This enables Fixed Costs and Unit Costs to be updated.

• Item Costings - Transaction Type - The Transaction Type that is linked to Item Costings is listed here from this drop-down list of available Transaction Types.

f. Estimating

• Adjustments on Services, Outwork and Materials are... - This specifies how Adjustments are applied for Services, Outwork and Materials.

  • Direct Costs - Adjustments are counted as a Direct Cost

  • Value Add - Adjustments are counted as part of the Value Added.

• Default - Markup (%) - This is the default markup percentage that will be applied to all transactions if no Transaction-level markup is applied.

• Default - Roundup (R/U) for Materials - This specifies what Roundup is applied.

• Description Format - Material - This determines the format of the Material Description on the Estimate.

  • Description - The Description is displayed

  • Qty x Description - The Quantity and the Description are displayed in the format Qtyx Description - eg. 2x Steel plates

  • Description (x Multiply by) - The Quantity and the Description are displayed in the format Description (x Qty)- eg. Steel plates (x 2)

• Description Format - Services - This determines the format of the Service Description on the Estimate.

  • Description - The Description is displayed.

  • Qty x Description - The Quantity and the Description are displayed in the format Qtyx Description - eg. 2x Scans

  • Description (x Multiply by) - The Quantity and the Description are displayed in the format Description (x Qty) - eg. Scans (x 2)

• Flexo - Item Category filter for Presses (eg. '=2', 'in(1,2,3)') - This specifies the filter that is applied to the Item Category for Flexo.

• Flexo - Use Cylinders & Dies - Yes / No - This whether or not Cylinders and Dies are used for Flexo.

• MaxCut Export - Production Type filter - This is where you can set the Production Type filter for MaxCut export.

• Price Rounding - This specifes how rounding off is applied to price in Estimates.

  • Don't round off - No rounding off will be applied to the price.

  • Round selling price to nearest Rand - This rounds the selling price to the nearest whole Rand value.

  • Round Unit Price to nearest Cent - Things rounds the Unit Price to the nearest Cent.

g. User-defined Fields

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

• BCC emails to the following address - BOS keeps a history of emails records sent, but not of the attachment. Specify an email address which will be automatically added as a BCC to all outgoing emails and keep a history of the emails sent. Eg, backup@gmail.com.

• 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. For more on Templates, click here.

For more on Output, click here.

i. Point of Sale (POS)

• Default Customer - Select a default Customer which will be assigned ot new POS transactions, such as Cash Sale.

• Item ID - Change - The ID of the Change item - see the Payment Types Category in Items.

• Item ID - Tips - The ID of the Tips item (When applicable) - see the Payment Types Category in Items.

• Transaction limit for Default Customer - This setting can be used to provide a warning when the Transaction is linked to the Default Customer and the total exceeds the limit specified. eg. generic Cash Sales transactions should be limited to R1,000 after which a company's VAT No needs to be displayed on the Invoice.

• Add Item Panel - Show Item Prices - This setting toggles whether or not prices are displayed in the Item selection view.

j. Cashups

• Filter - Cashup Items (eg. '=2', 'in(1,2,3)') - This is the filter that is applied for Cashup Items.

• Filter - Transaction Types (eg. '=2', 'in(1,2,3)') - This sets what Transaction Type is tallied when creating Cashups, such as POS Receipts.

• Item ID - Cash - This is the Price ID for the Cash Payment Type Item.

• Transaction Type - Cashup Shortfall - This is the name of the Transaction Type for Cashup Shortfall.

• Transaction Type - Cashup Surplus - This is the name of the Transaction Type for Cashup Surplus.

k. Human Resources

• Holidays - This allows the user to list the Public Holidays that will affect staff attendence and Productivity in the year.

• Leave Rules - This allows the user to list the parameters of Leave, such as how many months of employment are required before Maternity Leave can be taken.

• Leave Types - This is the list of the types of Leave that are available, such as Annual Leave, Sick Leave, Family Responsibility Leave and Maternity Leave.

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. Images

2. User Settings

The organisation's Staff details, their Cost Centres, and staff access rights are set and stored in Staff Settings. This serves as a compliment to the HR and business owner's endeavours to stay on top of staff birthdays, start date, and other records in a single system, as well as where Administrators provide or restrict user access to certain functionalities within BOS modules.

Setting need to be defined for each user account, alternatively default settings will apply.

a. System

This is where System settings are defined for the user.

• Default Display- Default: Workspace Right. This sets which side of the screen the Workspace panel will appear when selected.

• Default View - Default: Standard. This sets which view is the default. Touch is used for touch-enabled devises.

• Hide breadcrumbs - This will set whether or not the breadcrumb menu is visible.

• Hide Main Menu - Yes / No - This sets whether or not the Main Menu is visible.

• Minutes of idle time before application is closed- Default: 60min. This sets the amount of lapsed time required before QuickEasy shuts down.

• Program Look and Feel- Default: Light grey. This sets the general theme colours for QuickEasy.

• QuickEasy Password- This is where the password is entered for the user to login to QuickEasy.

• QuickEasy Username - This is where the username is entered for the user to login to Quickeasy.

• System Administrator- Default: No.This setting provides access to System messages and enables users to override certain user access limitations.

b. Calendar

Calendarlimits are set here.

• Allow other users to view my Calendar- Default: Yes. This allows or restricts other QuickEasy users to view this user's calendar.

• Editing allowed - Calendars that are shared with me - Default: Yes. This disables editing on Calendars that are shared with you.

• Editing of Company Calendar allowed- Default: No. This sets whether the user is able to edit the company calendar.

c. E-mail Settings

This sets the email name and SMTP settings.

• E-mail Stationery- This is where an email signature can be set up. The HMTL editor allows for some customisation.

• E-mail Stationery - Quotations- This is only used when emailing quotations to a client, and allows for promotional messages to be included in the e-mail footer.

• From name - This is where the name is entered that will indicate who the email is from.

• SMTP Authentication: Active - Default: No. This sets whether SMTP authentication is required on the mail server.

• SMTP Authentication: From Address- This sets the From address for outgoing e-mail.

• SMTP Authentication: Password - This is the password required to login to the SMTP server.

• SMTP Authentication: User name- This is the user name required to login to the SMTP server.

• SMTP Port No. - Default: 25. This is the SMTP port number.

• SMTP Server - This is the email server address.

• SMTP TLS- Default: Use when required. This sets whether the SMTP server requires TLS (Transport Layer Security) for secure e-mail delivery.

  • None - TLS is not required.

  • Use when required - Use TLS only when necessary.

  • Explicit - Always use TLS.

• QuickEasy SMTP Server - When this setting is set to 'Yes', none of the settings which are highlighted in red below are required. Using the QuickEasy SMTP Server requires e-mail addresses to be verified - this can be done through helpdesk. - an e-mail will be sent to the address with a link to click for verification.

d. Setups

This specifies what access is allowed, relative to the role of the staff member.

• Cost Centres - Access Allowed- Default: Yes. This sets whether the user can access, create or edit Cost Centres.

• Customers - Access- Default: All. There are several options to choose from:

  • All- Enables the user to have unrestricted access to Customer records.

  • All - excluding Accounting Settings- This enables the user to have unrestricted access to Customer records, however they cannot view the Accounting tab.

  • Only mine - excluding Accounting Settings- This enables the user to only view the Customer records where they are the Rep, without access to the Accounting tab to those Customers.

  • Access Denied- Unable to view, edit or create Customers.

• Estimating Types - Access Allowed - Default: No. This allows or restricts access to view and edit Estimating Types.

• My Company - Access Allowed - Default: Yes. This allows or restricts user access to view and edit My Company.

• Price Lists - Access Allowed - Default: No. This allows or restricts user access to view and edit the price lists.

• Printing Setups - Access Allowed- Default: Yes. This allows or restricts the user to view and edit the printing setups, such as presses, printing types, ink groups, etc.

• Classes - Access Allowed - Default: No. This allows or restricts the user to view and edit the Classes.

• Services - Access Allowed- Default: Yes. This allows or restricts the user to edit and create Services.

• Settings & Defaults - Access Allowed- Default: Yes. This allows or restricts user access to edit and view Settings & Defaults.

• Suppliers - Access Allowed - Default: Yes - This allows or restricts the user to edit and view Supplier records.

• User-defined Fields - Access Allowed- Default: No. This enables or restricts the user access to edit User-defined Fields.

• Workflows - Access Allowed- Default: Yes. This enables or restricts the user access to edit Workflows.

e. Items & Inventory

This specifies what access is allowed to the Materials Module, relative to the role.

• Inventory Module - Access Allowed- Default: None.

  • None- No access is allowed to edit or view the Inventory module.

  • View Only- Access is allowed to view the records in the Inventory module.

  • Full Access- Access is allowed to view, edit and create records in the Inventory module.

• Item Summary - Access Allowed- Default: Full access.

  • Limited access - Cost Prices and Transaction pricing is hidden

  • Full access

• Items - Access Allowed- Default: No. This determines if the user is allowed to edit and view Items.

• Stock Check - Access Allowed - Default: Full control.

  • None - No access is allowed to Stock Check.

  • Full control - This allows full access to edit and create Stock Checks.

  • Enter count only - This allows the user to enter the Stock count only.

f. Accounting

This specifies what access is allowed to the Accounting module, relative to the user's role.

• Balance Sheet - Access allowed - Default: No. This sets whether or not the user has access to the Balance Sheet.

• Bank - Access Allowed- Default: No. This sets whether or not the user has access to the Bank module.

• Cost of Sales Module - Access Allowed- Default: No. This sets whether or not the user has access to the Cost of Salesmodule.

• Customer Age Analysis - Access Allowed- Default: Yes. This sets whether or not the user has access to Customer Age Analysis.

• Income Statement - Access allowed - Default: No. This sets whether or not the user has access to the Income Statement.

• Ledger- Default: No. This sets whether or not the user has access to the Ledger.

• Supplier Age Analysis - Access Allowed - Default: Yes. This determines whether or not the user has access to the Supplier Age Analysis.

• Transaction Close off Dates - Access Allowed - Default: No. This determines whether or not the user has access to Transaction Close off Dates.

• Trial Balance - Access allowed - Default: No. This determines whether or not the user has access to the Trial Balance module.

• VAT Control - Access allowed - Default: No. This determines whether or not the user has access to VAT Control.

g. Planning Board

This specifies the settings for the Planning Board, relative to the role of the user.

• Automatic Refresh/Update- Default: Manual.

  • Manual- This setting makes an Update button visible and will pool all changes made on the Planning board, and show the updates once the button is clicked.

  • Auto-Refresh- This setting allows the Planning Board to be refreshed automatically, without clicking the View button.

  • Auto-Update- This settings allows the Planning Board to update automatically as changes are made in the production line.

• Column width - Job List (Pixels) - Default: 300. This setting determines the column width for the Job List.

• Column width - Production Stages (Pixels) - Default: 200. This setting determines the column width for Production Stages on the Planning Board.

• Editing allowed - Default: Yes. This setting determines whether or not the user can edit the tasks on the Planning Board.

• Settings - Access Allowed - Default: Yes. This setting determines whether or not the user has access to change Planning Board settings.

• Visible Production Stages - This is where the Production Stages that need to be seen by the user are added. Click Edit and select the Production Stages that need to be seen from the Available Stages list and click the right-arrow to add them to the Visible Stages list.

h. Timekeeping

This specifies the settings for Timekeeping relative to the user.

• 'Not linked' Tracking Codes from... - Select the Production type from which the Tracking Codes will be selected. This is used when tracking time which is not linked to a Transaction or to the Planning Board.

• Default Transaction Type - Select the Transaction Type against which you will be tracking time by default.

• Default View for Touch/Mobile display - This setting determines the default view which will be used on Touch or Mobile displays - Production Board View or Transactions View.

• Enable Logout - This setting enables/disables the Logout functionality which can be used when multiple users are using the same Touch or Mobile display. When Logout is not enabled, a Back button is displayed to navigate back to the tile menu.

• Set Status 'Complete' - This allows the User to set the Task's Status to Complete.

• Show 'New' Tasks - This will display all the new Tasks in the Tracking queue.

• Start - Select Tracking Code - This setting determines whether or not timekeeping records will be linked to Tracking Codes. Records are linked to Tracking Codes when the Start menu item is clicked. A Start menu item will be added for each Tracking Code in the format Start (Code).

• Stop - Add Notes - This setting determines whether or not the User will be prompted to add a Note when the timer is stopped.

• Timekeeping - Access Allowed

  • None - Access to the Timekeeping module is not allowed.

  • User - Only able to view Timekeeping records which are linked to themselves and not able to change any timekeeping records that were created by starting and stopping the timer.

  • Supervisor - Able to access and update all the Timekeeping records.

Cashups

This specifies the settings for Cashups relative to the user.

• Cashup - Access allowed - Default: None.

  • None - No access is allowed.

  • User - The user can Create a Cashup and add their count.

  • Supervisor - The user can Delete and Close Off Cashups.

Touch Application

This specifies the settings for the Touch Application.

• Login (PIN) - This is the numerical value used for the user to login.

• Logout when the 'Back' button is pressed - Default: No. This specifies whether or not clicking Back will allow the user to logout.

• Menu Group - This specifies what Menu Group is available at login, such as Production.

• Open on Login (Optional) - This automatically loads a module that is selected in the Menu Group option when the user logs in.

i. Human Resources

This specifies what access is allowed in the Human Resources module.

• Leave - Access allowed - Default: None. This sets what level of access the user has to the Leave module / functionality.

  • None - No access is granted.

  • User - The user can add items, but they can't approve leave or edit items that have been approved.

  • Supervisor - The user has full access and can approve leave.

j. Workflows & Workspace

This specifies what access is allowed to the Workspace module, relative to the user role.

• Side Window Width in pixels (Minimum 472px) - Default: 472. This determines the width of the Workspace window in pixels.

• Supervisor access (Select Modules) - Supervisor access allows users to delete Workflows. This setting determines which modules are accessible at a Supervisor-level. Click Edit and select the required modules from the Available Modules list, and click the right-arrow to move them into the Selected Modules list.

• User access (Select Modules) - User access allows users to create Workflows, but not delete them. This determines which modules are accessible at a user-level. Click Edit and select the required modules from the Available Modules list, and click the right-arrow to move them into the Selected Modules list.

• Workspace - Access allowed to other Users (Select Users) - This determines which other users' Workspaces this user can view, in order to monitor Indicators and Reminders. Click Edit and select the required users from the Available Users list, and click the right-arrow to move them into the Selected Users list.

• Workspace - Auto Refresh- Seconds (0 = Manual Refresh) - This auto-refreshes the Reminders and Indicators in the Workspace.

• Workspace Default View - Default: View All.

  • View All- This allows the user an unrestricted view of the Workspace module that shows both Reminders and Indicators.

  • View Reminders only- This allows the user a view of only their Reminders in the Workspace module.

  • View Indicators only- This allows the user a view of only their Indicators in the Workspace module.

k. Actions

l. Reports & Dashboard

This specifies what access is allowed to the Dashboard and Reports modules, relative to the user's role.

• Dashboard - Access Allowed- Default: No. This determines whether or not the user has full access to the Dashboard.

• Dashboard - Display on My Workspace - This determines which Indicators are accessible to the user. Click Edit and select the required Indicators from the Available Indicators list, and click the right-arrow to move them into the Visible Indicators list.

• Reports - Access Allowed - This determines which Reports the user can view. Click Edit and select the required Reports from the Available Reports list, and click the right-arrow to move them into the Visible Reports list.

m. Other Settings

This specifies what access is allowed to these settings, relative to the user's role.

• Asset Register - Access Allowed - Default: Yes. This allows or restricts access to add and delete assets in the Asset Register module.

• Knowledge Base - Allow Editing- Default: Yes. This allows or restricts access create, edit and delete Knowledge Base articles.

• QuickEasy Form Designer - Access Allowed - Default: No. This allows or restricts access to the QuickEasy Form Designer.

• Replication - Access Allowed - Default: No. This allows or restricts the user to replicate setups from one database to another, such as copying Customers, Items, Categories to another Entity.

• Timekeeping - Access Allowed - Default: Yes. This allows or restricts access to create, edit and delete Timekeeping records.

• Transactions: Customise Grids and View Summaries - Default: Yes. This allows or restricts access to create, edit and delete Transactions.