HiFinance
5
SECTION
7.1.2 - MAINTAIN SYSTEM DEFAULTS
USAGE: To set or change the SYSTEM OPTIONS in the master control file. Changes made here are
global to all users on the system, although users may not see the changes until they log-off and back on again.
DISCUSSION: This utility function in HiFinance is very
important. There is more discussion of its usage in SECTION 0 - GETTING STARTED. Most of the
options that personalise your system are set here. HiFinance is a very flexible
accounting system, but before you can use it to its full potential in your
company, HiFinance must be told what you want it to do. Usually, this function
is restricted to persons responsible for the overall maintenance of your
installation.
There are too many options to fit on one screen, so
when you finish with one page you will be transferred to the next page. <PageUp> and <PageDn> can be used to move between
pages. Please remember that if you press <ESC> at any point you will leave
this program without changing the control file. To actually save the changes, move
to the last page where <F10> will allow you to end and
update.
In each case, an answer must be placed the box on
the right-hand-side of the screen. If an invalid answer is given, the screen
will show this when you try to exit to the next screen.
All options on these screens can be changed at any
time. If you are setting-up HiFinance for the first time, you may not be sure
of how to answer some of the questions. Don't
worry. You can return to this, or any other Utilities screen and change
your answers tomorrow, or next week, or when ever it is necessary. If you have
any problems with these options, leave them and try to put through a few
transactions. Then, if there is something that you do not like, or do not need,
return to the SYSTEM DEFAULTS function
to rectify the problem. If you still have problems, contact your dealer.
Once the program has loaded into the computer’s
memory the first page of questions will appear. Most of questions are
self-explanatory, but a detailed explanation for each one follows:
ASK
LINE DESCRIPTION IN INVOICING/PURCHASING? .. (Y+/N-) [ ]
Every Inventory item and General Ledger account has
its own description. If you wish to always use these descriptions when
invoicing, enter N here. If you enter Y, HiFinance will allow you to enter a description on every line.
ASK
INVOICE / CREDIT NOTE NUMBER? .............. (Y+/N-) [ ]
This option controls the reference number field in Invoicing.
When you start an Invoice or Credit-note, HiFinance will add one to the last
invoice number used and offer this as the next reference number. If you enter Y here, you will be able to change this reference number. In this case
HiFinance will make no effort to check that you have missed or duplicated a
reference number. This option is mainly for those companies that post-invoice,
ie they enter invoices into HiFinance from manual dockets.
If you choose N, HiFinance will not give
you the choice to modify the reference number. The number will still appear
near the top right-hand corner of the screen while the Invoice/Credit-note is
being entered. When you finally choose to update the transaction, HiFinance
will check the master-files to see if no one else on the network has used this
number. If so, the reference number will automatically be updated to make sure
that no duplicate invoice numbers are generated by the system. If HiFinance
changes the number, a warning to this effect will be displayed. This warning is
for those companies who manually write the invoice number on order documents.
Hint: If you run multi-terminal and you potentially
have more than one terminal invoicing, you should normally set this option to N. If you wish to reset the running number, set the option to Y, enter one Invoice and then change it back to N. Make sure that no one else is invoicing while you do this.
ASK
INVOICE / CREDIT-NOTE DATE? ................ (Y+/N-) [ ]
This option controls the date field in Invoicing and
Credit-notes. In each case, HiFinance will offer the current date. If you enter
Y here, you will be able to change the date at
Invoice time.
ASK
INVOICE / CREDIT-NOTE SALESMAN? ............ (Y+/N-) [.]
This option controls the Salesman number field in Invoicing
and Credit-notes. In each case, HiFinance will default to the usual Salesman
(as defined on the Debtor’s record). If you have entered a value into DEFAULT SALESMAN DURING INVOICING (see below), the Salesman
will default to this value rather than the entry in Debtors. If you enter Y here, you will be able to change the Salesman at invoice time. If you
enter N here, the Salesman will always
be the one defined in the Debtor’s record. If you do not use Salesman numbers,
you may safely set this option to N.
ASK
OVERALL DISCOUNT? .......................... (Y+/N-) [.]
If you wish to enter a discount that will apply to
the whole Invoice, choose Y. This information will be
asked at the beginning of the invoice. (See also - Line Discount, below.) This
option also affects Credit-notes and Sales Orders.
ASK
LINE DISCOUNT? ............................. (Y+/N-) [.]
If you wish to enter a discount that will apply to
each line of Invoice, choose Y. In this case, you will be
required to enter the extra field on each Inventory line. If you have chosen to
enable both Line and Overall Discounts, HiFinance can automatically,
geometrically add these and apply a composite discount to each line. This
option also affects Credit-notes and Sales Orders.
PRIMARY
TRANSACTION TYPE IN INVOICING? ......... (I/G/J) [.]
Normally, HiFinance will ask for an Inventory code (I). If you wish to enter a General Ledger line instead, you need to
press a function key. If you mostly enter General Ledger lines (ie services) it
is more convenient to be asked for the General Ledger by default and the to be
able to choose an Inventory code by pressing a function key. If you wish to do
this, choose G. This option also affects
Credit-notes and Sales Orders. If you are using the Job Costing system, you can
also answer to J so that posting to Jobs is
the default.
UNIT SALES ONLY?
............................. (Y+/N-/A) [ ]
This option controls the initial value of the units
sold field during Invoicing. Choose N to have the unit sold field
default to zero. Choose A to default the field to 1. If you choose Y, HiFinance will always sell
one unit per line. This option also affects Credit-notes and Sales Orders.
DEFAULT
RECEIPT TYPE? ............................ (A-Z) [ ]
When you enter a single receipt, you are required to
enter the payment type, eg C for Cash, etc. HiFinance
will pre-load this field with what ever you enter here. Normally this is set to
Q for Cheques.
DEFAULT
DEPOSIT SLIP RECEIPT TYPE? ............... (A-Z) [ ]
When you enter multiple receipts from your deposit
slip, you are required to enter the payment type, eg C for cash, etc. HiFinance will pre-load this field with what ever you
enter here. Normally this is set to S for Statements.
DEFAULT
UNALLOCATED TRANSACTION SEARCH (DR)? . (Y+/N-/A) [ ]
When you display Debtor transactions, you can apply
a mask that will only display transactions that have not been fully allocated,
eg unpaid invoices. If you choose Y here, HiFinance will simply
enter the enquiry screen with masking on. You may then press <F1> to display all transactions. If you choose A, you will be asked each time whether you wish masking. If you choose N here, the whole masking function will be disabled. The default
response to this question can be set here. If you enter a Y or N, that will be the default.
If you enter A, the default will be blank,
which will force a response each time you enter the enquiry program.
LIMIT
GENERAL LEDGER TO ASSET/REVENUE ACCCOUNTS IN INVOICING? ... (Y+/N-) [ ]
In Invoicing, if you wish to stop accidental
postings to General Ledger accounts other than Asset and Revenue types, choose Y here. HiFinance will automatically block postings to special control
accounts and heading accounts.
SHOW
CONSOLIDATED BALANCE IN INVOICING? ........ (Y+/N-) [.]
This option only has an effect if you use the
Bill-to function. Normally, each account will show its true balance. Because of
this, the balance of a subsidiary account will always show as zero. To have the
Invoice program show the outstanding balance of the whole Debtor’s account,
choose Y. This option also has an
effect during Invoicing and Sales Orders. If you choose to show consolidated
balances, the credit limit calculations will look for the main account’s
balance and transactions. Otherwise, each sub-account can have their own
credit-limit. Days overdue limits are similarly either set sub-Debtor by
sub-Debtor, or the subsidiary accounts can inherit the main Debtor’s
attributes.
ASK
FREIGHT CHARGEABLE IN INVOICING? ........... (Y+/N-) [.]
If
you wish HiFinance to ask for freight separately during invoicing, choose Y. Freight entered this way will be separately totalled on the invoice
and certain transaction reports.
ASK
FOR DELIVERY ADDRESS IN INVOICING? ......... (Y+/N-) [ ]
You may attach a delivery address to each Debtor.
This prints on the invoice. If you wish to be able to change this address at
invoice time, choose Y.
ASK
FOR DELIVERY INSTRUCTIONS IN INVOICING? .... (Y+/N-) [ ]
You may attach delivery instructions to each Debtor
record. This prints on the invoice. If you wish to be able to change this
address at invoice time, choose Y.
ASK
FOR CARRIER IN INVOICING? .................. (Y+/N-) [ ]
If you wish to enter a carrier name (which will
print on the invoice), choose Y.
ASK
FOR SALESMAN COMMISSION IN INVOICING? ...... (Y+/N-) [ ]
Each Salesman has a commission rate, which can be
defined in SYSTEM UTILITIES. If you
wish to be able to override this default rate at invoice time, choose Y.
SIMULATE
BALANCE FORWARD STATEMENTS? ........... (Y+/N-) [ ]
HiFinance is a strictly Open Item accounting system.
This means that the basic posting object is the transaction. By comparison,
Balance Forward systems post to a balance. Fully Open Item Statements only
print outstanding transactions, whereas Balance Forward Statements print the
opening balance and current transactions, irrespective of payment. Previous
versions of HiFinance have offered the choice of Balance Forward. For backward
compatibility, HiFinance 4 has the option to simulate this style. We stress
that this is a simulation, because HiFinance 4 always posts in an Open Item
fashion to the 27 accounting periods defined in the Calendar. By enabling this
option, you will force (and therefore not be asked later) the option to print
previous balances as a total, and the option to print all current transactions
in full. Unlike the Open Item option, the Balance Forward simulation will only
work if you print statements at the actual end of month, before posting
any new receipts.
SUPPRESS
REPRINT WHEN PRINTING STATEMENTS? ..... (Y+/N-) [ ]
Most statement formats automatically stop after the
first statement printed and ask if you wish to reprint. This facility allows
you to line-up the paper. It is mainly appropriate for continuous forms. If you
are printing to a laser printer or via faxes or emails, reprinting the first
statement is redundant. To turn off the facility, enter Y here.
SHOW INVENTORY
DESCRIPTION LINES 1 AND 2 SEPARATELY IN INVOICING AND SALES ORDERS? .....
(Y+/N-) [ ]
HiFinance
holds two, fifty character description lines for each stock code. Since version
5.02 Invoicing, using the Z-type invoice layout,
concatenates these two lines into one. Then the full description is broken into
multiple lines, as required. Some sites use the two lines to mean different
things, eg first line for the general description and the second for the
colour. In this case, it might be better to show the information as two
separate lines (as it was in earlier versions). If you wish to show the two
lines separately, enter Y here. Note that this option
only relates to stock lines and only for the Z-type Invoicing and Sales Orders.
SEARCH
DEBTORS BY CODE OR NAME? .................. (C/N) [ ]
When you search for a Debtor, eg through DEBTOR ENQUIRIES, you have the choice
to display the search in either Debtor Code or Debtor Name order. Enter C or N, respectively, to set the
search order.
SKIP
DORMANT DEBTORS IN SEARCHES? .............. (Y+/N-) [ ]
If you set the option to Y, dormant debtors will be excluded from searches (<F9>). Then the only way to get to a Dormant Debtor will
be by direct hit in enquiries, etc.
PRINT
COMPANY DETAILS ON INVOICES? ............. (Y+/N-) [ ]
Standard HiFinance invoice stationery allows your
computer to print your company’s name and address. If you choose to print your
own stationery with this information already included, you will need to tell
the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.
PRINT
COMPANY DETAILS ON SALES ORDERS? ......... (Y+/N-) [ ]
Standard HiFinance invoice stationery allows your
computer to print your company’s name and address. If you choose to print your
own stationery with this information already included, you will need to tell
the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.
PRINT
COMPANY DETAILS ON STATEMENTS? ........... (Y+/N-) [ ]
Standard HiFinance statement stationery allows your
computer to print your company’s name and address. If you choose to print your
own stationery with this information already included, you will need to tell
the system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.
DISPLAY
SALESMAN DETAILS DURING INVOICING? ..... (Y+/N-) [ ]
To save screen space, HiFinance normally does not
display the Salesman’s details on the screen, after it has been defined.
Indeed, if you choose not to be asked for the Salesman during invoicing (see
above) you will not have any indication of who the actual Salesman is for this
invoice. Usually this is not a problem, as the Salesman is defined in DEBTOR MAINTENANCE and does not need
changing. If you choose Y, HiFinance will display the
Salesman’s code and name under the Debtor’s name.
SHOW
DISCOUNT AS A PERCENTAGE IN INVOICING? .... (Y+/N-) [ ]
Normally the HiFinance Invoice prints any discount
as a value. If you would prefer to show the discount as a percentage instead,
enter a Y here.
ALLOW
BLANK TEXT LINES IN INVOICING? ........... (Y+/N-) [.]
Normally HiFinance stops you from accidentally
entering a blank text line. Some companies specifically need to separate
sections on an Invoice with blank lines. For these companies, the option to
allow blank lines is enabled by entering Y here.
ASK
TAX RATE DURING INVOICING? ................. (Y+/N-) [.]
If you answer N here, HiFinance will apply
the tax rate as it appears in the Inventory Master-file. If, instead, you need
to change the rate for each invoice, answer Y.
ASK
TAX BASIS DURING INVOICING? ................ (Y+/N-) [ ]
If you answer N here, HiFinance will apply
the tax basis as it appears in the Inventory Master-file. If, instead, you need
to change the value for each invoice, answer Y.
COMPUTE
DAYS CREDIT ON PERIOD BASIS? ......... (Y+/N-/A) [.]
Normally in Invoicing and Sales Orders, if you the
Debtor has a “days credit”, HiFinance computes the over-credit limit by
subtracting the first outstanding debit transaction from today’s date. If you
enter Y here, HiFinance will compute the days credit by going to the end of
the period in which the first outstanding debit is in, and then subtracting
that from today’s date. This is for sites that offer credit terms such as “14
days from statement”. (The assumption is that the statement is printed at the
end of the month.) If you enter A, control is shifted to the
same question as it appears on the Debtor. This allows you to control the
function Debtor by Debtor. A Y or N makes the question on the Debtor, irrelevant.
ASK
PAYMENT COMMENT LINE IN INVOICE PRINT? ..... (Y+/N-) [ ]
COMPANY
DETAILS (See SECTION
7.1.1) allows you to enter two lines of comments, which usually refer to the
terms of payment. If you change these details with each invoice, you can have
HiFinance prompt you for the fields each time an invoice is printed.
MANUAL
COST-OF-SALES CALCULATION? .............. (Y+/N-) [ ]
HiFinance automatically computes the cost-of-sales
for each Inventory line billed on an Invoice. The method of calculation is
dictated by another flag, see below but you can also manually override the
result by answering Y here. In this case,
HiFinance will still compute the cost-of-sales but it will then stop, display
the value and allow you to replace it with a manual value.
FORCE
MANUAL COST-OF-SALES TO BE NON-ZERO? ..... (Y+/N-) [ ]
This option only has an effect if you have chosen to
enable the Manual Cost-of-Sales option, above. It tells HiFinance to force the
Cost-of-Sales to be non-zero on any line that asks for it. This option can also
be used in conjunction with the Cost-of-Sales calculation method. If you set this
to 7, HiFinance will always present a zero Cost-of-Sales and then force you to
enter a value.
ASK
UNIT COST-OF-SALES IN INVOICING? ........... (Y+/N-) [ ]
This option is only relevant if you have chosen the
Manual Cost-of-Sales option, above. If you answer N, HiFinance will compute the Cost-of-Sales in total and allow you to
enter an overriding value. If you answer Y, HiFinance will present the
unit Cost-of-sales (unextended). You must then enter the new value (per unit)
and HiFinance will extend it for you.
SUPPRESS
LAST-PURCHASE-PRICE DISPLAY? ........ (Y+/N-/A) [ ]
This option is overridden by the previous option.
Normally, If you choose not to enter a manual cost-of-sales, HiFinance displays
the last-purchase-price in the spare space. This is often a useful piece of
information that allows you to compare the price you are selling the stock for
with the price you last purchased it for. If you would prefer not to display
the field, answer Y here. If you enter an A
here, the function will be controlled by a similar question in the user
defaults as setup in PASSWORDS. (See SECTION
7.1.4)
PRINT
DEBTOR'S BALANCE ON INVOICE? ........... (Y+/N-/A) [ ]
It is possible to have the invoice print a total
outstanding balance. This is useful quick reminder to the Debtor that they owe
other monies. You can set this option to, always print (Y), never print (N) or ask you each time an
invoice is printed (A). If you choose A, the default answer (during invoicing) will be N if there is no other outstandings, or Y if
there are.
SUPPRESS
TRAILING ZEROS IN INVOICE PRINT? ...... (Y+/N-) [ ]
This option specifically refers to the units sold
field on the invoice. Normally, HiFinance prints this field to 3 decimal
points. If you sell mostly unit sales, you can set this option to Y and HiFinance will automatically truncate the field after and
including the last zero digit after the decimal point. Eg. 1.000 will print
printed as 1, 1.500 will be printed as 1.5.
SUPPRESS
DOLLAR EXTENTIONS IN INVOICE PRINT? . (Y+/N-/A) [ ]
If you choose Y here, the invoice will not
print the line totals on the invoice. This is useful if you invoice component
goods and you do not wish to show the make-up of pricing, just the total.
INCLUDE
TAX IN UNIT PRICE IN INVOICE PRINT? .. (Y+/N-/A) [ ]
This option is mainly used in the old Sales-Tax
regime. If you choose Y here, the unit price will
include the tax value. This is useful if you wholesale and retail. In this
case, you will probably compute your tax on the wholesale price. This allows a
Client who pays retail to compute your wholesale price. If you wish to hide
this information choose Y.
INCLUDE
TAX IN EXTENSIONS IN INVOICE PRINT? .. (Y+/N-/A) [ ]
If you choose Y here, the extended price
will include the tax value. If not, it will show the pre-tax value. For retail
sales, it is preferable to have this option turned on. If you wish to be asked
this question on every invoice print, enter A here.
PRINT
BACKORDERS IN INVOICE PRINT? (Z-TYPE ONLY) (Y+/N-) [ ]
Currently, this option is only for Z-type invoices.
If you choose Y here, any item that is
backordered, will appear after the last line of the invoice. Normally,
backorders will only be printed on invoices printed in landscape. This includes
the original HiFinance multi-part stationary and special landscape forms of the
Z-type print. For those who wish to see their invoice printed in portrait, but
still wish a backorder list to be printed, you can enable this option.
PRINT
SAVINGS (COMPARED TO PRICE 8) IN INVOICE PRINT? (FOR Z-TYPE INVOICES, ONLY)
(Y+/N-) [ ]
Currently, this option is only for Z-type invoices.
If you choose Y here, the invoice print
routine will add up any line where the line value is less than the theoretical
value (inc GST) if the price had been PRICE
8. This then
prints at the end of the invoice showing your customer how much they are
theoretically saving. To make this work, PRICE
8 must not be
zero for each inventory code you wish to be included. Any negative savings are
ignored.
LINK
RECEIPTING FROM INVOICE PROGRAM? .......... (Y+/N-) [ ]
If you invoice “over the counter”, you will probably
wish to receipt monies straight after invoicing. This option allows you to do this,
bypassing the menu programs.
DEFAULT
ANSWER TO LINK RECEIPTING QUESTION? .... (Y+/N-) [ ]
If you have chosen Y to the
above question, you can further choose if you wish HiFinance to default the
answer (in Invoicing) to a Y, N or blank. (Answer Y, N or A, respectively.) If you have
not chosen to link receipting from invoicing, this question is irrelevant.
ASK
FOR PRINTER DRIVER & PORT IN INVOICING? .... (Y+/N-) [ ]
Occasionally you may wish to print to alternate
printers. If you need this facility, choose Y. Most installations will
choose N. If you enable this option
you will be asked for the printer port and driver every time you print an
invoice.
MARK
DUPLICATE INVOICES AND CREDIT-NOTES? ...... (Y+/N-) [ ]
HiFinance has the ability to reprint invoices. This
is initiated from DEBTOR ENQUIRIES
(see SECTION 1.2).
If you wish to be able to distinguish invoices that were printed this way from
invoices that were printed when they were originally entered, choose Y. This will print the word DUPLICATE above the word INVOICE (or CREDIT-NOTE).
USE
PROFORMA INVOICES RATHER THAN SALES ORDERS?
(Y+/N-) [ ]
If you use your Sales Orders as a pro-forma invoice,
you can choose to have HiFinance display this on the menu and print it on the
actual order print.
INSERT
BLANK LINES IN DEBTOR AGED TRIAL BAL? ... (Y+/N-) [ ]
Normally, the Debtor Aged Trial Balance will print
each Debtor on a single line followed by the next Debtor, etc. Some companies
find it convenient to print the report with some space between the lines. This
allows manual notes to be inserted on the printed report. If you enter Y to this option, HiFinance will triple space the report.
ALLOW
LABELS TO BE PRINTED FROM DEBTOR ENQUIRIES? .. (Y+/N-) [ ]
If you wish to print labels from the DEBTOR ENQUIRY program, enter Y here. This will then display a function key allowing you to print. For
more details, see SECTION
1.2. If you wish to print other than the default labels, you will
need to also setup the special format.
PRINT
DOCKETS FOR SUNDRY DEBTOR? ............... (Y+/N-) [ ]
If you have a docket printer and wish to have
HiFinance automatically send cash sales to that printer, enter Y here. HiFinance will then automatically direct Invoices entered under
the Debtor, SUNDRY, to that printer. The
printer is normally a different printer to your Invoice printer and is setup
independently in the LOCAL PRINTERS
section. The format is the print is based on a 3” plain paper roll.
ASK
FOR PAYMENT DETAILS FOR SUNDRY DEBTOR? ..... (Y+/N-) [ ]
If you enable this option, when you enter an Invoice
for the Sundry Debtor, you will be asked to supply a transaction type. If this
type is a cash type (normally C), you will also be asked to enter an amount
tendered, and HiFinance will display the value of any change to be returned to
the Customer. This facility also writes entries to the Bank Deposit Slip, if
this option is enabled.
SIMPLIFIED
SUNDRY DEBTOR INVOICE ENTRY? ........ (Y+/N-) [ ]
If you enable this option, HiFinance will
automatically turn the options to ask for the invoice date, the inventory
description and manual cost-of-sales, off, in Invoicing and
Credit-notes, for the Sundry Debtor, only. This does not affect the relevant
options for other Debtors. This option simplifies invoicing for Sundry Debtors
without compromising the functionality for corporate Debtors. No other program
functions are affected.
ROUND
SUNDRY INVOICES TO NEAREST 5 CENTS? ...... (Y+/N-) [ ]
If you enable this option, HiFinance will
automatically round Sundry Invoices (and Credit-notes) to the nearest 5 cents.
The difference is printed on the invoice and posted to Discounts in the General
Ledger. This option is most useful for POS Sundry sales that are mostly in
cash. The rounding will not affect orders but are recomputed when orders are
converted to invoices.
AUTO
COMPUTE 10% GST IN INVOICING? ............. (Y+/N-) [ ]
This
facility is basically for retailers who price everything including GST. If you
enter Y here, HiFinance will ignore all tax tables and just assume that every
price you enter is inclusive of 10% GST. It will then take 1/11th
off every line (including freight and any G/L postings) and post the invoice
appropriately. You cannot use this option if you have a mixture of GST and
non-GST items to sell. Also, this option forces certain other options to be
effectively set.
CHECK
IF SUB-ACCOUNTS EXIST WHEN INVOICING? .... (Y+/N-) [ ]
This option is only relevant for companies that use
the Bill-to facility. This facility allows you to create sub-debtors whose
purchases are paid by the head office. Sometimes the head office can purchase
from you and sometimes they cannot. If you wish HiFinance to warn you that you
are invoicing a head office, enter Y here. Note this will only produce a warning.
You can still continue with the invoice but it can sometimes stop the
accidental billing if a head office when you really should have billed the
sub-debtor.
ALLOW
PERMANENT PRICE CHANGES IN INVOICING? .... (Y+/N-) [ ]
This option is primarily for POS (Point-of-Sale)
users. The option allows you to use the Invoice program to update pricing. If
you enter Y here, HiFinance will test if you have changed a price while
entering an Invoice. If so, you will be asked if you wish to make this change
permanent. If you answer Y, the new price will be written back to the Inventory master-record, as
the Invoice is updated. This saves you the bother of having to enter the
Inventory Modify program to change prices. Care should be used when using this
option because anyone who can enter an invoice, can change prices. If you are
using multiple pricing structures, the Debtor’s price code will be used to
choose which price is rewritten.
STORE
DEBTOR'S BANK DEPOSIT DETAILS? ........... (Y+/N-) [ ]
If you enter a Y here, HiFinance will store
(in the notes file) the details of the bank deposit entry. This consists of the
Bank Name, the Branch and the Drawer. This is particularly useful when you
receive cheques, often, from the same small set of customers. There is an
overhead of space and a slight overhead of time when processing across
networks. If you choose N, HiFinance will not store
the information but will still default the Drawer to the name of the Debtor.
SUPPRESS
DEBTOR BALANCES WHEN INVOICING? ....... (Y+/N-) [ ]
This option is mainly used for Point-of-Sale (POS)
installations. Normally HiFinance will display the Debtor’s balance in the top
right hand corner of the invoicing screen. This may not be desirable as it
shows the takings for the day, especially for the “Sundry” Debtor. If you enter
Y
here, the balances will not be displayed. This function also controls
Credit-Notes and Sales-Orders. Setting this option does not suppress any checks
for credit limits.
SUPPRESS
REPRINT DURING DEBTOR INVOICING? ...... (Y+/N-) [ ]
This option that allows you to suppress the reprint
question in invoicing. This is useful when you have laser printer invoice
output because you generally know that the print will be OK. Removing the
reprint question can speedup invoicing. This option does not stop you from
reprinting an invoice through enquiries.
DEFAULT
ACTIVE SALES ORDERS SEARCH? .......... (Y+/N-/A) [ ]
When you display Debtor Sales Orders, you can apply
a mask that will only display transactions that have not been fully invoiced,
ie active orders. If you choose Y here, HiFinance will simply
enter the enquiry screen with masking on. You may then press <F1> to display all transactions. If you choose A, you will be asked each time whether you wish masking. If you choose N here, the whole masking function will be disabled. The default
response to this question can be set here. If you enter Y or N, that will be the default.
If you enter A, the default will be blank,
which will force a response each time you enter the enquiry program. Note that
when converting Orders to Invoices, only the active Orders will be displayed.
Your response to this masking question does not affect Invoicing.
VERIFY
LINES DURING SALES ORDER CONVERSION? .. (Y+/N-/A) [ ]
When you convert a Sales Order to an Invoice, you
have the option to have HiFinance either a) load the whole order and then you
can go back and adjust specific lines, or b) display each line one-by-one and
have you verify the entry. Which option you choose depends on your company’s
requirements. If, for instance, you generally deliver the whole order, choose N. If you generally deliver only some order lines and back-order the
rest, choose Y. If you have a mixture of
requirements and wish to manually choose the load method at the start of each
Order conversion, choose A.
BATCH
UNPRINTED INVOICES? .................... (Y+/N-/A) [ ]
If you wish to batch print Invoices, you must either
reply Y or A to this question. If you reply Y, HiFinance will
automatically send, to a special file, a record of any Invoice you have chosen
not to print. You may then batch-print the unprinted orders from the BATCH PRINTING menu, see SECTION 1.3.8.
If you choose A, HiFinance will ask you if
you wish to send the Invoice to batch printing after every Invoice has been
processed (if you choose not to print it straight away).
BATCH
UNPRINTED SALES ORDERS? ................ (Y+/N-/A) [ ]
If you wish to batch print Sales Orders, you must
either reply Y or A to this question. If you reply Y, HiFinance will
automatically send, to a special file, a record of any Sales Order you have
chosen not to print. You may then batch-print the unprinted orders from the BATCH PRINTING menu, see SECTION 1.3.8.
If you choose A, HiFinance will ask you if
you wish to send the order to batch printing after every order has been
processed (if you choose not to print it straight away).
MARK
DUPLICATE SALES ORDERS? ................... (Y+/N-) [ ]
HiFinance has the ability to reprint Sales Orders.
This is initiated from DEBTOR ENQUIRIES
(see SECTION 1.2).
If you wish to be able to distinguish Sales orders that were printed this way
from Sales Orders that were printed when they were originally entered, choose Y. This will print the word DUPLICATE above the words SALES ORDER.
USE
CURRENT PRICES IN ORDER CONVERSION? ........ (Y+/N-) [ ]
There are certain industries where prices change
often. If your contract with your customers allows it, you can have HiFinance
automatically use the current price for inventory when an order is converted to
an invoice. Otherwise the price is maintained, as it was, when the order was
raised. This function will only compute the price based on the price code as
stored on the Debtor. Special pricing is ignored.
ALLOW
NEGATIVE QUANTITY PURCHASED? ............. (Y+/N-) [ ]
This option allows you to enter a negative quantity
purchased for an inventory line in Debtor Sales Orders. This is a specialised
function and is rarely used. It is normally set to N.
ASK
SALES-ORDER NUMBER? ........................ (Y+/N-) [ ]
This option controls the reference number field in
Debtor Sales Orders. When you start an Order, HiFinance will add one to the
last OUR ORDER NUMBER used and offer this as the
next reference number. If you enter Y here, you will be able to
change this reference number. In this case HiFinance will make no effort to
check that you have missed or duplicated a reference number. This option is
mainly for those companies that post-invoice, i.e. they enter orders into
HiFinance from manual dockets.
If you choose N, HiFinance will not give
you the choice to modify the reference number. The number will still appear
near the top right-hand corner of the screen while the Order is being entered.
When you finally choose to update the transaction, HiFinance will check the
master-files to see if no one else on the network has used this number. If so,
the reference number will automatically be updated to make sure that no
duplicate numbers are generated by the system. If HiFinance changes the number,
a warning to this effect will be displayed. This warning is for those companies
who manually write the order number on order documents.
Hint: If you run multi-terminal and you potentially
have more than one terminal invoicing, you should normally set this option to N. If you wish to reset the running number, set the option to Y, enter one Invoice and then change it back to N. Make sure that no one else is entering orders while you do this.
FORCE
COD AS AN ERROR IN SALES ORDERS? ........... (Y/N) [ ]
When entering a Sales Order, a Debtor that is over
their credit limit or on COD, is normally treated as a warning. (The error
normally waiting until you attempt to Invoice the Order.) Sometimes this
creates a large number of orders that cannot be sent out. If you find that this
is the case, enter Y here and these two warning
conditions will become error conditions, requiring Supervisor Override before
the order may be entered. This option only checks once when the order starts.
Also, it does not check if there are any existing unfilled order that might,
when added to the Debtor’s balance, throw the total over the Debtor’s credit
limit. If you want that to be tested, also, enable the option CHECK IF SALES ORDER EXCEEDS CREDIT LIMITS, below, instead.
ENABLE
AUTO EXTRA LINES ON ORDERS? ............... (Y/N) [ ]
If you enable this option, several menu options will
be enabled. Firstly, in SYSTEM UTILITIES, you will be able to define up
to 8 Inventory codes that will be used with the function. Next you can enable
or disable ranges if Debtors to use these codes. Finally, any Debtor that is
enabled will automatically have the tagged Inventory codes added (always a
quantity of one) to the end of the next Sales Order or Picking Slip you print.
When you print the Order, the flag on the Debtor will be reset so that it only
happens once. The result of this sequence is to allow HiFinance to
automatically attach items to the end of orders. (Remember that the quantity is
always one and the sale price is always zero.) This function is used for
brochures, price-lists, freebies, etc that need to be packed into customers’
orders, but only once per cycle. Thus you can define a price-list Inventory
code and enable it for a group of Debtors and they will each get one added to
their order, once. Next time you update the price-list, you can re-enable the
flag. This function only affects the Sales Order (or Picking Slip) print. It
does not add to the actual order or invoice. You can also enable a specific
Debtor via DEBTOR MAINTENANCE - MODIFY.
CHECK
IF SALES ORDER EXCEEDS CREDIT LIMITS? .... (Y+/N-) [ ]
This option is specifically for sites that need
tight control over orders. (See also, FORCE
COD AS AN ERROR IN SALES ORDERS, above.) This option will potentially slow down the start of an order
entry sequence. The option causes HiFinance to test the Debtor’s balance and
all outstanding Sales Orders for the entire group (main Debtor and any
sub-Debtors) and specifically treats an over credit limit condition as an error
(not a warning). Note that this will mean that if a Debtor has an outstanding
Order or Invoice, the HiFinance will force a Supervisor Override, even if a
payment is on the way, but has not been actually entered.
SEARCH
CREDITORS BY CODE OR NAME? ................ (C/N) [ ]
When you search for a Creditor, eg through CREDITOR ENQUIRIES, you have the choice
to display the search in either Creditor Code or Creditor Name order. Enter C or N, respectively, to set the
search order.
ASK
LINE DESCRIPTION IN PURCHASE / RETURNS? .... (Y+/N-) [ ]
Every Inventory item and General Ledger account has
its own description. If you wish to always use these descriptions when
purchasing, enter N here. If you enter Y, HiFinance will allow you to enter a description on every line.
ASK
PURCHASE / RETURN NUMBER? .................. (Y+/N-) [ ]
This option controls the reference number field in
purchasing. In each case, HiFinance will add 1 to the last purchase number used
and offer this as the next purchase number. If you enter Y here, you will be able to change the purchase number at purchase time.
ASK
PURCHASE / RETURN DATE? .................... (Y+/N-) [ ]
This option controls the date field in purchasing.
In each case, HiFinance will offer the current date. If you enter Y here, you will be able to change the date at purchase time.
ASK
PURCHASE / RETURN DATE BY LINE? ............ (Y+/N-) [ ]
This field controls whether HiFinance will look for
Purchase Order (and Return) dates on the Order header or on each line of the
order. If you answer N to the previous question,
the current question is not particularly relevant. If, however, you enable the
order date to be entered, you can either choose to have an overall date for
each order (i.e. reply N here) or you can require
HiFinance to ask you for the date on each line (i.e. reply Y here). The latter option is slower but it allows you to enter an
expected date on each order line. This is particularly useful if you normally
get partial deliveries from your suppliers. In this case you can modify, and
view, the expected delivery of each line. HiFinance will set the order header
to the date on line one. If line one is a text line, the date will be the
system (today’s) date. This allows compatibility with reports that only display
one date per order. For reports and enquiry screens that show expected dates
line-by-line, the individual dates will be shown, instead.
ASK
EXPECTED DATE BY LINE?
...........................................................................
(Y+/N-) [.]
This option allows you to enter a different expected
date on each line of every Purchase Order. This can be useful if your suppliers
deliver in dribs and drabs. Thus, you can create one order and still show
expected dates, per Inventory, with the correct expected date. If your
suppliers deliver whole orders only, you should answer N here, as the data entry routine is quicker.
ASK
SHIPMENT DATE IN PURCHASE ORDERS? .......... (Y+/N-) [ ]
This option controls whether you will be asked for a
Shipment Date when entering Purchase Orders. This date is printed on certain
Purchase Order formats, usually in place of the Carrier Name. Apart from this,
the field is purely documentary, except that it can be used as a prompt for you
Supplier to remind them of when you expect the goods to shipped so that they
will arrive on the expected delivery date.
DEFAULT
PAYMENT TYPE? ............................ (A-Z) [ ]
When you enter a single receipt, you are required to
enter the payment type, eg C for Cash, etc. HiFinance
will pre-load this field with what ever you enter here. Normally this is set to
Q for Cheques.
PRIMARY
TRANSACTION TYPE IN PURCHASING? ........ (I/G/J [ ]
Normally, HiFinance will ask for an Inventory code (I). If you wish to enter a General Ledger line instead, you need to
press a function key. If you mostly enter General Ledger lines (ie services) it
is more convenient to be asked for the General Ledger by default and the to be
able to choose an Inventory code by pressing a function key. If you wish to do
this, choose G. This option also affects
Returns and Purchase Orders. If you are using the Job Costing system, you can
also answer to J so that posting to Jobs is
the default.
ASK
FREIGHT PAYABLE IN PURCHASING? ............. (Y+/N-) [ ]
If you wish HiFinance to ask for freight separately
during purchasing, choose Y. Freight entered this way
will be separately totalled on the purchase order and certain transaction
reports.
CHECK
FOR DUPLICATE THEIR-REF IN PURCHASING? ... (Y+/N-) [ ]
If you wish HiFinance check that the THEIR INVOICE number has not been used, during purchasing, choose
Y. This adds to the disk reading and network overhead
but may save you from entering a purchase in twice by accident.
LIMIT GENERAL LEDGER TO
ASSET/EXPENSE ACCOUNTS IN PURCHASING? .. (Y+/N-) [ ]
In purchasing, if you wish to stop accidental postings
to General Ledger accounts other than Asset and Expense types, choose Y here. HiFinance will automatically block postings to special control
accounts and heading accounts.
DEFAULT
UNALLOCATED TRANSACTION SEARCH IN CREDITORS? . (Y+/N-/A) [ ]
When you display Creditor transactions, you can
apply a mask that will only display transactions that have not been fully
allocated, eg unpaid purchases. If you choose Y here,
HiFinance will simply enter the enquiry screen with masking on. You may then
press <F1> to display all
transactions. If you choose A, you will be asked each
time whether you wish masking. If you choose N here,
the whole masking function will be disabled. The default response to this
question can be set here. If you enter a Y or N, that will be the default. If you enter A, the
default will be blank, which will force a response each time you enter the
enquiry program.
BATCH
UNPRINTED PURCHASE ORDERS? ............. (Y+/N-/A) [ ]
If you wish to batch print Purchase Orders, you must
either reply Y or A to this question. If you reply Y, HiFinance will
automatically send, to a special file, a record of any Purchase Order you have
chosen not to print. Please note that this options is not currently
implemented.
ASK
FOR DELIVERY INSTRUCTIONS IN PURCHASE ORDERS?
(Y+/N-) [ ]
You may attach delivery instructions to Purchase
Orders. If you wish to enable this option, choose Y.
MARK
DUPLICATE PURCHASE ORDERS? ................ (Y+/N-) [ ]
HiFinance has the ability to reprint Purchase Orders.
This is initiated from CREDITOR
ENQUIRIES (see SECTION
2.2). If you wish to be able to distinguish Purchase orders that
were printed this way from Purchase Orders that were printed when they were
originally entered, choose Y. This will print the word DUPLICATE above the words PURCHASE
ORDER.
VERIFY
LINES DURING PURCH ORDER CONVERSION? .. (Y+/N-/A) [ ]
When you convert a Purchase Order to an Order, you
have the option to have HiFinance either a) load the whole order and then you
can go back and adjust specific lines, or b) display each line one-by-one and
have you verify the entry. Which option you choose depends on your company’s
requirements. If, for instance, you generally receive the whole order, choose N. If you generally receive order lines in dribs and drabs, choose Y. If you have a mixture of requirements and wish to manually choose the
load method at the start of each Order conversion, choose A.
PRINT
COMPANY DETAILS ON PURCHASE ORDERS? ...... (Y+/N-) [ ]
Standard HiFinance stationery allows your computer
to print your company’s name and address. If you choose to print your own
stationery with this information already included, you will need to tell the
system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.
PRINT
COMPANY DETAILS ON REMITTANCE ADVICES? ... (Y+/N-) [ ]
Standard HiFinance Remittance stationery allows your
computer to print your company’s name and address. If you choose to print your own
stationery with this information already included, you will need to tell the
system not to print these fields. Note that if you choose Y, you will need to fill in the relevant fields in COMPANY DETAILS.
ALLOW
CONSOLIDATED BATCH PAYMENTS? ............. (Y+/N-) [ ]
Normally, batch processing of cheques produces one
cheque for each Creditor. There are some instances where a payment meant for
several Creditors is to be paid as a single cheque to one payee. The payee does
not necessarily have to be an actual Creditor. This is used in Buying Groups
and Credit Co-ops. Note that this option only applies when you choose to print
cheques. It has no affect in any other BATCH
PAYMENTS options.
WARN
IF CREDITOR HAS NO ABN? ................... (Y+/N-) [ ]
If you wish HiFinance to warn you that a Creditor no
ABN (ie ABN of zero), enter Y here. This only affects Purchases and Returns.
SHOW
INVENTORY DESCRIPTION LINES 1 AND 2 SEPARATELY IN PURCHASES AND PURCHASE
ORDERS? ..... (Y+/N-) [ ]
HiFinance holds two, fifty character description
lines for each stock code. Since version 5.02 Invoicing, using the Z-type
purchase layout, concatenates these two lines into one. Then the full
description is broken into multiple lines, as required. Some sites use the two
lines to mean different things, eg first line for the general description and
the second for the colour. In this case, it might be better to show the
information as two separate lines (as it was in earlier versions). If you wish
to show the two lines separately, enter Y here. Note that this option
only relates to stock lines and only for the Z-type Purchases and Purchase
Orders.
ALLOW
MULTIPLE ORDERS IN PURCHASING? ........... (Y+/N-) [ ]
If you enter Y here, HiFinance will allow you
to enter multiple Purchase Orders when converting Purchase Orders to Orders
(see SECTION 2.3.1). There are some
limitations when doing this because certain information appears on each of the
Orders (eg. ORDER NUMBER). HiFinance will take the values from the first
order only. You should only enable this option if your suppliers part deliver
on multiple orders. Otherwise enter N to simplify the entry
procedure.
ENABLE
BACKORDER RELEASE REPORT? .....................................................................
(Y+/N-) [ ]
This enables a special report for backorders. See SECTION 1.4.4.4A for details.
ENABLE
DATE SENT ENTRY FUNCTION?
..................................................................... (Y+/N-) [
]
If you answer Y here, a special option is
enabled that allows you to tag each payment with a date actually sent. For more
information see SECTION 2.3.4.2.
COST-OF-SALES
CALCULATION METHOD? .................(1-7) [ ]
There are three basic ways
cost-of-sales can be calculated:
1. Average-purchase-price
($Value-of-stock-on-hand / Units-in-stock)
2. Last-purchase-price
3. Standard-purchase-price.
HiFinance uses all three
methods. You may choose the order of preference, ie you might wish to have the
programs use the standard-unit-price in preference to the other methods, etc.
All permutations of the three methods are available giving a total of 6
possibilities.
The order precedence of
calculation method is shown below:
OPTION CALCULATION
ORDER
1 3,1,2
2 3,2,1
3 2,1,3
4 2,3,1
5 1,3,2
6 1,2,3
By default, a newly
installed system will be set to method 1. This means that the
cost-of-sales will take the standard-purchase-price in preference to the other
two methods. If the standard-purchase-price is zero, the program will attempt
to compute a cost-of-sales based on the average-purchase-price (ie. the
value-of-stock-on-hand will be divided by the units-on-hand). If this is found
to be zero or negative, or if the units-on-hand is zero, the program will use
the last-purchase-price as a last resort. The exact method used can be set here
to suit the needs of your company by choosing a number from 1 to 6.
Option 7 is a special facility that stops HiFinance from calculating
cost-of-sales at all. This is reserved for companies that wish to manually
update the Stock-on-hand and Cost-of-sales General Ledger accounts. If you use
Inventory as a look-up-table rather than keeping track of real stock, or if you
are a manufacturer, where stock is counted rather than calculated, use option 7.
ALLOW
NORMAL STOCK TO GO NEGATIVE? ........... (Y+/N-/A) [ ]
Normally, HiFinance will not allow you to invoice
more stock than you have on hand. This stops you from crossing zero, which can
cause the cost-of-sales calculations to become confused. If you wish to disable
this check, choose Y. If you choose A, HiFinance will warn you that you will be going into negative stock,
but will not stop you. This flag refers to “normal” Inventory items, i.e. those
that are bought and sold, not manufactured by Bill-of-Materials. The
Bill-of-Materials items are handled separately.
ALLOW
BOM STOCK TO GO NEGATIVE? .............. (Y+/N-/A) [ ]
This flag is the same as the one above except that
it refers to items created by Bill-of-Materials transactions. HiFinance
specifically isolates these items on the basis of them having a BOM record (not
that the stock was actually created by BOM). This function allows you to allow
your staff to sell normal stock below zero but to be stopped from invoicing an
item that should have been manufactured from components internal to your
company.
WARN
IF INVOICING AT LESS THAN COST PRICE? ..... (Y+/N-) [ ]
This option will make HiFinance display a warning if
you try to invoice an item below its cost price (as defined by the
cost-of-sales calculation method, defined above).
DEFAULT
UNIT-OF-MEASURE WHEN ADDING INVENTORY CODES?
[ ]
What ever you enter here will be pre-loaded into the
unit-of-measure field when you create a new Inventory item. You may leave this
field blank. By default, the value is EACH.
USE
STOCK INSTEAD OF INV FOR <F3> IN MENUS? .... (Y+/N-) [ ]
Standard HiFinance displays INV on the bottom of the menu screens. This refers to Inventory and, if
you press <F3>, you will be transferred to
the INVENTORY MENU. If you find the
literal INV confusing, you can enter a Y for this option and the literal will change to STOCK. Only the MAIN MENU
will be affected. All other references to Inventory will remain unchanged. The
change will not take effect until you return to the PASSWORD ENTRY routine.
CARRY
CODE DURING INVENTORY ADD? ............... (Y+/N-) [ ]
Normally, HiFinance blanks the code when you enter a
new record. Some companies add Inventory in groups, eg same style but with
different colours. To facilitate this, enter a Y here.
HiFinance will then carry the stock code between one INVENTORY ADD and the next.
ALLOW
SAME-AS IN INVENTORY ADD? ................ (Y+/N-) [ ]
Sites that have a small number of unique Inventory
items, but wish to enter a large number of codes use this option. These
individual items might be distinguished by a serial number or deliver code (as
in a simple FIFO system). If you enter Y here, you will be able to
press <F1> during Inventory Add and
then you will be asked for another Inventory code. When you enter this code,
HiFinance will fill all the empty fields on the screen with the values from the
“template” item. The stock code and any sales totals, etc will not be carried
across. If you have entered any fields already, HiFinance will skip these. This
allows you to, for instance, put the “template” in a special group (for
reporting) and still have the default group inserted into new items.
CARRY
SPECIAL PRICES TO SUB-DEBTORS? ........... (Y+/N-) [ ]
When you add a special price, linking a Debtor to an
Inventory item (see SECTION
3.5.1) you have the choice to automatically have this apply to
every sub-account. Eg If you choose to enable this option, and you have entered
a special price for TEST, it will also apply to TEST/VIC, etc. If you have not enabled this option, you will
be able to setup individual special prices for every sub-account. Note that if
you enable this option, any special price you have entered for a sub-account
will be ignored.
TEST
FOR BARCODE WHEN SEARCHING INVENTORY? ..... (Y+/N-) [ ]
This option is for those companies that mostly use
Inventory barcodes and enter those barcodes through readers and wands. If you
enter Y here, HiFinance will
initially test the Inventory code for an exact match to a barcode. If one is
found, the barcode will be replaced by the corresponding Inventory code and the
program will then continue normally. The barcode must match case if it contains
alphabetic characters. If no match is found, the normal search routines will be
initiated. This function requires additional file access. This might be a
problem across slow networks or phone connections. It may be turned off by
entering N.
ALSO
TEST FOR OTHER-KEY 1/2/3? ................. (Y+/N-) [ ]
Refer to the previous question. If you have a system
where you can get Supplier barcodes as well as your own barcodes, or perhaps
there are multiple stores that use different barcodes, or several suppliers
that have different barcodes but refer to the same stock code, you can use this
option to make HiFinance search any, or all, of the inventory other-keys in the
same way that it searches for barcodes. Searching is always in the order 1, 2
and then 3. It is not necessary to enable all of the tests. In fact, do not
enable any test that you do need (including the initial barcode test, above) as
each test takes several disk accesses and so can slow the system.
ASK
FOR GENERAL LEDGER ACCOUNT IN INVENTORY DATA ENTRY?
.............................................(Y+/N-/A) [ ]
This option relates to Inventory Data Entry,
specifically ADD/SUBTRACT STOCK (see SECTION
3.3.1) STOCKTAKE ENTRY (see SECTION
3.3.2) and INVENTORY REVAL (see SECTION
3.3.3). Normally these update the General Ledger Stock-on-hand
account and then either the Inventory Adjustment account or the Inventory
Revaluation account. These accounts are defined in CONTROL ACCOUNTS (see
SECTION 6.5.2). If you wish to have more
control over the posting of the Adjustment/Revaluation side of the transaction,
enter either a Y or A here. Both these options will allow you to enter your own account
number each time you enter a transaction. This can be useful when allocation
production costs to specific income centres. The difference between A and Y is that the A option will present you with a zero General Ledger account so that you
are forced to enter a value, while the Y option does not clear the
account, thus initially it will default to the value in CONTROL ACCOUNTS
and then will hold the value you enter until you exit to the MENU. If you enter
N here, you will not be able to change the value, as defined in CONTROL
ACCOUNTS.
ASK
FOR LOCATION WHEN CONVERTING ORDERS? ..... (Y+/N-/A) [ ]
This option is only relevant if you are using
multi-location stock. When you enter a Sales Order you may not know which store
it is to be sent from. You can then enter a nominal location and change the
actual location when you create the invoice. This procedure is practical if you
have a short invoice, say one or two lines. However, if you often have very
long invoices, the procedure can become tedious. You can enable the current
option and you will be asked for a Location. This location will globally change
all lines on the order as they are converted. The original order will still show
the original locations. Once you have the order read in, you can still change
individual lines in the normal way. If you enter N here,
the option will be disabled completely. If you enter Y, you will always be asked for a location, which will thus always
override the location entered on the Sales Order. If you enter A, you will be asked each time you enter an Invoice as to whether you
wish to globally change the Location or not.
SUPPRESS
PRINTING OF LOCATION ON INVOICES? ..... (Y+/N-) [ ]
This option is only relevant if you are using
multi-location stock. When you print an Invoice, Credit-note, order, etc, the
location number appears next to the stock code. This is useful when you intend
to pick stock from the invoice, etc. If you wish to suppress this, enter Y here.
WARN
IF NOT ALL STOCK IS IN LOCACTON 1? . ...... (Y+/N-) [ ]
This option is only relevant if you are using
multi-location stock. Answering Y here will cause searches
and Inventory enquiries to display a warning if not all the stock is in
location 001. This warning indicates
that you might have to pick from a warehouse other than the main one. There is
some extra processing involved, so response might be slowed on slow networks.
Turn this option on if it helpful.
UPDATE
INVENTORY SALES FROM ADD/SUBTRACT BOM? .. (Y+/N-) [ ]
This option is only relevant if you are using
Bill-of-Materials. Normally the units and value sold (for each stock item) is
only updated buy the invoicing program. If you enter Y here components used in the manufacture of assemblies will have their
sales totals updated when the assembly is created. This effectively turns
UNITS-SOLD and VALUE-SOLD into UNITS-USED and VALUE-USED, respectively, in
Inventory Enquiries, for each component, and all inventory reports.
MAXIMUM
WIDTH OF LOCATION CODE? ................ (1-8) (Y+/N-) [ ]
The value here must be between 1 and 8. However, this field only
relates to sites that use multi-location stock. In this case, the value
specifies the maximum number of digits in the location code. Eg. If you wish to
have a maximum of 999 locations, enter 3 here. The default is 3, which corresponds to
HiFinance before version 5.03.
LONG
DESCRIPTION OF LOCATION CODE................ [ ]
This option is only relevant if you are using
Multi-Location stock. The location code is normally prompted by the string LOCATION. However, you can change it to any 10 character
string, eg SITE, DEL-DATE, etc.
SHORT
DESCRIPTION OF LOCATION CODE................ [
]
This option is only relevant if you are using
Multi-Location stock. This is the string that will be used for some
screen/reports where spaces is a premium. The short location code is normally
prompted by the string LOC. However, you can change it
to any 3 character string, eg STE, D/D, etc.
DEFAULT
PRICE CODE? .............................. (1-8) [ ]
HiFinance allows for 8 standard prices. The default
invoice price is entered on the Debtor record. Whatever you enter here will be pre-loaded
into the price-code field when you create a new Debtor.
DEFAULT
DEBTOR GROUP? .................... [ ]
What ever you enter here will be pre-loaded into the
Debtor-group field when you create a new Debtor. You may leave this field
blank.
DEFAULT
SALESMAN? .................................... [ ]
What ever you enter here will be pre-loaded into the
Salesman field when you create a new Debtor. You may leave this field blank.
DEFAULT
SALESMAN DURING INVOICING? ................... [ ]
This function is an extension of the one above. When
Invoicing (or Credit Notes, Sales Orders) the Invoice will default to the
Debtor as specified on the Debtor Master-file. You have the option to override
this default Salesman at invoicing by setting the appropriate option (see
above). Normally, when you set the option to override, the Salesman will
default to that on the Debtor master-file and then you can change it. If you
want it to default to something else, enter a Salesman’s code here. This option
gives you the flexibility to assign a Salesman to a Debtor (for reporting
facilities) and still default the invoice to, say, the Showroom. If you leave
this field blank, its function is completely ignored and Invoicing will default
to the Debtor’s Salesman field. Note that you can set this function even though
you might leave the preceding function blank.
DEFAULT
CREDITOR GROUP? .................. [ ]
What ever you enter here will be pre-loaded into the
Creditor-group field when you create a new Creditor. You may leave this field
blank.
DEFAULT
INVENTORY GROUP? ................. [ ]
What ever you enter here will be pre-loaded into the
Inventory-group field when you create a new Inventory item. You may leave this
field blank.
DEFAULT
INVENTORY LOCATION? .......................... [ ]
What ever you enter here will be pre-loaded into the location field when you invoice an Inventory item. You may leave this field blank. This option is only relevant if you are using the multi-location option. This global setting can be over-ridden user by user, by setting the appropriate option in the PASSWORDS section, see SECTION 7.1.4
DEFAULT JOB COST GROUP? .................. [ ]
DEFAULT JOB SOURCE CODE? ................. [ ]
DEFAULT TAX RATE? ...................................... [ ]
PRICE CODE DESCRIPTION? ....................... [ ]
GENERAL LEDGER QUICK LOOKUP 1 .... DESC [ ] ACCOUNT [ ]
DEFAULT CARD REPLACEMENT FEE? .................................. [
$0.00]
This represents the default fee chargeable for
replacement cards. If your site does not supply Credit Cards (or similar) to
your customers, leave this field as zero.
DEFAULT EXPRESS POSTAGE FEE? .................................. [ $0.00]
This represents the default fee chargeable for express
postage (usually for sending replacement cards). If your site does not use this
facility, leave this field as zero.
DESCRIPTION OF DEBTOR SPARE SORT KEY 1/2/3 ? .. [ ]
DESCRIPTION OF CREDITOR SPARE SORT KEY 1/2/3? . [ ]
DESCRIPTION OF INVENTORY SPARE SORT KEY 1/2/3 ? [ ]
DESCRIPTION OF DEBTOR CRM SPARE SORT KEY 1/2/3 ? [ ]
DESCRIPTION OF CREDITOR CRM SPARE SORT KEY 1/2/3 ? [ ]
DESCRIPTION OF COMMUNITY CARD SPARE SORT KEY 1/2/3 ? [ ]
DESCRIPTION OF TAXI CARD SPARE SORT KEY 1/2/3 ? .... [ ]
FORCE AUSTRALIAN POSTCODE RANGES? .............. (Y+/N-) [ ]
AUTO-SEARCH WHEN KEY DOES NOT MATCH? ........... (Y+/N-) [ ]
CARRY LAST KEY FROM ONE FUNCTION TO NEXT? ...... (Y+/N-) [ ]
ALLOW BLANK KEY TO START AT BEGINNING OF FILE? . (Y+/N-) [ ]
FOLD ALPHA-NUMERIC KEYS TO UPPER-CASE? ......... (Y+/N-) [ ]
SUPPRESS DATE ENTRY AT LOG-IN? ................. (Y+/N-) [ ]
SUPPRESS AUDIT REPORT GENERATION? .............. (Y+/N-) [ ]
SUPPRESS DEPOSIT SLIP GENERATION? .............. (Y+/N-) [ ]
POST AUTO-JOURNAL MAIL TO WHICH USER-CODE? .... [ ]
ALLOW POSTING AFTER PERIOD 27? ................. (Y+/N-) [ ]
USE LONG FORMAT REPORTS WHERE POSSIBLE? ...... (Y+/N-/A) [ ]
ENABLE MULTIPLE BANKS? ....................... (Y+/N-/A) [ ]
AUTO-EXIT FROM MAIN MENU? ...................... (Y+/N-) [ ]
SUPPRESS MOUSE? ................................ (Y+/N-) [ ]
SYSTEM WAIT METHOD (T)IMEOUT (W)AITFOR OR BLANK FOR MEMORY LOOP? ....
(T/W/ ) [ ]
USE LARGE CHARACTER CALCULATOR? .................. (Y+/N-) [ ]
DOUBLE SPACE SCROLLING DATA INPUT SCREENS? ....... (Y+/N-) [ ]
LONG DATE FORMAT WHEN DISPLAYING ON SCREEN? ....... (Y+/N-) [ ]
0 DD/MM/CCYY eg 12/01/2013 (the standard in previous versions of HiFinance).
6 DD MONTH YY eg 12 JAN 13
Note that all options will blank
leading zeros in the day field, but will not left-justify.
Any other value is assumed to be
zero.
SHORT DATE FORMAT WHEN DISPLAYING ON SCREEN? ....... (Y+/N-) [ ]
0 DD/MM/YY eg 12/01/13 (the standard in previous versions of HiFinance).
Any other value is assumed to be
zero.
LONG DATE FORMAT WHEN PRINTING STANDARD REPORTS? ....... (Y+/N-) [ ]
SHORT DATE FORMAT WHEN PRINTING STANDARD REPORTS? ....... (Y+/N-) [ ]
SPECIAL LOGO FORMAT? ................................. [ ]
SPECIAL INVOICE FORMAT? ................................ [ ]
SPECIAL SALES ORDER FORMAT? ............................ [ ]
SPECIAL PICKING SLIP FORMAT? ........................... [ ]
SPECIAL RECIPIENT CREATED INVOICE FORMAT? .............. [ ]
SPECIAL PURCHASE ORDER FORMAT? ......................... [ ]
SPECIAL STATEMENT FORMAT? .............................. [ ]
SPECIAL CHEQUE FORMAT? ................................. [ ]
SPECIAL RECEIPT FORMAT? ................................ [ ]
SPECIAL REMITTANCE ADVICE FORMAT? ...................... [ ]
SPECIAL DEBTOR LABEL FORMAT? ........................... [ ]
SPECIAL INVENTORY LABEL FORMAT? ........................ [ ]
PRINT DEBTOR INVOICES? ....................... (Y+/N-/A) [ ]
PRINT DEBTOR RECEIPTS? ....................... (Y+/N-/A) [ ]
PRINT SALES ORDERS? .......................... (Y+/N-/A) [ ]
PRINT PICKING SLIPS? ......................... (Y+/N-/A) [ ]
PRINT PURCHASE ORDERS? ....................... (Y+/N-/A) [ ]
PRINT CREDITOR CHEQUES? ........................ (Y+/N-) [ ]
If you wish to enable printing of
Creditor Cheques, choose Y.
PRINT GENERAL LEDGER RECEIPTS? ................. (Y+/N-) [ ]
If you wish to enable printing of
General Ledger Receipts, choose Y.
PRINT GENERAL LEDGER CHEQUES? .................. (Y+/N-) [ ]
If you wish to enable printing of
General Ledger Cheques, choose Y.
PRINT PAYROLL CHEQUES? ......................... (Y+/N-) [ ]
If you wish to enable printing of
Payroll Cheques, choose Y.
FAX DEBTOR INVOICES WHERE POSSIBLE? ............ (Y+/N-) [ ]
FAX REPRINTED DEBTOR INVOICES WHERE POSSIBLE? .. (Y+/N-) [ ]
PRINT COMPANY DETAILS ON FAX-FORMAT INVOICES? .. (Y+/N-) [ ]
NUMBER OF COPIES WHEN PRINTING INVOICES? ..... (1/2/3/A) [ ]
FAX SALES ORDERS WHERE POSSIBLE? ............... (Y+/N-) [ ]
FAX REPRINTED SALES ORDERS WHERE POSSIBLE? ..... (Y+/N-) [ ]
PRINT COMPANY DETAILS ON FAX-FORMAT SALES ORDERS? .. (Y+/N-) [ ]
NUMBER OF COPIES WHEN PRINTING SALES ORDERS? ..... (1/2/3/A) [ ]
FAX STATEMENTS WHERE POSSIBLE? ................. (Y+/N-) [ ]
PRINT COMPANY DETAILS ON FAX-FORMAT STATEMENTS? (Y+/N-) [ ]
NUMBER OF COPIES WHEN PRINTING STATEMENTS? ... (1/2/3/A) [ ]
FAX RECIPIENT GENERATED INVOICES WHERE POSSIBLE? (Y+/N-) [ ]
FAX REPRINTED RECIPIENT INVOICES WHERE POSSIBLE? (Y+/N-) [ ]
PRINT COMPANY DETAILS ON FAX-FORMAT REMITTANCE INVOICES? (Y+/N-) [ ]
NUMBER OF COPIES WHEN PRINTING REMITTANCE INVOICES? ... (1/2/3/A) [ ]
FAX PURCHASE ORDERS WHERE POSSIBLE? ............ (Y+/N-) [ ]
FAX REPRINTED PURCHASE ORDERS WHERE POSSIBLE? .. (Y+/N-) [ ]
PRINT COMPANY DETAILS ON FAX-FORMAT PURCHASE ORDERS? .. (Y+/N-) [ ]
NUMBER OF COPIES WHEN PRINTING PURCHASE ORDERS? ..... (1/2/3/A) [ ]
FAX REMITTANCE ADVICES WHERE POSSIBLE? ......... (Y+/N-) [ ]
PRINT COMPANY DETAILS ON FAX-FORMAT REMITTANCE ADVICES? (Y+/N-) [ ]
NUMBER OF COPIES WHEN REMITTANCE ADVICES? ............. (1/2/3/A) [ ]
SEND COVER-SHEET WITH FAXES? ................... (Y+/N-) [ ]
ATTACH NOTES TO FAXES & EMAILS? ................ (Y+/N-) [ ]
USE CONTACT NAME IN FAXES? ..................... (Y+/N-) [ ]
SUPPRESS FAX OPTION? (ONLY ALLOW PRINT AND EMAIL.) .....................
(Y+/N-) [ ]
Here you can specify to HiFinance whether you are
going to use a mail client, such as Outlook or Thunderbird, to send emails (and
fax via email). The question is not relevant in version 1 of the Report Server.
Version 2 can either continue to export the same way as version 1 or can use
HiFinance’s SENDMAIL client. This option has other advantages but needs to be
installed and configured for your site.
REPLY EMAIL ADDRESS? (REQUIRED IF USING SENDMAIN) ...
[reply@ourserver.com.au ]
REPORT SERVER FILES? .................. [h:\hf5data\repsvr\xml\ ]
