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In this section, you will find the following

:

⬇️

Table of Contents

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Warning

All items in this menu should be restricted to only administrator users, changes made in here will have an immediate impact to on the system and once changed anything effected affected will not be able to be fixed.

This menu is used by the administrator of your system to control many of the options available.

Note

Access to this should be restricted as any changes made will take effect immediately.

Settings Tab

The main setup of the system is controlled from this tab, including product, email, and sales details.

Email Settings - these should only be edited by experienced users, this will be setup set up for you when you start using the system and should only be changed if you are changing the mail provider or account you are using the send the emails from.

Company Details

Expand
titleCompany Details group fields

Field Name

Details

Company Code

Company Name

AWRS Unique Ref No

Company Logo

this This will allow you to upload the logo, the size of the logo is important to ensure that you are minimising the amount of data needed to print the invoices.

Product

Expand
titleexpand Expand for field details

Field Name

Details

Update Product Purchase Cost on Invoice

This will update the product purchase pricing each time you enter the new invoice price when you are receipting the product into stock.

If you do not have this checked and want to do this as a one-off exercise across all Products you should use the Update Purchase Costs functionalityThe Product Scaling Factor allows you to specify a Price Multiplier. On Products, you will see a suggested Selling Price which is based on the Cost Price Multiplied by the Product Scaling Factor set here.

Use Livex Product Descriptions

If you are licensed for the LIVEX connection you can specify whether you want to use the LIVEX descriptions for your products.

Recommended Price Scaling Factor

Product Gross Weight Default Multiplier

Sales group fields

Expand
titleexpand Expand for field details

Field Name

Details

Prev Orders - No Days to retrieve

controls Controls how long a period Previous Orders are displayed when using the Previous Orders Button on Sales Order Entry.

Apply Cust Discount to SO Price List

Sell Below Listed Price warning

Price Divisibility Tolerance

Auto Allocate

When Orders are not automatically allocated at save, users have the control to decide when to allocate them and do so in the ‘Allocate Orders’ screen. When enabled, sales orders are automatically allocated immediately after being saved, this can be overridden for individual orders. Orders can also be automatically submitted to your warehouse, this is configured in 'Warehouse Group Maintenance

Options

  • No auto allocation

  • All SOs

  • API SOs

  • Manual SOs

EDI API group fields

Expand
titleexpand Expand for field details

Field Name

Details

Web Extract - Include mixed products

Analysis Auto fill

When creating a customer it will auto-populate the Analysis field with what has been set up in the Analysis Auto Fill Configuration screen.

Email group fields

Expand
titleexpand Expand for field details

These settings are relatively normal for connection to any mail server.

After you add your settings SAVE the configuration and then use the 'Send test email' button to allow you to test the email configuration.

Others group fields

Expand
titleexpand Expand for field details

Field Name

Details

Use Actual Freight Costs for SMP

Alternate Trading Names tab

Info

This module requires an additional licensed.

If you want to use alternative names on the invoices you send to customers, then this module can be used, when you setup set up your customer you specify which company information that sales templates will use

For more details on this functionality click this link Multiple Alternative Trading Names

Accounts tab

Accounts System

group

Group

You set up your finance settings in this tab, where you can link commerce to a number of finance systems such as -

  • Xero

  • Sage Business cloud

  • Kashflow

  • Quickbooks

It allows you to configure the connection for the API parameters which are used to post information into your finance system.

Sync Data

group

Group

Warning

You should consult Ontech Support before using this functionality

Integration

This Section will allow you to check the following sections for the Account Software that you have set up:

  • Nominal Control Accounts

  • VAT Code Maintenance

  • Analysis Code Maintenance

  • Payment Method Maintenance

Tick A tick means that the details are correct for the Account Software
Cross A cross means that the details are incorrect for the Account Software

Upload Customer and Suppliers

Sales Document

The two buttons that will allow you to Accept or Manage Payments for the Sales Order and opens the Report Manager,

The Accept Payments will open a link to the Vision Live page to set up your payments gateway information, if this is already set up the button will show Manage Payments, it will still take you to the Vision Live page where your payment gateway information is saved. This can also be setup set up in the Report Manager

Stock Movement Posting

The options for controlling Stock Movement Posting will show in this tab

  • Stock Movement Posting Enabled - Stock Movements are recorded in the system throughout its everyday use and the movement of goods, from receipts to transfers to despatches, adjustments, and returns are all recorded.

  • Posting Granularity (Individual Movements (most journals), Grouped by Order, Posted & grouped in batches (fewest journals))

Automatically Post Daily

Automatic The automatic posting process is handled by a separate server application, this allows you to configure your preferences for the posting. Previously you would have to post these manually through the Stock Movement posting.

Tip

If you intend to start using automated posting let the support team know and they will ensure it works correctly the first day this runs on its own.

Explanation of Options for Automatically Post Daily (from midnight GMT)

When enabled, stock movements will be posted to your accounts system automatically on a daily basis overnight.

This is scheduled to run between 0000-0200, however, you can select the timezone you wish this to utilise for the posting. please select the one closest to yours.
Overnight (GMT) - Normally scheduled for 1am 1 am (0100GMT)
Overnight (GMT +8) - Would be run 8 hour hours earlier (1700GMT)
Overnight (GMT -8) - Would be run 8 hour hours later (0900GMT)

For example, Hong Kong would use Overnight (GMT +8) this which would run 17:00 GMT however it will run 01:00 in Hong Kong.

Documents

This will allow you to select the information that gets populated on the email for the following Documents

  • Price List

  • Tasting Note