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In this section, you will find the following ⬇️
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All items in this menu should be restricted to only administrator users, changes made |
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here will have an immediate impact |
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on the system and once changed anything |
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affected will not be able to be fixed. |
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In this section you will find the following :
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This menu is used by the administrator of your system to control many of the options available.
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Access to this should be restricted as any changes made will take effect immediately. |
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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
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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.
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| title | Settings field explanations...... expand for more details |
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Settings Fields
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Field
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Explanation
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Company Logo
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Company Details
Field Name | Details |
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Company Code | A unique code provided to identify your customer on the system, this can not be changed. |
Company Name | The licensed name for the product, this can not be changed |
AWRS Unique Ref No | Enter your AWRS Unique number which is displayed on invoices and relevant paperwork. |
Company Logo | 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. |
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Update Product Purchase Cost on Invoice
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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.
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The Pre Order No of Days to Retrieve
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controls how long a period Previous Orders are displayed when using the Previous Orders Button on Sales Order Entry.
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Auto allocate
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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
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Allow the email settings to be configured from the system settings screen and introduction of a 'Send test email' button to allow you to test the email configuration.
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Use Livex product descriptions
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If you are licensed for the LIVEX connection you can specify whether you want to use the LIVEX descriptions for your products
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Analysis AutoFill
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The max size for the logo should be 273px x188px, we also recommend using the .png image format. | |
Color | Reserved for future use. |
Alternate Trading Names tab
| Info |
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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
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set up your customer you specify which company information that sales templates will use
For more details on this functionality click this link Alternative Trading Names
The form on the right allows you to enter the new trading name information.
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.
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Accounts
Accounts System 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
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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
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A tick means that the details are correct for the Account Software
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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 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))
Use Actual Freight Costs for Stock Movement Postings - is an option you can select if you are recording transport invoices for each delivery made to you, if this is not selected we will use the costs you associated with the purchase order directly.
Automatically Post Daily
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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.
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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
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1 am (0100GMT)
Overnight (GMT +8) - Would be run 8
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hours earlier (1700GMT)
Overnight (GMT -8) - Would be run 8
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hours later (0900GMT)
For example, Hong Kong would use Overnight (GMT +8)
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which would run 17:00 GMT however it will run 01:00 in Hong Kong.
Sales Document
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Documents
This will allow you to
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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 in the Report Manager
Documents
This will allow you to select the information that gets populated on the email for the following Documents
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Price List
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select the information that gets populated on the email for the following Documents
Price List
Tasting Note
Products
Field Name | Details |
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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 | When entering a product provides a recommended price that the company wants to achieve for the product, it is just a suggestion. 1.5 is 1.5x the cost price. |
Product Gross Weight Default Multiplier | Gives your product a generic gross weights based on the net, it can be altered to whatever you want when saving the product. |
Customers
If you are using the Web API to add customers to the system you can have the system auto fill the analysis fields based on the logic you have setup, for example you can fill the customer account manager field based on the postcode or telephone number of the customer.
Ordering
Field Name | Details |
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Prev Orders - No Days to retrieve | 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 | Not normally applied but you can apply the customer discount to the price list and not just the list price. |
Product Off Price List Warning | Warns users if products selected are not on the customers price list. |
Sell Below Listed Price warning | If you sell the product for less than the listed price you will receive a warning |
Price Divisibility Tolerance | This is the %age allowed before the system warns about the single price not being divisible by the singles per case e.g. £12 for 12 bottles = £1 per single allowed a 1% variance so it can be £1.01 or 99p for the single without the system issuing a warning. |
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
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Warehouse Submission Line Notes | Where you warehouse supports this functionality then you can use this to select specific information to be sent to the warehouse at the same time of the order, the information is order specific and will generate into the export field at the time of the order creation. There is a limit of 120 characters so place the most important items at the top of the list before saving, anything ticked will be exported into the field in the order of the list. |
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