Warehouse Groups

As this menu only has a single group “System Settings” all the information is contained on this page

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

In this section you will find the following :

Some items require their own dedicated pages and are listed below

License Management

The License Manager screen is used to hold your license string to the main application and Modules that are installed for your company. When your main application Licence has been Renewed or you have Requested any changes, such as Additional Users, you will be sent your new Licence String. All license strings are encrypted.

License Management - expand for more details

The system will automatically update the license once every 24 hours.

Alternatively you can have the system check and update the license automatically, pressing the “Update Licenses” button will check with the Vision Live License server and update you to the latest license

If you have to perform this manually and you are provided with a license string

To apply a new license :

PAste the string into the “Encrypted License” box
Press Decrypt license
Ensure the new license is correct
Apply the new license.

If you get an error when decrypting or applying for the new license, please contact the person who sent you the new license string.

System Configuration Options

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

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, sales details.

Email Settings - these should only be edited by experienced users, this will be setup 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.

Settings field explanations...... expand for more details

Settings Fields

Field	Explanation
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.
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.
The Pre Order No of Days to Retrieve	controls how long a period Previous Orders are displayed when using the Previous Orders Button on Sales Order Entry.
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
Email	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.
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
Analysis AutoFill	When creating a customer it will auto-populate the Analysis field with what has been set up in the Analysis Auto Fill Configuration screen.

Alternate Trading Names tab

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 your customer you specify which company information that sales templates will use

Accounts tab

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.

Accounts tab...... expand for more details

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 means that the details are correct for the Account Software
Cross means that the details are incorrect for the Account Software

Upload Customer and Suppliers

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 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.

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 (0100GMT)
Overnight (GMT +8) - Would be run 8 hour earlier (1700GMT)
Overnight (GMT -8) - Would be run 8 hour later (0900GMT)

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

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 in the Report Manager

Documents

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

Price List
Tasting Note

Analysis Auto Fill Configuration

This allows the system to setup some parts of the customer analysis when you are adding a new customer onto the system, it can be used for manual entry of customers or through the API.

This configuration specifies which fields you want to setup and where the information on how to setup the field will come from.

Analysis Auto-Fill Configuration - expand for more details

You would need to have the Analysis Captions and Analysis Code set up on the system before using this screen.

The AutoFill lookup are three areas that can be used

Postcode
Country
Telephone

Country

The Country is used throughout Vision Commerce.

You can also setup the standard freight costs for each country within the form that this opens, these are the values we will take as the standard case costs for items coming from that country. This allows you to apply a standard and less volatile costing for items you are shipping.

There is now additional freight costing options at the time of entering the purchase order which allows for a more accurate per order-based freight calculation.

Country - expand for more details

Note : The freight cost /Std Unit prices are based on the country and region so the cost currency should be their base currency

The EC Marker field is mandatory but will only be relevant if you are importing and exporting to EC countries.

GB if its GB, EC for any EC Country and Other for everyone else

One Standard Unit is equal to 9 Litre Units (12 singles x .75 litres)
Therefore 6 singles x .75 litres = price per 9 litre unit x 0.5
If there are Freight and Insurance values entered on the Region screen they will override the values entered on this screen.

As a minimum you need to add the code, Name and EC Marker. If you are using the dynamic product code then you need to ensure that the Auto Generate Code is filled in as well.

Control Account

This is where you tell Commerce the nominal codes to post to in your finance system. For more information about how Commerce integrates with your finance system, see: Transaction Postings.

Control Account - expand for more details.

The nominals configured in this screen are categorised under:

Balance sheet accounts
Profit & loss accounts

By default Commerce is setup with the standard Sage nominal codes, as can be seen below, you’d need to change these if you use an alternative finance system.

Some nominals defined here are only posted to if you choose to use the Stock Movement Posting feature, this is optional and more information about it can be found here: Stock Movement Posts.

If linked with your finance system, ensure that the accounts set up here match exactly with the finance system to avoid issues during the posting process.

The sales & cost of sales nominals here are the defaults which the system uses, however for more granular analysis in your finance system it’s possible to break these down further. For example sales for Account Manager A could be sent to nominal 4001 while Account Manager B’s sales could be sent to nominal 4002. These override nominals can be setup in https://visionsoftware.atlassian.net/wiki/spaces/VC/pages/569245803/Maintenance#Analysis-Code-Maintenance.

If you wish to post based on a different Analysis Caption than ‘Account Manager’ such as ‘Customer Type’, this is also possible but would require a change in the system configuration for which a request must be sent to the support team.

The green tick and Red cross in the Account System, indicates the Method and Bank data is correct for the Account Software that you are using

Dynamic Product Code Administration

One way to setup product codes is using the dynamic product code setup, this allows you to specify a method for working out the coding structure you wish to use and is based on a number of criteria which you specify using this menu.

Dynamic Product Code Administration - expand for more details

Dynamic Product Codes provides the ability for the system to automatically generate a product code based on criteria you enter at the time when you setup a new code.

The setup is used to control the dynamic product code rules.

Notes for the Setup

You should aim for a consistent length of code it makes it much easier to read.
It makes sense to keep the pack size codes all the same length (either 1 or 2 characters)
It makes sense to keep the single size codes the same length. (either 1 or 2 characters)
Whichever other fields you use, Country, Region, Producer, Product Type Code please ensure that ALL have an entry in the autogenerate field, otherwise when generating you will get an error message during generation should you pick one with blanks.
The vintage length of 4 will mean you can not use NV or NA as these are too short, so use 0000 or NANA NVNV instead
The product number length, although we allow 2 if you are only using the country then you should look to use 3 as the minimum

When using the Dynamic Product Code, the fields that you have entered in this screen will be used to create the Product Code for example:

If you select the parts as *Country/Producer/ProductNumber/Year/SizeSingle/SinglePerCase then you could end up with FR01001NVPF

Where the Single Size (P= 0.75) and Pack Size (F = 6) you will enter the value and the Code that it will represent in the Product Code

You are unable to enter options more than 1 for the structure of the Product Code, you will receive a message

“Invalid Structure, can’t have the same value for multiple parts”

Warehouse Group

You can setup the warehouse group using this feature, a warehouse groups hosts one or multiple warehouses within it.

The menu option allows you to ADD new warehouse groups, if you want to edit existing warehouse groups use the NAVIGATION MENU and expand the System section selecting Warehouse Group

You can set warehouse cost prices along with EDI connectivity, so it will indicate if the Warehouse uses File Extract, Underbond Location, requires Carriers, and use Rotations for example.

The VEDI API information can be obtained from your warehouse.

Warehouse Group field details - expand for more details.

Field Name	Description
Code	Your code for this group - can not be changes after being set
Name	Your name for this group - can not be changed after being set
Whse Group Code	Your code at the warehouse
Warehouse Company Name	Free text field for the warehouse company name - used on purchase orders for the delivery
Warehouse Group Type	Specify the type of warehouse.
Available in VC API	Stock availability provided by the API
Minimum Delivery Window	This is specified by the warehouse as the minimum delivery window for fixed delivery times, it will not stop you putting in the same time into both fields but if there has to be a window then this will be set to ensure it meets the requirements of the warehouse
Order Cut Off	What is the order cut off time at the warehouse.
Carrier	You can set a default carrier for your orders placed against this warehouse group
Consolidate Warehouse Despatches	This is no longer used
Under Bond Location	Is this warehouse underbond ? This has an impact on the movement of stocks to and from the warehouse.
Requires Carrier	You must specify a carrier when entering orders, only use this if the warehouse are not operating their own delivery service
Uses Rotations	Does this warehouse use rotations ?

RHD and Rent Charges

If you wish the system to record additional costs associated to you stock in the warehouse to improve the margin information then you can use this simple grid to setup the rates you are being charges by the warehouse

Field Name

Description

Lower Rate applies to

this is the break point in number of litres where the system will use the lower rate below this value.

RHD

Goods Inwards charges

Set the lower or higher rate based on the litres of liquid for the product.

Rent

Storage of the stock

Set the lower or higher rate based on the litres of liquid for the product.

Electronic Data Interchange Settings

Field Name	Description
EDI Send and Receive	Will you be sending or receiving information from the warehouse this would include : Sending - Product Codes / Purchase Orders / Sales Orders Receiving - Goods Received / Order Pick Confirmation / Stock snapshot
Submit Products	Options for submitting to the Warehouse if you warehouse has EDI Send and Received ticked Not submitted - this will not submit the product to the Warehouse Manual - You will be able to use the Warehouse Submissions to send the Products to the Warehouse Automatically at SO allocation - once the SO has been allocation this will automatically send the Product Codes to Warehouse
Submit POs	Options for submitting to the Warehouse if you warehouse has EDI Send and Received ticked Not submitted - this will not submit the POs to the Warehouse Manual - You will be able to use the Warehouse Submissions to send the POs to the Warehouse Automatically at SO allocation - once the SO has been allocation this will automatically send the POs to Warehouse
Submit SOs	Options for submitting to the Warehouse if you warehouse has EDI Send and Received ticked Not submitted - this will not submit the SOs to the Warehouse Manual - You will be able to use the Warehouse Submissions to send the SOs to the Warehouse Automatically at SO allocation - once the SO has been allocation, this can be once the order has been saved (see System Configuration Options to set this up) this will automatically send the SOs to Warehouse
Auto Balance Stock Snapshot	USE WITH EXTREME CAUTION if you have this set the stock will be OVER WRITTEN every time a stock snapshot is imported.
Create Products from Stock snapshot	Use only with the AUTO BALANCE STOCK SNAPSHOT Will automatically create a product when auto balancing the stock to ensure that all the products are imported.
VEDI API	You should contact your warehouse for these details.
WH Interface Report email to	When we are retrieving information from the warehouse, in general they should process automatically without any intervention but sometimes the system is unable to work out what it needs to do. You can have the system send this to you each time it processes the information OR you can only have it sent the exceptions to you. Use the “email exceptions only” option only have the email sent when there are exceptions to report.

If you are linked to a Vision Warehouse system then one group = one warehouse

If you want to send Product, Sales Order, and Purchase Order files to your Warehouse and receive a confirmation back that updates Vision Commerce, each Warehouse you set up should have its own Warehouse Group.