System Menu

The System menu has a single group of options in it - “System Settings”.

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

In this section, you will find the following

1 License Management
2 Analysis Auto Fill Configuration
3 Control Accounts

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.

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 for a new license :

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

Analysis Auto Fill Configuration

This allows the system to set up 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 set up and where the information on how to set up the field will come from.

The example above shows that, based on the postcode we will automatically assign the account manager on setup. The highlighted line shows that for an AB postcode, the account manager will be “General Sales”

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

The AutoFill lookup is three areas that can be used

Postcode
Country
Telephone

Control Accounts

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.

The nominals configured in this screen are categorised under:

Balance sheet accounts
Profit & loss accounts

By default Commerce is set up 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.