System Configuration

In this section, you will find the following ⬇️

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.

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, and sales details.

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

Company Details group fields

Field Name	Details
Company Code
Company Name
AWRS Unique Ref No
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.

Product

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 for field details

Field Name	Details
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
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 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 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 for field details

Field Name	Details
Use Actual Freight Costs for SMP

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 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

Accounts tab

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

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

A tick means that the details are correct for the Account Software
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))

Automatically Post Daily

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.

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 1 am (0100GMT)
Overnight (GMT +8) - Would be run 8 hours earlier (1700GMT)
Overnight (GMT -8) - Would be run 8 hours later (0900GMT)

For example, Hong Kong would use Overnight (GMT +8) 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