In addition the following items have their own pages
Tax Code Maintenance
This allows you to set up and maintain sales tax / VAT codes
It also holds information for connecting to your finance system
You can set view and edit existing Tax Codes, set the VAT rate, a description, and then check or un-check the Standard, Exempt and EC Exempt fields depending on your requirements.
Changes made here will affect transactions going across to Finance Software so care needs to be taken.
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
Update Purchase Cost
This screen allows you to update purchase costs for ALL products against the Last Invoiced PO Price.
For example:
On a Product there is a purchase cost in the UB Per/Unit field, in the example below it is 98.5021:
When you purchase a product on a PO this price defaults into the line for that product.
However, you can overwrite this with any price that holds at the time you are buying the product.
When you invoice the PO you can again specify the price as per the invoice.
This is the 'Last Invoiced Price' for a product and can be seen by going to the Purchase Orders tab on a product, selecting the most recent PO, and then viewing the Invoicing Tab.
In the example below the last invoiced price is 108.5021
If at any time you wish to update ALL products to set the Purchase Cost which defaults into POs to be the last invoiced price then use the Update Purchase Cost Function.
This cannot be run for specific products, only across all products
Data Cleaning
This page is designed to allow you to edit the sales value and the cost price for transactions held in the stock movement tables to correct mistakes made and also to correct values for reports if you change the values after delivery of the order but before invoicing.
When clicking Save both the New Sales/Unit (the sales total for the stock movement you are adjusting) and the New Prod Cost Total (the product cost recorded against the same stock movement) are updated. Therefore if you leave either column as zero, their values against the stock movement will be set to zero, so you MUST set both each time either if you are not changing one of them. This will cause issues if you do not set them correctly.
It does not post to your accounting system any changes here are stored within Vision Commerce and also audited (only used for support purposes).
This is a very dangerous tool, if used incorrectly it can adjust or amend any information that you store within your system, which can result in previous reports changing. Use with extreme caution.
Access this function
You need to enter an account code and then you will be able to pick from the transaction references, once selected you will see all the transactions for this reference, there could be one and there could be thousands.
When you have updated a movement, it will disappear from New Transactions and show in Historical Transactions when the screen is next refreshed. Please note at the time of writing, you either need to change the account code or close/reopen the screen to refresh the data on the two tabs. If you do not see updated transactions in the Historical tab a refresh is required.
Analysis Code Maintenance
The Analysis Code Maintenance is used to set up the Analysis Code that is used throughout Commerce.
The Analysis Code provides an additional way of grouping and reporting.
To use this screen, you would need to have set up the Analysis Type and Analysis Captions (which is normally set up by the Vision Team).
This screen will allow you to add the right names and a set of values against the Codes that you wish to have set up.
It ables you to archive or unarchive any of the Analysis Codes from this screen.
For each type of Analysis Code, you can input Budgets and Targets, they are used for the reporting purposes in the BI Section
Product Image Bulk Upload
This screen allows users to bulk upload of product images into the system, available to view in Product Maintenance.
The process will ask the user for a directory where the product images exist, the images should have the product code as their name. The same file extensions will be supported here which are already supported in Product Maintenance. The process will also ask the user what type of image it is, so it knows which image placeholder to upload them to in Product Maintenance.
Payment Method
Payment Method is used when using the posting Orders from the website, using a Payment Method ID which will map to the correct Payment Method.
If linked with your Finance System, ensure that the “Accounts System Bank/Method ID” setup in this matches exactly with the Finance System to avoid failures during the posting process.
When Vision Commerce is configured to post Sales Receipts to a Finance Software and the Cashbook is in use, it's important to set up a payment method for each cashbook, remembering that a cashbook is necessary for each currency that you want to post to it.
The read-only fields will show which Payment is used for the following options.
Pre payment’
‘Online Pre Payment’
'Payment on Sales Docs'
‘Payment on Delivery’
For more information on this please see Payment Required
For example, you may have a 'Credit Card' payment method, if you're receiving credit card payments in multiple currencies, you will need a payment method set up for each currency, and link each of these payment methods to the corresponding cashbook.
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