As this menu only has a single group “System Settings” all the information is contained on this page
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.
System Configuration Options
This menu is used by the administrator of your system to control many of the options available.
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 |
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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
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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
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:
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.
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
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
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.
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.
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.
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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.
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.
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
Warehouse Group
You can setup the warehouse group using this feature, a warehouse groups hosts one or multiple warehouses within it.