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30. System Admin. Functions
1) Report Lists
2) Form Settings
3) System Errors
4) Compact and Repair
5) System Parameters
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30.1 Report Lists
Users can change the order of reports in a 'Report selection dialog' or add new reports to the list by
selecting the menu option 'Utilities|Systems|Report Lists'.
To change the order of reports, just change the 'Order' numbers around on the required report type.
Warning - do not change report titles, as these are used to identify and launch Acceptum standard reports.
When you have created a new report (refer to Defining Report, Invoice Layouts) you must add it to this 'Report Lists' table in order for the report to be presented in the 'Report selection dialog'.
Click the 'Add New Record' icon in the toolbar to insert a record, then press F3 to open the detail window.
Enter the 'Type', 'Order' and 'Name' of the report. The 'Name' is the reports file name without the file extension.
The reports sort order must be set in order to sort the reported data.
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30.2 Form Settings
As users open and close windows or 'forms' the position and size of each form is saved and used to position the form, the next time it is opened by the user. The setting for each form can be reviewed and altered via the menu option 'Utilities|Systems|Form Settings'.
On some forms the data grid columns are also saved - these should only be changed with extreme caution.
Entries in the table can be deleted, the effect will be that the windows default size and position will be used.
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30.3 System Errors
Unfortunately, you may receive a systems error message from time to time. You will be prompted to save the error message and application parameters.
Such error message can be reviewed via the menu option 'Utilities|Systems|System Errors'.
Via the 'Users Note' tab you can add a description of the circumstances etc. that produced the error.
Should a particular error occur frequently, you are advised to print a report of the error; to a text or PDF file; and to e-mail it to RCL.
Entries in the table can be deleted.
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30.4 Compact and Repair
From time to time, to improve processing time it is important that system administrators run the menu option 'Utilities|Systems|Compact and Repair'.
This compacts the data tables by physically removing deleted records and regenerating table indexes.
It should be run at least once a month.
It should also be run after deleting a number of records, to ensure that the data tables are as compact as possible.
A complete backup of the data tables/files can be taken at the commencement of the compact and repair function. Use this functionality to ensure that regular backups are taken.
IMPORTANT: ensure that no other user is using Acceptum before running Compact and Repair.
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30.5 System Parameters
When establishing the application for daily use it is important to set a few application wide parameters.
Use menu option 'Utilities|Systems|System Parameters' to do this.
General tab
- Product Sales Pricing - if you only have a single sales price per product set to 'Only GBP or EUR' prices. If you export using foreign currency prices and/or have different price lists for different classifications of customer then set to 'Price Lists and Multi-currency".
- To allow the editing of posted journals place a tick against 'Allow Posted journal Edit'. When disallowed only general text attributes can be changed.
- Enter the Base Currency of the application, this will normally be GBP, but could be different for overseas companies. The Base Currency determines which currency has an exchange rate of 1.0 against which all other exchange rates relate.
- When making changes to Set Up data key values (e.g. Account/Analysis/Currency/Units codes), you can ripple or cascade these changes throughout the application by setting 'Cascade Set Up key changes - to Company data...'. When this setting is removed only the Ledger and other related Set Up data is updated for any such changes. This setting may need to change depending upon the type of data change being undertaken.
- When printing bulk remittance advices, the application needs to know how many detail lines to include on a page. Set the number here. This information is vitual if remittance advices with cheques are used.
- Maintain Audit Trail for - if you wish to maintain Audit Trail entries for inserts/deletes/changes made to Set Up and Contact Management data; place a tack against 'Non-company related data - Setup and Contact Management'. If you wish to maintain Audit Trail entries for inserts/deletes/changes made to 'Company data - Budgets, Forecasts, Sales, Purchase Orders, etc.' place a tack against this prompt. When Audit Trail entries are maintained for this data, the file size of the Audit Trail table can grow quite large - ensure sufficient disk space is available.
- Set Tool Tip Text on Accounts/Products to see the standard Windows Tool Tips on Sales, Purchase, Production Orders, Journals, etc. for accounts and products giving an extended description. Sometimes this causes performance issues and will need to be disabled.
Sales Documents tab
- Credit Control Limit - 'Across All Companies' will check for the total owed by the customer across all companies on the application. The Credit Limit is for the entire 'Group of Companies'. 'Per Company' checks for the amount owed by the customer within the current company.
- Credit Limit Exceeded - determines the action to be taken when a credit limit is exceeded. 'Give colour warning' will highlight; by a change of background colour; the excess amount on the Sales Order Detail window, the user then decides whether to proceed with the order or not. 'Block further processing' will stop deliveries being made and invoices being issued when credit limits are exceeded.
Note: any unposted Sales Order for the customer are NOT included in any credit limit check. This includes the current Sales Order being processed.
- Setting Type - Delv Note - determines if stock levels are checked before allowing the Sales Order Document Type to be changed to 'Delv Note'. When stock levels are checked all stock items on the Sales Order must have stock levels allowing full delivery of the ordered quantity.
- Setting Type - Invoice - determines if stock items delivery quantities are checked prior to allowing Sales Order Document Type to be changed to 'Invoice'. Place a tick against 'Check all stock items fully delivered' to perform this check function.
- Summate journals on posting - to reduce the number of Ledger entries made when posting a Sales Invoice place a tick here. This is normally only required when large volumes of data are involved.
- Sales Document removal - place a tick here to have the application automatically delete a Sales Document when it is posted to the Ledger. Such Sales Documents can still be seen under menu option Sales Orders|View. This setting is only needed if your company has a large number of Sales Orders and this is effecting response times.
- Posting Invoices/Credit Notes - on posting an invoice to the Ledger you can tell the application that it is to calculate the moving average cost of products sold, based on the state of the Ledger at the time of posting. Do this by selecting Always re-calc cost of products.
If you do not wish to do this calculation, accepting the costs as they appear in the Sales Order, then select Do not re-calc cost of products.
This feature is useful when the majority of Sales Orders originate from data imported from a web site and minimum processing is performed on the Sales Orders prior to posting to the Ledger. Under these conditions, a products moving average cost will not have been calculated prior to the posting.
- Sales Revenue Offset Account - on posting an invoice to the Ledger you can tell the application what to use as an Offset account for the revenue posting; either Use Product or Use Customer. Select the item which is most important to your organisation for monitoring profitability, as the attribute can be used in reports and User SQL.
FTP tab
Set the default FTP web address, user id, password, and folder paths used by menu option 'Utilities|FTP File Transfer' to transfer files to and from a FTP web address.
E-mail tab
Under Contact Management marketing information can be sent by e-mail using 'Blind Copies'.
- Number of Blind CCs per EMail: sets the number of Blind Copy recipients per e-mail.
- To address for Blind CC EMails: sets the 'To' address to be used on such e-mails.
Time Log tab
Under Production Orders you need to determine how Labour is valued; either at -
- Use Work Centre Rate: values Labour hours using the Work/Cost Centre internal rate.
- Use Employees internal rate: values Labour hours using each individual employees internal labour rate.
The method of valuation you select is a factor in arriving at the manufactoring cost of products.
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