In this section of the program, you tell Simple Accounting about your company. Begin by entering your Master Password.
Fields
BIOGRAPHY TAB
| ORGANIZATION NAME | The name of your company as you would like it to appear on reports and forms to customers and vendors. |
| ADDRESS | The Address of your company as you would like it to appear on reports, invoices, packing lists, statements and letters. (Three lines are available for this information.) |
| PHONE NUMBER | The main phone number that corresponds with this address. |
| FAX NUMBER | The phone number of your office fax or fax modem. This can print at the top of all forms if you have Print Company Header enabled. |
| MODEM NUMBER | The phone number to which the Dialer modem is attached. Installing the office modem in the computer using Simple Accounting software allows for remote support from Suntower Systems Remote Support subscription. |
| INTERNET ADDRESS | Enter your web site or company-wide E-Mail address. This can automatically print on faxed documents and is used as the reply address on Activities which you e-mail from your desk. |
| COMPANY CUSTOMER/ VENDOR ID | Simple Accounting uses this ID to set up your company with its own customer and vendor records. These are used for internal sales and purchases. If the ID is not present in either the customer or the vendor files, a new customer and/or vendor record is created using this ID. |
| PRINT COMPANY NAME & HEADER ON FORMS | Check this box to print your company name and address in a pre-formatted box at the top of forms such as invoices and purchase orders. Leave this unchecked if you wish to use forms with your own pre-printed company name and address and logo. This is especially useful for faxing forms from your desktop. |
| SELECT A LOGO [Button] | If you have the Print Company Name field checked you can use this button to choose a logo image file from disk which will appear at the top of each form. This is especially useful for faxing forms from your desktop. |
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class=”note”>Logo image files may be in either BMP, GIF or WMF format. While BMP files usually yield the best printouts, they are much larger than GIF or WMF files and will therefore take longer to print or fax forms. |
DISPLAY OPTIONS
| DISPLAY COMPANY NAME | Checking this box will display your company name on the SAFE toolbar. |
| DISPLAY USER NAME | Checking this box will display the User Name of the user who is currently logged into SAFE on the toolbar. |
| USE SUNTOWER CURSOR | Checking this box will set the program to use the Suntower logo as the program cursor. Leave it unchecked to use the standard Windows arrowhead cursor. |
| TOOLBAR COLOR | Determines color of the toolbar for all users. |
| Determines how long (in seconds) that users can remain inactive in the Simple Accounting before it closes automatically. Set this to zero to disable any automatic shut down.
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| MAIN WINDOW WALLPAPER
IMAGE: STYLE: |
Click on the Open Folder icon to select the image file to be used as your wallpaper. This setting determines the appearance of your wallpaper. |
SHUT DOWN TIMERS CANNOT FUNCTION WHEN A USER HAS AN OPEN TRANSACTION! To protect data integrity, neither will shut down a Simple Accounting session when a user has an open transaction.COMPANY LOGO
The following are fields you can use to set the image and size and position of that image on all your forms
| LOGO FILE LOCATION: | Select the location of the logo file. |
| LOGO HEIGHT: | Enter the height of this logo on the page in 100ths of an inch. |
| LOGO WIDTH: | Enter the width of this logo on the page in 100ths of an inch. |
| HORIZONTAL POSITION: | Enter the horizontal position of this logo on the page in 100ths of an inch. |
| VERTICAL POSITION: | Enter the horizontal position of this logo on the page in 100ths of an inch. |
| ALWAYS PRINT LOGO ON FORMS? | Always print this logo on forms even if Company Header is turned off? |
Forms
Settings for printing forms (POs, invoices, checks, etc.)
| PRINT ‘EXACT REPEAT’ ON SPEC SHEETS? | Check this box to have the words ‘Exact Repeat’ print in large type on Purchase Order Spec sheets if the Sales Order Line Item type is ‘Exact Repeat’. |
| ALLOW MULTIPLE RFQ TYPES? | Check this box to enable printing of multiple RFQ formats for the various spec types. |
| PRINT VENDOR LABELS FOR EACH P.O.? | Check this box to have SAFE automatically generate shipping labels to be sent to the vendor with the P.O. |
| AUTO FAX SECOND COPY OF SALESPEOPLE? | Check this box to automatically fax a copy of the P.O. TO THE PURCHASE ORDERS TO salesperson listed on the sales order. |
| AUTO FAX SECOND COPY OF PRE-BILLS TO SALESPEOPLE? | Check this box to automatically fax a copy of the Pre-Bill to the salesperson listed on the Sales Order. |
| PRINT START/END NUMBERING ON INVOICES & PRE-BILLS? | Check this box to enable printing the Starting and Ending numbers of a product on the Invoice and Pre-Bill. |
| PRINT INVOICES FOR SUMMARY BILL CUSTOMERS? | Normally, the Printing Invoices routine for Summary Bill customers does not actually print a hard copy invoice although it does generate an invoice number and post the information to the G/L. Check this box to enable printing a hard copy invoice for Summary Billing Customers. |
| GENERATE INVOICES IN THIS ORDER: | Determines the order in which your invoices are created from tagged orders. |
| ORDER SHEET FORM DESCRIPTION: | The general purpose form Order Sheet (under the Sales Order Print button) may be customized to a number of purposes. This field lets you change the description of this form on the Print button. |
| BANK DEPOSIT SLIP MICR FILE: | Sets the path for the location of the image file of your MICR account number to be printed on your Bank Deposit slips. This should be in WMF, BMP, PCX, or GIF format and should measure about 2.5″ X .25″.
Check with your bank because not all banks require a MICR image to accept our deposit slip. |
| A/P CHARGE AUTHORIZATION SCRIPT: | Select the script for the wording which will print on A/P Charge Authorization slips generated when paying an invoice via credit card. |
| A/P CHARGE SIGNATURE FILE: | Set the path for the location of the image file that contains the signature that is to print on an A/P Charge Authorization slip. This also should be in WMF, BMP, PCX, or GIF format. |
ROX
These are settings for Remote Office Extensionsusers
| REMOTE LOCATION IDS: | Enter the Location IDs for Remote Locations to be checked for updates. This is done upon starting SAFE at the main office location where the program checks for new information in subdirectories assigned to the remote locations to hold new information to be incorporated into the main data files. |
| HOST PATH: | Enter the path of the Simple directory which is to be updated with the new information from Remote sites. |
| LOCATION ID: | Enter the Location ID for the main location. |
| CONVERT E-MAIL TO ORDERS? | Check this box to automatically convert emails into Sales Orders. |
| PROMPT TO PRINT REPORT UPON RECEIVING UPDATE? | Check this box to be prompted to print a report when an Update is complete. |
| FORCE G/L UPDATE UPON RECEIVING NEW INVOICES? | Check this box to automatically update the G/L when new invoices are received as part of an update. |
SYSTEM
| NON STANDARD AREA CODES | These are long distance area codes for which you should not dial a ”1”. |
| FAXING OPTIONS:
COMMAND LINE WINDOWS FAX DEVICE FAX CLIENT PROGRAM TIME TO SEND ALL BROADCAST FAXES? |
Controls how Simple Accounting will handle faxes automatically created when you print.
Enter the path to the executable file which starts your fax program. The printer name of your fax device exactly as it appears in your Printer Dialog box. The DDE or OLE name of your fax client program. By default, all faxes to more than one destination are sent immediately. Enter a time of day here to automatically delay their sending until the specified time of day. |
| INACTIVITY SHUT DOWN TIMER | Determines how long (in seconds) that users can remain inactive in the Simple Accounting before it closes automatically. Set this to zero to disable any automatic shut down.
SHUT DOWN TIMERS CANNOT FUNCTION WHEN A USER HAS AN OPEN TRANSACTION!
To protect data integrity, neither will shut down a Simple Accounting session when a user has an open transaction. |
| AUTOMATICALLY LOG REVISION DATES/TIMES: | By default the program records the date and time of each data file’s last change. However, you can control whether this action is performed on the file(s) below. If you uncheck the box, the field is then made editable in the master record so you can make manual changes.
For example, in the Products file, this ability would enable you to track signficant revision dates for each form. |
GLOBAL OPTIONS BROWSE
This tab contains the Global Options Browse a browse box of many possible settings which can be used to modify the behaviour of Simple Accounting. These are typically set once and then left ‘as is’.
If you’re curious you can print a list of all currently active Global Options. We recommend sorting this by MODULE and keep handy if you need to make changes. That way you can always easily undo any changes you make that aren’t exactly what you had in mind.
DOCUMENTATION? Currently there are over 15,000 available Global Options so it is not possible to document them all here. Most are quite arcane and will not apply to the majority of customers. Options preceded by an asterisk (*) are mandatory. All others are generally optional.
Also, we really don’t want to encourage user to change settings on their own without our guidance as these can be quite dangerous if used incorrectly. (Think of them as powerful drugs that should not be used without a prescription!)
If you need to modify one of these options, you will be instructed to locate a particular entry and edit it according to the support representative’s directions.
| CATEGORY | The major area of the program to which this option applies. Examples are AR, AP, GL. This is usually only important for options which are part of an optional SAFExtension such as Translog. |
| *MODULE | The name of the program area that the option applies to. |
| *PARAMETER | The name of the option. |
| *VALUE | Some VALUEs will be numeric; some on/off (represented by a 1 or a 0); some will be text; and some will be dates (in your system’s date format.) |
| DEFAULT VALUE | Some options can be populated by Simple Accounting with this value when the user first encounters this part of the program. |
| DESCRIPTION | An optional description of the function of this option. This performs no other function. |
| BRANCH ID | This is grayed out; indicating that it is not user-definable. If you are using Simple Accounting with multiple companies, each company has a unique BRANCH ID.
If you have multiple companies and would like a particular Global Option for all companies you must set it for each company individually. These cannot be ‘shared’ between companies.
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| HELP TEXT | A few Global Options need to display text to the operator. If so, place it here. |
| INTERNAL USE ONLY | Check this box to prevent other users from modifying or deleting this option. Usually, these options are only set by Suntower Systems.
Please exercise great caution with this check box. If you accidentally check this box in error you will need to contact us in order to undo it. |
