Company Settings - Set 3

• Enter D to mark this company as deleted.
• Enter I to mark this company as inactive. Marking a company as inactive primarily applies to the AP System. An inactive company can be omitted from all AP closing procedures.
• Enter M to mark this company as using the General Ledger System only.

Enter a Y in this field if you want the system to consider three price options for rolled goods, instead of the usual two. Leave this option set to N to default to the normal two price setting. This option applies only to companies who offer roll, cut, and balance pricing. The usual pricing for rolled goods is as follows:

• For cuts, enter C and the system retrieves the cut price.
• For full rolls or roll balances, enter B and the system retrieves the roll price. B also causes the full quantity remaining on the roll to be entered. You can also enter R to force a roll price on any quantity you enter.
• For roll balances, the remaining balance of an open roll as identified by status O (or any status other than U), enter M and the system retrieves the mid-price and the full quantity. The mid-price is usually in between the cut and full roll price.

You can specify R, C, or M to require that the system prices the order using those restriction codes. The three price systems primarily affect the use of the B code, which retrieves the quantity of the remaining balance, as well as a price.

Do not set this option to Y unless you have updated the Price File and the Promotional File for all rolled goods to include C, M, and R prices. The Roll Selection Screen displays C and M prices, rather than C and R. The system displays an error message if it cannot find an M price.

You can use the Manufacturer's Rebate Matrix Table to establish standard rebates for a manufacturer based on the selling price.

The table lets you proactively establish a rebate system with manufacturers who do not currently offer one, and simplify cumbersome account-by-account rebate programs. To participate in a rebate system, a manufacturer need only support your efforts to increase their market share. The Rebate Matrix Table contains the range of prices that trigger the rebates and the rebate amounts. This file can work in conjunction with rebates entered in the Promotional Pricing File. Any applicable rebate found in the Promotional Pricing File overrides any applicable rebate found in this file. You can also use the X by Y Rebate Analysis Report to report or claim these rebates from the manufacturer.

Enter the number of months of AP history for the system to automatically maintain. We recommend that you keep at least 18 months. Every month, the system automatically purges AP history records older than the number of months entered in this field. This option affects history only and does not affect open AP records.

A minimum of 12 months of AP history is kept even if less than 12 months is entered.

Enter 1 for the date format to appear in a day/month/year style. Enter 2 for the date format to appear in the month/day/year style. 1 is recommended for Australia. For companies that have the date format set to DD/MM/YY, all credit memos print the words "ADJUSTMENT NOTE". This meets the Australian government standards for credit memos.

2 is recommended for Canada, although many date formats are acceptable. 2 is required for United States. This option affects only dates that appear on documents to customers, such as invoices, pick lists, and statements.

This option controls how interest charges are processed in the A/R system. Enter A, B, or C.

• A - calculates service fees on statement and screens only, but not as invoices in the AR Files.
• B - creates actual service fee invoices as part of the AR end of month close.
• C - calculates service fees based upon due dates and adds to open AR amounts when the due dates are reached. Method C interest works like a negative discount. Invoices with payment terms that include method C information are automatically increased by the interest rate when they become past due.
  • Method C interest must also be activated within the Accounts Receivable options of the system wide settings and also in the Payment Terms File.

This option controls the format of your accounts receivable customer statements. There are several formats to choose from.

• Format 1 - Regular statement page layout. Separate debit and credit columns. No due date column.
• Format 2 - Statement page layout with due date. Debit and credit columns are combined into a single "AMOUNT" column, with credits shown as negatives. Separate due date column.
• Format 3 - is identical to Format 2 except that is shows the total of all outstanding invoices through the end of the next month as being due now rather than simply showing the entire account balance. This code also causes the Detailed Aging Report to show the total through the end of next month as a separate figure.
• Format 4 - Same page layout as AR Statement Code 1. Advance deposits are omitted from details and totals. A total of open advance deposits is shown separately on bottom of statement.
• Format 5 - Same page layout as AR Statement Code 2. Advance deposits are omitted from details and totals. A total of open advance deposits is shown separately on bottom of statement.

Formats 6 and 7 are designed primarily for companies that sell to builders and contractors. These two formats can be used to show what job each invoice relates to. They are described below.

• Format 6 - Regular statement page layout with separate debit and credit columns. No due date column. Advance deposits are omitted from details and totals. A total of open advance deposits is shown separately on bottom of statement. The address line of the invoice shipto, or the job name is added under each invoice.
• Format 7 - Statement page layout with due date. Debit and credit columns are combined into a single "AMOUNT" column, with credits shown as negatives. Separate due date column. Advance deposits are omitted from details and totals. A total of open advance deposits is shown separately on bottom of statement. The address line of the invoice shipto, or the job name is added under each invoice.

This option controls the default method of accounts receivable aging for this company.

• 1 - indicates age from today's date to the invoice date.
• 2 - indicates the age from last end of month date to invoice date.
• 3 - indicates from today's date to the due date of the invoice.
• 4 - indicates age from the last end of month date to the due date of the invoice.

Aging options work in conjunction with the Statement Format.

• N - or leave blank if you plan to utilize the AR system.
• E - if you export AR information daily to another system.
• I - if you import AR information daily from another system.
• B - if you import and export AR information.

Enter B if you want the system to recheck credit limits when back orders are filled.

The F option directs the system to bypass the credit check during allocation swapping and soft allocation for orders that have already been credit approved.

Enter Y to cause the AR Cash Entry program to automatically take the available discount amounts when cash is applied to invoices. Enter N to have discounts entered by the user. Entering Y still allows you to override or clear the available discount amount. Discounts are taken only if they are still available based on the due date and grace days.

Enter Y to use the AS/400 fax support to fax pick lists rather than printing them. The system checks the Auto-Fax field of the Warehouse File. It transmits the fax if a valid fax number is found. If you do not use this feature, enter N.

This option is available only if you use an integrated fax system, such as Facsimile/400.

Enter Y to use the AS/400 fax support to fax purchase orders rather than printing them. The system checks the Supplier File before faxing. A supplier must be coded with policy AF (for auto-fax) and a valid fax number. If you do not use this feature, enter N.

This option is available only if you use an integrated fax system, such as Facsimile/400.

Enter Y to print suppliers statement number on pick lists. Enter Y only if you need the suppliers item number to print in addition to the actual item number. Otherwise, enter N.

There are four back order print options. These options control which type of lines will print on a back order fill pick list. Back order fill pick lists automatically print when receipts are processed.

Enter one of the following options:

• 1 - Print all lines on the pick list, and note whether they have been printed, are newly filled lines that need to be picked, or are still on back order.
• 2 - Print only the lines that have just been filled.
• 3 - Print the lines that have just been filled, and the lines that are still back ordered.
• 4 - Don't print anything.

If options 2 or 3 are used, transfer lines print on the Back Order Fill Pick List if it is the first time a regular pick list has printed, regardless of whether or not the transfer pick list was yet run. Also transfers will always show "TFR from....." rather than "See Original" even if the pick ticket already printed. If back orders are sent to credit hold, they do not print until released. When an order uses order handling code 5 (must ship complete), the system only prints the back order pick list when all back orders on the order have been filled.

This option controls how orders are grouped together during invoicing for the purpose of assigning quantity break group discounts and minimum order charges.

• Option O groups line items on the order level only.
• Option S groups all orders by customer and ship date.
• Option C groups all orders by customer.

Refer to Minimum Order Charges File and Quantity Break Pricing for more information.

This field is applicable to companies that use the Permanent Hold feature. Permanent holds are orders that are entered with Type H on their Header Screen, and then processed like regular orders. When Type H is used, pick lists, bar coded labels, and other documents are printed if requested, but pick lists show "HOLD/CONFIRM BEFORE SHIPPING". Permanent holds are meant for situations in which the inventory needs to be held, the order needs to be staged (often in a "pack and hold" area), but shipping or pickup cannot be done without specific final approval or instructions. When you only require the allocation of stock, but not the pre-staging of material, use the temporary hold feature. Entering an N in this field enables you to enter orders for which all paperwork is withheld until released by customer service or shipping personnel. After setting this parameter to N, follow these procedures:

• Enter hold orders with Type H in the header.
• Using this parameter, back orders do not print as they are filled.
• Customer service removes the hold by removing the H code, and prints orders when they are ready to be released. These holds still go through all normal credit check procedures. In effect, these orders are held and released by both the customer service and credit departments.

These settings activate 3rd party software packages (i.e. Avalara) to perform tax calculations on orders and invoices.

For more information refer to Avalara Integration.

Enter the last closed fiscal year of your GL. This field is manually set only when first establishing the GL system. Do not reset this field once the system is activated.

Enter Y to charge delivery charges on all COD orders prior to invoicing. Otherwise, enter N.

Refer to Delivery Charges for detailed information regarding delivery charges and COD orders.