Difference between revisions of "Settings"
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In the settings, following options are available: | In the settings, following options are available: | ||
+ | * [[image:workflow.png|link=]] [[Settings#Workflow|"Workflow"]] | ||
* [[image:partnerList.png|link=]] [[Settings#Partner_groups|"Partner groups"]] '''Only for Connected users!''' | * [[image:partnerList.png|link=]] [[Settings#Partner_groups|"Partner groups"]] '''Only for Connected users!''' | ||
* [[image:lookuplist.png|link=]] [[Settings#Lookup_lists|"Lookup lists"]] '''Only for Connected users!''' | * [[image:lookuplist.png|link=]] [[Settings#Lookup_lists|"Lookup lists"]] '''Only for Connected users!''' | ||
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+ | |||
+ | ==Workflow== | ||
+ | Available items in this setting: | ||
+ | * Incoming invoices | ||
+ | * Outgoing invoices | ||
+ | <br/> | ||
+ | In the workflow, you can add/edit TOA rules. To know more about this, please visit our ''"[[Approval_manual|Approval manual]]"''. | ||
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* Percentages and numbers should be marked with a leading single quote (') to avoid automatic cell formatting in Excel | * Percentages and numbers should be marked with a leading single quote (') to avoid automatic cell formatting in Excel | ||
* When an Excel file has more than 1000 lines, the import will time out. Please split your lines into separate files if you have more than 1000 items | * When an Excel file has more than 1000 lines, the import will time out. Please split your lines into separate files if you have more than 1000 items | ||
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Revision as of 12:39, 28 June 2017
When a user has the "Super accountants" role available, a "Settings" button appears next to "My account" in the upper right corner of the page:
In the settings, following options are available:
- "Workflow"
- "Partner groups" Only for Connected users!
- "Lookup lists" Only for Connected users!
Contents
1 Workflow
Available items in this setting:
- Incoming invoices
- Outgoing invoices
In the workflow, you can add/edit TOA rules. To know more about this, please visit our "Approval manual".
2 Partner groups
This option is only available for Connected users! |
Available items in this setting:
- Customers
- Supplier
Partners are added via an import of an Excel file. This can be done by using following buttons:
- "Export to Excel"
- "Import from Excel"
It is recommended to first export an Excel, add/edit the lines you want and then import the Excel file again. |
Fields that are available:
- INSTANCE: this is currently not in use.
- COMPANY: the code of the company for which the partners are uploaded.
- ACTIVE: should the partner be active or not?
- CODE: the code of the partner.
- NAME: the name of the partner.
- VATDIM1: the code of an item from the "Purchase/Sales VATDIM1" lookuplist.
- VATDIM2: the code of an item from the "Purchase/Sales VATDIM2" lookuplist.
- VATDIM3: the code of an item from the "Purchase/Sales VATDIM3" lookuplist.
- ADDRESS1: the first address line of the partner.
- ADDRESS2: the second address line of the partner.
- ADDRESS3: the third address line of the partner.
- ZIP: the zip code of the city where the partner is located.
- CITY: the city where the partner is located.
- COUNTRY: the country where the partner is located.
- VATID: the VAT ID of the partner.
- SUPPLIEREMAIL or CUSTOMEREMAIL: the e-mail address of the partner.
- PAYMENTTERM: the default payment term which should be used for this partner. Make sure you fill in the code of the item in the "Payment terms" lookuplist.
- ACCOUNT: the default account which should be used for this partner. Make sure you fill in the code of the item in the "Accounts" lookuplist.
- CURRENCY: the default currency which should be used for this partner. Make sure you fill in the code of the item in the "Currencies" lookuplist.
- WEBSITE: the website of the partner.
Supplier specific fields:
- BANKIBAN: the IBAN number for the supplier.
- BANKBIC: the BIC code for the supplier.
- CHAMBEROFCOMMERCE: the chamber of commerce number for the supplier.
- DIM1: the code of an item from the "DIM1" lookuplist.
Make sure you have a company selected when you want to import/export partners, otherwise you will only be able to view all partners of all your companies. |
When you export the list to Excel to be able to update a partner and you change the code of one of them, it will be added as a new partner. The code will not be updated! |
When you want to remove a partner, update it to be inactive (set the "ACTIVE" field to "FALSE"). Removing a line won't remove the partner in the list! |
3 Lookup lists
This option is only available for Connected users! |
Available items in this setting:
- Accounts: the list of account numbers which will be used for your accounting.
- Bank accounts: the bank accounts of your company. These can be used with our payment module.
- Cancel reasons: when a document is cancelled, a reason needs to be given. Those reasons are located here. This list cannot be edited.
- Countries: a list with all available countries.
- Currencies: the list with the currencies used for your company.
- DIM1: the first list for dimensions (used for analytical accounting).
- DIM2: the second list for dimensions (used for analytical accounting).
- DIM3: the third list for dimensions (used for analytical accounting).
- DIM4: the fourth list for dimensions (used for analytical accounting).
- DIM5: the fifth list for dimensions (used for analytical accounting).
- DIM6: the sixth list for dimensions (used for analytical accounting).
- DIM7: the seventh list for dimensions (used for analytical accounting).
- DIM8: the eighth list for dimensions (used for analytical accounting).
- DIM9: the ninth list for dimensions (used for analytical accounting).
- Invoice types: the list with the available invoice types. This list cannot be edited.
- Payment status: a list with the available payment statuses. These are used with our payment module. This list cannot be edited.
- Payment terms: the list with the payment terms which can be used for your partners.
- Period: the list of financial periods which are used for your accounting.
- Post-control usergroup: a list with all the available user groups with users who will be handling documents in post-control. This list cannot be edited.
- Pre-control usergroup: a list with all the available user groups with users who will be handling documents in pre-control. This list cannot be edited.
- Purchase journals: the journals which will be used for your incoming documents.
- Purchase VATDIM1: the first list for purchase VAT dimensions.
- Purchase VATDIM2: the second list for purchase VAT dimensions.
- Purchase VATDIM3: the third list for purchase VAT dimensions.
- Sales journals: the journals which will be used for your outgoing documents.
- Sales VATDIM1: the first list for sales VAT dimensions.
- Sales VATDIM2: the second list for sales VAT dimensions.
- Sales VATDIM3: the third list for sales VAT dimensions.
- VAT table incoming: the table which is responsible for the VAT calculations for incoming documents.
- VAT table outgoing: the table which is responsible for the VAT calculations for outgoing documents.
VAT table incoming/outgoing is a predefined list and should not be changed! |
Lookuplist items are added via an import of an Excel file. This can be done by using following buttons:
- "Export to Excel"
- "Import from Excel"
It is recommended to first export an Excel, add/edit the lines you want and then import the Excel file again. |
Make sure you have a company selected when you want to import/export lookuplist items, otherwise you will only be able to view all lookuplist items of all your companies. |
When you export the list to Excel to be able to update an item and you change the code of one of them, it will be added as a new item. The code will not be updated! |
When you want to remove an item, update it to be inactive (set the "ACTIVE" field to "FALSE"). Removing a line won't remove the item in the list! |
3.1 Fields for the lookuplists that can be edited
- INSTANCE: This is currently not in use.
- COMPANY: the code of the company for which you want to upload the items.
- ACTIVE: should the item be active or not?
- CODE: the code of the item.
- NAME: the name of the item.
- NAME_en: the name of the item in English.
- NAME_nl: the name of the item in Dutch.
- NAME_fr: the name of the item in French.
Some lists also have some extra fields that are available for editing.
3.1.1 Accounts
- NONDED: the non deductable percentage.
- VATDIM1_IN: the code of an item of the "Purchase VATDIM1" list.
- VATDIM2_IN: the code of an item of the "Purchase VATDIM2" list.
- VATDIM3_IN: the code of an item of the "Purcahse VATDIM3" list.
- DIM1: the code of an item of the "DIM1" list.
- DIM2: the code of an item of the "DIM2" list.
- DIM3: the code of an item of the "DIM3" list.
- VATDIM1_OUT: the code of an item of the "Sales VATDIM1" list.
- VATDIM2_OUT: the code of an item of the "Sales VATDIM2" list.
- VATDIM3_OUT: the code of an item of the "Sales VATDIM3" list.
3.1.2 Bank accounts
For bank accounts, the IBAN number is entered in the "CODE" field. |
- BIC: the BIC code for the bank account.
- BANKACCOUNTCOUNTRY: the country code of the country of the bank account.
- BANKNAME: the name of the bank of the bank account.
- DEFAULTBANKACCOUNT: should the bank account be default or not?
3.1.3 Currencies
- RATE: enter the rate value. This can be a number with up to 6 digits behind the comma.
- MULTIPLIER: enter the multiplier value. This can only be a number with 2 digits behind the comma.
- DEFAULT: should the currency be default or not?
3.1.4 Payment terms
- FREEMONTH: should the invoice date be raised till the end of the month to calculate the payment term?
- DAYS: the number of days that should be added to the invoice date after the free month has been processed.
- TILLEOM: when set to "TRUE", the date will be raised till the end of the month after adding the number of days.
- DAYSAFTEREOM: after applying the till end of month parameter, another extra number of days can be added.
- DEFAULT: should the payment term be the default one?
- PAYDISCOUNT: does the payment term include a discount?
- DAYSDISCOUNT: the number of days within the invoice should be paid so the discount can be used.
- DISCPRCTG: enter the percentage of the discount.
- CALCULATION: when entered "NETT", the discount will be calculated based on the netto amount. When entered "GROSS", the discount will be calculated based on the total amount.
3.1.5 Period
- STARTDATE: the date on which the period is starting. Format: 20170623.
- ENDDATE: the date on which the period is ending. Format: 20170623.
- DEFAULT: should this be the default period?
3.1.6 Purchase/Sales journals
- DEFAULT: should this be the default purchase/sales journal?
4 Order of import
For the import of the different partners and lists, you need to respect the order in which they should be imported.
- Analytical dimensions (DIM1 up to and including DIM9)
- Purchase/sales VAT dimensions
- Period
- Payment terms
- Currencies
- Accounts
- Purchase/sales journals
- Customer/supplier
5 Remarks for import
When importing partners and lists, there are a few remarks you should keep in mind.
- The order of import is very important (see above)
- Only .xls files are supported, .xlsx won't work
- The format of numbers should be 0.00
- Percentages and numbers should be marked with a leading single quote (') to avoid automatic cell formatting in Excel
- When an Excel file has more than 1000 lines, the import will time out. Please split your lines into separate files if you have more than 1000 items