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| Version | User | Scope of changes |
|---|---|---|
| Dec 10 2009, 11:33 AM EST (current) | cassyjb | 67 words added, 7 photos added, 4 photos deleted |
| Feb 17 2009, 2:29 PM EST | cassyjb | 2 words added, 5 words deleted |
Changes
Key: Additions Deletions
How to get to this screen: Click on Utilities, then System File.
The System File is used to set program defaults for your company.
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The System File is used to set program defaults for your company.
- The Reg, O/T Hourly Rate and the Sales Tax #1, #2 % fields are the default amounts used in Billing.
- The Area Code and Zip Code are used as defaults throughout the system.
- Enter the Federal ID # for your company. The Service Type will be the default in the system.
- The Current Billing Month works with Billing. When Close Billing is run at the end of each month, the month will be updated here in the system file.
- The Auto Page On Schedule Board, when turned on, can send out a page when a work order is saved.
- The JPG File For Company Header field is the place to enter the JPEG file for your company logo. This will appear as the heading of your proposals.
- Covered On Invoices: default the material and labor on invoices to covered under a contract or quote.
- Print Materials On Inv, Tax Labor, Tax Contracts: These options will default on the invoice.
- Update Job Cost From PO: Defaults the system to use purchase orders to update job cost.
- Use Service Type On Work Order: Defaults the system to use the default Service Type on all work orders.
- Print Labor On Invoices, Tax Materials, Tax Travel Time: These options will default on the invoice.
- Post to General Ledger: Integrates all modules into the General Ledger. This option must be selected to use the General Ledger properly.
- Under the Form Headers enter the headers and footers to appear on company forms printed throughout the system.
- Enter Company information under the Defaults 2 tab.
- The Billing Department used for invoicing is entered here.
- Enter your company website address in the Company Domain Name field.
- Inventory Markup Level 1,2 and 3 are markups used on the Quick Invoice in Billing.
- If you are accepting credit cards, enter the Merchant User Name, Merchant Password, Merchant Number, Merchant Client Number and Merchant Terminal Number.
- The SMTP Server number is used for sending e-mails. NetServiceBooks will set this up for you.
- The Late Charge % is used to generate late charges automatically for customers.
- The G/L Department is used for the invoice.
- Select your company's Business Type from the scroll down menu.
- The E-Mail Addr Fax Server is set up by NetServiceBooks.
- For the Schedule Board: Show Address, Show Time Promised, Show Future Calls On Schedule Board, Force Time In-Route and Arrived and X-Ref Work Order To PO On Schedule will set defaults on the Schedule Board.
- Force Time In-Route, when checked, will not allow your technicians to invoice a customer if the Time In-Route and Time Arrived fields are empty.
- X-Ref Work Order To PO On Schedule, when checked, will not allow the status of parts on a schedule record to be changed; instead the schedule records will be cross referenced to the Purchase Order only.
- The Defaults 3 tab is where default General Ledger accounts are entered and user access is defined.
- Enter General Ledger account numbers for each account field.
- Travel/Truck Charges Description default is found in Billing and is used to describe the fee charged to the customer on the invoice for travel and/or truck charges.
- The Database Type is used by NetServiceBooks to manage files.
- A/R Journal #(1-6): The default for this field is 1. This has been set and should not be changed.
- 1st Calendar Period(1-12): This is used for the Edit List Comparison Report and specifies the beginning month of your fiscal period (the example above begins in January).
- CC Po Received Pager Email(s): When parts are received on the purchase order and the email option has been selected a page and/or email will be sent out to the users specified here.
- CC New Job Email(s): Users entered here will be notified by e-mail when a new job is created.
- A/R - G/L Users: Enter the users that need access to Accounts Receivable and the General Ledger here.
- Email Users For Cust Menu: Enter the e-mail addresses for additional users other than the Dispatcher who need to receive e-mails from the Customer Menu.
- Dispatchers Email: Enter the Dispatcher's e-mail address here for the Dispatcher to receive e-mails sent from the Customer Menu.
- The Bank Info tab allows you to set up bank information to use automatic deposit from Payroll. Enter data in each field; call your bank for assistance.
- The Job Numbers tab is used to better organize Jobs, Estimates and Proposals created under Job Cost. The Letter corresponds with the Year the job is created; so a job created in 2006 will start with the Letter A.
- Office Locations- to set up multiple office locaions, click the Add Offices button. Enter a location and save; drop down selections will appear in areas of NSB where office location selection is relevant (customer file, invoice, purchase orders, etc.)
