Company Preferences
In the Company Preferences form you can adjust many of the settings in VisionCore to better suit your needs. For example, you can setup your Starting Numbers for Invoice and Orders, choose how the program will display text, enter specific ways to display forms and work and change many other things in the program. Most of these options are self-explanatory but many of the more complicated ones are described in greater detail below grouped by their tab names.
General Tab
This tab lists several buttons that open other forms that are used to customize VisionCore. For additional information of these forms see their various topics.
Starting Transaction Numbers - will open the Starting Transaction Numbers form where you can adjust the starting numbers for your transactions.
Ship Via Setup - will open the Ship Via form where you can adjust the shipping methods for your transactions.
Terms Setup - will open the Terms form where you can adjust the terms for your customers.
Company Policy - will open the Company Policy form where you can adjust your company policies.
Reminder List - will open the Reminder List form where you can view any system reminders.
Schedule Category - will open the Schedule Category Type form where you can create category types for the schedule activity form. See: Schedule Category
Schedule Activity - will open the Schedule Activity form where you can view or enter activities.
Customer Data Fields - will open the Customer Data Fields form where you may enter company defined data or question fields for the customer form.
Prospect Data Fields - will open the Prospect Data Fields form where you may enter company defined data or question fields for the prospect form.
Customer Auto Schedule - will open the Customer Auto Schedule form where you may schedule auto activity/events following the creation date of a customer by a user.
Prospect Auto Schedule - will open the Prospect Auto Schedule form where you may schedule auto activity/events following the creation date of a prospect by a user.
Setup Tab
Default Fields
The Ship Via field allows you to select the default shipping method you want entered into the ship via fields.
The Terms field is used to select the default terms you want entered into the terms fields.
The Currency ID field is used to select the default Currency you want to use throughout VisionCore. Normally this is set to your country's home currency, which should be setup in the Currency Exchange Rate form, when you start using VisionCore. You will notice that if you use a different currency than your default, or home currency, those fields will display a different background color as to what is setup in Company Preferences form.
Freight Rate Zip Code Digits
The Freight Rate Zip Code Digits combo box is used to determine how many digits of the zip code the Order/Invoice form should use when looking up the rates in the Freight Rate form.
Order Conversion
If Delete Transaction after Convert is selected, then every time you convert a transaction VisionCore will automatically delete the order or purchase order.
Summary Report Basis
This section allows you to choose either to make the Cash Basis reports available when printing reports or the standard GL reports, which is Accrual Basis. See Accounting Method - Cash or Accrual.
Force GL Account Structure
If Force GL Account Structure is selected, VisionCore will not allow you to continue to build your chart of accounts unless you have set those accounts to be the same with your Account Structure defined in the Account Structure form.
Display Posted/Unposted message - when this option is enabled the Posted/Unposted message box will be displayed after clicking the Post/Unpost button. To illustrate how this feature works, see Display Posted/Unposted message.
Check Credit Card Type before Posting
Check Blank Account Default
When this option is enabled, VisionCore will check if there are fields in the Security form > Default Accounts tab that are not filled in. If there are, then there will be a warning message for blank Default Accounts after logging in. See Check Blank Account Default
System Tab
Quicken Style Date Entry
This allows you to change any date in the program a day at a time by pressing the + or - keys. When you press the + key the date will increase by 1 day at a time and pressing the - key the date will decrease by 1 day at a time. If you use the + or - keys in a date field that does not have a date entered yet the program will automatically use the systems date and either add or subtract 1 day based on the key you pressed.
Check Number
This allows you to assign check numbers after printing a check. This is best used to prevent skipping of check numbers due to some printing problems like paper jam error. If this option is enabled, the To Be Printed checkbox on Check forms like Write Checks, Pay Bills (Multi-Vendor), Pay Bills and Vendor Prepayment are also enabled. See Assign Check Numbers after Printing.
Audit Trail
The Audit Trail area is used to select if you want VisionCore to keep a detailed audit trail of all events within the program. If you wish to view the audit trail at any time you can press the View Audit Trail button and the Audit Trail form will be displayed. There is an option to disable the Audit Trail if you do not wish to not use it.
Here you are able to Set the Workstation Date and Time and how many hours apart the server should be updated. It is recommended that you backup the server at least once per day. See: Set Date and Time.
Country Settings
The Default Country combo box field is mainly used to populate the default country when adding new zip codes. This will be defaulted to United States in the Sample Company as well as new company data files. Every time a user adds a new zip code, the country field will default to what was setup in the Default Country field. See: Country.
Decimal Place Settings
The Decimals Currency option where you can set your Decimals Currency to be used throughout the system (such as the Order, Invoice, PO, Bill, Write Checks, etc). See: Decimal Places in Sales Price and Cost fields
Inventory Tab
Inventory Defaults
The Warehouse ID is used to track inventory in warehouses and set to the default warehouse you want to use. "MAIN" is the default Warehouse that is setup for you in the Warehouse Locations form when you create a new database. This can be changed to any add warehouse record you create.
Select the default Inventory Item Type you wish to use when adding inventory.
Select the default Inventory Classification you wish to use when adding inventory.
Select the default Inventory Class Code you wish to use when adding inventory. The Inventory Class Code can be setup in the Inventory Class Code form by clicking the Ellipse button next to this field.
Inventory Cost Method
The Cost Method is a very important field to setup. You can choose from three different inventory cost methods, Average Cost, LIFO or FIFO. This allows you to select the way your inventory is sold. This will be the default costing method that the Inventory Items form will use when you add new inventory items.
Average Cost - Takes an average of the total inventory in stock to determine the cost of the inventory. This is the default selection when you create a new data file.
LIFO (Last In First Out) - Uses the cost of the Last inventory item purchased. This method will sell your inventory in an order of last purchased inventory or your newest inventory to be sold first. This is a good method for an antique dealer or any other company where inventory becomes worth more the older it gets. You would always want to sell your newest inventory before your oldest inventory in that case.
FIFO (First In First Out) - Uses the cost of the First inventory item purchased. This method will sell your inventory in an order of first purchased inventory or your oldest inventory to be sold first. This is a good method for a technology based company or any other company where inventory becomes worth less the older it gets. You would always want to sell your oldest inventory before your newest inventory then.
Inventory Display Options
Display Customer and Inventory Special Pricing Messages when creating invoices
By selecting this option any Customer Special Pricing or Inventory Special Pricing used will display a message letting you know that the customer or item you are selling is assigned a special price. This way you can alert your customer they are getting a better price than normal.
Prevent Negative Stock
By default the Prevent Negative Stock is enabled. With this feature being selected, this will prevent the stock to go negative. A message will display letting you know that the said transaction would make the stock negative.
Display out of stock message
By default the Display out of stock message is disabled. With this feature being selected, there will be a warning message every time an item is added to an Order or Invoice that is not available in stock. See Display out of stock message.
Display a message warning if the quantity Available is zero
If this option is enabled, a warning message will be prompted if Available quantity is equal or below zero. See Update Available Stock Quantity as you Leave Line Item.
Sales Tab
Credit Hold for Days Past Due
This field is based on the number of days you want to go by before the program puts a Credit Hold on a past due transaction. For instance, if you entered 60 in this field and you had a customer who purchased an item and has not yet paid for it, the program would check to see if the unpaid invoice was older than 60 days. If the invoice was older than 60 days, the program would alert you the next time you try and enter a new invoice or order for that customer. You then would have the choice of overriding the message and continuing on with the add order.
Defaults
Default Quantity
You can choose to change the default quantity of inventory items sold. For example, if you mostly sell products in groups of 3 you can set the default quantity to 3 so that when entering the line item in the order or invoice form it will automatically select 3 for quantity.
Important note: The default quantity is always set to zero unless you choose to change it.
Default Line Item Tab
The Default Tab field allows you to select the default tab in the Line Item Detail of the Quote, Order, Invoice, RMA and Credit Memo forms.
Bill To and Ship To Display
You can choose what additional information will be displayed in the Bill To and Ship To areas of all the Sales and Service transactions. Besides the name, address and city data you can choose to display the country, phone number/fax number, both the country and phone number or neither of them. If you choose the Phone Number VisionCore will use the first number it finds in the Contacts Method area of the selected customer. So make sure you enter the phone number you want displayed first in the list of the contact methods Line Item Detail.
Use Today's Date for PO Number
This feature, when enabled, will automatically assign today's date for PO Number field in Sales and Service transactions.
Track Discounts in General Ledger
This feature will allow you to turn on or off the detailed tracking of line item discounts to the GL when posting an Invoice. If the option is on, VisionCore will add two extra entries to the GL. The first will Debit an Expense account for the percent discount given and the other entry will Credit a Cost of Sales account for the discount given.
Check for Duplicate PO Number
By selecting this option a message will display letting you know that the Customer PO Number entered already exists in another Invoice.
When processing Orders use the Order Number as Invoice Number
This feature when enabled, will use the Order Number as the Invoice number when processing Order to Invoice.
Enable Back Orders
When this feature is enabled, and Accept BO checkbox in Customer form is also enabled, posting an invoice with Ship qty lesser than that of the Qty Ordered will prompt the user of a message asking to create back order or purchase order.
Display Customers Notes when adding New Order
You can choose to have the customers notes appear every time you create a new Sales or Service transaction. This can be handy if you want certain information displayed from the notes field of the customer form when you are creating a new order for them.
And Existing Orders
You can choose to have the customers notes appear every time you open an existing Sales or Service transaction. This can be handy if you want certain information displayed from the notes field of the Customer form when you are opening and existing order.
Display a warning if the Sales Price is less than the inventory item's Standard Cost, Current Cost or Average Cost.
By selecting this option a message will display letting you know that the Sales Price entered in the Sales transaction is less than the inventory item's selected Cost.
The field next to it is where you may select a cost that will be used for comparing the Sales Price.
Create the Service Level Agreement when processing Quote to Order/Invoice
When this preference is enabled and a user converts a Quote to Order or Invoice, the system will automatically create the SLA contract based on the setup of the item. After the Quote is converted, the system will display the Service Level Agreement form over the Order or Invoice.
Transfer Allocated Quantity to Invoice Shipped field
You can choose to automatically fill in the Shipped field in the Invoice form with the quantity entered in the Allocated field in the Order form when converting an order to invoice.
Allow manual entry of Serial Numbers at time of Order and Invoice
You can choose to manually enter the serial numbers for items that are serialized every time you create an Order or Invoice.
Automatically Create and Build Assembly Items when processing Orders
You can choose to automatically create and build assembly items when processing Orders to Invoice. If this option is on, upon processing Order to Invoice, a message will display letting you know if you would like to automatically build assembly items for the order.
Use Company Logo on printed invoices
This feature will allow you to have, or not have your company's logo on all printed Invoices. If the option is on, VisionCore will display and print the specified logo on all Invoices, Quotes, Packing Slips, Orders, Back Orders, Bills and Purchase Orders in the upper left corner. Without this feature selected, VisionCore will type text in this area pulled from the information you entered in the Company Setup form. By selecting this check box you will display the path, or Company Logo Directory, of where the company logo is stored on the local hard drive. To fit properly, the logo can be no larger than 2.9" wide x 1.5" high.
Show Warning for Zero Sales Price
This option when enabled will prompt warning message every time an Invoice or a Credit Memo is posted and one or more line items have zero Sales Price. This is also true when posting is done via Batch Posting form.
Update Inventory Item Fields on Sales forms after an Inventory Update
When this option is checked, any change made to an item will reflect on all Sales transactions(Quote, Order, Invoice, RMA, and Credit Memo) that use the item. See Rules on Update Inventory Item Fields
Automatically save line items when entering orders
When this option is checked, it will automatically save line items right after entering quantity on Ordered and Allocated field. This will then update Committed, Allocated and Available fields automatically. See Update Available Stock Quantity as you Leave Line Item.
Purchases Tab
Display Serial Number Form
If this option is checked then every time you create a new Purchase Receipt, the Inventory Serial Number form will open for inventory items setup to track serial numbers. This gives you a convenient way of adding add serial numbers for items you receive.
Display only the Inventory Item for the selected Vendor
When creating any kind of Purchase Transaction (Bill, Vendor Purchase Order, etc) the program will only display Inventory items for the selected Vendor. In order for this feature to work well, it is important that in the Inventory form you assign a Vendor ID to each of the inventory items. This way when you create a purchase transaction, the program can filter out all of the inventory that does not apply to that particular vendor.
Track Discounts in General Ledger
This feature will allow you to turn on or off the detailed tracking of line item discounts to the General Ledger when posting a Bill. If the option is on, VisionCore will add two extra entries to the General Ledger. The first will Credit an Expense account for the percent discount taken and the other entry will Debit a Revenue account for the discount taken.
Select New Vendor when processing a Purchase Receipt to a Bill
This feature will allow you select a different vendor when processing a Purchase Receipt to a Bill.
Automatically create a Bill after receiving a Purchase Receipt
This feature will allow you to automatically create a Bill after receiving a Purchase Receipt. If the option is on, upon clicking the Receive button in Purchase Receipt, you will get a message saying that the transaction was received successfully. Then when you click OK, another message will be displayed warning you that you are about to convert the selected Purchase Receipt to a Bill. You have the option at this point to cancel or go ahead and convert the selected record. If you confirm that you want to convert the selected record to a Bill, a message will be displayed saying that the Purchase Receipt has been converted to a Bill.
Automatically receive all Items when processing a PO to a Purchase Receipt
This feature will allow you to automatically receive all items when processing Purchase Order to Purchase Receipt. If this option is on, upon clicking the Process button, you will be asked if you wish to convert the selected Purchase Order to a Purchase Receipt. If you select, YES, a message will be displayed saying that the Purchase Order has been converted to Purchase Receipt. Then click again YES, and another message will be displayed saying that the transaction was received successfully. When you click OK, the Purchase Receipt will then automatically be tagged as Received.
Update Inventory Info. on Purchasing forms after an Inventory Update
When this option is checked, any changes made to an item will reflect on all Purchasing transactions (Purchase Order, Purchase Receipt, Bills, and Debit Memo) that use the item.
Payroll
Paycheck Default Hours
Enable the Use Employee Default Hours radio button and VisionCore will use the default hours on the Paycheck form.
If you enable the Use Timesheet Hours radio button this will pull in the hours off of the Timesheet versus the default hours.
If you enable the Use Time Clock Hours radio button this will pull in the hours off the Time Clock.
First Day of the Week
Allows the first day of the week on timesheet to be defined by the company. If you normally have your pay periods run from Sunday 8/3 to Saturday 8/9, you would select Sunday as the first day of the week in the pull down box.
Default Pay Period
Select the default Pay Period you wish to use in Pay Period field of Employee Setup form, Detail Tab.
Display Time Clock using Military Time
Enable this check box if you select to use military time in IN and OUT fields of Time Clock form.
Default Tab
Text Fields Casing
You can use this option to change the way the text you enter is formatted. This can be very helpful when trying to keep data consistently entered throughout the program.
Normal Case - Does not make any changes to the way text is entered. This would be how you turn this option off.
Upper Case - Will automatically capitalize every letter of every word.
Proper Case - Automatically capitalizes the first letter of each word and changes all the other letters to lower case.
Primary Field Casing
You can use this option to change the way the text you enter in primary fields is formatted. This can be very helpful when trying to keep data consistently entered throughout the program.
Normal Case - Does not make any changes to the way text is entered. This would be how you turn this option off.
Upper Case - Will automatically capitalize every letter of every word.
Proper Case - Automatically capitalizes the first letter of each word and changes all the other letters to lower case.
Sentence Casing
You can use this option to change the way the text you enter in a sentence is formatted. This can be very helpful when trying to keep data consistently entered throughout the program.
Normal Case - Does not make any changes to the way text is entered. This would be how you turn this option off.
Upper Case - Will automatically capitalize every letter of every word.
Proper Case - Automatically capitalize the first letter of each word and changes all the other letters to lower case.
Apply Discount/Interest for Receivables and Payables
There are three options here that will affect how discounts and interest are applied to the Receivables or Payables forms.
Entire Amount - Applies discounts or interest to the entire amount including sales tax, freight and other. This is the default selection when you create a new data file.
No Sales Tax - Applies discounts or interest to the entire amount except sales tax.
No Sales Tax or Freight - Applies discounts or interest to the entire amount except sales tax and freight.
Automatically Apply Payments to Payables and Receivables
If you enable this option every time you enter an Amount Paid in either the Receivables or Payables form the program will automatically distribute the payment among all the unpaid invoices.
Default Database Directory
You can select the default Database Directory by clicking the Ellipse button next to this field to browse for folder.
Posting
Allow Zero Entries in GL
You can enable or disable this option by checking or unchecking its checkbox. To illustrate how this feature works, see Allow Zero Entries in GL under How To Topics.
Recap Form will show what was posted in GL
You can enable this option if you would want to always show the accounts affected in a posted mode, whether the transaction is posted or not yet posted. To illustrate how this feature works, see Reverse Recap.
Add-Ons Tab
VisionCore has several Add-Ons Options. This tab lets you enable the Add-On modules that you have purchased. Each Add-On Module is discussed separately in the help File.
Click the Add-On Settings button to open the Add-On Preferences form where you can configure TranSentry Integration, ShipRush Integration, AbleCommerce Integration, TimeClock Plus and BizCore Central (Web) settings.
Click the checkbox if you want to enable the ShipRush Integration.
Note that before these add-on modules can work, you must make sure you have purchased and installed them properly.
Click the links below to guide you on how these add-ons work.
Buttons at the top of the form
The OK button will close and save the Company Preference form.
The Cancel button will close the form and will not save any changes you have made.
The Apply button will save the changes you have made without closing the form.
Related Topic:
Remove System Date and Time Button