This window lists the available program options. You can drag an option line from the list and drop it into the option field in the settings or Terminal Preferences window.

File Path

File > preferences > Terminal Options > Show Option List

This file path takes you to the Program Options Listing

Each option is entered as text in the Option section of System, Group, User and Terminal settings. In addition, some options are License options that can only be activated when stated on your License Activation document. Options can be translated from CaliachMRP 4000 strings using the list below.

Each option has a set of privileges which determine where the option can be entered, and these are shown on the right.

Wherever options can be added, there is a Show Options List button. Click on this to view a window containing the available options with the appropriate privileges. You can drag and drop these options into the option text area you are maintaining.

Compiled in Program Version 6.00.  Help date last modified on 9 April 2024

Class woptionslist (Program Options Listing) last modified 25 May 2022 FP: File > System Manager > Calendars

The post Preferences: Program Options Listing          appeared first on Caliach.

This window enables you to manually run any of your Workflow Alert Checks. To use this window you must first have set up some checks in the Workflow Alert Checks Maintenance window.

File Path

File > Run a Workflow Alert Check

This file path takes you to the Workflow Alert Checks Selection window.

Operational Checks list

Lists the your operational checks. Select one to List or Print.

List Selected button

Click to review the operational check with current data. The Workflow Alert Check Result window will open to display the results of the check.

Print Report button

Click to run the operational check with current data and send it directly to a report.

Compiled in Program Version 6.00.  Help date last modified on 13 February 2024.

Class wAlertReportSelect (Workflow Alert Checks Selection) last modified 25 May 2022 FP: File > Run a Workflow Alert Check  

The post General Program Functions: Workflow Alert Checks Selection appeared first on Caliach.

The Company Details Maintenance window provides an ability for the System Manager to edit central data specific to your business conditions.

A ten-tab window is presented covering company base data, system settings and window default data which is used at various points in the program to ease keyboard data entry.

WARNING: Certain data items can only be changed and saved when you are the only user on the system. If you change a value, the Save Changes and Revert to Saved buttons become enabled. A message will also appear to indicate “Saving your changes requires Single-User operation”. In this case you can only save changes if you are the only user on the system.

Company details data is held in a single record in its own file. When a new data file is created, Caliach Vision creates a single record of company details with default data already entered.

When satisfied with any changes click on the Save Changes button.

File Path

File > System Manager > Company Details…

This file path takes you to the Company Details Maintenance window.

This window has 10 tabs

Business tab

Company full name

User company full name.

Your company full name of up to 40 characters that will be used on reports and windows. This is not editable and is provided as part of the license document Caliach.inf. Application must be made direct to Caliach if the contents require change.

Name extension

Company short name.

This is a short (15 characters) extension of the company name that is appended, with a space, to the company full name and used on all reports.

Multiple Names and Paths button

If you have multiple company name licencing, use this to set the name extensions and datafile paths.

Office address

The address is used in the printing of documents such as purchase orders, invoices, etc. This cannot be more than 120 characters, or 4 lines long otherwise extra lines will be truncated on documents.

Telephone number

Main company telephone number.

Fax number

Company fax number.

Telex number

Company telex number.

Default Email

Company default email address.

WWW address

World wide web URL for the company.

Company logo

Company logo – this will show on some standard reports, and your Navigator. Selecting the logo from your navigator will open the linked WWW address.

Right-click on the logo for a context menu allowing you to paste an image from the clipboard, or to remove the image currently held. This works in the same way as the contact image elsewhere in the system.

Last modified

Date and time this window was last modified.

Print button

To print a report of all company details. Right click for report destination.

Revert to Saved button

To edit the company details. No other users can be operating on the data file.

Save Changes button

To save changes to the company details. No other users can be operating on the data file.

Descriptions tab

Sales Discount Descriptions

Discount class 1 to 20 description.

Each Part is assigned a discount class of 0 to 20 (1 is default). Each customer is assigned discount rates for each class (other than 0 which is taken to be zero discount rate). When Sales orders are prepared the appropriate discount for the Part to that Customer is then applied by default, plus any quantity additional discount. The 20 non-zero discount classes can be assigned descriptive text as an ‘aide memoir’ during window entry. 15 characters are permitted for each descriptor.

User Defined Field Descriptions

User defined field descriptions row (columns Pa1 to Pa4 for ‘Pa’rts, ‘Cu’stomers, ‘Su’ppliers, ‘Jo’bs, ‘So’s, ‘Po’s, ‘Wo’s).

Parts, Customers, Suppliers, Jobs and Estimates, Sales orders and Quotations, Purchase Orders and RFQs, and Work Orders have 4 user defined fields. Field 1 is a single character, 2 is 4 characters, 3 is 18 characters and 4 is 30 characters. You can enter here a description for each of these fields and this description will be reproduced on windows that display the fields. These fields are provided typically for custom search and/or reporting requirements and are not otherwise processed by the system.

CUSTOM CAPABILITY: These descriptions can be used on any report, typically in square-bracket notation. They are held in a single row variable and can be expressed as:
[MCDFILE.MCDUSED.Pa1] for the parts 1 description
[MCDFILE.MCDUSED.Cu1] for the customers 1 description
[MCDFILE.MCDUSED.Su1] for the suppliers 1 description
[MCDFILE.MCDUSED.Jo1] for the jobs 1 description
[MCDFILE.MCDUSED.So1] for the sales orders 1 description
[MCDFILE.MCDUSED.Po1] for the purchase orders 1 description
[MCDFILE.MCDUSED.Wo1] for the work order 1 description

TIP: You can selectively get the system to inherit master record user defined field data onto documents. This is done by setting the following system options:
optJobInheritsUserFields
optPOInheritsUserFields
optSOInheritsUserFields
optWOInheritsUserFields

The option value is set to 1234, or any combination of those numbers. It will cause those Job, PO, SO or WO user defined fields to be inherited from the customer, supplier, or assembly part fields.

Variances tab

Purchase Order Variances – Quantity

Goods rec. qty. variance % limit.

During the goods receiving process, you may wish to have the option of completing a PO line item with a delivered quantity that is not exactly the ordered quantity. This can be useful to avoid leaving trivial quantities on back-order or, if the received quantity is in excess of that ordered, having to adjust the order prior to receiving it. To provide this feature, you can enter a variance limit in both quantity percent and value terms. For each PO line item, the system will apply the lower of the two values and permit, after a warning, line-item completion with that transaction. Purchase history and Inventory will reflect the actual receipt quantity.

Purchase Order Variances – Value

The goods received quantity variance value limit.

Work Order Variances – Kitting quantity

WO kit variance % permissible without creating shortages.

During the Work Order kitting process, you may wish to have the option of issuing a quantity that is greater or less than the BoM quantity. This can be useful where BoMs reflect average use of raw material. Works history and Inventory will reflect the actual kit quantity.

WARNING: If a kitting variance is permitted, care should be taken when returning a kit, as the system presumes the BoM kit quantity has been kitted.

Work Order Variances – Completion Quantity

WO receiving variance %.

During the WO assembly receiving process, you may wish to have the option of receiving a quantity that is greater than the ordered and kitted quantity. This can be useful where BoMs reflect average wastage of raw material. Works history and Inventory will reflect the actual receipt quantity.

Sales Order Variances – Quantity

SO dispatch qty. variance % quantity limit.

During the dispatch process, you may wish to have the option of completing a SO line item with a dispatched quantity that is not exactly the ordered quantity. This can be useful to avoid leaving trivial quantities on back-order or, if the dispatched quantity is in excess of that ordered, having to adjust the order prior to receiving it. To provide this feature, you can enter a variance limit in both quantity percent and value terms. For each SO line item, the system will apply the lower of the two values and permit, after a warning, line-item completion with that transaction. Sales history and Inventory will reflect the actual dispatch quantity.

TIP: This feature is usually only useful where you are selling by length and billing by weight, for example. In other words, is valid when the Sales Order quantity is only an estimate of the dispatch quantity.

Sales Order Variances – Value

Sales Order dispatch quantity variance as a % of quantity limit.

Batch on Dispatch – Quantity

Batch variance % permissible on dispatch.

During the dispatch process, you may wish to have the option of completing a SO line item with a dispatched quantity that is not exactly the quantity available from a whole batch. This can be useful to avoid having to split batches on dispatch where trivial inaccuracies in quantity of a batch is the case.

TIP: This feature is usually only useful where you have complex sales UoM multipliers and where measuring accuracy of batch quantities is not as great as the resolutions of quantities in the system. For example, where you are mixing chemicals by weight but you are selling in quantities of volume.

Money and Tax tab

System Currency

Symbols

Standard currency symbol for your business.

Caliach Vision is a multi-currency system enabling you to create POs and SOs in any currency defined in Currencies. The symbol entered here is the local currency that you normally work in. The text is used in documents. Any Sales or Purchase record has the currency code (or symbol) written to it. Hence, if you change the standard currency symbol the system will warn you and, if confirmed, replace the old code on all records with the new one. This can take some considerable time if there are many history and/or ledger transaction records.

WARNING: If the updating process is running, you MUST NOT INTERRUPT the processing, however long it takes. If you do, the Datafile must be discarded, and a backup used.

TIP: Alternatively, you can change your local currency to a new one. This special process does not just change the currency symbol but migrates all the appropriate values stored in the data to the new currency. For further details see the Local Currency Migration window.

Decimal

Monetary cent character (e.g. p).

TIP: If you use the # (hash or pound) character as your currency decimal character the cent portion of an amount printed in words on documents such as sales orders, invoices and cheques is suppressed. This feature is provided for large scale currencies such as Rupees and Yen.

Full name

The name of the currency.

Part Sales Price Group Currencies

Part sales currency price 1 to 5 currency.

5 currency parts pricing is possible in the parts master. Each part can be given a local sales price (in standard currency) and five prices in foreign currencies. You must enter here the currencies you want to apply to the 5 currency prices. They must be pre-defined as currencies in the appropriate “System Manager” section. When a SO is created in a foreign currency and that currency is one of these five and there is a non-zero price in the appropriate part currency price field, that price will be applied to the SO line item. Otherwise, the current currency exchange rate will be applied to the local price.

Currency Maintenance button

Click to review or modify currencies. It will open the Currency Control window.

Sales and Purchase Tax

Tax name

Sales Tax abbreviated name for Invoices.

Registration number

Sales Tax (VAT) registration number.

VAT (for European users) registration is a mandatory requirement on invoice documents. If nothing is entered here the VAT registration number line is not printed on invoices. The I.D is used to identify the type of tax on documents and windows.

EORI Number

Relevant EORI number.

Default sales non-part class

Default sales non-part tax class code. See the Tax Maintenance window for full details of the tax handling system.

Default purchase non-part class

The default purchase non-part class code.

Default sales part class

The default sales part class code.

Default purchase part class

The default purchase part class code.

Default customer regime

Default customer tax regime. See the Tax Maintenance window for full details of the tax handling system.

Default supplier regime

Default supplier tax regime.

Tax Maintenance button

Click to review or modify the tax structure and rates. It will open the Tax Maintenance window.

Sales Commission System Default

Non-part item class

Commission class default for non-part items (for choice of commission agent applicability on Job and SO non-part items). See the Commissioned Sales Agents Maintenance window for full details of the commission handling system.

Other sales items button

Commission class table. Commission class description.

Commissioned Agents Maintenance

Click to review or modify commission classes and agents. It will open the Commissioned Sales Agents Maintenance window.

Parts and BoM tab

Part, Bom and Inventory System Settings

Parent number prefix in SO configuration

Prefix characters for parent part number created in SO configuration.

When you use Sales Order Configuration to create a SO specific assembly from a set of options, the resultant assembly is given a part number constructed in the form XXX-123456-789. Where “XXX” is the prefix entered here, “123456” is the SO number and “789” is the line item of the order. The prefix cannot contain a “WO” as this would cause a clash with work order operation outwork purchasing. If the prefix is left blank, SO Configuration will not be accessible to any user on the system. Sales Order Configuration is set up in the Sales Order Configuration Options window.

Parent number prefix in Job configuration

Prefix characters for parent part number created in Job configuration. See above for more details.

Maximum BoM structural depth

Maximum BoM level number.

Having very deep multi-level Bills of materials may be appropriate for your products or manufacturing process. However, the deeper the Bills the longer processing can take and the greater the number of transactions needed to create an end product from purchased components or raw materials. As a deterrent against excessive BoM depth the manager can set a limit to the depth at which Bills can be created. Components cannot be added to a Parent part if the Parent equals or exceeds the limit entered here. In any event the maximum is 99. It is suggested that this is initially set low until it is found to be inadequate. In this way the business can start with optimum performance. When, during BoM maintenance, the limit is encountered the System Manager may increase the Maximum BoM Level value.

Goods receiving overhead rate

Goods receiving default overhead percent (can be overridden by PTMROVR)

This is an overhead (burden) rate that is applied to all purchased parts during Cost Roll-Up or when their price is confirmed after a PO receipt. If the part has a non-zero individual rate (PTMROVR), then this will apply rather than this global rate. If PTMPOVR is negative, the overhead rate will be zero. The subsequent overhead amount is stored in the “Receiving overhead” field in the Parts Master record. The rate can be any range from 0.00 to 999.99% and applies to the prime (material) cost. This rate can be used to account for goods receiving costs such as inward freight, PO and stores administration, etc..

WO receiving overhead rate

WO receiving default overhead percent (can be overridden by PTMROVR).

This is an overhead (burden) rate that is applied in a similar manner to the Goods receiving overhead rate but in this case applies to assembly parts. It is only used during Cost Roll-Up. If the part has a non-zero individual rate (PTMROVR), then this will apply rather than this global rate. If PTMPOVR is negative, the overhead rate will be zero. The subsequent overhead amount is stored in the same “Receiving overhead” field in the Parts Master record. The rate can be any range from 0.00 to 999.99% and applies to the This-level material, labour and labour overhead cost. This rate can be used to account for WO handling and stores costs.

Mass units descriptor

Mass units for window/report display.

This is a window and report descriptor for the units of mass (weight) used throughout the system. Parts can be given a value for their mass and process route operations can be given a value of mass change. You should settle on a standard for your business, e.g. Kgs., Lbs. etc..

Batch number prefix character

Batch numbers are seven characters long, created automatically by the system for inward part inventory transactions when the part is flagged as tracked. There are two batch numbering system options, controlled by a system preference, both generate a number up to 6 digits long. The prefix character is appended to the generated number. You can use this prefix to group batch numbers. You are restricted to numerals 0 through 9 and upper case letters A through Z only. In addition, you cannot use any character that has already been used and is currently on file. See also System Preferences topic for control of the batch numbering system.

Purchase Parts Performance Factors (Sum=100)

Factors are used to load the four Purchase parts performance indicators to produce the overall performance of the supplier for a part. The factors are used on the purchase parts maintenance window and during the global changes function for calculating performance. The factors must add up to 100. If all four are given the value 25, then each indicator will be equally weighted. If one is given 100 and the others 0, the overall rating for the supplier will be solely based on that indicator.

Delivery speed

Delivery speed performance factor (0-100).

Delivery reliability

Delivery reliability performance factor (0-100).

Price

Price performance factor (0-100).

Quality

Quality performance factor (0-100).

Materials Costing Method

When costs for parts are updated either in product costing roll-up or updating costs, the basis on which purchased parts and material current costs are updated is governed by your selection here. Last price paid simply takes the unit cost in the last purchase history record. First in First out (FIFO) takes account of the current inventory physical quantity and calculates the current costs based on the preceding history of purchases assuming that receipts into inventory are consumed in the order they are received. Last in First out (LIFO) uses purchase history in the same way as FIFO but assumes that newest receipts are consumed first. Average of history uses all purchase history records for the part and calculates a weighted average cost for the part. See the Product Costing window for more details.

Last price paid

Stock valuation method (0=Last,1=FIFO,2=LIFO,3=Average).

First In First Out

Stock valuation method (0=Last,1=FIFO,2=LIFO,3=Average).

Last In First Out

Stock valuation method (0=Last,1=FIFO,2=LIFO,3=Average).

Average of History

Stock valuation method (0=Last,1=FIFO,2=LIFO,3=Average).

Static Date (Average of History Only)

Allows you to select a date from which purchase history is averaged, when the static date sub-method is selected. Leave empty for all time average. {MCDFILE.MCDAVDAT}

Rolling Period (Average of History Only)

The number of days, counted back from today, over which purchase history is averaged when the rolling period sub-method is selected. Minimum 183 days; you are warned if you enter less. {MCDFILE.MCDAVDAY}

ABC Class Value Breaks

The ABC codes for parts can be assigned automatically as part of MRP processing. The total value of the recommendations from the MRP plan (see MRP processing help) on a “This-level” basis is calculated. Then the parts accounting for the most ‘A value break’ value of the total are given ‘A’ class, those remaining that account for above ‘B value break’ value of the total are given ‘B’ class, those remaining that account for above ‘C value break’ value of the total are given ‘C’ class. Parts contributing less than ‘C value break’ or are not involved in the MRP results are cleared of any class. When editing ‘A’ must be greater than ‘B’ which must be greater than ‘C’.

Defaults tab

System defaults for documents and new master records. When new file records are created using window entry, some entry boxes are initialised with a value. This is done to speed the entry process. Many are set by the system. However, some can be set by you in this area.

Stock unit of measure

Default stock unit of measure.

This appears for new parts on the Parts master maintenance window and can be up to 6 characters in length.

Delivery code for purchases

Default delivery point code.

This is the code identifying the delivery data record that will be applied, by default, to all purchase orders when being created. The delivery details must be pre-defined.

Country code

Default country code.

This code must be pre-defined in the Country codes maintenance window and is, by default, applied to new customer and supplier entries.

Country description

Country title.

Countries button

Click to review or modify the countries. It will open the Country Maintenance window.

Quotation validity days

Default quotation validity days.

Payment days

Default payment days for invoices.

Days

Customer payment days.

You can choose to either apply Customer payment Days or Months by selecting the appropriate radio button.

WARNING: The Days or Months option applies to specifically entered payment and quick-payment days for customers as well as the default. If you change, make sure the values are appropriate. The system will permit a payment period of 30 months! Use Global Changes.

Months

Customer payment months rather than days.

Quick pay days

SO or Job default quick-payment days (or months) for invoices (0 = same as payment days).

Customer days from

Customer payment days from type (0=Today,1=Month-end,2=Period-end).

You have the option of choosing the point from which the default payment date is calculated for Invoices. The default is to calculate the date from Today, i.e. the Invoice date. Otherwise, you can have the date calculated as the payment days from the end of the current calendar month or the current sales ledger period-end. Period-end is the same as Month-end when you do not have the Ledgers license option.

Sales Order payment terms

Default sales order payment terms.

This is the default text (up to 1000 characters) that will be entered in each new Quotation or Sales Order if there is no specific Customer Payment Terms.

Part Index 1 code

Default part index code 1.

These are the default index codes assigned to new Parts, Customers and Suppliers. These fields must be filled.

Index Codes button

Click to review or modify the index codes. It will open the Index and Other Code Maintenance window.

Parts Index 2 code

Default Part Index code 2.

Customers Index 1 code

Default Customer Index code 1.

Customers Index 2 code

Default Customer Index code 2.

Suppliers Index 1 code

Default Supplier Index code 1.

Suppliers Index 2 code

Default Supplier Index code 2.

Localisation tab

Options for localisation such as date formats.

Date format style

Date presentation style of user.

The system allows you to determine the format of dates on windows and reports. A code can be entered in this field to determine the date style. The code is made up of the following characters:

Y = the year (93)

y = the year with century (1993)

C = the century part of the year (19)

M = the month number (01)

m = the three letter abbreviation of the month (JAN)

n = the month in full text (January)

D = the day number of the date (15)

d = the day as text (15th)

W = the day of the week (5)

w = the day of the week (Friday)

Examples are as follows:

m D,y displays JAN 15,1993

D m y displays 15 JAN 1993

M/D/Y displays 1/15/93

YMD displays 930115

D-m-19Y displays 15-JAN-1993

WARNING: All Caliach Vision date entry fields, list and report data are assumed to be no longer than 12 characters. You should therefore refrain from using the text style options that will inevitably cause some dates to exceed this limit.

TIP: There is also an option that can be used to extend time and datetime data to show Seconds and/or Centi-Seconds. optTimeShowSecs when set to 1 or 2 will show time and datetime data with seconds (1) and centiseconds (2) added.

Warning: columns in lists and reports may overflow.

System separators

System separator characters (5 characters: 1 = decimal point, 2 = thousands separator, 3 = function separator, 4 = import/export decimal point, 5 = import/export comma delimiter).

You can change the usual . (full-stop, period mark) character as the decimal separator in numbers displayed and printed in the entire system. For some European countries a , (comma) character is used. (E.g. 10,50 for the more normal 10.50). There is a limited range of characters you can use. They are:

!”#$% ‘()*+,-.

Take great care with using these as they can cause a great deal of confusion. The use of the character you set here applies only to the use of a particular datafile and only within the system.

You can also change the usual , (comma) character as the thousands separator in long numbers displayed and printed in the system. For some European countries a . (full-stop, period mark) character is used. (E.g. 1.000.000,00 for the more normal 1,000,000.00).

Financial Year End

Financial year end (used in some date calculations). Actual year is unimportant.

Starting day of the week

First day of the week (used in date calculations) 1=Mon.

Base language code and name

Local base language: Use ISO 631-1 language code. e.g. en.

Local base language name. e.g. English.

Language swap languages

Language Swap code,name; language pairs e.g. fr,French;th,Thai.

For details see Introduction to the Language Swap System.

Extreme character Unicode (hex)

Extreme Unicode character for searches in hex format up to 10FFFF.

When searches are made and you enter a search range in a typical report selection window, if you don’t enter anything in the to range field the system will enter for you a single character that is presumed to be greater, in search terms, than the values in the data. To accommodate the universal character system of Unicode and when you use characters which are from high Unicode values, you may need to choose a higher value for this than our 221E default value. The maximum you can enter is 10FFFF and what you enter must be in hexadecimal format.

Document Numbers tab

To review or change the system’s document serial numbers. These document serial numbers are automatically incremented when documents are created in normal processing. They can be edited here. You can decrement the numbers, but great care must be taken that the subsequent values for documents do not already exist as historic documents.

Dispatch Note

Last Dispatch Note number used.

Sales Invoice

Last Sales Invoice number used.

Purchase Order

Last Purchase Order number used.

Sales Order

Last Sales Order number used.

Works Order

Last Works Order number used.

Job

Last Job number used.

Batch

Last Batch number used.

Goods Received Note

Last Goods Received Note number used.

Return Note

Last PO Return Note number used.

Non-Conformance Report

Last Non-Conformance Report number used.

Stock Transfer Document

Last Stock Transfer number used.

Marketing Business ID

Last Marketing Company created.

Address ID

Last additional Address serial number.

Contact ID

Last Marketing contact created.

Quality Assurance event

Last Quality Assurance event serial number.

Shipping Load

Last Shipping Load number.

Purchase Part ID

Last Purchase Part ID number.

Team Calendar Event ID

Last Team Calendar Event ID number.

User Sequence Number 1-5

Last User 1-5 sequence number used.

Revert to Latest Numbers button

Re-reads the latest serial number data from the database and overwrites any changes to numbers you may have made and not saved.

Save Changes to Numbers button

Saves any changes to document numbers you may have made. You must be the only users connected to the data file.

Last Modified

Last modified date and time.

Address Styles tab

This window controls the default customer, supplier, and marketing address styles.

The checkboxes are used to indicate which element of the address and contact data should or should not be included in the address style for the linked document. Right-Click on each element to control font enhancements of Bold, Italic or Underline.

Others tab

Other system-wide values and program support services.

Period dates

All three sets of period start dates are displayed on this window as they are part of the Company details file. However, they cannot be changed. These dates are generated automatically when they are rolled-over during the period-end routine.

Stock Usage Period Start Dates

Part Usage period 1 to 3 start date.

Within the Parts master file data is maintained on the consumption of parts from inventory (stock) for three periods of time: Period 1 is from its start date to today’s date; Period 2 is from its start date up to, but not including Period 1’s start date; and Period 3 is from its start date up to, but not including, Period 2’s start date.

Customer Sales Period Start Dates

Customer period one to three start date.

Supplier Receipts Period Start Dates

Supplier period one to three start date.

Support Services

Support source identification (controls default update FTP site and fault email address).

NOTE: If there are language variants of the program, then you should set this to the language of your installation so that you receive updates in the appropriate language.

Support Server access username

CMS Internet upgrade ftp server access username.

Print Licence Order Form button

Select to open the License Application Data Entry window.

Database Type

Select which database type this is.

Convenience functions

You can use this to copy or move certain directories of the Caliach Vision installation from their local installation location to the datafile directory, typically on a server. The contents of these directories will then be common to all users attached to the datafile. This can be useful to ensure backups are made regularly and it can be much more convenient for system management. However, using local directories will reduce network traffic. Moving a directory, rather than copying it will delete the local files. The process operates recursively on directories to any level.

Copy Local to Server button

This will copy the database to the local server with the relevant convenience functions selected.

Compiled in Program Version 6.00. Help date last modified on 14 November 2022

Class wMcdEdit last modified 25 May 2022 FP: File > System Manager > Company Details…

The post Manager Controls: Company Details Maintenance appeared first on Caliach.

The commission system enables you to set up any number of agents and commission pools to which sales commissions can be logged and posted automatically when invoices are created.

Commissions are logged in a commissions log file when they are earned and optionally posted to the appropriate account if you have the ledgers license option. Postings can alternatively be posted manually or as part of the A/R month-end process.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

File Path

File > System Manager > Commissioned Agents…

This file path takes you to the Commissioned Sales Agents Maintenance window. This window has two tabs.

Commissioning Class Tab

Before you can add a commissioned Sales Agent, you must define your commissioning classes.

To do this, click on the New Class button and enter a single character into the class box eg. G or W.

Click on the description box and enter the name of the commission type eg. General Commission or Warranty Commission.

Click Save. Your new commissioning class will appear in the list on the left.

BUTTONS AND FIELDS

Commission Class List

Here you will see a list of all commissioning classes. You can edit the description field here.

Class

The name of the commission class should be entered here.

Description

Enter the description of the commission class here.

New Class Button

Select to add a new class to the system.

Revert Button

Selecting this button will revert to the last saved data.

Save Button

This will save the new edited class and commission data to file.

Print Report Button

Select this button to print a report of the class and commission set up.

Commissioned Agents Tab

Entering a New Commissioned Sales Agent

Select the New Agent button.

In the Agent code field enter the unique identifier for the new agent.

Enter the agents name in the description field.

Cost Posting a/c

In this box you would enter the cost postings account code you would like this allocated to. This can be completed later.

Accural a/c

Here you would enter the accrual account code. This can be completed later.

Ledgers Posting

Tick this box if you would like the system to automatically post to ledgers when commission is earned. This can be completed later.

WARNING – This has no operating value without the Ledgers program license option. When this option is used the cost and accrual postings are made at the same time as invoice postings. This can greatly increase the transaction rate for sales.

Supplier Posting

Related supplier code is needed to generate postings of accrued commission to an A/P account. This can be completed later.

Tax Class

Enter the tax class for this commission.

Pool Membership

Commission pool commissioning agent Id list (comma separated if a member of more than one pool).

Pool Points

The commissioned Sales Agent’s pool points for each pool they are a member of will be entered in this field.

Classes Applicable

Enter the commissioning class for your agent in this field.

% Rate

This is the percentage rate of commission allocated to the agent.

Calculation Method

Click on the dropdown list and choose the method you would like to calculate the commission by.

Flat Rate £

You can enter a flat rate per sale commission in this field.

Deleting a Commissioned Agent

To delete a commissioned agent, highlight their name in the list and press delete on your keyboard.

Creating a Pool Commissioned Account

A commission pool is created in the commissioned agents tab the same way as an agent. Enter the up to three-character code you would like the commission pool to be known as, in the agent code field eg. WP

In the description enter a description of the pool eg. Warranty Pool.

Leave the pool membership and pool points fields empty.

Enter the class code and the rate of commission as appropriate.

Choose the calculation method and if applicable, the flat rate for this commission pool.

Select save. Your commission pool is now set Cost Posting account Cost Posting account

BUTTONS AND FIELDS

List Field

This is a list of all agents. Highlighting an agent will bring up all their details on the right-hand side.

Agent Code

The agent’s unique identifier is entered here.

Description

The description of the commissioned sales agent.

Cost Posting a/c

G/L account for cost posting of commission on invoicing.

This field only has a value for custom reports when you are operating without the Ledgers program license option.

Accural a/c

G/L account for accrual posting of commissions on invoicing.

This field only has a value for custom reports when you are operating without the Ledgers program license option.

Ledgers Posting – Automatically when commission earned

Tick this box to automatically post to ledgers when commissioned earned.

WARNING This has no operating value without the Ledgers program license option. When this option is used the cost and accrual postings are made at the same time as invoice postings. This can greatly increase the transaction rate for sales.

Supplier Posting

Related supplier code needed to generate postings of accrued commission to an A/P account.

Tax Class

Supplier posting tax class when commissions are posted as invoices.

Pool Membership

This field is for entering the unique commissioning class code for the pool memberships the agent is part of if applicable.

Pool Points

The points the agent has for each pool is entered here.

Classes Applicable

This shows which commissioning classes the agent is part of.

% Rate

The % rate of commission the agent is entitled to is entered here.

Calculation Method

This field has a dropdown menu for you to select the type of commission for this agent.

Flat Rate £

You can enter a flat rate to pay the agent per order in this field.

NOTE: Commissions are not logged on dispatch when the sales order is marked as No Invoice on Dispatch nor for a Cash-Before-Delivery Invoice until it is dispatched.

TIP: Commissions equally operate for Returns for Credit or ad-hoc Credit Notes and these produce negative log entries which reduce the agent’s net entitlement.

TIP: Commissions are earned when invoices are raised which is when the sale is recorded. No account is taken of whether the invoice is subsequently paid by the customer. In the event of bad debts that cannot be handled by credit notes, where your commission rules demand, you must manually adjust the payments to agents or apply reverse postings (see the Sales Commissions Review window for these functions).

WARNING: Without the Ledgers program license option Commission Logging can only be processed manually and reports used to determine agent payments.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Compiled in Program Version 6.00.

Class wComMaint (Commissioned Sales Agents Maintenance) FP: File > System Manager > Commissioned Agents…

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The Descriptions tab allows you to change the name of your sales discount and user defined field descriptions. These allow entry of discounts in the financials tab in the customer maintenance window.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

File Path

File > System Manager > Company Details…

This file path takes you to the Company Details Maintenance window. Select the Descriptions tab.

Sales Discount Description

Each part is assigned a discount class of 0 to 20 (1 is default). Each customer is assigned discount rates for each class (other than 0 which is taken to be zero discount rate). When sales orders are prepared the appropriate discount for the part to that customer is applied by default, plus any additional discount.

To assign a descriptive name for each class, highlight the txt in the editable box next to the appropriate Class number and type in the name you would like to enter. Repeat this step for each class as required. Once you have completed this the Revert to Saved and Save changes buttons will become active. Select save.

The information you enter in the sales discount descriptions change the name of the discount class you select in you Parts Maintenance window in the selling tab.

Renaming the User Defined Descriptions

In each section, highlight the txt in the editable box next to the appropriate description number, then enter in the name you would like to use. Repeat this step for each field as appropriate for each type. Once you have done this the Revert to Saved and Save changes boxes will become active. Select save.

The information you enter into the user defined field descriptions will change the name of the user defined fields in your parts maintenance window in the ‘others’ tab.

BUTTONS AND FIELDS

Sales Discount Descriptions

Each Part is assigned a discount class of 0 to 20 (1 is default). Each customer is assigned discount rates for each class (other than 0 which is taken to be zero discount rate). When Sales orders are prepared the appropriate discount for the Part to that Customer is then applied by default, plus any quantity additional discount. The 20 non-zero discount classes can be assigned descriptive text as an ‘aide memoir’ during window entry. 15 characters are permitted for each descriptor.

User Defined Field Descriptions

Parts, Customers, Suppliers, Jobs and Estimates, Sales orders and Quotations, Purchase Orders and RFQs, and Work Orders have 4 user defined fields. Field 1 is a single character, 2 is 4 characters, 3 is 18 characters and 4 is 30 characters. You can enter here a description for each of these fields and this description will be reproduced on windows that display the fields. These fields are provided typically for custom search and/or reporting requirements and are not otherwise processed by the system.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Compiled in Program Version 6.00. Help date last modified on 15 June 21

Class wMcdEdit (Company Details Maintenance) FP: File > System Manager > Company Details…

The post Company Details Maintenance – Descriptions appeared first on Caliach.

This tab is where your business address and contact details are entered.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

File Path

File > System Manager > Business

This file path takes you to the Company Details Maintenance window. Select the Business tab.

BUTTONS AND FIELDS

Company full name

Your company full name of up to 40 characters will be used on reports and windows. This is not editable and is provided as part of the license document. Application must be made direct to Caliach if the contents require change.

Name Extension

This is a short (15 characters) extension of the company name that is appended, with a space, to the company full name and used on all reports.

Multiple names and paths

If you have multiple company name licensing, use this to set the name extensions and datafile paths. It will open the Multiple Company Names Maintenance window (which gives full details of Multiple Company Names License operation). This button is only available when there is more than one License Company Name.

Office Address

The address is used in the printing of documents such as purchase orders, invoices, etc. This cannot be more than 120 characters, or 4 lines long. Extra lines will be truncated on documents.

Telephone number

Enter your company’s main telephone number.

Fax number

Enter your company’s fax number.

Telex number

Enter your company’s telex number.

Default email

Enter your company’s main email address.

WWW address

Enter your company’s main web address.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Compiled in Program Version 6.00. Help date last modified on 15 June 21

Class wMcdEdit (Company Details Maintenance) FP: File > System Manager > Company Details…

The post Company Details Maintenance – Business appeared first on Caliach.

This tab is for entering your company’s default entries for documents and new master records.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

File Path

File > System Manager > Company Details…

This file path takes you to the Company Details Maintenance window. Select the Defaults tab

BUTTONS AND FIELDS

Stock unit of measure

This is your default unit of measure. This appears for new parts on the Parts Master maintenance window and can be up to six characters in length.

Delivery code for purchases

Enter your main delivery point code that you set up in previous steps. Click here for delivery details guide.

Country code

This code must be pre-defined in the country maintenance window and will by default will be applied to new customers and supplier entries. Click here for Country Maintenance guide.

Country name

The country name will auto fill once you have entered the country code.

Countries… button

Select to review or modify the countries. This will open the Country Maintenance window.

Quotation validity days

This is the days your quotations are valid for. The system default is set to 30 days but you can change this as appropriate.

Payment days

This is the default payment days for invoices. The system default is set to 30 days but you can change this as appropriate.

Customer days

You can choose to apply customer payment by days or months by selecting the appropriate button.

Quick-payment days

You can choose to apply a discount if your customer pays within the payment days set for invoices.

Customer days from

You have the option of choosing the point from which the default payment is calculated from the invoice date. The system default is from today, but you can choose Month-end or Period-end by selecting the button next to the wording.

Period-end is the same as Month-end if you do not have the Ledgers licence option.

Payment terms

The system default is set to ‘Payment Net 30 days’. This text can be changed up to 1000 characters and will be entered in each new Quotation or Sales Order.

Index Code fields

These are the default index codes assigned to new Parts, Customers and Suppliers that have been previously set up. These fields must be completed. Click here for Index Code guide.

Index Codes… button

Click to review or modify the index codes. This will open the Index and Other Code Maintenance window.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Compiled in Program Version 6.00. Help date last modified on 15 June 21

Class wMcdEdit (Company Details Maintenance) FP: File > System Manager > Company Details…

The post Company Details Maintenance – Defaults appeared first on Caliach.

The Company Details Maintenance window allows the System Manager to edit central data specific to your business.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

File Path

File > System Manager > Company Details…

This file path takes you to the Company Details Maintenance window. This window has 10 tabs. Each tab has its own guide in the main set up guide.

BUTTONS AND FIELDS

Print Button

This will print a report containing all your business details.

Revert Button

This will recover the last saved version.

Save Button

Select to save any changes you have made.

Last Modified

This indicates the last time the Company Details Maintenance window was modified.

Certain data items can only be changed and saved when you are the only user on the system. If you change a value, the Save Changes and Revert to Saved buttons become enabled. A message will also appear at the bottom right to indicate either “Saving your changes can be made with other users on the system” or “Saving your changes requires Single-User operation”. In the later case you can only save changes if you are the only user on the system. If you are not, you will receive a message with the Multi-user Warning Message.

The Default tab should be completed first.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Compiled in Program Version 6.00. Help date last modified on 15 June 21

Class wMcdEdit (Company Details Maintenance) FP: File > System Manager > Company Details…

The post Company Details Maintenance – Overview appeared first on Caliach.

Index codes are used to index or classify customers, suppliers, and parts. You can also set up marketing project codes and incoterms from this window.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Initial Set up of Index Codes

File > System Manager > Index Codes

This file path takes you to the Index Code Maintenance box (headed as Marketing Project Code Maintenance as this is the type automatically selected).

Select New

Select customer index 1 and click the new button. This will bring up New Index Code window and will prompt you to enter a code eg. ’NEW’.

We recommend you enter ‘NEW’ for each initial index type.

Enter a description for each code

Click then hover your mouse over the description line next to the appropriate code and enter a description of the new code eg. NEW – New Customer Index Code 1/ New Customer Index Code 2/ New Parts Index Code 1 etc. Enter as many subcategories for each index code as required.

Index codes must be set up to allow you to enter new customers, parts, and suppliers.

Marketing Project

Marketing Project codes are optional codes for Marketing, Customer and Sales data and are set up in the same way as the index codes.

Incoterms

Default Incoterms are set up in your database. You can add as many as you want in the same way as the Index codes.

BUTTONS AND FIELDS

Code List Field

Here you will find all index codes for the selected class. You can edit the description by clicking on the required line and hovering the mouse. This list can be sorted A-Z or Z-A by clicking on the heading.

Code Type field

You can select which index code you would like to see or amend by clicking the circle next to it.

New

This creates a new blank record in the file. You will then be able to enter the details for the record and confirm with the ok button or abandon with the cancel button.

Print Button

This will print a report of all your index and incoterm codes. Right click to select report destination.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Compiled in Program Version 6.00.

Class wIdxEdit (Index Code Maintenance) FP: File > System Manager > Index codes

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OVERVIEW

In the Delivery Details Maintenance window, you can set up as many delivery points as your business requires eg. Goods In, Head Office, Storage Warehouse etc.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Goods-Inwards Delivery Details Maintenance

File > System Manager > Delivery Details…

This file path takes you to the Goods-Inwards Delivery Details Maintenance window

Instructions Tab

To enter a new goods inwards address, click the Add button. You can add as many new delivery points as required.

Enter a two-character delivery point code of your choice.

In the Purchase Order delivery instructions field, enter any instructions you would like to appear on your purchase order for deliveries to this address eg. Please include a packing note with ever delivery.

Standard Txt PO delivery Instructions – completing this box is optional. These instructions can be set up in the purchasing standard Text Maintenance Window.

Address Tab

Enter all relevant information for the delivery point in this window.

The description field can be the name you call the delivery point eg. Warehouse 2.

The Comments field is for your reference only and does not print out on any report.

Incoterms field has a drop-down menu. To choose from the list click the show button – this does not have to be completed.

In the places field you can insert a named place or port – this does not have to be completed.

Contact Tab

Click on the + button on the right hand side to enter point of contact for this address eg: Warehouse Manager. You can only add one point of contact for each delivery point.

In ‘Dear’ field, you can enter how you would like any letters to start eg. Dear Julian

Description field is for your reference only eg. Head office. This makes it easy to select the correct address when you have multiple delivery points.

IP Voice field is for Internet telephone numbers if relevant.

Comments field is for information that will go on the Contact photo page

A photo can be inserted into the small box next to the comments box by copying an image and pasting it to this box. This can then be used for identification by right click on the image, select zoom then print. (see image below)

BUTTONS AND FIELDS

Delivery Point Code

This shows the delivery point details for purchase orders.

Delivery Point List

This list shows all delivery point details held on file. Use the drop down to show all records and click on the record to show all details in the window.

Address

Delivery point address and contact information is entered here.

Contact

Information and image of the point of contact for the delivery point entered here.

Add Button

This will create a Copy of the current record displayed on the window. You will then be able to change the details. Confirm with the save button or abandon the new record with revert.

Delete Button

Select this button to permanently remove the currently selected record from the file. If you are permitted to delete the item, you will be asked for confirmation before you can continue.

Print Button

Select to print a report of all delivery details on file. Right-click to select report destination.

Revert Button

This will revert to the previously saved details.

Save Button

This will save new details entered.

This article is part of the Vision Setup Guide. Click Here to return to the Setup Guide.

Compiled in Program Version 6.00.

Class wDelEdit (Goods-Inwards Delivery Details Maintenance) FP: File > System Manager > Delivery Details…

The post Delivery Details Maintenance appeared first on Caliach.