Setup: Miscellaneous Setup: Miscellaneous
This screen is accessed from the Setup main menu.
Country
Select the country in which this company operates. The answer here will dictate the setup of payroll taxes and other items.
Currency Symbol
Select the Currency Symbol to be used throughout the accounting system.
Check Printing Language
Select the language to be used for the Amount in Words portion of printed checks.
Posting Options
Select the Posting Notification setting that best suits users of this system. When posting, the program can send a notification to all other users in the system and wait for a reply before Posting. If Notify Other Stations & Wait for Response is selected, posting cannot continue until all users have agreed with the popup notification that appears on their screens.
Posting Notifications (radio buttons)
Don't Notify Other Stations When Posting (radio button)
Select this option and no notifications will be posted.
Notify Other Stations When Posting (radio button)
Select this option if other users are to be notified when a posting is about to begin and in progress. As an example, when the user at this station tags an invoice batch and clicks the Post button, the following window appears.
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Other users logged into this company will immediately receive the following message:
This blue message merely informs the user that another user is about to post. They have the opportunity to close any procedures that may interfere with the posting. The moment the Post button is clicked at this station, the other users will receive the following message:
This red message indicates that the other station is currently posting. This message will remain in place on their machines until the posting is cancelled or either the Finish or Undo button is pressed to complete the posting, at which time the red message will disappear from the other stations.
Notify Other Stations & Wait For Response (radio button)
This option operates like the previous one with one notable exception. When other stations are informed of an impending posting, they are asked to respond when they are ready for the posting to take place. As an example, when the user at this station tags an invoice batch and clicks the Post button, the following window appears.
Other users logged into this company will immediately receive the following message:
This blue message informs the user that another user is about to post and asks them to respond when they are ready for the posting to take place. They have the opportunity to close any procedures that may interfere with the posting then click the Allow Posting to Proceed button. Once the user has clicked the button to allow the posting to proceed, the window will look like this.
Likewise if they click the Disallow Posting to Proceed button, the following will appear.
Meanwhile, back at the posting station, the following message will appear.
Here are listed all the other users who are currently logged into this company. As each of these users responds that they are ready for the posting to take place, a check mark will indicate their readiness.
Delete (button)
The listed user could be a phantom user (a user who did not close the accounting program properly or experienced a program failure). If this is the case, the operator can delete the user from this list using the Delete button.
Once all the other stations have responed, the posting may proceed. A timer is displayed which shows how much time has passed since the notification was published. If another user is away from their desk and cannot see the notification, the posting may still proceed; however, the user performing the posting will be warned of the situation with this message.
Posting Notification when Program is Minimized
If another station attempts to post while the accounting system on this station is minimized on the task bar, a bubble message will be displayed from the task bar that looks like this:
This will serve to inform the user that a posting is about to take place. When the accounting software is maximized and brought into focus, the normal notification window will be displayed.
When Invoice Dates are Outside Fiscal Period Date Range (radio buttons)
This option refers to Accounts Payable and Accounts Receivable invoice posting. Sometimes an invoice in a tagged batch will have an Invoice Date that falls outside the date range of the selected posting fiscal period. If this is the case, the system can ignore the situation, warn the user of the situation, or disallow the posting until the problem is fixed. Select the desired setting.
Ask user to advance Current Fiscal Period during posting (check box)
If a batch of invoices, timesheets, etc. is about to be posted, and the user selects a fiscal period that is ONE PERIOD HIGHER than the Current Fiscal Period, the program assumes this is the first posting of a new fiscal period, and asks the user whether they want to advance the Current Fiscal Period. If this box is unchecked, the system will no longer ask this question.
There are two methods of sending email from within the program. The first method is to use the default email program for this computer, such as Outlook. The second method is to send email directly through an email server, bypassing your email program.
Send messages using your default email program (radio button)
No additional settings are necessary for this option. When sending email, the program will send it through the outbox of your default email program.
Outlook Security Issue
If Microsot Outlook is the default email program, a security feature of Outlook will sometimes issue this warning to the user:
This warning will be displayed with a built-in delay for a few seconds, so the user can't immediately click the allow button. This warning can be a good thing, protecting Outlook from unwanted access by outside programs. However, if the accounting program is attempting to send a number of emails at the same time, such as the emailing of pay vouchers to employees, the warning can become tedious.
There is an Outlook add-in available from MAPILab called “Advanced Security for Outlook” that will remove this warning. Find information and download the add-in at this web address: https://www.mapilab.com/outlook/security.
Send messages using your email server (radio button)
The name of the outgoing email server and a port number must be provided in order for email to be sent. Use these fields to supply these values.
Outgoing Mail Server
Enter the name of the outgoing mail server. If you don't know your email server name, contact your IT professional.
Port
Enter the port, this is usually 25.
Encryption Method
If your email server requires encryption for outgoing email, enter the encryption method used here.
Email Address/Password
If your email server requires authentication, enter your email address and email password in these fields.
Send messages using A-Systems email server (radio button)
If your email server is web-based, you may have trouble getting the system to adhere to your server guidelines. If this is the case, you may A-Systems Email Server. The server settings will be preset and disabled.
Send Test Email (button)
Click this button to bring up an email send message window. Use this window to send a test email using the settings above.
The system can be instructed to close the program on a computer if no activity has been recorded for a user-specified length of time. If a number of hours and/or minutes are entered here, the system will automatically close down any running version of the program that has not been used for that length of time.