Defaults is a multi-page layout that sets many standard values which are used through out CommerceExpert/WebClerk. There is only one record in the "Defaults" file.
GOTO File menu> Show Defaults
There are two pages in the "Default" record. Access these pages through the Navigation Pallet in the upper left of the "Default" window.
The first page of this record is the "Genera"l page. Information about the Company using the software (User) is entered on this page.
The address information is used in creating return addresses on various documents.
OverView of the defaults
Play Movie: d1_OverV.MOV
The following require some explanation:
Logo is a picture field which prints on various forms. The "Logo" area is limited and cannot exceed the size of the box in the layout. Create the logo in a drawing or paint program, copy it to the clipboard open the Default Record and paste the contents of the clipboard into the Logo.
NOTE, if copying from a PostScript program, use "Option"-"Copy"
Dial Out field is needed for auto dialing if the phone system requires you to dial a number for an outside line (typically ‘9’).
Alt Format is used when using phone numbers that are not in the US standard of (###)###-####. This is most typically used for foreign numbers. CommerceExpert/WebClerk has the built in intelligence that if the “Country” field within a Customer’s record contains something besides North American it will use the Alt Format.
Tax ID is a field for your federal tax id number.
FOB is the default setting for FOB (Free on Board). This can be modified for each shipment.
Statement Controls determines the “grace” period between when an Invoice payment is overdue and a Statement is printed, using the designated 30, 60 or 90 day message.
Statement, structuring your efforts to compete for payment
Play Movie: d2_State.MOV
Day’s between Statements determines the period between statements to Customers that are overdue on their payments.
For example, lets say the “Days between Statements” is set at 30. You print statements once a week and this week you sent statements to 35 customers. Next week those 35 Customers would not receive a Statement again but they would receive another Statement in 30 days.
Period 1, 2, 3 are buttons. Click on the desired button to view or modify the Heading or Closing Comment. These Comments print on Statements.
When a "Customer" record or group of "Customer" records are selected for printing Statements, the heading and closing is determined by the Customer’s oldest outstanding balance.
The balance due category is determined by the number of days past the terms due days that the unpaid balance has gone.
Condition Messages (Inv, PO, and Ord) are "radio" buttons to activate the Heading/Conditions area so you can type in a message that will be associated with a Sales Order (Ord), Invoice (Inv) or Purchase Order (PO) . These messages can be printed on forms within the respective files.
To set or modify a message, click on the "radio" button next to the desired condition.
If the box is activated for the Confirm on Accept and Cancel, a dialog box opens requiring a confirmation of accepting (saving) or canceling a record. Going back to the record, or continuing to leave the record, while either saving or canceling changes is then permitted.
Allow AppleEvents should be set at 0 this is a special feature requiring additional support from JIT.
Max Array Size (Network) should be set at a number between 20-200. This is the number of records to be displayed in various layouts. The larger the number the more network time is taken to pull the records up.
Process Allocation is used to increase ram for the process of opening more that one window at a time. It should be set at 32,000. This feature should be used only if 6 megs of ram are allocated the client application.
Play Movie: d3_Syste.MOV
Counters are fields for designating the next number in various files. This typically would be used for Orders, Invoices, Purchase Orders, Proposals and Customers but is not limited to those files.
There are two fields in the Site IDs. The first one is an "Alpha numeric" code that is added to any new counter that is alpha numeric. (Customer and Lead records) The second field is a three digit numeric field to be used to change the counters of all files in the data set. This is used primarily when the "Synching" feature is being used with more than one set of data at remote locations.
Counters, tracking unique record identifiers
Play Movie: d4_Count.MOV
Set High is a button that searches the data set for the highest number in each file and assigns the next number for the file.
Clear is a button that removes any counter numbers that may not have been used but may be waiting in reserve. This would be used if you had canceled out of a Proposal, Order, Invoice or Purchase Order. The number is waiting in a temporary file to be used. If you change your counter you need to clear the this temporary file.
New Customer Defaults
New Customer Defaults are values that have no effect on Existing or Imported Customers. These are the default entries when a new customer record is created. The fields include:
Reps (Representative) is the designated rep for new customers.
Terms is the payment method for the new customers.
Type of sale specifies price level for the new customer.
Carrier specifies the carrier (shipper) for the new customer.
Code to Use for COD Term designates what code is used when the term is cash on delivery. This allows a code other than the letters COD to be used and the proper charges to be assigned when needed.
Response Days automatically adds the designated number of days to the date that lead information was printed to give to sales personnel. It is designed to use as a “Due Back” date.
Customers, default values for new customers
Play Movie: d5_Custo.MOV
COD value used in shipping
Play Movie: d6_COD_V.MOV
Numbers are put in the Credit Card Device area if direct communication is desired to an electronic device for Charge Cards. Contact James Integrated Technologies for more information.
Credit Card Approval defaults
Play Movie: d7_CCApp.MOV
Currency Character determines the symbol to use in printed documents.
Currency requirements for multiple exchange rates
Play Movie: d8_Curre.MOV
Unit Cost Decimal Precision determines the number of digits to the right of the decimal point for Unit Cost to print and display.
Unit Price Decimal Precision determines the number of digits to the right of the decimal point for Unit Price to print and display.
Total Decimal Precision determines the number of digits to the right of the decimal point for Extended Prices and Costs to print and display.
Precision with which the program tracks money
Play Movie: d9_Preci.MOV
Days added for Need Date determines how many days, beyond the current date, will be added for the need date on the "Order" records.
Need Date on new orders
Play Movie: dA_Need_.MOV
Days added for Cancel by Date determines how many days beyond the current date to add for the cancel date on the "Order" records. If a negative number (-1) is entered in this field the cancel date remains at 00/00/00. A cancel date can be manually entered.
Calc Need Date with working days ONLY takes only Monday - Friday dates into account when determining the Need Date.
If Automatically Estimate Freight is activated, the "Auto freight" calculation in Orders and Invoices is turned on.
This feature can be activated or deactivated in each Order and Invoice.
When the system automatically estimates the freight for an Order and Invoice it uses the weight of the Items ordered, the ShipTo zone and the assigned Carrier to determine the estimate cost of freight.
Freight options for automatically calculating shipping costs
Play Movie: dB_Freig.MOV
Activating Do not bill COD or Handling on Back-Orders negates the shipping charges on a back-ordered shipment.
Track Ord Lines creates a record for each Line Item on an Order as the Order is saved. This will affect the speed of saving the "Order" record. You can also perform this same task on a group of Orders when the network is not as busy.
OrdLine Tracking, more flexible reporting for order and invoice lines
Play Movie: dC_OrdLi.MOV
Track Inv Lines creates a record for each Line Item on an Order as the Order is saved. This will affect the speed of saving the "Order" record. You can also perform this same task on a group of Orders when the network is not as busy.
Activating Invoice all lines vs only open lines transfers all Items and their shipping status from the Order to the Invoice vs excluding Items that are fully shipped or back ordered from being transferred to the Invoice.
When Track Commissions by Amount vs Margins is activated the commissions paid to Salespeople or Reps is based on the dollar amount of the sale. Otherwise the commission is based on the margin of profit.
Play Movie: dD_Commi.MOV
Use Special Discounts File activates the "Special Discount" feature.
Order Status options
Play Movie: dE_OrdSt.MOV
When Track Inventory is activated (X), the Qty on Hand, Qty on Sales Order, and Qty on PO for an Item, are adjusted as Orders or Invoices and POs are created.
Inventory tracking options
Play Movie: dG_Inven.MOV
When Auto Update Inventory is activated (X), the Track Inventory is calculated each time an Order, Purchase Order or Invoice is saved. If it is not activated, the adjustments occur when running the "Tally Inventory Changes".
When the system is updating the inventory level each time an Order, Purchase Order or Invoice is saved, it uses network time. The size and speed of the network is a factor in determining whether to turn this feature on or off.
Activate Track Serial Numbers if you have inventory Items that are serialized.
Serial Number setup
Play Movie: dH_Seria.MOV
Activate Serial Nums in Orders if Item serial number are assigned at the "Order" record vs the "Invoice" record.
Item Srch Seq allows you to choose the sequence you are going to Search for Items and in which order the Search will take place.
Item Search Sequence, setting the way items are searched for
Play Movie: di_ItemS.MOV
Update Cost StdWt/Last contains two boxes to activate. If the first box is activated the "Standard Average Cost" is updated each time an Item is inshipped, built or adjusted. If the second box is activated, the amount you last paid for the Item (which is a field within the "Item" record) is updated and will be the automatic entry in the next PO.
Cost Update options
Play Movie: dJ_CostU.MOV
Minimum Item Margin Warning is a percentage to enter if you wish a war