14.5. Company Control Maintenance Menu

A.C.N. This is the Australian Company Number that is allocated to every company and in Australia. It will be printed on all invoices, credit notes, debtor statements, quotations and reports.

Sales Tax Exemption Number If your company holds a Sales Tax Exemption Number enter the number in this field. When you generate supplier orders and are buying ex tax the exemption number will be printed on the order.

Address Enter the address that you want to be printed on all invoices and credit notes. There are three lines for the address so you can fit a PO Box as well as the actual address if required.

Phone 1 Enter the Company phone number. This will be printed on all invoices, credit notes, statements and quotes.

Phone 2 Enter an alternative phone number, if applicable. This will be printed on all invoices, credit notes, statements and quotes.

Fax Enter the Company Facsimile number. This will be printed on all invoices, credit notes, statements and quotes.

Enter the number of printers that will be on the system. You can then define each printer by pressing [F2] to pop-up a list of default printers Equity supports. Select from this list by pressing [Enter] or insert a new printer format by pressing [Ins]. You will then be asked which printer port the printer will be attached to. If you are unsure of this you can either use the trial-and-error procedure or contact your computer consultant or hardware salesperson.

You can enter the date it was last applied if you are transferring information from another established records system, or leave the date blank. Each time you apply the fee and/or charge to your debtors the date field will be updated to reflect this. Every time you select the Apply Fee option from the Debtors Module the last date it was applied will be displayed as a check.

You can elect whether you want to apply the fee to debtors with nil balances or not.

Note : At time of printing you may need to have a money-lenders license to legally charge interest on overdue accounts. We advise you contact your accountant who will advise you of the current laws.

Use the [Enter] and [Esc] key to move through the screen. If at any time you wish to abandon any changes made without saving press [Ctrl][Esc] or [Alt][F4] if running under Microsoft Windows.

Invoice Format to use Equity supports 7 pre-printed invoice forms, plain paper and HP Laserjet compatible printout formats. Choose which format you will be using by selecting from the pop-up list.

Invoicing is mainly - This field allows you to select which type of invoice you mainly generate. This can be overwritten at time of invoice, but the invoice header screen will automatically default to whatever you set in this field.

Print company details on Invoice If you have pre-printed invoices that already have your name and address details on them enter [N].

Auto Print Invoices after entry Normally, invoices are entered in one option and printed in another. This allows you to print invoices in a batch rather than one at a time. If you require immediate printing of invoices as you enter them enter [Y] in this field.

Auto Update Invoices after entry Invoices are normally updated after they have been printed and checked. Once updated they can't be edited and can only be viewed if you allow your invoices are archived (archiving is discussed later in this section). If you don't need to print invoices you can elect to automatically update as you enter them by entering [Y] in this field.

Note : We advise against this practice as once updated the only way to adjust the balance if a mistake is made is with another invoice/credit note or a debtor journal.

Manual Invoice Numbers Each invoice and credit note is given an invoice number. This is normally sequential, starting from 1. If you need to enter manual invoice numbers for each invoice enter [Y] in this field.

Last Invoice Number used This is the number of the last invoice generated by Equity. You may need to change this for the following reasons -

1. You already have an established sequential invoicing system and need to start at some other number.

2. You have deleted an invoice and for continuity would like to re-allocate that number.

Edit/Show costs on invoice screen Costs are normally displayed and can be edited as stock items are added to an invoice. If you don't want costs shown as the invoice is entered enter [N].

Archive Invoices during update Invoices that are archived can be viewed and re-printed after they've been updated. They cannot be edited. If invoices are archived they can be purged from the system as they get past a certain age if you wish. We recommend you archive your invoices so any customer inquiries about an invoice can be seen on screen without the need to hunt for paperwork.

Allow Negative Stock Equity normally allows negative stock. If you don't allow negative stock figures you will not be able to invoice quantities over the quantity in the stock record.

Enable Backorders If you don't allow negative stock you can elect to generate back-orders for stock not in the system. If you wish to enable backorders, enter [Y].

Statement format to use Equity supports 7 pre-printed statement forms, plain paper and HP Laserjet compatible printout formats. Choose which format you will be using by selecting from the pop-up list.

Print company details on Statements If you have pre-printed statements that already have your name and address details on them enter [N].

Invoice Term Message This is the default message that is printed at the bottom of every invoice stating the trading terms. The actual term in days is printed at the beginning of the second line. You may change the wording if you wish.

Print Company Details on Quote If you are going to be printing your quotations on letterhead enter [N].

Last Quote number used If you have an established quotation system and are transferring to Equity you may wish to keep the quotation numbering in sequence. You can do this by entering the last number used.

Edit/Show costs on Quote Screen Costs are normally displayed and can be edited when entering a quotation, but if you usually enter your quotations with the customer peering over your shoulder you may not wish for them to see your costs. Enter [N] if you don't want costs shown.

Print line totals on Quotes If you enter [Y] in this field the price of each line item on the quotation will be printed, along with the Grand Total. Enter [N] if you just want a Grand Total printed on your quotations.

Manual supplier order numbers Equity usually allocates numbers to supplier orders in sequential order. If you need to enter manual supplier order numbers enter [Y] and you will need to enter a number when creating a supplier order.

Print company name on orders If you have pre-printed order forms that already have your company name and address details on them, enter [N].

Auto Print orders after entry By entering [Y] the every supplier order will be printed automatically to the default printer as soon as it is accepted.

Note : Rows are down the page, columns across.

System to print Cheques This field defaults to `No'. If you want Equity to print your cheques enter [Y].

Page Length Using the template place your cheque underneath and read off the cheque length from top to bottom. Enter the number of lines.

Date Using the template enter the coordinates of where the date will start printing.

Text Amount Using the template enter the coordinates of where you want the amount in words to start printing. You will also need to enter the number of lines (Rows) and the length of the lines (Cols).

Dollar Amount Using the template enter the coordinates of where the dollar amount will start printing.

Payee Using the template enter the coordinates of where the payee will start printing.

Payee Address Using the template enter the coordinates of where you want the payee address to start printing. You will also need to enter the number of lines (Rows) and the length of the lines (Cols).

When you have finished entering the cheque format you can run a test print by pressing [F10]. This will be printed on the default cheque printing printer, so you may wish to load some plain paper for the test print before pressing [F10].

As Equity comes complete with the Contacts Manager and Postcode Database there will be paths already entered in these fields. If you need to change them, enter a new path.

If you have bought the Point of Sale Module and/or the Payroll Module, their individual installation programs will have entered paths in these fields. If you need to change them, enter a new path.

Note : Please don't change the paths if you are at all unsure of what you are doing. If Equity doesn't know where to look for these programs then they will not be accessible from Equity. Consultation with your Equity dealer before any changes are entered is advisable.

Postcode data This is the directory on your hard disk where the postcode data is found. You shouldn't ever need to change this. If, for some reason, your postcode list is not popping-up, consult your Equity dealer.

Uppercase suburb names If you generally use uppercase for your data entry enter [Y] so the suburb list will also be in uppercase.

Using the grey [+] and [-] keys found on your numeric keypad move the states around until you have the correct sequence - the most used to the least. When you have finished press [Enter].

Sequence OK If you are happy with the sequence enter [Y] and the new sequence will be saved.

This process may take a few minutes as approximately 13,000 postcodes will be re-sorted.