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Ice Ledger

Settings: Configurations

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Configurations

System Configurations is the last option in the the Settings menu and allows various options to be set.

Configuration Menu


Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Company
General

Configurations: General

  • Network / Multi-user Installation: If this is a multi-user, network installation, then this box should be checked. If you are not sure, then leave this checked. For a single user, stand - alone installation i.e. the accounts system is used on a single computer only then removing the tick in this option will make the system run slightly faster as record locking functionality (needed for multi-user installation) is disabled.
  • Use Departments: If you want to enable departments feature for various screens then tick this option.
  • Decimal Places: You can define the number of decimal places that the system should use for the different types of figures/
    • Quantities: Set the number of decimal places the system should use for all quantity based figures.
    • Prices: Set the number of decimal places the system should use for all price based figures.
    • Rounding: See Quantities, Prices and Rounding
    • Enable Logging: Enable / disable debug logging in:
      • Sale Order Processing - saving and stock allocation. J:\1Tacc\<user>_salesorder.txt

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Company: Auto
Here you can define the starting values of the various numbers that the system allocates to the different documents and how the automatic file names are created.

Configurations: Auto Settings

  • Next sales quote / order no: Sales order number to be assigned to the next sales order / quote.
  • Next sales invoice no: Sales invoice number to be assigned to the next sales invoice.
  • Next sales credit no: Sales credit note number to be assigned to the next sales credit note. If you wish to use separate, independent numbering for sales invoices and credit notes, then make sure the option, Separate Numbering for Credit Notes, below is checked.
  • Next purchase order enquiry no: Enquiry number to be assigned to the next purchase order enquiry.
  • Next purchase order no: Purchase order number to be assigned to the next purchase order.
  • Next purchase invoice no: Number to be assigned to the next purchase invoice.
  • Next purchase Invoice:
  • Separate Numbering for Credit Notes: Check this option if you want the system to assign numbers to sales credit notes, independent of sales invoices.
  • Next Purchase Invoice for Ref Column:
  • Auto File Naming Template: When you print documents to files (e.g. creating PDF files), you can get the system to automatically assign file names to each printed document. You can enter any valid file name characters (0-9, a-z, -_!() etc..). In addition you can enter a number of macros that will be replaced with details from the system and the document being printed (see Macros, below).
    • No of Digits (Leading Zeros): You can use the macro, [dno] (see below) as part of the file naming template. If you do, you can also specify the number of digits for the document number. If this is greater than the actual number of digits in the document number, then the number is prefiixed with zeros to give required number of digits. For example, for an invoice number of 1234 and this Digits parameter set to 6 then the number will be prefixed with 2 leading zeros to give an 6-digit number, 001234.
  • Backup File Naming Template: When you backup company data, a backup file is created in the designated (see Backup Dir under Workstation section) folder. The name of the file is created automatically using this template. As with the auto file naming template, above, you can enter any valid file name characters and macros (see Macros, below).

Macros

These macros, enclosed in square brackets, may be used in any combination:
  • General Macros:
    • [conm]: Short abbreviated company name, selected at startup.
    • [coname]: Full company name of the company selected at startup.
    • [pc]: PC / computer or workstation ID.
    • [usr]: User Login ID.
    • [name]: Customer / supplier name or selcted stock item description.

  • Document Related Macros:
    • [dda]: Two digit, day of the month, derived from the document date e.g. sales order / invoice date.
    • [ddt]: Document date as ddmmyyyy where dd is the day, mm the month and yyyy the 4-digit year.
    • [dmt]: Two digit month, derived from the document date..
    • [dmth]: Three character month (e.g. Jan, Feb, Mar etc..), derived from the document date.
    • [doc]: Two character document type e.g. so for a sales order; si for a sales invoice; po for purchase orders; gr for goods received notes; pi for purchase invoices etc.. [N.B. Email templates are loaded from folder names derived from this the document type: <TemplatesFolder>\Emails\<DocumentType>\ e.g. J:\1TAcc\Templates\Emails\SO for sales order templates.]
      • cu: Customer
      • grn: Goods Received Notes
      • pe: Purchase Enquiries
      • pi: Purchase Invoices
      • po: Purchase Orders
      • sh: Shipments
      • si: Sales Invoices
      • so: Sales Orders
      • sq: Sales Quote
      • stk: Stock Records
      • su: Suppliers
    • [drep]: Print report type:
      • cu: Customer Details
      • cul: Customer List
      • dn: Delivery Note
      • dnl: Delivery Note List
      • grn: Goods Received Note Details
      • grnl: Goods Received Note List
      • pe: Purchase Enquiry Details
      • pel: Purchase Enquiry List
      • pi: Purchase Invoice Details
      • pil: Purchase Invoice List
      • po: Purchase Order details
      • pol: Purchase Order List
      • sh: Shipment Details
      • shl: Shipment List
      • si: Sales Invoice Details
      • sil: Sales Invoice List
      • so: Sales Order Details
      • sodn: Sales Order Delivery Note
      • sopl: Sales Order Picking List
      • sol: Sales Order List
      • stk: Stock Record Details
      • stkl: Stock List
      • su: Supplier Details
      • sul: Supplier List
    • [dtd]: Similar to [ddt] but in reverse i.e. yyyymmdd.
    • [dyy]: Two digit year, derived from the document date.
    • [dno]: Document number e.g. sales order / invoice number. You can prefix the number with leading zeros to get a number with specified number of digits - see No of Digits, above.
    • [dref]: Document account reference e.g. customer / supplier account reference etc..
    • [dyyyy]: Four digit year, derived from the document date.

  • Current Date and Time Macros:
    • [date]: Current date (yyyymmdd)
    • [da]: Current day day of month (01 - 31).
    • [etad]: Current date in reverse format (yyyymmdd)
    • [hr]: Current time - hours (00 - 24).
    • [mn]: Current time - minutes (00 - 59).
    • [mt]: Current date - month (01 - 12).
    • [mth]: Current date - month as a 3 character string (jan, feb etc..).
    • [time]: Current time (hhmm).
    • [timestamp]: Current date and time (yyyymmdd_hhmm).
    • [yy]: Current date - year (00 - 99).
    • [yyyy]: Current date - year as a 4 digit number.

Example: When printing a sales invoice no, 2345 for a customer with account reference of XYZ789 and invoice date of 23/03/2014 and the following naming template: [doc]_[no]-([ref]_[td]) would create the following file name: si_2345-(xyz789_20140323). If the number of digits were set to 6, the the file name would be as follows: si_002345-(xyz789_20140323).

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Company: Ageing
Company accounts may be aged (i.e. how long customers have owed you money for and how long you have owed money to your suppliers) in a number of ways.

Configurations: Period Ageing


  • Customer account ageing period: You can analyse the duration that customers have owed mobey by Calandar Month, Defined Period Days (see below) or Month Following transaction.
  • Supplier account ageing period: Independently of customer acount ageing, supplier accounts may similarly be aged.
  • Account due age period 1: If ageing is selected to be by defined peiods, the period 1 will be deemed to be any money that is either owed or owing for zero and the number of days specified here.
  • Account due age period 2: Similarly, period 2 is for debt falling beyond period 1 and the number of days defined here.
  • Account due age period 3: As periods 1 and 2 but for period 3.
  • Account due age period 4: As periods 1 - 3 but for period 4.
  • Day of month for the account ageing: Day of the month (1 - 30) that customer and supplier accounts should be aged.

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Company: Currency & Tax

Configurations: Currency


  • Base Currency: You can select the currency that your company trades in. This can only be selected or set at the start, before any financial transactions are recorded.
  • Tax Label: Typically set to VAT but you can choose a different label for the local tax, should you wish.
  • Non Taxable Tax Code: Select a tax code that should be used for non-taxable / exempt transactions.
  • VAT registered: Tick thsi box if your company is VAT registered.
  • VAT Regd. Date: Date that the company was registered for VAT. This option is enable only if the previous option, VAT registered is ticked.
  • Edit VAT Amount: If selected, you will be allowed to amend the calulated VAT amount.
  • Multi Currency: Tick this box if your company trades with customers or suppliers in a currency that is different from the base currency, selected above.
  • Edit Exchange Rate: Tick this box if users are allowed to edit foreign currency exchange rates.

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Company: Printing

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Company: Intrastat

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Sales

Configurations: Sales Ledger

  • Quote Valid For: Default value for the number of days that sales quotes are valid.
  • SO Notes Labels 1 - 3: These are labes used in the Sales Orders Nominal & Notes tab for the 3 different notes.
  • Invoice Notes Labels: As above, for SO, these are labels for notes in the Sales Invoices Nominal & Notes tab for the 3 different notes.
  • Calculate Button
    • Caption: You can define the text that appears to the right of the calculator button in Sales Order screen, just above the items list, on the right. You may use an ampersand, '&' character as part of the caption to designate a hot key.
    • Calculate Unit Price: If this option is ticked then the calculator will determine the unit price (current price entered in the item price price column divided by the quantity) of the currently selected item.
    • Calculate Net Price from Gross: If this is ticked, then the system will assume the price entered for the item includes VAT and will calculate the net price, taking into account the selected item's tax code.
  • Preview GDN: Preview the Goods Delivery screen when sales orders are shipped ?
  • Invoice on Ship: Generate invoices, for shipped items, automatically when items are shipped.
  • Group Items When Posting Invoices: When invoices are posted, if this is selected, then all items with the same nominal code would be grouped together and posted as a single item.

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Purchase

Configurations: Purchase Ledger


  • POE XLS Template: Full path name of the Microsoft Excel Spreadsheet that is to be used as the template for creating Purchase Order Enquiries (POE). The template MUST conform to the template requirements.

  • GRN Single Inv: If this option is ticked then a single purchase invoices is created for all the items, received on any given Goods Received Note (GRN), irrespective of whether the items are from multiple purchase orders. If you wish to create a separate purchase invoice per purchase order for items booked in any one GRN, then uncheck this option.

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Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Nominal
Zero Trial Balance

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Stock
Configurations: Stock Control
  • No of Depots: Define the desired number of depots. You must restart the program for the settings to take effect.

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Email

Configurations: SMTP Mail Server Details

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Text Editor

Configurations: Text Editor

The text editor my be configured to display additional tool bars to provide greater functionality. Tick the required option to activate the appropriate tool bar. Any change is settings take immediate effect on all currently open and new editor windows and remain in effect till the program is restarted. To make the changes last between sessions, click save to save the new settings.

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

User

Configurations: User Settings

  • Stock List Refresh Interval: You can define the folder location where shared files are to be saved. If you want individual users to be able to access their customisation settings from other workstations on the network, then you should define a folder on the network that can be accessed by all the workstations concerned.
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Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

Workstation

Configurations: Wrkstation Settings

  • Shared Dir: You can define the folder location where shared files are to be saved. If you want individual users to be able to access their customisation settings from other workstations on the network, then you should define a folder on the network that can be accessed by all the workstations concerned.
  • Templates Dir: Select the folder where all the stationary templates are located.
  • Backup Dir: Select the folder where all the backup files should be created.

Index | Sales Ledger | Purchase Ledger | Stock Control | Payments | Nominal Ledger | Reports

  Top | General | Auto | Ageing | Currency & Tax | Intrastat | Sales | Purchase | Nominal | Stock | Email | User | Workstation | Text Editor

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