Now that you have finished 'Part 2' it's on to 'Part 3'. This is where you will adjust the critical features within your MEHD / GO Business system that tailor your system for all users.
Advisor
- 60% of 'Default System Settings' are turned on in your new GO Business or MEHD Software.
- Follow along as we review specific settings that will tailor your system, creating a streamlined workflow for your organization and users.
- We suggest that you do not change settings not listed below to prevent turning off vital features.
Overview
System
System settings are where your system is tailored! To start, let's fill out some of the basic information to get your system up and running and swing back later on in system set up.
Go To:
- Settings > General > System
Locale
Complete the fields. If you check the box "Use defaults when creating system entities," when you create customers, contacts, and vendors these will pre-populate the fields for you.
Other
Display #X Rows: The system will show this number of results per page.
Default Dashboard: The system will default each user to the standard default dashboard or cashier dashboard on login.
Session Timeout: Select how long users can remain idle in the system before the system logs idle users out without saving changes.
Telephone Field Mask: When telephone numbers are entered in Phone fields, they will snap to the selected format.
Customers
Default Type: If you mainly deal with businesses or commercial operations, choose Business. If you primarily deal with Individuals, choose Individual. The most visible change you will see is a business will have one line for the name, and individuals will have first and last name fields.
Edit Customer Numbers: If you select No, once the customer number has been created, it can not be changed.
Custom Field Display: If you create any custom fields specific to customers, you can decide if these fields will show on the customer Profile tab, or on a separate tab.
Documents
Default Screen: Choose either the Documents Explorer screen or the standard search screen. Explorer lets the user click through a hierarchy of folders where Seach allows the user to use a search field to find the exact file.
Loyalty Program (If Enabled)
Complete the fields.
The enablement is controlled by the module's settings. Redemption on loyalty points has defaulted to the amount selected. Customers can then use loyalty points when paying for items.
Products
Reorder Level: This is the default value which will show in the Product reordering field.
Products Cost Tracking: Choose between Weighted Average, Entered Value, or Last Purchased.
Extended Description: When set to yes, a Description text field is added to the Product Details tab.
Hazardous Product Details: When set to yes, the default is to check the "Product is Hazardous" checkbox and add three info fields in the Product Details tab.
Programs
Enabled: This will change from (No/Yes) due to the selection in system module settings.
Allow Public Signup: This will place a link outside of the secure login so that public users can view and signup for programs. During the signup process, they will also create an Account record and portal profile. This requires the program system and the portal system to be enabled in module settings.
Show Sold Out: Set whether a public show can show sold out classes.
Scheduling
Default Duration: The duration at which your appointments on the schedule will automatically default to every time you create a new appointment.
System Emails
AR Statement Emails: What email should you clients email back when paying invoices.
Employees Name in AR Statement: Employees name that handles customers requests to pay invoices.
Employees Title in AR Statement: Employees title that handles paying customer invoices.
Accounting Notification Emails: When multiple people need to be notified when AR statements are sent out.
Posting Schedule Email Addresses: List all managers or employees separated by their email address. This will send them a direct email every time that a new schedule is posted.
Webmail
Save incoming emails: Based on the address from which you read an email in the webmail system, it will attempt to find a matching customer record. If it finds a match it will save the email to the customer's correspondence tab.
Save outgoing emails: Based on the address from which you read an email in the webmail system, it will attempt to find a matching customer record. If it finds a match it will save the email to the customer's correspondence tab.
Invoice Terms
Invoice Terms Description: Every invoice PDF you email and/or print will show what you put in the box. It is simply a text box, so you can either type in the text here, or copy and paste from another document.
Discount: Enter a percentage
Day: Enter the maximum number of days the percentage discount will be applied to invoices for payment within those number of days.
Accounting
Quote and Order Sales Terms: Every quote and sales order PDF you email and/or print will show what you put in the box. It is simply a text box, so you can either type in the text here, or copy and paste from another document.
PST # Provincial Sales Tax Number
GST # The tax is a 5% tax imposed on the supply of goods and services that are purchased in Canada, except certain items that are either "exempt" or "zero-rated": For tax-free — i.e., "zero-rated" — sales, GST is charged by suppliers at a rate of 0% so effectively there is no GST collected.
US Fed
ID/EIN # An Employer Identification Number (EIN) is also known as a Federal tax identification Number and is used to identify a business entity. Generally, businesses need an EIN.
Region-Based Taxes: Are your customers situated in different regions where certain taxes may apply? Do your customers pick up the product at your retail location or do you ship directly to door where they may pay a different tax due to their province or state?
New Account Credit Limit: What credit limit would you like all companies to start out with? Retailers may have a 'place order on account' at which the customers can pay back the order at a later time. With the credit limit, the customer should not go over this limit.
Contract Name: Name of the Contract
Contract Footer: Reserved for the year and company name
Show Shipping on Invoice: Does your company do any direct shipping where extra charges may be applied to the total invoice?
Invoices & Quotes Require Password to Open Cash: The password to approve the action will be from a user with the user type access to 'Administer Cash & Tills'. Do all Quotes & Invoices at your company have to be approved?
Auto Populate Purchase Order Receive Column: Turning this off will force employees to enter each received amount line by line.
POS
Receipt Printers: Toggle to yes if you will have a receipt printer
Auto Print Receipts: Relies on receipt printers being enabled and attached. From there should the receipt automatically print after every transaction, similar to a grocery store.
Auto Open Drawers: Receipt printer must be enabled, and the cash drawer must be set up in system settings.
Max Transaction Amount: One-time transaction amount
Require Discount Approval: Do discounts require approval from a manager before being processed.
Employee Selector Control: How an employee is added to (Quotes, Sales Orders, Purchase Orders, and Invoices).
- Employee Type-Ahead - Displayed with the employee's name
- Employee # Search - Displayed with the employee's number
Select Employee at POS: Does an employee have to be selected when using the touchscreen POS.
Force Employee at POS: Do you have to force an employee to select every time at the POS
Get Postal Code at POS: Is a Postal Code required every time an order is rung through
Get Postal Code at POS Order Entry: If an order entry is made at the POS, is a Postal Code required
Allow Tax Overrides at invoicing: Do items or the full invoice require tax overrides when creating or paying for the invoice. All employees will have access to this.
Item Entry Process:
- Item, Quantity, New Line - Use if you would like to type in all products quantity, even if they are (1)
- Item, New Line - Most grocery stores and high volume tills. If the customer has (2) of the same product you would need
Line Item Custom Fields at Invoicing
Load Products By Mfg SKU
Show Credit Available at POS: How much credit does the customer have on their account
Save Actions at POS: This allows you to select what happens after you complete a purchase. If this is disabled, it will automatically load the payment screen.
Save Actions at POS Order Entry: This allows you to select what happens after you complete a purchase. If this is disabled, it will automatically load the payment screen.
Default Order Entry Save Action: You must enable the Save Actions at POS Order Entry above for this setting to have any effect. If a user does not have access to paying orders, then it will default to the next item in the list.
Touch-Screen POS New Transaction Timeout: In seconds, listed as to how long the POS will log out from the main screen. Enter (0) to disable this functionality.
Touch-Screen POS Alert Change Due Amount: Alert to the cashier as to how much change is due back to the customer
Touch-Screen POS Payments Change Date: Are you allowed to alter the day the payment was made from on the touch screen POS? If so, change to (Yes).
Purchasing
Auto-Create a Pending Payable: When creating a purchase order, automatically create a pending payable for the PO amount payable to the vendor.
Quotes and Sales Orders
Create Invoice Quantity Type:
- Picked Quantity: Invoices will be based on a picked quantity. An example would be if a customer ordered 3 red bikes and only 2 were in stock. You could write the customer an invoice for 2 picked bikes out of stock.
- Requested Quantity: Invoices will be based on a requested quantity. An example would be if a customer ordered 3 red bikes and only 2 were in stock. You could write the customer an invoice and it would default to pull 3 bikes onto the invoice.
Accounts
List the connected account numbers inside of your accounting system.
AP Account #
AR Account #
Accrued Purchases Account #
AP Account Name
(Asset) Bank Account Name
Shipping "Income" Account Name
PNC ACH Account
Only use if you are connected with PNC Bank. For customers in the United States of America only.
Projects
Ticket Calendar Tab: Turn on if the projects module will be turned on as well. The ticket calendar tab will show a calendar of the date the ticket was opened.
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