System ➔ General ➔ Settings ➔ General Settings
System Settings are important and must be defined accordingly with relevant information that complies within the internal company's business processes and that complies with the external government legislation. Basic master information are setup and defined accordingly for each modules of Exact Globe. Prior specifications of System Settings are mandatory and must be defined before Exact Globe can be implemented to the end users.
Not only company information are setup, but Financial, Logistics, HR & Security and General System Settings are also defined. Besides these, Settings for each corresponding modules such as the Item Data Settings, Order Settings, Document Settings, General Ledger Settings, Number Settings, Bank Settings, Invoice Settings, Purchase Settings, Manufacturing Settings, Payroll Settings, Project Settings, POS Settings, XML Server Settings, Intrastat Settings are defined prior to using Exact Globe functionality properly. These settings basically controls on how Exact Globe performs on its functionality.
These settings are described separately, one document for one menu path settings, giving definition of use and meaning of fields maintained in each Settings menu path.
Usage and field definition of the General Settings are described here in detail. General Settings basically allows users to setup currency information, setup of period year controls and activation of financial period, specification of use of language, CRM settings and menu options. All fields contained in the General Settings screen are described on its use and meaning and how it controls the performance of Exact Globe functionality.
Alphanumeric field with lookup button for selection of Currency Code. This is the Currency Code used by your company according to the country's currency code. Example, if your company is situated at Netherlands then currency code : EURO is used, where else if your company is situated in Malaysia then currency code: MYR is used.
Drop down list box for selection of Language. This is the Language used for the official documents in Exact Globe. The list of available anguages to select are determined by the purchased Exact Globe License.
2 radio buttons for selection of Exchange rate notations. The selected exchange rate notation is used as the standard notation for currency exchange conversion.
3 numeric fields which displays the lowest financial year, highest financial year and default financial year. Lowest financial year is the Year when user started the use Exact Globe. The Highest financial year is the Year until when Exact Globe can be used. It is possible to generate more Financial Years for the future. Default financial year is the Current used financial year in Exact Globe.
Functional button for managing, generating, activating, and closing financial year and period. Clicking on this button displays the Period date calendar screen.
The above period date calendar screen lists all already available user defined financial years.
Clicking on this button opens up the Period Date Table of the existing financial year. To retrieve the Period Date Table, highlight the financial year and click on the Open button.
Clicking on this button allows user to define a New Financial Year. To create new financial year, click on the New button. The Period date table is displayed as shown in the example above, but period for the new financial year is not yet generated. The next new financial year is automatically pre-filled at the Financial year field. To generate periods for the new financial year, click on the Generate button.
Start of financial year is pre-filled automatically. The first month in financial year is also pre-filled automatically with value 1.
The following options are available:
Start date is automatically pre-filled with the first date of the new financial year. The end date is also automatically pre-filled with the last date of the new financial period.
Selecting this allows user to generate financial periods by copying from a specific financial year. When this option is selected, the generate period date table provides option to select source financial year.
After making desired selections, click on the OK button. To cancel generation of financial period click on the Cancel button.
When OK button is clicked, financial periods are generated according to the selected options. Generated financial periods are displayed on the Period date table. Now, click on the Save button.
Selecting this allows user to also generate financial years periods for 10 years before the newly generated period and 20 more new financial years that are after newly generated financial year.
Selecting this allows user to Close the periods being generated. Unchecking this will Open all generated periods.
Selecting this allows user to Delete the existing financial year. To delete, select the appropriate financial year and click on the Delete button.
To confirm deletion, click on the Yes button, otherwise to cancel click on the No button.
Clicking on this button allows user to specify the default current financial year and maximum entry period.
This closes the period date calendar screen and returns to the General settings screen.
To open closed financial periods, from the Period Date Table, notice that lists of number of journals open and number of journals closed are shown for each financial period.
To open or close the financial period, click on the hyperlinked underlined number closed or opened.
To open a financial journal, select the closed journal. Notice that the Reopen button is enabled. Click on the Reopen button. It is possible to Reopen all closed period at one time, by Shift + Select all closed period and click on the Reopen button.
To close a financial journal, select the opened journal. Notice that the Close Period buttons is enabled and Reopen button is disabled. Click on the Close Period button. To close all financial journals at one time, press Shift + select all opened period and click on the Close Period button.
Clicking on the Back button saves changes and returns to the Period Date Table screen.
3 radio buttons. All displays all closed and opened financial journals. Close periods displays only financial journals that are closed. Open displays only financial journals that are open.
Drop down list box that allows system to check for close period based on Reporting date or entry Date. When reporting date is selected, by performing transaction at a closed reporting date, then system prompts message that the period is closed. When date is selected, by performing transaction of an entry date which is closed, then system prompts message that the period is closed.
Drop down list box that allows processing of Profit & Loss by period or by yearly. Selecting Period allows processing of Profit & Loss by Period. Selecting Yearly allows processing of Profit & Loss by yearly.
Alphanumeric field with lookup button for selection of Language. This would be the language to be used in the descriptions list boxes.
Alphanumeric field with lookup button for selection of another language. Thus these fields allows usage of multiple languages in the description list boxes.
Drop down list box for selection of an Activity that will Inactive a customer when that specific activity is performed on the customer. Leaving with selection empty does not specify any activity to inactivate a customer.
Drop down list box for selection of an Activity that will promote a suspect account to Lead Account when that specific activity is performed on the Suspect account. Leaving it with selection empty does not specify any activity to lead a customer.
Drop down list box for selection of Customer account rating. Rating 1 is the top level rating, where else rating 7 is the lowest rating.
Drop down list box for selection of Customer Account' s Sector.
Drop down list box for selection of Customer Account's Size.
Drop down list box for selection of Customer Account's Classification.
Checkbox that allows to set the system to preview future menu path / functionalities. Selecting this will display future menu paths in the system.