System à General à Settings
Before you can run your administration using Exact Globe Next, you need to define the general settings for certain data such as the standard currency you are using, the financial period of your business, the language options for descriptions, and CRM settings.
The information in this document is applicable to product update 421 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
This setting determines the currency in which the amount will be registered in the administration. By default, this setting is pre-defined by the system based on the country legislation of your license when you first create a new company using Exact Globe Next. However, you can change the default currency as long as no financial transactions have been recorded in that currency.
Select the exchange rate notation. Two options are available; the Anglo-Saxon and the standard exchange rate notations. The first example shown on the screen is the Anglo-Saxon exchange rate notation, which is defined as the default currency price of one unit of the foreign currency, while the second example denotes the standard exchange rate notation, which is defined as the foreign currency price of one unit of the default currency.
Note: You cannot change the Default currency and the Exchange rate notation once a transaction has been recorded.
Type or select the public report directory to enable users with the function right of saving an e-report to a public directory to save reports in the defined public directory. With this function, other people can gain access to the reports via the public directory.
Note: This setting is available only if you have the E-Report module in your license and you are given the function right to save e-report to a public directory.
This displays the lowest and the highest financial years of your business. Additionally, you can type or change the default financial year of your business. The Default field is a mandatory field.
Click Edit to edit the financial years and periods in the system. For more information, see Overview of financial years and periods.
Select the required option to check for any balance error in closed periods based on Reporting date or Date (transaction date). In addition, the option also determines the date to be used in stock valuation and revaluation as well as the general ledger, invoices, bank, and cash revaluations.
Select the time option to process the profit or loss of your company. Select By period if you want to process the profit or loss on the last day of the selected period. Alternatively, select Yearly if you want to process the profit or loss at the end of the financial year.
This setting determines when the cleanup of (removal of void) journal entries is done. Select one of the following options to determine when you want to do a cleanup:
Various manual cleanups can be done at System à Checks à Cleanup.
Type or select your preferred languages used for Descriptions in list boxes. For Description field 1, the language must be set to the default language used in the administration. For the remainder, you can type or select other languages used for Descriptions in list boxes.
Select the type of request which must be realized to deactivate a CRM account.
Select the type of request which must be realized to promote the status of a CRM account from a suspect to a lead.
Note: The available request options are based on the active activity types defined via System à General à CRM à Activity types. For more information, see Creating and maintaining activity types.
Select the default rating (1-7) for a new CRM account.
Type or select the default sector for a new CRM account. Sector options are based on sectors defined via System à General à CRM à Sectors. For more information, see Creating and maintaining sectors.
Type or select the default size (the number of employees) for a new CRM account. Size options are based on sizes defined via System à General à CRM à Sizes. For more information, see Creating and maintaining sizes.
Type or select the default classification for a new CRM account. Apart from the default options defined by Exact Globe Next, which are CA (Corporate Account), LA (Large Account), LE (Large Enterprise), ME (Medium Enterprise), and SE (Small Enterprise), you can also add more classification options by creating new classifications via System à General à CRM à Classifications. For more information, see Creating and maintaining classifications.
Select Exact Synergy if you are using Exact Synergy along with Exact Globe Next or Exact Synergy Enterprise if you are using Exact Synergy Enterprise along with Exact Globe Next. Selecting the product you are using with Exact Globe Next is important to ensure that data from a database in Exact Globe Next will be replicated correctly via XML to Exact Synergy or Exact Synergy Enterprise.
Note: For users without the XML license, the Web address field is added under the Exact Synergy/Exact Synergy Enterprise section in the General settings screen. A tooltip message "Export -> e-Synergy/Exact Synergy Enterprise, Where-used: [Professional service automation - Sales invoices - At final print]" is displayed when you mouse over the Web address field in the General settings screen.
Select this check box to synchronize account data from Exact Synergy Enterprise to Exact Globe Next. If you select this check box, you have limited rights on the account fields, such as create, update, delete, copy, and recode. All the fields in the account maintenance, buttons, and icons will either not be displayed, disabled, or a message "No rights" will be displayed. However, you can define free fields under the Extra tab in the accounts maintenance screen.
Select the Free fields check box to enable the account free fields to be synchronized. This check box is enabled only if the Accounts check box is selected. If this check box is selected, the free fields in the following menu paths will be disabled:
Select this check box to synchronize item data from Exact Synergy Enterprise to Exact Globe Next. If you select this check box, you have limited rights on the item fields, such as create, update, copy, and recode. All the fields in the item maintenance, buttons, and icons will either not be displayed, disabled, or a message "No rights" will be displayed.
Select the Free fields check box to enable the item free fields to be synchronized. This check box is enabled only if the Items check box is selected. If this check box is selected, the free fields in the following menu paths will be disabled:
Select this check box to synchronize general ledger data from Exact Synergy Enterprise to Exact Globe Next. If you select this check box, you have limited rights on the general ledger account fields such as create, recode, and delete. The affected screens are Chart of G/L’s (go to Finance à General ledger à Chart of G/L’s), Maintain accounts (go to Finance à General ledger à Chart of G/L’s, and click New), and the General ledger accounts browser (go to Finance à Reports à Result, and click at General ledger accounts).
Select this check box to synchronize people data from Exact Synergy Enterprise to Exact Globe Next. If you select this check box, you have limited rights on the people fields such as create, recode, and delete. The affected screens are people overview screen (go to HR à People à Maintain or Payroll à People à Maintain), people maintenance screen (go to HR à People à Maintain or Payroll à People à Maintain, select a person, and then click Open), People browser (go to Invoice à Entries à Invoices), and Subordinates browser in the people maintenance screen.
Note: The Accounts, Items, General ledger, and People check boxes are available only if you have selected Exact Synergy Enterprise at Exact Synergy options in the Exact Synergy/Exact Synergy Enterprise section, and it is available only if you have selected the license option SE0150 Central Master Data Management.
Note: This section is visible only if the Exact Purchase to Pay add-on is enabled in Exact Lightweight Integration Server (ELIS). This section is used for filtering of master data during migration or after creation of master data. A valid SQL statement is required for successful filtering. An example of a valid SQL statement to be filled at the Filter field for Cost unit is as follows:
kstdrcode like '%test%'
This is to reflect the SQL statement to return the cost units where the code has the term "test":
select * from kstdr where kstdrcode like '%test%'
Select this check box to enable synchronization of suppliers from Exact Globe Next to Exact Purchase to Pay. Click to execute synchronization.
Select this check box to enable synchronization of cost centres from Exact Globe Next to Exact Purchase to Pay. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of cost units from Exact Globe Next to Exact Purchase to Pay. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of general ledgers from Exact Globe Next to Exact Purchase to Pay. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of VAT from Exact Globe Next to Exact Purchase to Pay. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of exchange rates from Exact Globe Next to Exact Purchase to Pay. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of payment conditions from Exact Globe Next to Exact Purchase to Pay. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of projects from Exact Globe Next to Exact Purchase to Pay. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of non-final invoices from Exact Purchase to Pay to Exact Globe Next. Doing so will affect how non-final invoices are processed in Exact Purchase to Pay and Exact Globe Next.
Note: This section is visible only if the Exact Expense Management add-on is enabled in Exact Lightweight Integration Server (ELIS).This section is used for filtering of master data during migration or after creation of master data. A valid SQL statement is required for successful filtering. An example of a valid SQL statement to be filled at the Filter field for Cost unit is as follows:
Select this check box to enable synchronization of cost centres from Exact Globe Next to Exact Expense Management. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of items from Exact Globe Next to Exact Expense Management. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of VAT from Exact Globe Next to Exact Expense Management. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
Select this check box to enable synchronization of payment conditions from Exact Globe Next to Exact Expense Management. At the Filter field, type a valid SQL statement to filter the required data for synchronization. Click to execute synchronization.
This section allows the Exact Globe Next license checking functionality to check the license update every first working day of the month. Users with the Exact Globe Next administrator role will have to define this section. However, the check on the license update file will be performed only if the following criteria are met:
If you are using an unauthorized credential, the system will check for the license update, and the license will be updated. The next license update will take place on the first working day of the following month. However, the changes will only take effect after you have restarted Exact Globe Next.
Once the license is updated, and the company is opened, the message “Your license has been updated successfully” will be displayed. The information of the updated license or update failure will be logged in C:\Users\<username>\AppData\Roaming\Exact\ExactLicenseException.log. The following will be displayed in the log file:
Type the domain of the company. This field is mandatory.
Type the user name of the company. This field is mandatory.
Type the password for the user name. This field is mandatory.
Note: The changes made in this section will not be displayed in the log screen.
Click this to view the information of the changes you have made in the settings.
Click this to save all the changes you have made in General settings.
Click this to exit.