This topic covers reviewing and, optionally, changing the:
- organisation settings, and the
- number sequences used for jobs, invoices, purchase orders and quotes.
Before you begin
Before you review or change any organisation settings, there are two areas you need to think about.
Firstly, are the default values for "required fields" suitable for your organisation? And secondly, are the "key organisation settings" suitable for your organisation?
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Required fields - overview
Required fields are shown in red in the text below and flagged with an asterisk (*) in . They all have default values, but you should review them and change them if required.
- Name of organisation. Set when you created the free trial account.
- Time zone. The time zone for your main office. Set when you created the free trial account.
- Markup %. The standard markup applied to costs you are on-charging to clients. Default is 30%.
- Tax 1 name and Tax 1 rate. The name and rate of your sales tax (GST, VAT). Default is GST, 15%.
- Financial Year End. The last month in your financial year.
- (Invoice) Payment Terms. The number of days after the invoice date or the day of the month that payment of your invoices is due. Default payment time is "14 day(s) after the invoice date".
- Default Percentage. The default percentage value used when invoicing as a percentage of the quoted value.
- (Purchase receipt) Payment Terms. The number of days after the invoice date or the day of the month that payment of your purchase order bill is due. Default payment time is "14 day(s) after the invoice date".
- Quotes or estimates are Valid for (Days). Default is 28 days.
- The Revision Separator is the character used between a quote/estimate number and the revision number used when you create a revised quote. Set to "/" by default. For example: Q001214/1 (first revision), Q001214/2 (second revision).
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Key organisation settings - overview
- Information. Specifies the organisation details to show on invoices and quotes/estimates, and usually includes your organisation name, address, website address, phone number. By default, this field contains only the company name and phone number, that you provided for your free trial account.
- Task Invoice Rate. Specifies whether you use staff billing Staff billing is a client billing method based on billable rates associated with specific staff members. This method is useful if you have several staff working on a task but wish to charge them out at different rates, based on their experience, for example. Compare Task billing. or task billing Task billing is a client billing method based on billable rates associated with specific tasks. This method is useful if you usually have standard rates for a specific task, regardless of which staff members are working on it. Compare Staff billing. . If you use both - choose the one you use most frequently. You can override this on any job if required.
- Time Allocation. Specifies whether time can be allocated explicitly to staff members when they work on a task.
- Staff Task Allocation. Specifies how a staff member is able to record time against a task.
- When calculating the Estimated Billings for a job... (checkbox). Specifies how estimated billings are displayed for jobs.
Reviewing or changing your organisation settings
To review or change your organisation settings see Edit organisation settings.
Reviewing or changing your organisation numbering sequences
automatically generates numbers for new jobs A job is the overall project that you or your organisation works on for a client. , invoices, purchase orders and quotes. In each case, the number generated is based on a prefix and starting number value that you can change if required.
You can also control whether the job number is generated automatically (or you need to enter your own job numbers) for each new job.
Make sure that you review and, if necessary, change your organisation's numbering sequences before importing data into from other systems.
To review or change your organisation numbering sequences see Edit organisation number sequences.