System Profiles Screen 3 (excluding Compact)

Remove Transactions at period end

If you leave this parameter blank then transactions are retained on file indefinitely. If set then transactions that are older than the number of periods below, and are no longer outstanding, are removed as part of the period end process.

Remove Analysis records at period end

Analysis records give a detailed break-down of invoice and credit note transactions for analysis and nominal ledger purposes. If you leave this parameter blank, then analysis records are retained indefinitely.If set, then they are removed as part of the period end procedure after the number of periods entered below.

No of periods to retain transactions

No of periods to retain analysis

If removing transaction and/or analysis records then these parameters determine how long to keep those on file – if you are not removing transactions then you can ignore these parameters.

The values entered here are usually set to a multiple of the number of periods in year – i.e. if 12 periods then set to 12 to keep for one year, 24 for two years, etc.

Sales Prospect identified by what value (Sales Ledger)

Suspended Acc identified by what value (Purchase Ledger)

A sales prospecting system should treat your existing customers as prospects too. Many people have, therefore, designed prospecting systems based on using the sales ledger accounts file as the main list of prospect names, and adding accounts for each prospect. To avoid the sales ledger and sales order processing systems accessing accounts that are only prospects you can allocate a data item under the database profiles for the ledger as the ‘prospect’ flag. In the system profiles you enter the value of this flag, often Y, which identifies the record as a prospect.

The same concept is available in the purchase ledger where the flag is called ‘suspended’ account.

Default Report ‘as at’ to Today

Each application report has two dates – a printed date for the date the report was printed on which is updated automatically to today’s date, and a ‘as at’ date which is intended to represent the date up to which transactions have been entered and must be set manually – which is then remembered for subsequent reports until amended again. Setting this option updates the ‘as at’ date to today’s date automatically.

Reports include Forward as default

Most application reports allow the operator to choose whether or not to include forward transactions or not – the default being not to include. This option allows you to set the default to include these transactions. (Note this does not apply for reports on the automatic period/year end report lists).

Title for "User 1” header item

This option allows you to prompt for an extra item in the transaction header when entering transactions within the ledger. Here you specify the title to display when prompting for this item.

Omit "User 1” on payment transactions

Set if you do not wish a defined ‘user-1’ item to be displayed/entered within payment entry.

Title for "User 2” detail item

Omit "User 2” on payment transactions

These options are similar to the above but the extra item is entered at the transaction detail level

Title for "User 3” detail item

This offers a second extra item that can be entered at the detail level. This option is not applicable in payment entry.