Options for System Administrators

Options – These are basic but important foundation pieces to the Xebra system. ONLY System Administrators will have access to this area.

•

Company Information – This is your basic company information and will automatically be present upon installation. This information is referenced and used when creating reports. Also, it is important to note that, when taking advantage of the E-Commerce Order Approval features, the email address entered in Company Information will appear as the originating email for approval notifications.

o	System Wide Settings – These settings affect the entire system and all operators. In some cases, adjustments can be made with an individual operator’s security settings.

▪	DD-MM-YY date format – Will set your dates to display with the day/month/year format used OUTSIDE of the United States. The Xebra defaults to the United States standard of month/day/year.

▪	Use Canadian Harmonized Sales Tax - ONLY used for Canadian customers. For more information, please see the Using Canadian Harmonized Sales Tax (HST) section in the Bookkeeping chapter.

▪	Automatic job numbers – When checked, the system will automatically assign a number to every job immediately upon creation. The Xebra will assign new job numbers sequentially and will not repeat numbers. If a job number is altered or a job is deleted its number will be lost.

▪

Invoice Number = Job Number – Will always issue an invoice number equal to its original job number. This is NOT a recommended option, particularly if you use quoting features. Because not every job gets invoiced, you will have missing invoice numbers. This is a favorite target of tax auditors. They want to make sure that you are not sending invoices and then deleting the invoice. It is much better to have a separate sequence of numbers for invoices.

▪	Default Order Dates to Current Date – Though order dates may be set to default to the current date, the operator may have the ability to manual change it at the time of entry (when security settings permit).

▪

Verify G/L Accounts – Left unchecked, when General Ledger codes are required the operator will have the ability to enter ANY code regardless of its accuracy or existence. G/L accounts should always be verified. This choice is a carry over from the days when a few of our customers handed the accountant copies of their invoices and the checks.

▪

Accrual Basis General Ledger – offers the best financial management information. It considers accounts payable and accounts receivable. Sales are based on the invoice date and purchases are based on the purchase date. If you file taxes on an accrual basis, there is no advantage to running the Cash Basis General Ledger.

▪

Cash Basis General Ledger - Filing taxes on a cash basis is an advantage to many companies. There are government restrictions on tax filing on a cash basis. Sales occur when the money is received and purchases occur when the money is paid. Accounts payable and accounts receivable are ignored. Many customers, who file on a cash basis, also run Accrual Basis General Ledger for management purposes.

▪

Divisional Accounting – This is another important option to discuss with your accountant prior to going live. The Xebra allows for two sets of books to be run from one system in the event that your company may have multiple departments or divisions for which you would like to independently gauge profitability. Fully review the Divisional Accounting section in Bookkeeping before making a final decision.

▪	Allow General Ledger Manual Entries – It is recommended to keep this option unchecked. If checked, it allows for Manual Entries in the General Ledger at all times. If unchecked, Manual Entries are only allowed when the Beginning Balance or Year End Adjustment periods are opened.

▪	Don’t Use Customer Item Number On Customer Documents – When checked, any customer document (i.e. Invoices) will use the main item code to represent products regardless of the presence of a customer item number on the item record.

▪	IBSA Functionality – ONLY addressed as a member of the International Business Solutions Alliance, LLC (IBSA). Visit www.ibsaonline.com for more information.

▪	Bulk Billing – Enables functionality within Order Entry to create and maintain bulk billing reports for clients who prefer to not receive individual invoices per job. For more information, please see the Bulk Billing section under Bookkeeping.

▪	Use Line Item Alternate Address By Default On Packing Slip – When checked, packing slip addresses will be pulled from the alternate address on each line item. If there is not an alternate address present on the line item the address will then be pulled from the job itself.

▪

Enable United Essendant PO/Acknowledgement – ONLY addressed as a subscriber to Xetex Xebra E-Commerce Office Supplies using Essendant (formerly known as United Stationers) as your supplier. Checking this option will enable EDI (Electronic Data Interchange) allowing you to electronically transfer Purchase Orders and Acknowledgements to the supplier directly from the Xebra. This also enables functionality unique to the Essendant vendor ordering record.

▪	EPSA - Currently, ONLY addressed as a distributor involved in the development and testing of ePSA (e-PromoStandards Alliance) technology. For more information visit www.epromostandards.com.

Dashboard Settings - If you are setting up a brand new Xebra system, you can leave these fields blank. If you are an existing Xebra subscriber, you can limit the amount of data that is pulled into your dashboard. For example: If you have been using the system since 2002, you will have many years of messages and priority actions in your system, which is a massive amount of data. Rather than bogging down your dashboard with this much data, you can set a cut-off date for how far back you want to go for each item. You could enter 01/01/14 for Messages and 01/01/11 for Priority Actions to limit what is displayed. For more information on the Dashboard, please see the Dashboard section under Xetex Xebra 101.

New Operator Defaults – These will be the default settings used for all new operators. Any changes made to New Operator Defaults are not retroactive and will not affect operator settings created prior to the changes. These defaults are general and can be altered on an operator’s individual record. It is best to set these defaults to encompass the largest sector of operators possible.

▪

Job Delete OK – When checked, the operator will have the ability to delete any job at any time for any reason. We recommend that this option not be checked for any operator, including operators who are authorized to delete jobs. Authorized operators should be required to temporarily change the setting on the rare occasion that deleting a job is necessary.

▪

Prevent Update After Invoice – Limits the ability to alter a job once an invoice for the customer has been created. We recommend that this option always be set, even for operators authorized to make changes after invoicing. The operator has the ability to temporarily allow updating by un-checking this option (and later checking it again), but they are less likely to forget to re-invoice the job.

▪	Receive Vendor Invoice After Customer Invoice – Allows the operator receive a vendor’s invoice on a job even after an invoice has been created for the customer.

▪

Suppress Update Item Specifications Message – When adding or editing the specification mask on a job related item, this option will suppress the system message asking the operator if the updated information should be used on all future issuances of the product, essentially saving the changes to the main item record. By selecting this option, the query message will not be presented and the default specifications on the main item record will remain in their original form.

▪	Suppress Minimum Stock Alert Messages – When operator has been linked to one or more customer records, this option will disable alert messages they receive when a customer’s stock drops below a pre-stated acceptable level.

▪

Prevent Order Date Update – When using Default Order Date to Current Date in System Wide Settings, checking this option will not allow the operator to change this date under any circumstances. If you have chosen to not use the Default Order Date to Current Date option you will NOT want this checked.

▪	Prevent Rejected Status After Vendor Invoice - When checked, it will prevent all operators from changing the job status to Rejected if there is an open Accounts Payable record associated with the job.

•	Starting Numbers – Limited to 10 numeric digits, you have the ability to set the starting numbers of jobs, invoices, and bulk billing IDs. If you are using the Invoice Number = Job Number option in System Wide Settings the Invoice Number field becomes defunct.

•	Credit Management Setup – This is the first step in taking advantage of Xetex Xebra’s Credit Management features. Along with this initial setup, you will be exposed to more Credit Management features and functionality in Bookkeeping.

o	Disable Credit Checking – If checked, no credit checking will be done during job entry for any customers. If this option is unchecked, you can disable credit checking for individual customers through the Customer Credit Summary dialog in the Customer Billing Record.

o	Grace Days Past Due – The number of days past due that an invoice can be before credit checking flags the customer for credit caution and places any new jobs for the customer on credit hold.

Credit Manager – If this field is blank, all operators with accounting privileges can access the Credit Management menu items in the accounting node and the customer billing window. Place an operator code in this field if your company designates one person to handle credit management. In this case, only the credit manager will have access to the credit management functions. The credit manager will also receive messages each time credit management places a job on hold.

•	Fiscal Year – It is here that you will define your fiscal year and, while this will only be used in the General Ledger, it is a vital part of your accounting system. Please refer to your accountant if necessary.

o	Fiscal Period - Enter the fiscal period that corresponds to the current calendar month and year. Note: Fiscal periods in Xetex Xebra correspond to months, in other words, there is no provision to start a fiscal period on the fifteenth of a calendar month.

•

SecureNet, Authorize.Net, and PayPal - Xetex Xebra provides features for processing credit cards. Currently, the system supports processing through SecureNet, Authorize.Net, or PayPal ONLY. Please see the detailed Credit Cards Section (6) for further information on establishing a merchant account and configuring the Xebra.

•	X-Source and ASI Setup - X-Source allows you to do item searches using Alphabroder and SanMar. ASI allows you to do item searches using all ASI vendors. For more details on setting up and using these features, please see the Using ASI or Using X-Source sections in the Order Entry II chapter.