To Edit the System Defaults
Table of Contents
Begin at the default dialog.
Click on the system defaults.
Click on the Edit button.
There are five tabs:
General (1.10.4)
Account (1.10.5)
Warehouse (1.10.6)
Maintenance (1.10.7)
Service (1.10.8)
General Tab
Comments Printable:
this setting allows the user to set a default to have comments printable or not as they are added.
Can be Viewed with:
this setting controls who can view comments. The choices are
All
Department
Who added
Items Default Search:
these settings allow the user to specify the default search option. The choices are:
Description
Productid
Model
Stock
Manufacturer
UPC
Available group
Exchange group
Commission group
Report group
Department
Attribute group
Tax group
Assets Default Search:
These settings allow the user to specify the default search option. The choices are:
Productid
Assetid
Description
Item status
Siteid
Sitename
Lastorderid
Mfg serial#
Option count
Sec assetid
Invoice Default Search:
these settings allow the user to specify the default search option. The choices are:
Invoiceid
Contracted
Billdate
Company
Terms
Amount
Tax
Type
Parent invoice
Po number
Posted
Site name.
Warehouse Search:
these settings allow the user to specify the default search option. The choices are:
Time
Number
Description
Date
Customer/vendor
Site.
Beep Category Fields:
These functions are meant for the warehouse module. It gives the user an auditory signal to verify that what they are scanning.
Regular:
future implementation.
Successful Scan:
good scan
Critical
indicates a problem: was misread or mistyped or it is not in the order.
Mandatory Address Fields:
These fields control the defaults used when adding customers or companies. They are:
State
Zip Country
In Stock:
In a multi-site environment, this feature can be used to allow a site to search only for the items they currently stock.
Item search:
Set this to Yes to search for items in stock only.
Mandatory Pickup
Order Field:
This field is used to require a user name for a pickup order.
Mandatory Order Fields:
These fields control defaults when adding orders.
Description
Project
Profit
Center
Shipping Address
Ship to Location
Warehouse Filter Panel:
The following choice is available:
Today: check this field if you want the warehouse personnel to display their tasks for the current date.
Account Tab
There are four tabs: General, Events, Orders and Print.
General Tab
Account > General Tab
New Customer:
This setting is used to default the type of customer when adding the record from the account screen. The choices are:
Individual
Company
Default individual:
When clicking on the new customer button in the account screen, this selection will pop a dialog box where the user can specify between two types (individual and company) with the individual radio button clicked.
Default company:
When clicking on the new customer button in the account screen, this selection will pop a dialog box where the user can specify between two types (individual and company) with the company radio button clicked.
Create New version:
Each time an existing order is opened, the system can prompt the user if a new version should be created.
prompt with yes:
prompt with no
no prompt: this option will not show any question and will not cre- ate new version automatically.
Order Search Sort Options
Sort by:
OrderID
Status
Description
Company Site
Customerid
Start date
End date Contact
Sales person
Assigned to
PO number.
Order By:
None
Ascending
Descending.
Mandatory Voucher Fields
Vendor Invoice No and Date. If vouchers for purchase orders are created, this field should be checked so that the invoice number and date can be included in the export file when posting batches.
Transfer Order Info Options
Return Order This option creates automatically a second transfer for a return.
Event Tab
Account> Events Tab
Mandatory Dates
Select any date type that must be entered when creating an event:
Load-In - Requires you to enter the Load-In date.
Prep - Requires you to enter the Preparation date.
Return - Requires you to enter the Return date.
Rehearsal - Requires you to enter the Rehearsal date.
Ship - Requires you to enter the Ship date.
Strike - Requires you to enter the Strike date.
Show Start / End Dates - Requires you to enter both the Event Start Date and End Date.
Pickup - Requires you to enter the Pickup date.
Default to Blank - Makes the Pickup date start blank instead of auto-populating.
Mandatory Fields
Additional required fields on event orders:
Billing Customer – Requires you to select a Billing Customer.
Event ID – Requires you to enter an Event ID before saving the event.
When you enable this setting it prevents the save action until you type a valid Event ID
The system does not auto-generate an Event ID while this setting is active.
When the setting is turned off, R2 automatically assigns an Event ID using the IDS sequence or a random generator.
Click the information icon
for additional guidance about this field.Enabling this will apply to Event APIs also.
Default Settings
Use the Default section to define system-supplied values that apply automatically to new events created under this Default Profile.
Profit Center - Sets the default Profit Center for new events.
Click the search icon to open the lookup window and choose the correct Profit Center.
Orders Tab
Account > Orders Tab
There are five tabs: General, Payment, Subtotal, Dates and Print.
Account > Orders > General tab
Default
Use this section to define system-supplied values and behaviours that apply automatically to new orders.
Profit Center
Lets you specify the default Profit Center for new orders.
Click the search icon to select a Profit Center from the lookup list.
Disclaimer
Lets you assign a default Disclaimer text to orders.
Click the search icon to choose a predefined Disclaimer.
Show Charge Duration
Controls how the system displays charge duration.
Select As Days or another display method from the dropdown.
Expand Kits
When you enable this option, the system expands kit contents during order entry.
Sale Order
Marks the order as a Sales Order by default when selected.
Hide Charge Info from Order/Invoice Print
Lets you hide charge duration information on printed Order and Invoice forms.
Available separately for:
For Item
For Labor
Use these fields to control how the system assigns shipping methods on new orders.
Ship Via
Sets the default shipping method when you create an order.
Return Via
Sets the default return shipping method after the event or rental ends.
SubOrder Type
Defines the default SubOrder Type (for example, Quote, Order, etc.).
Purchase Assign Type
Controls how the system assigns items during purchasing.
You can choose between Use Existing or other available options.
Information
Assign Current Employee to New Orders
When enabled, the system automatically assigns your Employee record as the owner of new orders.
Prompt
Want to Generate Invoice
When active, the system prompts you to generate an invoice during order completion.
Prompt for Remarks When Quote Is Marked as Lost
When enabled, the system prompts you to enter remarks whenever you mark a quote as Lost.
Sales Person
Select how the system assigns the Sales Person on new orders:
Customer
Assigns the Sales Person linked to the Customer.Current Employee
Assigns you as the Sales Person.Current Employee – If Customer Has None
Uses the Customer’s Sales Person when available; otherwise assigns you.
Mandatory
Use this panel to specify which fields you must complete before saving an order.
You can make any of the following required:
Description
Project
Department
Item Price Group
Labor Price Group
Profit Center
Category
Sub Category
Probability
Event
Enter an event before saving the Order.
When you enable this setting it prevents the save action in Rental or Sale order until you type a valid Event.
R2 displays a prompt and blocks the save action when an Event is not selected.
This applies only to Rental and Sale order types, other order types remain same.
Click the information icon
to view more details about the Event requirement.Enabling this will apply to Order APIs also.
Prompt on Done Only
Use this section to define prompts that appear only when you mark an order as Done.
You can enable prompts for:
PO Number
Insurance Expires
Order Dates
Transfer Assign Type
Choose how the system assigns items during a transfer.
Exchange
Keep Original Description
Keeps the original description when exchanging items.
Price
Keeps the original price when exchanging items.
Allowed Discount % Limit
Enforces the discount percentage limit during exchanges.
Account > Orders > Payment tab
Terms
Billing Terms Pay Method Pay At:
Select one of the pre-defined methods:
Rent
Return
Periodic Billing
No charge
Custom
Assign Action:
Select one of the pre-defined methods:
Purchase
Sub-Rent
Transfer
Exchange
Quick Turnaround
Account > Orders > Subtotal tab
Account > Orders > Dates tab
The following mandatory dates can be set Load-In Date
Rehearsal Date Show Start End Dates
Account > Orders > EDR tab
The selections below are used for defaults used on the delivery receipt.
Only Dispatched
Only Filled All
Hide Amounts
Print Deleted
Print changes
Serial Number
Mfg. Serial Number
Sort Options group box
Sort By offers the following defaults
Nothing
Product ID
Description
Department
Container
Priority
Order By with the following defaults
None
Ascending
Descending
Warehouse Tab
There are three tabs: Order Fill, Return Order and Dispatch.
Order Fill Tab
Auto Fill
Auto Return
Filled/Out Also
Default Search including the following choices:
Prep Date
Contract ID
Description
Site
Return Order Tab
Filled/Returned Also
Default Search including the following choices:
Description
Contract ID
Pickup Date
Return Date
Ship Tab
Default Search including the following choices:
Contract ID
Description
Ship Date
Pickup Date
Maintenance Tab
There are two tabs: Inventory and customer.
Inventory Tab
There are four tabs: Items, Packages, Misc and Labor
Maintenance > Inventory > Items Tab
The allow group box offers the following default settings:
Rent
Sell
SubRent D
iscount
Chk Availability
Print On Order Misc
Tax
Attribute
Receive Inventory for Asset ID settings include
Auto
User Defined
Auto Seed
Serial:
not implemented
Non serial:
not implemented
Maintenance > Inventory > Packages Tab
Defaults that set the allow fields are:
Rent
Sell
SubRent
Discount
Chk Availability
Print On Order
Tax
Attribute
Receive Inventory for Asset ID settings include
Auto
User Defined
Auto Seed
Serial:
not implemented
Non serial:
not implemented
Maintenance > Inventory > Misc Tab
These defaults affect the miscellaneous charges
Tax
Report
Revenue
Print On Order
Freight
Maintenance > Inventory > Labor Tab
These are defaults for labor items.
Tax
Report
Revenue
SubRent
Discount
Customer Tab
There are three tabs: Individual, Customer and Company Maintenance > Customer > Individual Tab
These are defaults for individual type customers.
Pay Method
Pay At
Billing Terms
Terms
Marketing group
Shipping method
PO
Billable
Vendor
Type including normal or privileged.
Tax
Master Bill
Corporate
Corp Member Of
Maintenance > Customer > Company Tab
These defaults are for company type customers.
Pay Method
Pay At
Terms
Customer Type including normal or privileged
Shipping method
PO
Billable Vendor
Tax (ellipse) Individual
Corp Member Of
Maintenance > Customer > General Tab
These defaults are common for both the individual and company type customers. Mandatory Addresses include
Billing Shipping
Mandatory Names include Contact, Last Name, Mandatory Phone Numbers, Customer Phone Numbers
Service Tab
Assign Employee Option Group box
Employee
Employee Group