3.0 Company Setup

• Company •

This is where you’ll enter the company information such as company name, address, phone, etc.  

This is also where you’ll set up company-wide defaults and field names. 

A newly added feature in August 2013 is the check box for “Use Password AND User ID”.  Most users are only set up to sign in to Softbase programs with a password alone.  This feature allows you to assign a username AND password to log in to the Softbase 3.0 program.  

Important Note:  If you check the box for “Use Password AND User ID” be sure someone is set up    with a User ID in the Security screen BEFORE you log out of the program.  Our suggestion is to set this up in Securities prior to checking this box.   

eLift User Name and eLift Password  - If you use the eLift website for equipment sales this is where you will need to enter your user name and password for their website in order for the upload from the equipment file to work properly.   

Parts Dealer #, SMH Dealer #, and Intrupa # are all fields that can be filled in with your company’s dealer #’s.  

Below these fields you’ll notice “Changed By” and “on”  - This will identify the last person to have made a change in the Company Setup screen and the date and time the change was made.  

Please always remember if you make a change, to click the “Update” button at the top of the screen.   

Accounting

Accrued WIP Entries - Normally, when you post parts, labor, misc, equipment, or rentals to an order, no GL transactions take place.  

For example, when you post a part to a work order nothing gets posted to the GL at that time.  But, when you close the work order, the cost of the part would apply a negative amount (credit) to the parts inventory account, and a positive amount (debit) to the Cost Of Sales account.  However, if you have this "Accrue WIP Entries" option checked, AND in the Chart Of Accounts the parts inventory account points to a WIP Account, then when you post that same part, a negative amount (credit) gets applied to the Inventory Account right away with a positive amount (debit) to the WIP Account.  Then, when you close the work order, a negative amount (credit) will be applied to the WIP Account and a positive amount (debit) to the Cost Of Sales account. 

Include WIP in AR Credit Limit Checks - You can set credit limits for customer accounts.  If you check this box the work in process amount will be included with the AR amount when checking the credit limit for the customer.  

Current Fiscal Year Starts - This field is set up at installation and should never be manually modified.  The system updates the field when a Year End Roll occurs.  

Cut Off Date Between ____ And ____ - This is the cut off date range that will not allow any GL entries to be posted back into.  This is how you     control your month end close outs.  This field should be modified after every month end close-out so that no GL entries can be posted     to a prior month.  (Upon installation of the software this is automatically set for the fiscal year.)

Invoice Cut Off Day - As a rule, always set this to the 31st day of the month.  Simply choose 31 from the drop down list.  Otherwise, if you choose something other than 31, any invoice closed after that day of the month will be posted to the following month.   

Retained Earnings Account - Enter the retained earnings account number for your company here.  When a year end roll occurs, all the prior year P&L accounts will carry forward to this account for the new fiscal year.    

AP Check Format - Softbase has some very common check formats already loaded within the program.  During installation the appropriate format is selected for printing checks.  

The button with the image of a check will open the check format window.  There you can adjust where things print on the page to ensure it is aligned properly with your specific check style. 

 

Canadian Date Format - Softbase has several customers in Canada.  This field only applies to those customers.  

Next Control # - If you are allowing the program to assign your control #’s for Equipment (serial numbered items), this is where you would set up the starting number of the sequence to be used as the next available #.  Then when a piece of equipment is being set up (in the Equipment setup screen), you can click the button to automatically assign the next available control #.  If the Serial # field is blank, then the serial # will also be set to this next control #. Otherwise, just the unit # and control # fields will be set.  

Next Journal Name - If you are allowing the program to assign your journal names, this is where you would set up the starting number of the sequence to be used as the next available #. Then when you are ready to create a new journal you can click the button to automatically assign the next journal name.  There are three different types of journals.        *Prefix, Number, and Suffix fields will be used to determine how the journal name is to be structured. 

General Journal - A general journal is used for any generic journal entry that needs to be posted to the GL.  The journal names for    these are typically preceded by ‘JE’ followed by the number sequence or the date format, whichever you choose to use.            

Cash Posting Journal - These are used to post AR Deposits and are typically preceded by ‘CP‘ for cash posting or ‘AR‘ for accounts receivable then followed by the number sequence or the date format, whichever you choose to use.                         

AP Journal -  These are used to post AP Vouchers and are typically preceded by ‘AP‘ followed by the number or date format, whichever you choose to use.                              

Suffix - You can also set up a Suffix to be added to the end of the journal names.

CC/PayJunction

***See documentation on PayJunction***

SMTP

If you are going to utilize the email feature in Softbase you will need to set up a general company email to be used.  This will also serve as the “reply-to” email address for any emails sent out via Softbase.    

Fill in all the appropriate information regarding your email account/address.

Email Method

SMTP Server

Office 365 or MS Exchange

SMTP User Name

SMTP Password

‘From’ Email Address - When sending emails of documents and POs from Softbase, the reply to the email address comes from the From Email Address field.

‘From’ Mobile Email Address - The work order recap documents emailed from Softbase Mobile will have a reply to the email address that is found in the ‘From’ Mobile Email Address field.

SMTP Port, Secure - To allow for Secure Emails check the checkbox field labeled ‘Secure’.   If that is turned on, you will need to select Type of Secure Email your outgoing email server requires: SSL or TLS of various versions. 

Invoicing

This tab is where you will fill in the information regarding all invoicing for the entire company regardless of the branch or department.  

Final Invoice Copies To Print - (This ONLY applies to Invoice.exe version 2.1) - You have the option to print multiple copies of invoices     during final invoice print but keep in mind internals will print as well.  For example some companies choose to only have their billing clerk close the work order but not print a final copy for filing purposes.      Instead they choose to have a receptionist or other personnel do the Final Invoice Print and mailing.  If you enter 2 in this field Softbase will automatically print two copies rather than 1, allowing one for your mailing and one for your file.  This does not, in any way, suggest that you cannot print more or less copies at any given time.  If your billing     the clerk chooses to print a copy from the invoice program when they close the work order they can do so.  This does not limit their ability to print so please do not confuse this.  Anyone with access to the invoice program has the ability to print any work order at any time whether it is open or closed.    

Parts Currency Format - The # of digits the parts pricing should consider before a final price.  The standard is #0.00.  This mostly applies to Purchase Orders.  

Default Whole - and Default Decimal - Dollars  - This is the default currency setting when printing the verbose portion of the amount on AP Checks. 

Quoted Parts Not Available - 

Default Labor Start Time - This is the default labor start time that is displayed in the Labor Ticket Entry screen where you posted your mechanics’ daily labor entries.  When posting labor on the Labor     Ticket Posting window, the Start Time always started at 8:00 AM. Setting this field will allow you to change this default start time. 

Labor Import Rounding -  When you import labor from Softbase Mobile into the Labor Posting window in 3.0, this drop down box labeled "Labor Import Rounding" will round up time to the nearest "so many minutes".  So, if the mechanic recorded 11 minutes on a job, and the rounding selection is set to 15 minutes, the amount of time imported will be 15 minutes.    

Automatic Invoice Date  - This allows the program to record the date the work order was invoiced.  If you want each user to control the invoice date, then uncheck this box.  Typically this box is checked to allow Softbase to automatically record the exact date and time the work     order was invoiced but in the event you need to open the prior month for invoicing you could simply uncheck this box.  Then, when the user performs the invoice function, they will be prompted to manually enter the invoice date.    

Auto Check Sales Group - Marks the customer on their sales group associated with the sale.  To disable, un-check the box.  

Disable Miles Calculation - The program calculates miles from the Dealership’s Zip Code to the Customer’s Zip Code based off of the Ship-to Zip Code on the invoice.  The mileage is displayed on the work order screen.  To disable, un-check the box.   

Dispatch Manual Refresh - In the dispatch window there is a refresh button if you would like to keep this option and a manual function when you click the button, select this option. 

Quote To Order Allow Partial Qty BO - In the invoicing window when you convert a quote to an order and there are parts involved that are currently not in stock per the quantities needed you would have the option to fulfill the quoted qty with the total that are in inventory and backorder the remaining quantity as opposed to creating a back order for the full quantity.  

Include Misc on Mobile Recap - On Softbase Mobile customer signed recap work order, any work order comments and additional work recommended comments print, along with all parts either posted to the work order and parts that the mechanic used that have not been posted yet.  If the ‘Include Misc’ option is selected here, then the Mobile work order will include Misc Items posted to the work order along with the parts.

Include Labor Times on Mobile Recap - If the Include Labor Times option is selected here, the On-Site and Off-Site times will be included.

Suppress Part # on Recap - In Softbase Mobile the customer will receive an emailed copy of the work order, if you would prefer to not show part numbers on the recap simply select this option. 

Auto Doc Center Mobile Recap - When the mechanic collects a signature on the mobile device using Softbase Mobile, the work order Recap will automatically be saved in Document Center if this box is checked.  However, if it is not checked, the mechanic will need to tap the Doc Center button.  

Don’t Clear Signature - When using Softbase Mobile, and the mechanic taps on the Signature button, normally the Signature box would be a blank box by default. But, if the Don't Clear Signature check box is checked here, then any recent Signature will still be in the signature box. (if multiple work orders need to be signed by the customer, it has been requested to have this as an option). 

Add Hours and Serial # on Time Card - When importing labor hours from Softbase Mobile if this option is marked you will see the labor hours and serial number on the time card import.

# of Hours of Change Allowed - 

Marketing

Next Customer # - If you are allowing Softbase to assign customer account numbers, you will need to enter the starting number here.  A lot of dealers manually assign their own customer numbers with the most popular format being the first three letters of the customer name followed by three zero’s.  If you are using that format you wouldn’t     necessarily need to have a starting number here as they will be manually assigned on a case by case basis.  But if you are planning to allow Softbase to assign account numbers you certainly need to have a starting number here.     

Default Terms - This is the terms value Softbase will default to when setting up a new customer.  In the screenshot you can see the Default Terms are set to Prospect.  Typical terms you might want listed here are COD,         Net10, Net15, Net30, etc.     

Sales Group Titles - This is where you categorize your Sales Groups.  This will control commissions and options later in invoicing.  For more information on this field see Salesman Commission and Territory    Setup.  

Call Report Follow Up Days - When you use the Profile.exe 2.1 program, and create a Call Report, a Follow Up Date will be calculated     automatically "so many days" after the call date.

Print Fields

These are the fields that you would like to have printed on Equipment Sales Invoices for the entire company regardless of the Branch and Department.  

EQ Comments

Comments entered here will be printed on Equipment Sales Invoices (Equipment and Rental) for the entire company regardless of the Branch and Department.

Inv Comments

Comments to appear on invoices - These comments appear in small print at the bottom of all invoices regardless of Branch and Department.

Comments to appear in body of email - When emailing invoices from the program these comments will appear in the body of the email.

Logo

This is where you can set your company-wide logo.  

    File size:  300 pixels high and no more than 1500 pixels wide

    File Format:  .jpg (preferred)

    Simply drag and drop your logo file from your desktop to the large white area. 

    Use Graphic Box - This feature is currently not available.

***Just a footnote on this logo tab - the company setup logo does not appear on Softbase printouts.  Invoices will use the logo set in the Branch setup instead.  If you choose to, you can have reports point to this logo if necessary.  

Also, don’t forget to “Update” any time you make a change.  The Update button is located in the top left area of the screen.