3.0 Branch Setup

Modified on Wed, 8 Oct at 3:50 PM

Branch Setup

Each branch will need to be set up here. If your company only has one location then the one location is considered branch 1.

If your company has multiple locations, the main location would be branch 1. Then set up the remaining locations as 2, 3, etc.

If you choose to, you could use 11, 12, 13, 21, 22, 23 etc depending on how your company is arranged in locations, states, and divisions. This field is only to identify a location as a branch #. You can choose whichever number setup you would like to use.

Branch Setup

Every branch of your business will need an entry. Include the branch’s unique information. The Sub Name is the name that will appear on the top of your invoices if you choose the “Print Company Headings” option in “Print Format” of 2.1 Invoice.

Accounts Receivable GL Account # - The account for which you want the system to store your customer sales in Accounts Receivable for that branch.

Clark Dealer Access Code, Clark Parts Code, Fedex Shop ID, and Fedex Vendor ID - these fields were created for specific dealers, they do not apply to all.

Default Warehouse - The warehouse to show as default when adding parts for this branch.

Rental Delivery Default Time - The default time to display on rental contracts.

Currency Type - The Currency Types that you have defined will be available in this drop down box. (These are defined in the Currency Rates setup screen, which can be found in the Softbase 3.0 Menu under the Administration tab.) For each type, you can then define the below details as they apply:

AR Account for Currency - Instead of a customer invoice being applied to the above Accounts Receivable GL account #, this field is where the customer AR will be applied for the selected currency type.

Debit Account - (currently not being used)

Credit Account - (currently not being used)

Reevaluation - When the re-evaluation roll is done at the end of the month, any related AR entries to the above Currency Type will be processed and the profit or loss in currency exchange difference will be applied to the below accounts, depending on if it is a profit or loss.

Debit Account - (See Reevaluation)

Credit Account - (See Reevaluation)

Tax Setup

This is where you set up the tax for the branch.

Show Split Sales Tax - If taxes need to be separated by State, County, City, Local then check this box.

State, County, City, and Local Sales Tax Labels - You can enter the verbiage you would like to print on your invoices for taxes. (For Canadian dealers, it would be typical to use the state for GST and the County for PST)

Use State, County, City, and Local Tax Code Descriptions - If selected, the Sales Tax Label here will be printed on invoices for taxes.

When “Taxed At Dealership” use the following:

Standard Tax Code - Select the standard tax code to be used for the branch.

Use Absolute Tax Codes - Some states require you use absolute tax codes meaning regardless of the location you must use a specified tax rate.

Finance

This is where you set up the finance charge

Finance Charge GL Account - Enter the account number for your reference to indicate where the finance charge should be recorded to. Note: As of July 2015, according to Terry, this field is for reference only, no actual transaction takes place. When you make the decision to charge a finance charge you can reference this field to help decipher what account to use in your journal entry.

Rate - This field is where you should enter the percentage rate that you want to use in your calculation when a finance charge is to be calculated. Note: As of July 2015, according to Terry, this field is not used to post any transaction to a customer account. Instead this field is referenced in the report ‘AR Statements Fin Charges‘ to calculate the appropriate amount to be charged to a customer for late payment. You can send your customer their statement showing the amount of the charge. Then if they negotiate with you and you decide to waive the charge there is no transaction to be reversed. But if you decide to go ahead and record the charge you will need to do a journal entry to post it to AR under the customer’s account.

Days Late - This field is used to help determine when to charge the finance charge. If you want to utilize the finance charge after an invoice has been unpaid for 90 days, then you would enter 90. Note: As of July 2015, according to Terry, this field is not used to post any transaction to a customer account. Instead this field is referenced in the report ‘AR Statements Fin Charges‘ to calculate the appropriate amount to be charged to a customer for late payment. You can send your customer their statement showing the amount of the charge. Then if they negotiate with you and you decide to waive the charge there is no transaction to be reversed. But if you decide to go ahead and record the charge you will need to do a journal entry to post it to AR under the customer’s account.

Store Name - ***See documentation on PayJunction***

Credit Card Debit Account # - ***See documentation on PayJunction***

Email

Logo

This is where you can set your Branch-specific 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 - If this is checked, the logo graphic file you added below will be printed at the top left of your invoices. Otherwise, the text of the Sub-Name, Address, City, State, Zip Code, and Phone # will be printed. Either case depends on if the user has “Print Company Headings check on in their Invoice Print Options. (Softbase Main Menu, File Menu)