System Settings- Division

If activated , allows the user to create an Accounts Payable or Payroll check run with a check number other than the one suggested by the system.

Note:  VitalEdge recommends setting this switch to Y. If set to N, your dealership should have, as a minimum, checks that are not pre-numbered and a printer dedicated to checks. This printer must be able to immediately begin printing on the first check in the printer (i.e., the printer does not form feed and leave the first or last check blank).

Normally, the first check in the printer is used to align the printing on the check. This helps ensure proper printing for the rest of the checks in the run. In order to be able to align check printing, the user will need to override the suggested check number. For example, the last check used was 99. The system will suggest that the next check number available is 100. While 100 would be the next check in the printer, the user would enter 101 as the starting check number so that the system will use 100 as an alignment check. The letter X will be printed on check 100 in the appropriate places so that the user can verify alignment.

Specify how the dollar amount is printed in text below the numerical value when printing Accounts Payable checks.

• Include Dollar Amount in Words, Truncate Text—Print just one line of text to represent the amount. If the amount is too long no verbiage is printed.

• Include Dollar Amount in Words, Wrap Text—Print up to two lines of text to represent the amount, depending on the currency verbiage. If the amount is too long no verbiage is printed.

• Do not Include Dollar Amount in Words—No dollar amounts are printed in words.

Wrap is conditional on the setting of A/P Checks and A/R Statements Verbiage. (Configuration > General Ledger > Accounts Payable > Currency). IntelliDealer supports wrapping for full page format only.

If activated (Y), users will not be able to change the name of a customer when adding a record that already exists in another division.

If deactivated (N), users will be able to add a customer that already exists in another division can have a different name.

For example, if customer number SMITH001 in Division 1 is "Joe Smith", if this switch is set to Y for Division 2, customer number SMITH001 in Division 2 must also be "Joe Smith". If this switch is set to N for Division 2, customer number SMITH001 in Division 2 can be something other than "Joe Smith".

The setting in this field is used by True Balance Forward A/R customers. A system generated entry is created after A/R statements are run by these customers. The amount of this system generated entry is the remainder of all credits/payments for the month that could not be applied to the oldest outstanding invoice. The date on the system generated entry is the same date as the oldest outstanding invoice on the customer account.

This field determines the invoice number used for the system generated entry. VitalEdge recommends using an invoice number such as "OSCR" to represent an Outstanding Credit entry.

See A/R Type Overview.

If activated (Y), sales figures on the Summarized Financial Reports (GL1120) are shown as a positive.

The default behavior is to use the credit sign (-).

If activated (Y), stops the user posting amounts to the rental, inventory or writedown accounts assigned to a piece of equipment after it has been sold.

If deactivated (N), the user can post the rental, inventory or writedown accounts assigned to the unit until the AR month end is closed.

Amounts can always be posted to the Cost of Sale account for a piece of equipment; only the inventory and writedown accounts are affected by this field. Invoiced in this context means that the invoice has been released and processed through a billing run.

The A/P update will be aborted and produce an error report if either of the following is true:

• If the Stop RNT,WRTDWN,INV Posting If Sold switch is set to Y and vouchers are found that effect an application type "I - Inventory" G/L account for a stock number that is Status I or T.
  

• If the Stop RNT,WRTDWN,INV Posting If Sold switch is set to N and vouchers are found that effect an application type "I - Inventory" G/L account for a stock number that is Status I or T, and the G/L date of the voucher is not in the same month the unit was invoiced.

Enter the number of days which should be used in calculating voucher due dates in the Accounts Payable module. The system uses the invoice date, plus the number of days in this field, to arrive at a due date and suggest that date when a voucher is added on the Vouchers - Outstanding Batches screen.

If default payment terms are defined on a particular vendor profile (as specified on the Payment Terms tab), this field is ignored and the terms defined for the vendor are used to calculate voucher due dates. Also, any suggested due date, regardless of whether it was calculated based on this field or the Payment Terms tab, can be overridden when the voucher is entered.

If activated (Y), these check headings are included at the top of the check stub when printing Accounts Payable checks: Invoice #, Amount, Disc (Discount) and Voucher #.

If the stub of your A/P checks are pre-printed with voucher information, you should set this field to N.

If activated (Y), a check number and date are printed in the Description field of a journal breakdown file and in the Accounts Payable Journal Details report (CCA010D), where applicable. The CCA010D report can be generated from Journal Breakdown screen in IntelliDealer.

If there is both a non-blank description and a check number, the check takes priority.

When equipment moves from location to location, this field controls the activation of the system to check for inventory account changes.

This switch controls more than just GL updates on equipment for branch changes, but controls GL updates on equipment with any changes to any of the elements configured in equipment defaults (make/group/type/branch/status). This is essentially a divisional level on/off switch for GL updates coming from the Equipment Defaults table. With this table switch set to 'N', accounts are not automatically updated in the equipment profile and do not create TR journals.

See G/L Account Updates for Equipment Location Changes.

Allows you to specify whether to send financial data to John Deere during the G/L month end process.

Assigned to your dealership by John Deere. Non-John Deere dealers can load '000000' into this field instead.

Note:  The Primary Dealer # must also be present in at least one system settings belonging to that division.

Determines whether base and option code values that are changed on the Base Profile or Options screens are applied to existing equipment profiles assigned to the Base and Option codes in question.

If set to Y, the system retains the existing base and option code values already assigned to a unit, even when the base and option code values are changed. Changes can only be keyed manually on the Base & Options tab of an equipment profile.

If set to N, the system automatically changes existing base and option code values already assigned to a unit when they are changed on the Base Profile or Options screens. Changes cannot be manually entered on the Base & Options tab of an equipment profile.

If activated (Y), users can enter a number of hours smaller than the hours currently recorded on a piece of equipment (as specified in the Machine/Hours field of the Equipment Profile tab.)

For example, if there are 300 hours currently recorded for a machine, and the unit is brought in for a repair where the employee mistakenly updates the hours to 35, the system will refuse the change if this field is set to N.

GPS-enabled machines that automatically update the machine hours for a unit via the GPS device will have their hour readings updated regardless of the value of this switch.

If John Deere group codes are used at your dealership, you can use the equipment inventory defaults to separate the inventory accounts for different groups. If not, the inventory account will always get loaded by other criteria.

• If activated (Y), the JDMINT program will set the group code on the base profile and all units created to John Deere’s group code
• If deactivated (N), the JDMINT program will never update the group code field on the base profile OR on the stock numbers created (the base code on JDMINT-created units will be assigned based on the Base code of the unit).
• If this field is set to B, only the base profile will be updated with the John Deere group code. This is applicable for dealers who use a majority of John Deere group codes on their equipment but not all. The program will leave the base code on the unit blank; when the user saves out of the unit the first time, the group code will populate from the base profile. For the exceptions where they don’t want to use John Deere group codes, the user will need to manually change the code as needed on the base.

This switch allows the current cost and/or net book value of a unit to go below zero. This switch defaults to N. The allowed values are:

• N-No
• C-Current Cost
• V-NBV
• B-Both

If activated (Y), the Group code on the Equipment Profile tab defaults to the group code loaded on the selected Base number when adding or editing a unit with a blank group code.

If deactivated (N), the Group code on the Equipment Profile tab defaults to the group code loaded on the selected Base number only when adding a unit with a blank group code. When editing a unit with a blank group code, the group code remains blank.

A three digit numeric field used to calculate when a part can still use a sale price if previously sold. A value of 0 deactivates it.

The driving factor in this process is the PARTHIST file. For each line that has a negative order quantity, the system grabs all associated PARTHIST records for the part being returned. The PARTHIST entries are sorted by Receipt/Sale Date in descending order.

Specifies the first digit for all consolidated order numbers created in the system. Having the order number’s first character different than the start digit for regular orders helps users to quickly identify consolidated orders.

Allowed start digits are the letters A - Z and numbers 1 - 9.

This setting is password protected. Contact support to obtain a password.