The Preferences tab of the Company Setup screen allows you to set system-wide options related to accounts, as well as global options related to check preferences.
Note: The Check Preference options you select on this tab apply to all of the banks you set up.
The Preferences tab also enables you to upload a file to use as a digital signature on your checks and a logo to appear on your invoices and other documents.
§ Digital Signature: To create the image file to use as a digital signature, the individual authorized to sign for the designated accounts must sign within a 2.75" x .75" grid.
Scan the signature using a resolution of 200 DPI, and, using a graphics editor (for example, MS Paint), crop or resize the image to no more than 600x200 pixels, and save it in .JPG, .BMP, or .GIF format, with a maximum size of 200K.
Review the guideline document outlining the signature area to use. The document also provides procedural help to scan and crop the image.
§ Company Logo: You can upload a JPG, BMP, or GIF format image file of a company logo to use on invoices and other documents. The dimensions of the image should be no more than 400x200 pixels, and the file should be no more than 200K in size.
To set company preferences:
1. Select Setup from the Company menu to open the Company Setup screen, and select the Preferences tab.
2. Select the Use Departmental Accounting option in the Company Settings panel to track profit and loss by departments.
When you select this option, the system creates the Departments tab on which you can define department codes and names. You can then assign transactions by department when you enter checks, create customer invoices, etc., and display departmental information and activity on the financial statements you create.
3. Select Use Inventory to track purchases, sales, and quantities on hand for products set up as inventory items.
Note: You must use the Client Mangement Services add-on and enable the Inventory option on this screen to access the Inventory menu and its available options.
4. Select the Email Closed Period Reports and Email Closed Year Reports options to automatically email reports to clients when you close a year or close a period.
NOTE: You can also enable automatic archiving of Closed Period or Closed Year report sets from the Firm Options screen.
5. Select Send Text Alerts to Client to sent clients text notifications. In order for the client to receive these text alerts, you must add their mobile number in the Mobile Number field on the Company Setup screen. Go to Company>Setup. The Setup screen appears by default.
6. Select one of the options in the Account Display Format field to configure the format of all account lists displayed in the interface.
You can configure lists to display in the following formats:
§ Code-Description: Lists are formatted with the account code first followed by the account's descriptive name, for example, 4000 - Sales. This is the default setting for accountants.
§ Description-Code: Lists are formatted with the account's descriptive name first, followed by the account code, for example, Sales [4000]. This is the default setting for clients.
NOTE: This setting does not apply to the Chart of Accounts screen.
7. Use the View Checks By option in the Check Preferences panel to indicate whether to list checks by Check Number, Check Date, or Payee Name.
8. Specify how the client name should be printed on checks using the Payer Name options.
You can print only the client name, only the DBA name, or both names for the payee name.
9. Use the Check Type options to identify the type of checks you use and specify whether you use pressure-sealed checks.
You can select QuickBooks, MICR, or Other type of check.
NOTE: You can order MICR checks (middle position) and compatible envelopes from AccountantsWorld using the Purchase module available from your Home page.
10 stock.
NOTE: Top is selected by default if you use QuickBooks-compatible checks.
11. Select any of the following options that apply to your checks:
§ Click Print Payee Address to include the payee's address on checks.
§ Select the Suppress Signature Line option to format your checks without a horizontal line under the signature.
§ Select the Suppress Headings option to format your checks without headings.
12. Use the Vertical Position Adjustment field to adjust the vertical positioning of the signature on your checks, if necessary.
A positive number moves the image up, while a negative number moves it down.
13. Click Upload Signature in the Upload Images panel to import a previously-defined digital image to use as a signature on your printed checks.
NOTE: Review the guideline document outlining the steps required to scan and crop the image before uploading it.
The Upload Signature dialog appears.
14. Navigate to the image file to use as a digital signature, select it, and click OK.
The Upload Signature dialog closes and the file you selected appears on the Company Preferences screen.
15. Review the image and click Approve Digital Signature to approve its use.
Alternatively, click Remove Signature to delete the image and reload a new signature image.
NOTE: You can click Remove Signature at any time to delete the uploaded image or to replace it with a new image.
16. Click Upload Logo to add an image of a company logo to invoices.
The Upload Logo dialog appears.
You can upload a JPG, BMP, or GIF format image file. The dimensions of the image should be no more than 400x200 pixels, and the file should be no more than 200K in size.
17. Navigate to and select the logo image file in the Upload Logo dialog, and click OK to add the image.
The logo image appears on the on-screen sample.
NOTE: You must select the Show Logo option to enable the logo to appear in the upper left on invoices.
Click Remove Logo to delete the logo image from invoices.
18. Click Save to save your preferences and settings.
You must save your entries on this tab before moving to another tab of the Company Setup screen.