Configuration Management

One of the major aspects of getting going with Acctivate is gaining an understanding on how to configure each aspect. The system admin can utilize Configuration Management to do things like setup new users, configure customer credit settings, create warehouses, create custom fields, etc. This is also the place where you can assign the necessary GL Accounts to specific sections, such as Branch, Warehouse, and Product Class.

To access Configuration Manager, go to File > Configuration Management. Below, we’ve listed the most common sections of the tool for you to review after the Model company creation.

Configuration Management Checklist

1. Users
   • Create login information for each user or based on department (sales, purchasing, etc) that will need access to Acctivate. We recommend creating a basic user to copy from for each new user rather than copying the “SYS” user. This will ensure all users do not have access to Configuration Manager.
   • Setup user specific permissions
2. Company
   • Company Info: Make sure all address, email, and phone number information is correct.
     • Setup the Email Settings
3. Setup document numbering scheme. We suggest setting the beginning invoice and sales order numbers as different numbering sequences or start with a letter or prefix to prevent confusion. Different suffixes can be set, as well.
4. Customer
   • Customer Options: Set defaults that the system should use when new customers are created. Create or verify credit restriction settings. Learn more about our credit management here.
     • If using QuickBooks Pro or Premier and are worried about limitation of customer lists, check out the option to only synchronize customers with invoices.
5. Branch: Make sure all branches are listed with the proper address, phone number, GL Accounts, default warehouse, and company logo. If utilizing multiple currencies, you’ll be required to setup a Branch per new currency with a specific currency selected. These will also need their own currency specific AR account.
6. Marketing Lists: Setup Marketing Lists which can be used with Broadcast Emails
7. Sales Orders
   • Order Options: Specify any Order Processing Defaults and Options as well as which forms print from the main icons listed on the Sales Order window.
   • Sales/COGS: Choose which group to assign your Sales and Cost of Goods Sold accounts to, as well as QuickBooks Class Tracking information.
   • Marketing Code: Create the list of Marketing Codes to specify how you received your orders, if applicable.
   • Price Code: Setup your list of Price Codes used on both Customers and Products.
8. Inventory
   • Inventory Options: Apply any defaults for the Product window when creating new products.
   • Warehouse: Review the GL Accounts selected on the Inventoried section of the Warehouse Accounts. Make sure to also assign Non-inventoried GL Accounts to use for other types of products
   • Unit of Measure: Create multiple units of measure or specify the relationships between them.
   • Product Class: Review Sales and Cost of Goods Sold GL Accounts assigned based on above-mentioned Sales/COGS settings
9. Purchasing
   • Purchasing Options: Set all the Purchase Order defaults

---

Back to top