Preferences

Introduction

The Preferences – Items window is where users configure certain invoice item related default values and functions. Within the preference, there is a ‘My Preference’ as well as a ‘Company Preferences’ options to configure within Total Office Manager.

Form Access

• From the main menu, click Edit | Preferences, or

• From the toolbar, click the Preferences button.

Field & Button Definitions

My Preferences

• Default Item Type – Assign an item type that preloads when creating a new item type within Total Office Manager.

Company Preferences

• Asset Account – Used to select the default asset account to propose when setting up certain invoice items (like inventory items, for example).
• COGS/Expense Account – Used to select the default cost of goods sold (COGS) or expense account to propose when setting up certain invoice items (like inventory items, for example).
• Income Account – Used to select the default income account to propose when setting up certain invoice items (like inventory items, for example).
• Adjustment Account – Used to select the default adjustment account to propose when entering inventory adjustments.
• Markup/Down Method – Used to select the markup method to propose when setting up certain invoice items (like inventory items, for example).
• Tax Code – Used to select the default tax code to propose when setting up certain invoice items (like inventory items, for example).
• Preferred Vendor – Used to select the default vendor to propose when setting up certain invoice items (like inventory items, for example).
• Use Item Alias Feature – When ticked, enables the “Item Alias” functionality in the program.
  • Use Vendor Specific Pricing Feature – Allows users to create additional item numbers to represent to same original item. Many item # can mean the same thing.
• Use Inventory by Employee Feature – Check this box to associate a warehouse with an Employee and view inventory by that Employee from the Dispatch board and other places.
• Warehouse Assignment by User – Check this box to associate a warehouse with an Employee and view inventory by that Employee from the Dispatch board and other places.
• Use Item Assembly Feature –
• Use Item Reservation Feature – Used to reserve Inventory for Customer:Jobs.
• Use Labor Minutes – Used to calculate needed Labor on items on an Invoice.
• Enable Unit of Measure – Allows you to purchase a container and sell by the unit.
  • Ex: Buy a roll of wire and sell it by the foot.
• Include Inactives in Item Lookup – When ticked, inactive items are included in the selection to choose from in the item lookup.
• Enable Zone Pricing – When ticked, the Zone Pricing advanced feature is enabled.

Related Content

Preferences – Checking

Introduction

Preferences – Cutoff Date is where users setup a date in which to disallow changes to data. It is designed as a safeguard for those entering information too far in the past or too far in the future. Within this preference, there is a ‘Company Preference’ option only to configure within Total Office Manager.

Form Access

• From the main menu, click Edit | Preferences or

• From the toolbar, click the Preferences button.

Field & Button Definitions

Company Preferences

• Do Not Allow Add/Modify Accounting Records on or Before – When ticked, this enables the Cutoff Date function. This function requires the Total Office Manager Administrator password in order to make changes to data existing prior to whatever Cutoff Date is selected.
  • This ensures that the is a second set of eyes monitoring the transactions and “authorizing” it accordingly.
• Warn if Transactions are _ day(s) in the past – When ticked, users will receive a prompt when entering certain transactions and records. They will be warned if the date entered falls outside the number of days entered here.
• Warn if Transactions are _ day(s) in the future – When ticked, users will receive a prompt when entering certain transactions and records. They will be warned if the date entered falls outside the number of days entered here.

Related Content

Month-End Bookkeeping Procedures

Preferences – Checking

Month-End Bookkeeping Procedures

Introduction

Preferences – Chart of Accounts is where users select certain Chart of Account (COA) related functions. Within this preference, there is a ‘My Preference’ as well as a ‘Company Preferences’ options to configure within Total Office Manager.

Form Access

• From the main menu, click Edit | Preferences or

• From the toolbar, click the Preferences button.

Field & Button Definitions

My Preferences

• Smart Account Selection Filtering – When ticked, the function is enabled.  Smart Account Selection Filtering (SASF) helps users pick the correct type of account (income, expense, etc) during various setup activities.  It is strongly recommended that SASF be enabled at all times.
  • On occasion, however, certain setup activities may require that the function be disabled.  The Total Office Manager Administrator must be available to turn off SASF.  To disable the function, un-tick the Smart Account Selection Filtering checkbox, read the important pop-up message, and enter the administrator password.
  • Once again, it is strongly recommended to re-enable Smart Account Selection Filtering after completing the activity which required its inactivation.
• Include Account Numbers with Account Names – When ticked, this feature causes account numbers to appear alongside account names in the Chart of Accounts.
• Auto-Generate Chart of Account Numbers – When ticked, chart of account numbers are automatically proposed when creating new accounts.  Use the “Increment By” field to adjust the default span between the proposed account numbers.

Company Preferences

• Use Department Overhead Allocation – When ticked,
• Do NOT require Vendor selection; except for the Pay Sales Tax Default Bank and Accounts Payable COA – There are specific places in the software where the selection of a vendor is required. When ticked, this requirement is no longer present.

Related Content

Chart of Accounts List

Chart of Accounts – Overview

Introduction

Preferences – Auto-Recall is where users select whether or not Total Office Manager will have the ability to automatically remember the last used information in certain forms. When enabled, it will propose that same information be entered when reopening the same form at a later time. Within this preference, there is a ‘My Preference’ option only to configure within Total Office Manager.

Usage

An example of utilizing the auto-recall function is when you are receiving items from vendors.  After selecting a vendor in the Item Receipt form, the program will display a dialog box whereby previous information can be brought forth, potentially saving keystrokes when entering repetitive information into the software.

Form Access

• From the main menu, click Edit | Preferences or

• From the toolbar, click the Preferences button.

Field & Button Definitions – Preferences – Auto-Recall

My Preferences

• Auto-Recall Transactions – When ticked, the preferences – auto-recall becomes activated. Certain information from previous transactions will be automatically recalled within the same form for users to see the next time they are in the form.
• Do Not Prompt Yes/No – When this checkbox is ticked, it causes the program to bypass the confirmation dialog box and immediately perform the recall function. When not ticked, a message box (prompt) will appear on the form asking the user if they would like to recall the last transaction. The user will have the option to click Yes or No and then proceed accordingly.

Related Content

Software Preferences and Settings

Preferences – Checking

Preferences – Company

Introduction

Under Preferences – Appearance preferences is where users adjust display options. Within the preference, there is a ‘My Preference’ as well as a ‘Company Preferences’ options to configure within Total Office Manager.

Form Access

• From the main menu, click Edit | Preferences or

• From the toolbar, click the Preferences button.

Field & Button Definitions

My Preferences

• Show Status Bar –  The Status Bar is toggled on or off with the “Show Status Bar” checkbox.
• Theme Color –  Use the Theme Color drop-down list to choose the color of headers throughout the program.
• Personalized Menus – Options include Disabled, Display Full Menu on Hover, or Display Full Menu on Click.
• Show Information Center – This Information Center display is controlled with this checkbox.  When enabled, the Dock Left / Dock Right radio buttons control on which side of the screen the Information Center appears.
• Show Toolbar – The toolbar can be toggled on or off with this checkbox.  When enabled, choose how to display the toolbar by selecting the Text Only, Icon Only, or Icon And Text radio buttons.
• Toolbar Prefs – Used to choose which toolbar buttons to display.  For simplicity, many users remove toolbar buttons for functions which they never perform.
• Display Icons in Task Panels – Controls the display of icons in both the Information Center and the Filter Center.  Display of these icons can be toggled on or off by using this checkbox.

Company Preferences

• List Speed Optimization – For more information, please read Speed Up Lists with the Fast Lists and Max Lists Preference.
• Hide Columns that Significantly Slow List Performance – Tick this button to hide columns that can cause lists to operate slowly or freeze. These columns are usually unnecessary. They can be found in the Show Columns form and are marked with an asterisk. Users can always add them back.
• Open old Schedule Board with Schedule Board Button – When ticked, the old Schedule Board will load when the user clicks the dispatch button on the toolbar.
• Enable Mapping for Schedule Board (New) – For those who have the GPS mapping system, tick this button to activate it on the Schedule Board.

Related Content

Preferences – Auto-Recall

Information Center

List Management – Filter Center

Introduction

Under Preferences – Web Updates is where users configure update reminder settings. It’s here that user set notification schedules to alert them to when the latest update is available for Total Office Manager. Within the preference, there is a ‘My Preference’ as well as a ‘Company Preferences’ options to configure within Total Office Manager. To learn how to actually update to the latest version, read “Check Web for Update”.

Form Access

• From the main menu, click Edit | Preferences, or

• From the toolbar, click the Preferences button.

Field & Button Definitions

My Preferences

• Web Update Reminder – When ticked, enables the program to remind users to check for Total Office Manager updates and enhancements.  It is strongly recommended to enable this feature in order to keep current with enhancement releases.
• Remind Me Every – Sets the number of days between update reminders.  We recommend this setting be at ten days or less.
• Last Date Reminded – Displays the date and time of the last web update reminder.

Company Preferences

• Update File Path – Select a file path for the update to go within the organization’s network. Please pick a directory everyone has access to receive the update.

Related Content

Check Web For Update

Preferences – Checking

Preferences – Chart of Accounts