Setup Options

Setup Options

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Setup ... Options

About Options Setup

Use this screen to set up important basic options used for your business. ManageMore offers great flexibility in its setup options. The Setup Options screen has been divided into several categories, each containing important settings. Select the category on the left side of the screen, and the settings for that category will appear on the right.

Keep in mind that not all sections may apply to your business. In addition, the sections in the setup list may be hidden based on the features included with your license.

In this Topic
   Billing
   Customers and Prospects
   Document Management
   E-Mail
   Electronic Funds Transfer
   Employees
   FTP
   Incidents
   Job Scheduler
   Reminders
   Serialized Tracking
   Shipping
   Tasks
   Vendors
   Zip Codes

Related Topics
   3.6   Setup Accounting
   3.7   Setup Company
   3.9   Setup Forms
   3.15   E-Mail Setup
   13   Document Management
   16.3   File Transfers
   16.4   Using the Job Scheduler

Billing

These settings affect the output of customer statements and past due notices.

Company Setup

Default Statement Output Method
Select the default method used to output statements. This value may be overridden during statement distribution. You can select from the following options:

Print

Print the statement form using one of the many provided statement form options.

File

Send the statements to a file for printing by a third party printing service. This option requires the optional File Export module.

E-Mail

E-Mail a customizable text and/or HTML statement to customers.

EFT

Process payments for statement/customer balances electronically.

Default Qualifying Minimum Account Balance
This value will be used to qualify customers to receive statements based on their balance. This value can be overridden when distributing statements.

Minimum Past Due Amount for Dunning Message
This value will be used to qualify customers to receive messages based on their balance in the appropriate aging range. You can therefore avoid printing a statement message on a customer whose balance is below a certain threshold. Dunning messages are defined in Setup Forms, in the statements section.

Always distribute statements on outstanding accounts with no new activity
When checked, the program will generate a statement for all active customers that have a balance, even if no new transactions or payments were posted to the account since the last statement was generated.

File Export

Allow automatic file compression when exporting files
Select whether to allow the program to automatically compress files when exporting statement data.

File Compression Password
Specify a password to restrict access to compressed files created when exporting data.

OMR Settings

Optical Mark Recognition (OMR) is a printing technique that allows specialized postal equipment to automate the separation, folding, and stuffing of bills into envelopes.

Optical Mark Recognition (OMR) Level to Use
Enter the level of OMR functionality to include on printed statements. This value depends upon the type of OMR equipment you use.

Optical Mark Recognition (OMR) Divert to Deck XX pages
Enter the number of pages in a multi-page statement that will cause a divert to deck mark to print.

Optical Mark Recognition (OMR) Symbol Value
Enter the value to print on the statements to indicate the standard OMR mark.

Customers and Prospects

Company Setup

Next Account Number
The program will maintain the proper sequence of account numbers. The next available account number is shown in the space provided. This number will be assigned to the next customer or prospect created. You may change this value to start the sequence at another number. This value does not include a check digit, which can be added automatically (see setting below).

Referral Credit Option
The referral credit option allows you to apply a credit to a customer's account when a new customer is created which references the referring customer. You can choose from one of the following options:

Always

ManageMore will always generate a credit to the account number specified in a new account as the Referred by account number.

Ask

The user will be prompted as to whether a referral credit should be generated.

Never

ManageMore will not generate referral credits.

Referral Credit Amount
The amount to be used when posting referral credits.

Customer Template
The default template to be used when adding a customer. The template is used to speed data entry, by providing default values for many fields.

Allow Customer Wizard Mode during data entry
This setting will cause ManageMore to enter new customers via the Customer Wizard. This screen will walk the user through customer entry in a step by step fashion.

Another advantage to the Wizard is that it will allow addition of service records or transactions to the new customer at the end of the process.

Allow automatic taxcode lookup by zipcode during data entry
Turning this switch on will allow the program remember the tax code used for a certain zip code, and enter it automatically when adding a customer.

Allow verification of all bank routing numbers via ACH rules
This will allow automatic verification of all bank routing numbers by comparing the number to Automated Clearing House standards, and reject the entry if an invalid number is used.

Allow activity on inactive customer accounts
When a customer is marked inactive, ManageMore will prevent any transactions from being entered relating to this customer, unless this switch is turned on.

Allow free form customer telephone number entry (for international use)
Choose this option to allow customer and prospect telephone numbers to be entered in formats other than the standard North American version of (###) #######.

Always attempt reverse phone lookup on new customer record
When checked, this setting requires a customer phone number be input so that customer data can be read by reverse phone lookup.

Require customer name to be entered with proper capitalization
If this option is checked, the customer's name will be required to be properly capitalized when entered. (i.e. John Doe, and not john doe, or JOHN DOE) This setting will facilitate more accurate searches, and follow proper U.S. Postal Service guidelines.

Add check digit to new account numbers for reduced data entry errors
Check this setting and ManageMore will automatically add a MOD10 check digit to the end of the account number when adding a new customer or prospect. This will allow only one in ten numbers to be used, therefore reducing the chance that an incorrect account number will inadvertently be typed.

Warn of possible customer duplication during data entry
This feature will display a warning message when entering similar names on two different customer records. The user can choose to continue adding, or cancel and use the existing record.

Billing Groups

This tab is used to determine the default billing group that will be used for new customer entry, depending upon the day of the month that the customer is entered. If you only use one billing group, it should be entered in all fields on this tab.

Preferences

Many of the data fields in the customer record form can be omitted, if desired. Check the boxes that correspond to the fields you want to display. This setting will also affect the New Customer Wizard entry method; the wizard will then skip questions that pertain to the fields you have chosen to omit. This way, you can customize the customer record form to suit the needs of your business, or to simply make data entry easier. In addition, hiding certain fields will also hide the corresponding data normally displayed on the Customer Care screen.

Hiding a field where you have previously made an entry does NOT delete any data. However, it will prevent you from entering data on future customer records.

Screen Prompts

This section allows you to set up user-defined fields for use on customer records. These fields can be used for any purpose. The Screen Prompts table lists all user-defined fields you have created. This tab will be visible for Customers and Prospects only if User Defined Fields is chosen on the Preferences tab.

Screen Prompt
This column displays the name of the custom field. This is the field name that will appear on the record for input.

Field Type
This column determines the format of the custom field, as described below:

Free Form

Prompts the user to type any value, letters or numbers.

Number

Prompts the user to type a numeric value.

Checkmark

Prompts the user to place a check mark in a provided box.

Date

Prompts the user to enter a date value.

Drop List

Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 )

Characters
This column displays the length of the custom field (in characters).
Picture Format

Removing a user-defined field does NOT delete any data that was entered previously. The data will instead be hidden from view.

Document Management

Intellifile Storage Path
Enter or select the default path where documents are to be stored in the Document Management System.

Intellifile Encryption Level
Select the encryption level to be used on scanned documents when they are converted into PDF (Abode Acrobat format) documents. Choose from 40-bit, 64-bit, or 128-bit.

Older versions of Adobe Acrobat reader may experience issues when trying to read a PDF file that has been created with 64-bit or 128-bit encryption. To update your copy of Adobe Acrobat reader, please visit the Adobe website at http://www.adobe.com/reader.

Master Password (Back Door)
Enter the master password (back door password) that will override individual document passwords in the Document Managements system. This password will not open a PDF file created with another password, but will allow the user to edit the document's properties to view/edit the individual password. If blank, no back door password can be used.

Allow additional recording of incoming/outgoing email to Document Management System
Check this box to record any incoming or outgoing e-mail messages and attachments into your document management system.

E-Mail

Company Setup

This tab is used to set required settings for ManageMore's e-mail functionality. ManageMore will use your existing dial-up, broadband, or proxy connection to connect to the Internet.

Company E-Mail Address
Enter the company's general e-mail address here. This address will serve as a default return address for sending e-mail if another return address is not provided.

Company Footer to be used on Select E-Mail
Type an optional message that can be added automatically to e-mail messages. This may be used for privacy notices, e-mail policy, or marketing purposes.

Allow sending/receiving of external e-mail
Select this check box to allow external mail to be sent and/or received. This will enable e-mail accounts to be setup, which determine specific sending/receiving settings.

Hangup when finished sending, receiving, or downloading
Select this check box to allow ManageMore to hangup your modem (if one is used) when finished using the internet.

Account Setup

E-Mail accounts are used to define settings used to connect to external e-mail services. Most of the settings from this section can be provided by your Internet Service Provider (ISP). The settings in this area allow you to define the connections and e-mail addresses that will be received by your users, and how the addresses will be shared.

ManageMore has several options for sharing e-mail among employees. You may want to read the related E-Mail Setup topic before creating e-mail accounts.

New
Add a new e-mail account.

Edit
Modify an existing e-mail account's information

Delete
Remove an e-mail account record

Attachment Setup

Set up your company's rules for receiving attachments on external e-mail. These rules allow you to protect your company from being infected by software viruses or other harmful file attachments.

New
Create a new attachment rule.

Edit
Change an existing, highlighted attachment rule.

Delete
Remove a highlighted attachment rule.

Force virus scan on ALL e-mail attachments received
This option will force the user to scan all e-mail attachments, regardless of the rules specified above.

Command Line
Enter the command line used to run the virus scan software. This command line will be executed, adding the file name as a parameter, when a virus scan is requested.

Many virus scan programs will scan e-mail as it is received by the program. If this is the case with your virus scan program, it is not necessary to force the user to scan the file again prior to opening the attachment.

Attachment Rule Entry

Specific Receiving E-Mail Address
Enter an e-mail address for which a rule will be applied to (leave blank if for all e-mail addresses).

File Attachment Rule
Specify whether to take no action, force a virus scan, or delete an attachment. Also specify to do so when the attachment's extension or filename contains certain characters (such as EXE, BAT, COM, etc.)

SPAM Protection

The settings on this tab are meant to work with a SPAM Protection Filter that will place values in either the subject line or the message header of an individual e-mail message.

Allow SPAM Protection
Check this box to have ManageMore search incoming mails for a special value placed in the message to alert the mail client that the message should be placed in the Spam folder.

Spam Protection Method
Select the method by which searches of message for spam values should take place:

Message Header

Choose this option to have ManageMore's e-mail client search the message header (data not normally seen at the beginning of an e-mail message) for the spam value assigned by the mail server.

Subject Line

Choose this option to have ManageMore's e-mail client search the message subject for the spam value assigned by t he e-mail server.

Value to search for
Enter the value that the mail server software will assign to any message it believes is spam. This value is then searched for in all incoming messages; any message that has this value in the message header or subject line as chosen above will be placed in the Spam folder.

Electronic Funds Transfer

ManageMore can automatically transfer funds directly to your company from your customers, to pay their statement balances, or recurring charges generated. Simply set the options in this section to the EFT provider of your choice. Then, during the statement distribution process, you can select to distribute your statements via EFT. You can also set a customer's preferred statement method to EFT for easy processing of customers who wish to use this option.

This section is for setting up electronic payment of statements and/or recurring charges.

·	For point-of-sale and online credit card processing, see the Payment Authorization section in Setup POS.

·	For an overview of credit card processing, see the topic in the Advanced Features chapter.

EFT functionality requires sign-up with an authorized merchant services provider, and licensing of EFT Pro from Intellisoft. Please contact Intellisoft Sales Department, or visit our website at https://www.managemore.com/intellicharge/

Batch Mode vs. Online Mode

The EFT mode will depend upon the EFT Method chosen.

Online Mode gathers immediate approval for each payment processed. The program will automatically create a payment record for each approved item. A report is created by the program, detailing approvals and denials. A log file is also created, which is named email.txt (found in the Forms folder inside the data folder). This file contains information for each customer denied by the process. This file may be used to contact customers, using the program's built-in E-Mail Pro bulk e-mail, or by some other method.

Batch Mode will create a file, which is given to the bank. The bank then debits approved customer's accounts, and deposits the total into the company bank account. The company should then use the Auto Build feature in the Batch Payments process to create a batch of payments for all EFT customers. A report is returned from the bank, identifying rejected transactions. These payments can be deleted from the batch. If the batch has already been posted, the payments must be reversed manually from the customers' accounts.

Company Setup

EFT Method for billing
Select the method you wish to use for processing billing payments via EFT. Depending on the method you select, other fields will be available on this section.

None

No EFT processing is performed during billing.

IntelliCharge

This is the recommended EFT processing method for ManageMore. IntelliCharge is an internet-based system that can also process electronic checks and can work with the ManageMore point-of-sale. IntelliCharge works in online mode. To use this method, you must also complete the IntelliCharge settings in the Payment Authorization section, and be using the AUTHORIZENET gateway, and install the included software driver.

PC Charge

The PC Charge system can be used to accept credit card payments. This system works in online mode, and requires additional software sold separately. To use this method, you must also complete the PC Charge settings in the Payment Authorization section.

PayPro

This setting is no longer supported.

CIBC

This Canadian bank provides credit card acceptance and automatic account debiting for billing purposes. This system works in batch mode, whereby a file is created and sent to the processor.

ICVerify

The ICVerify system can be used to accept credit card payments. This system works in online mode, and requires additional software sold separately. To use this method, you must also complete the ICVerify settings in the Payment Authorization section. Note: This feature is no longer supported.

ASCII csv

This method will use a batch mode CSV format, for use with alternate merchant processors.

Payment Posting Method
This setting determines the amount that will be transferred from the customer during the EFT billing process.

Statement Balance

Transfer the balance due on the current statement.

Customer Balance

Transfer the customer's balance at the time of EFT processing.

Include credit card AVS information when processing
Select this option to send address verification information along with the card information when processing EFT payments.

Employees

Company Setup

Payroll Method
Select the payroll service that you will be exporting information to. A selection here must be made in order to have ManageMore calculate payroll internally.

Default Payroll Cycle
Enter or select the default payroll cycle code that should be prefilled on all new employee records.

Consider Employee Tardy
Enter the number of minutes beyond an employee's pre-defined schedule when an employee should be considered late.

Automatically clock users in/out at login
Check this box to have users of ManageMore clocked in whenever they log in or log out of the software, thereby not needing to use the timeclock function themselves.

Users must enter a password to clock in/out
Check this box to require a password along with the clock ID to make a successful punch.

Round calculated hours to the nearest quarter hour
Check this box to round an employee's worked hours per shift to the nearest quarter hour.

Allow timesheets with errors to be posted without reviewing
Check this box if you want to be able to post time sheets without reviewing them first, even if they contain errors.

Allow time clock verification based on internet time using...
Check this box to verify the amount of time between punches by utilizing the UTC (Coordinated Universal Time) information gathered from the Internet at the time the clock is punched. This will be recorded on the punch record along with the time on the local computer for auditing purposes. Time information can be gathered either by SNTP (Simple Network Time Protocol - port 123) or HTTP (HyperText Transfer Protocol - port 80) and requires an active Internet connection to work properly.

Screen Prompts

This section allows you to set up user-defined fields for use on employee records. These fields can be used for any purpose. The Screen Prompts table lists all user-defined fields you have created.

Screen Prompt
This column displays the name of the custom field. This is the field name that will appear on the record for input.

Field Type
This column determines the format of the custom field, as described below:

Free Form

Prompts the user to type any value, letters or numbers.

Number

Prompts the user to type a numeric value.

Checkmark

Prompts the user to place a check mark in a provided box.

Date

Prompts the user to enter a date value.

Drop List

Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 )

Characters
This column displays the length of the custom field (in characters).
Picture Format

Free Form

Prompts the user to type any value, letters or numbers.

Number

Prompts the user to type a numeric value.

Checkmark

Prompts the user to place a check mark in a provided box.

Date

Prompts the user to enter a date value.

Drop List

Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 )

Characters
This column displays the length of the custom field (in characters).
Picture Format

·	For more information on the use and operation of Job Scheduler, see the topic in the Advanced Features chapter.

Company Setup

Check for jobs to run every XX minutes
This setting will determine how often the job scheduler polls for a job that needs to be run. The default is 5 minutes between checks.

Account to use when sending e-mail
This setting determines which e-mail account will be used to send job-related e-mail. This includes e-mailed reports, as well as e-mailed trouble tickets.

Reminders

Company Setup

Reminders should be addressed to
Enter or selected the ID of the employee to whom reminders should be addressed to when the particular employee opens the company in ManageMore. Leaving this field blank will alert all employees.

Passcodes should be addressed to
Enter or selected the ID of the employee to whom monthly software passcodes should be addressed to when the particular employee opens the company in ManageMore. This is only applicable if you are renting or financing the program. Leaving this field blank will alert the first employee to log in on the date the passcode is required.

Check for software updates every XX days
Specify the frequency at which you want ManageMore to check the Internet for an update to your software. We recommend checking no less than every 30 days, to keep current with the latest software updates and improvements.

Notify user to rebuild database every XX days
Specify the frequency at which you want to be reminded to perform this crucial file management process on your database files.

Warn when low hard disk space is detected
Display a warning message when your computer or network server has less than 100Mb remaining. This is to help prevent software problems that can result when low or no disk space is encountered.

Serialized Tracking

Company Setup

Serial Number Header
Enter a title that should appear as the title for the serial number field in any form or document in ManageMore.

Lot Number Header
Enter a title that should appear as the title for the lot number field in any form or document in ManageMore.

Screen Prompts

This section allows you to set up user-defined fields for use on serial number records. These fields can be used for any purpose. The Screen Prompts table lists all user-defined fields you have created. This tab will be visible for serial number records only if a minimum of one of the screen prompt records is filled out.

Screen Prompt
This column displays the name of the custom field. This is the field name that will appear on the record for input.

Field Type
This column determines the format of the custom field, as described below:

Free Form

Prompts the user to type any value, letters or numbers.

Number

Prompts the user to type a numeric value.

Checkmark

Prompts the user to place a check mark in a provided box.

Date

Prompts the user to enter a date value.

Drop List

Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 )

Characters
This column displays the length of the custom field (in characters).
Picture Format

Displays the internal format of the field being created.

Places
If the field format selected is "Number", this column displays the number of decimal places.

Default Value
This column will display the value that will be automatically filled in the user-defined field when entering a new record. This value is optional.

Required Value
This user defined field must be completed before the record can be saved.

Edit
Click this button to edit the highlighted field.

Shipping

These settings are used in conjunction with the Shipping Manager module, which allows ManageMore to connect to third party shipping carrier's online systems (e.g. FedEx, UPS) and automatically ship packages and record tracking information. If your license does not contain this option, please contact your sales representative for more details.

Company Setup

Shipping Manifest System
Select the third party software used to process shipments.

Allow delayed shipment processing
This selection allows shipments to be processed at the end of the day, in lieu of when the transaction is generated. If this option is selected, ManageMore will enable an additional menu option on the Order Entry menu to process shipments.

Allow option to print packing slip on shipment orders
This option will enable a button on the process shipments screen which will print a packing slip for the shipment.

Workstation Setup

Shipping Transaction Path
Enter the folder which will contain data shared between ManageMore and the third party shipping software.

This Workstation No.
In the shipping software, you must assign a unique number to each workstation that will be processing shipments. Enter that number in this field in ManageMore. This ensures that a shipment is directed to the correct workstation.

Tasks

Company Setup

When creating recurring tasks, how many future tasks should be generated ahead of time?
Select the number of tasks that should be generated in advance for recurring tasks. This will apply the first time the recurring task is created. After this, a new task is created as each task in the series is marked complete.

Screen Prompts

This section allows you to set up user-defined fields for use on task records. These fields can be used for any purpose. The Screen Prompts table lists all user-defined fields you have created.

Screen Prompt
This column displays the name of the custom field. This is the field name that will appear on the record for input.

Field Type
This column determines the format of the custom field, as described below:

Free Form

Prompts the user to type any value, letters or numbers.

Number

Prompts the user to type a numeric value.

Checkmark

Prompts the user to place a check mark in a provided box.

Date

Prompts the user to enter a date value.

Drop List

Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 )

Characters
This column displays the length of the custom field (in characters).
Picture Format

User-defined fields can be required entry fields. These fields would have to have an entry, else the record in question cannot be saved.

Vendors

The settings in this section will be used when entering and processing vendors.

Company Setup

Default Payment Terms
Select the initial value that the payment terms field will have when adding a new vendor.

Default Shipping Method
Select the initial value that the shipping method field will have when adding a new vendor.

Screen Prompts

This section allows you to set up user-defined fields for use on vendor records. These fields can be used for any purpose. The Screen Prompts table lists all user-defined fields you have created.

Screen Prompt
This column displays the name of the custom field. This is the field name that will appear on the customer record.

Field Type
This column determines the format of the custom field, as described below:

Free Form

Prompts you to type any value, letters or numbers.

Number

Prompts you to type a numeric value.

Checkmark

Prompts you to place a check mark in a provided box.

Date

Prompts you to enter a date value.

Drop List

Prompts the user to select a value from a predefined list. Drop list choices are separated by a vertical bar (e.g. Choice 1|Choice 2|Choice 3 )

Characters
This column determines the length of the custom field (in characters).
Picture Format

Displays the internal format of the field being created.

Places
If the field format you have selected is "Number", this column determines the number of decimal places.

Default Value
This is the value that you will mostly use in the user-defined field. It is optional.

Required Value
This user defined field must be completed before the record can be saved.

Edit
Click this button to edit the highlighted field.

User-defined fields can be required entry fields. These fields would have to have an entry, else the record in question cannot be saved.

Zip Codes

This section is used to review and edit the ManageMore Zip Code list . This list serves several functions in ManageMore, including automatic city and state entry, automatic tax code entry, and distance calculations.

·	For more information on Zip Codes, refer to the topic in the Advanced Features chapter.

Company Setup

New
Enter a new zip code record.

Edit
Change the highlighted zip code record.

Delete
Remove the highlighted zip code record.



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