011 Maintain Central Information

Purpose & Benefits
This function let you make changes to the Central Information settings, which contain global default values and user preferences.

There are a number of groups of Settings – if you have the Finance edition then fewer groups will be shown:

To access each group click the [+] button next to the relevant group to expand its settings.

The Sub-Groups, Setting Properties and Values are described in some detail below.

Each property item is set in the “Value” column. Where possible options are set by choosing the appropriate setting from a list of predefined options.

Items that require a folder and/or filename provide a Browse button  to help you select a path/folder on your PC or on the network.

Once you are happy with the options, click the Save button to apply the changes. If you want to discard all changes made then click Cancel – this closes the form without applying any changes you may have made.

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Paths

Group / Sub Group	Property	Options	Default
Paths
Product Import	Path		TAS Data Path
	Filename	Prod.Dat	Prod.Dat
Sales Order Import	Path		TAS Data Path
Product Category Change	Path		TAS Data Path
Customer & Supplier Import	Path		TAS Data Path
	Customer Filename	TAS Names.dat) / SAGE (Cust.csv)	TAS (Names.dat)
	Supplier Filename	TAS (Supp.dat) / SAGE (Supp.csv)	TAS (Supp.dat)
Sales Ledger Import	Path		TAS Data Path
	Filename	TAS (MTADif.Dat) /SAGE (Trans.csv)	TAS (mtaDif.dat)
Purchase Ledger Import	Path		TAS Data Path
	Filename	TAS (MTADif.Dat) /SAGE (Trans.csv)	TAS (MTADif.Dat)
Nominal Ledger Import	Path		TAS Data Path
	Filename	TAS (MTADif.Dat) /SAGE (Trans.csv)	TAS (MTADif.Dat)
Cash Book Import	Path		TAS Data Path
	Filename	TAS (MTADif.Dat)	TAS (MTADif.Dat)
Default Report Paths	Customer		TAS Data Path
	Supplier		TAS Data Path

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Journal Import

Group / Sub Group	Property	Options	Default	Notes
Journal Import
Sage VAT Rate Mappings	1 – VAT Standard Rate (20.00%)			Typically the TAS Standard Rate maps to Sage’s ‘T1’, TAS Zero to Sage’s T0 etc.
	2 – VAT Lower Rate (8.00%)
	3 – VAT Zero Rate (0.00%)
	4 – VAT Exempt Rate(0.00%)
	5 – Outside Scope(0.00%)
TAS	Ignore TAS JournalLimit (249)	False / True	False	Sales, Cash Book and Nominal Journals only See important Note below
EC Services	Use field 14 of TRANS.csv for service amount	False / True	False	Self explanatory
Other	Import Foreign Currency amounts (filenames: MTADIF-E.dat, TRANS-E.csv)	False / True	False	If enabled, MultiTAS looks for MTADIF-E.dat for TAS format files, TRANS-E.csv for Sage format files. The values expected in these files are foreign currency values and MultiTAS will convert these to base currency values.

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Sales Ledger Auto-Allocation

Group / Sub Group	Property	Options	Default	Notes
Sales Ledger Auto Allocation
	Match Exact (oldest first)	False/True	FALSE
	Oldest outstanding item(s)	False/True	FALSE
	Customer selection	Include all/ Exclude where CL greater than/ Exclude where CL less than/ Include where CL greater than/ Include where CL less than	Include all	‘CL’ means Credit Limit, the amount of which can be set in the next item
	Credit limit		0.00	Amount of the CL

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Customer Statements,
Remittance Advice Printing/Emailing,
Purchase Order Printing

These settings groups all have broadly the same options that work the same way so for brevity are included here:

Group / Sub Group	Property	Options (Default in bold)	Note
<Document Type> Printing
	Preview	False/True	Do you want to see a Preview before the document is produced?
	Hide Blank Address Lines	False/True
Report Defaults	Send To	None Printer File Application Email	Should document be sent to Printer, file, application or emailed (or none of these)
	File Format	CSV, Excel, HTML, PDF Rich Text, Text, Word, XML	Format of file that will be produced (if not printed)
	File Export Path		TAS Data Path
	Separate Documents		If enabled, separate documents will be generated for each order/statement/remittance produced. If not, then a single file will be produced.
Printing	Collate		Should printer collate the documents (if multiple copies requested)
Emailing	Custom Email Message		Default message that is set when a document is to be emailed
	Email Subject
	Prompt only for Blank Email Address		AKA ‘Auto-Send’ – will only show the Email form if there is no email address associated with the Customer/Supplier.
	Contact that Document should be sent to		Various options included depending on document type. Some go further and give an alternative/backup contact.

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Overdue Account Letters

These are settings for program 2.4.4 defining the conditions of what letter is sent when:

Group / Sub Group	Property	Note
	Days overdue for first letter to be sent
	Send letter 2 this many days after letter 1
	Send letter 3 this many days after letter 2
	Put Customer On Stop after Letter
Emailing	Email Subject
	Custom Email Message	Default message that is set when a document is to be emailed

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Email Settings (per user)

These settings are used by the programs that allow emailing – so document processing/reporting/etc.
These settings are per user – solely due to the fact that some users in an organisation may use e.g. Outlook (recommended) but others may not due to e.g. licensing costs.

Group / Sub Group	Property	Options/Notes
	What email method should MultiTAS use?	Outlook, SMTP
	Email BCC Address	Automatically bcc this address whenever a document is generated
SMTP Details	SMTP Server Address	Only applies if SMTP is selected in the Email method dropdown.
	Email User Name
	Email Password
	Windows Domain (if required)
	Port to be used (if required)
	Use SSL (if required)
	Email Address for ‘Sent on behalf of’

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Stock and Trade Feature

These settings relate to the optional extra Trade feature:

Group / Sub Group	Property	Options default=bold	Notes
	Last HLin ID Assigned		For info only
	Default Warehouse	CENTRAL	Use the Browse button to select a warehouse
	Assign Departments to Warehouses	False/True	Use this if you wish to assign different NL Departments to warehouses
	The Default Warehouse label	Warehouse	You can change this to, e.g., Depot, Store etc
	When posting Orders, use TAS Product Nominals, not Product Warehouse nominals	False/True	If enabled, ignores Product Warehouse record nominals.
Stock Adjustment	Multiply by unit quantity	False/True	(Likely to be removed in upcoming version)
	Code to use when entering stock adjustments	Product Code/Bar code

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Product Import

MultiTAS Product Import is incredibly flexible. For most of the 50+ columns in the file specification (PROD.dat) you can configure what happens in an individual import.

Group / Sub Group	Property	Options Default = bold
Main Processing Rules	Insert or Update	Both/Insert Only/Update Only
Copy Extended Desc. to Free Format Text Block		False/True
Use Blank Free Format Text Block for Blank Extended Desc.		False/True
On Product Update, if different then for	Description	Update Don’t Update Skip Entire Record
	Extended Description	Update/Don’t/Skip
	VAT Rate	Update/Don’t/Skip
	Standard Cost	Update/Don’t/Skip
	Retail Price	Update/Don’t/Skip
	Selling Price 1	Update/Don’t/Skip
	Selling Price 2	Update/Don’t/Skip
	Selling Price 3	Update/Don’t/Skip
	Sales Accounts (1-3)	Update/Don’t/Skip
	Cost Account	Update/Don’t/Skip
	Stock Account	Update/Don’t/Skip
	Discontinued	Update/Don’t/Skip
	Product Goods or Service	Update/Don’t/Skip
	Quantity Break Price 2	Update/Don’t/Skip
	Quantity Break Price 3	Update/Don’t/Skip
	Quantity Break Price 4	Update/Don’t/Skip
	Quantity Break Level 2	Update/Don’t/Skip
	Quantity Break Level 3	Update/Don’t/Skip
	Quantity Break Level 4	Update/Don’t/Skip
	Bin Number	Update/Don’t/Skip
	Usual Supplier	Update/Don’t/Skip
	Supplier Product Code	Update/Don’t/Skip
	Supplier Product Description	Update/Don’t/Skip
	Supplier Minimum Order Qty	Update/Don’t/Skip
	Alternative Product Code	Update/Don’t/Skip
	Unit Type	Update/Don’t/Skip
	Unit Weight Description	Update/Don’t/Skip
	Unit Quantity	Update/Don’t/Skip
	Unit Weight	Update/Don’t/Skip
	Commodity Code	Update/Don’t/Skip
	Supplementary Units	Update/Don’t/Skip
	Reorder Level	Update/Don’t/Skip
	Reorder Quantity	Update/Don’t/Skip
	Country of Origin	Update/Don’t/Skip
	Commissionable	Update/Don’t/Skip
	Barcode	Update/Don’t/Skip
	Image Path	Update/Don’t/Skip
	Serial Batch Type	Update/Don’t/Skip
	Intrastat	Update/Don’t/Skip

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Order Document Printing/Emailing

Applies to:

• Quotation/Estimates
• Proforma Invoices
• Order Acknowledgements
• Picking Lists
• Packing/Despatch/Delivery Notes
• Sales Order & Credit Order Printing
• Invoice/Credit Note Reprints
• Purchase Orders.

The table below outlines which settings apply to each document type.

Sub Group	Property	Options	Quotes	Proforma	Order Ack	Picking List	Delivery Note	SO & CO	Invoice Reprints	PO’s
	Preview	False/True	✅	✅	✅	✅	✅	✅	✅	✅
	Print Ship Lines only if ready	False/True	✅	✅	✅	✅	✅
	Hide Blank Address Lines	False/True	✅	✅	✅	✅	✅	✅	✅	✅
Assembly Lines	Explode	None First Level All Levels	✅	✅	✅	✅	✅
	Use BoM (Manufacture feature)	False/True	✅	✅	✅	✅	✅
Report Defaults	Send To	None/Printer/File/ Application/Email	✅	✅	✅	✅	✅	✅	✅	✅
	File Format	CSV/Excel/HTML/PDF/ Rich Text/Text/Word/XML	✅	✅	✅	✅	✅	✅	✅	✅
	File Export Path		✅	✅	✅	✅	✅	✅	✅	✅
	Separate Documents	False/True	✅	✅	✅	✅	✅	✅	✅	✅
	Contact that <Document> should be sent to	Options vary depending on <Document>	✅	✅	✅	✅	✅	✅	✅
Printing	Collate	False/True	✅	✅	✅	✅	✅	✅	✅	✅
Emailing	Custom Email Message		✅	✅	✅	✅	✅	✅	✅	✅
	Email Subject		✅	✅	✅	✅	✅	✅	✅	✅
	Prompt only for blank Email Address	False/True			✅			✅	✅	✅
Report Format	Sort By	As Per Original Bin Number Product Category Product Code			✅	✅	✅
	Text Line Positioning	All at Start All at End Ignore			✅	✅	✅
	Delivery Note Number	Prompt Always assign new Maintain existing					✅
	Sort Orders By	Order Number/Date					✅
	Auto Post After Printing	False/True						✅

Note on Report Defaults

These are a very useful way to save time. You might send Quotations & Proformas to a specific folder (which you can set as necessary), while Picking Lists and Packing Slips might always be sent to a Printer.

Sales Order Entry Defaults

As with Product Import, Sales Order Entry is incredibly flexible and highly configurable (almost too configurable, but hey).
Want it to get it out the way and show as little information as possible? Easy.
Want to see everything? Tick all the boxes.
Where necessary, TASBooks Central settings relating to Sales Orders are ‘honoured’.

Group / Sub Group	Property	Options (default = bold)
Customer Status	Allow Override if on Credit Stop	False/True
	Allow Override if over Credit Limit	False/True
Allow ModificationsTo:	Settlement Discount	False/True
	Selling Price Type	False/True
	Cost Price Type	False/True
Line Items	Allow Cost Price Changes	False/True
	Default Expected Ship Date	Tomorrow/Sales Ledger Date/Today (System Date)
	Put All Items on Back Order	False/True
	Include Product Extended Description	Yes/No/Prompt
	Apply Any Automatic Discount	False/True
	Lock VAT Field	False/True
[Deprecated soon]	Multiply by unit quantity	False/True
	Sort products alphanumerically on save	False/True
	Code to use entering order lines	Product Code/Bar Code
Delivery Charges	Delivery Charge Product Code
	Warn if No Delivery Charge Applied	False/True
New Orders	Search for Open Orders	False/True
	Default Order Type	Sales Order/Credit Order/Pro-Forma/Quotation
Display	Show Haulier on entering Sales Orders	False/True
	Show Expected Delivery Window	False/True
	Show Expected Delivery Text Window	False/True
	Show Total Weight	False/True
	Show Customer Price Type	False/True
[Deprecated soon]	Allow Department Override	False/True
[Deprecated soon]	Default Department Code
	Show ASN Shipping Type	False/True
	Show Proof of Delivery Reference	False/True
	Show Driver Details	False/True
	Show Proof of Delivery Date	False/True
	Prompt for Customer Invoice Details	False/True
	Prompt for Customer Delivery Details	False/True
	Lookup products on Pricelist only	False/True
	Haulier Group Code
	Effect of Exchange Rate Change on unit price	Prompt/Maintain/Update
	Skip middle grid when entering Sales Orders	False/True
Order Prompt	Show Prompt if Product from Group below added	False/True
	Product Group
	Prompt to be shown

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Sales Order Import

Group / Sub Group	Property	Options
	If Out of Stock	Let Stock Go Negative All on Back Order Put Unavailable on Back Order
	Use Primary PriceList if unit price field is blank	False/True

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Purchase Order Entry Defaults

As with Sales Order Entry, Purchase Order Entry is flexible and highly configurable.
Where necessary, TASBooks Central settings relating to Purchase Orders are ‘honoured’.

Group / Sub Group	Property	Options (default = bold)
New Orders	Allow Modifications to Settlement Discount	False/True
	Allow Override if Credit Limit exceeded	False/True
	Contact to use	Purchase Contact/Accounts Contact
	Default Expected Delivery Date	Purchase Ledger Date Supplier Delivery Lead Time Today (System Date) Tomorrow
	Show Order Supplier Details	False/True
	Show Order Delivery Details	False/True
	Search for Open Orders	False/True
	Show Total Weight	False/True
Order Lines	Code to use entering order lines	Product Code/Bar Code
	Includes Product Extended Description	Yes/No/Prompt
	Show Delivery Date for each line	False/True
Delivery Charges	Warn if No Delivery Charge Applied	False/True
	Delivery Charge Product Code

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EDI

Please familiarise yourself with the EDI Setup Procedures, before altering/editing these settings.

Group / Sub Group	Property	Options (Default = bold)
Sales Order Import	Import Path	TAS Data Path
	Import Filename
Invoice Export	Export Path	TAS Data Path
	Export Filename
	Add Run Number to Export Filename	False/True
	Company Representation Code
	Next Run Number
	Use Per Customer Next Run Number	False/True
	Last Invoice Number Exported	0
	ANA Number
	Export Delivery Note Number	Always use DN num Use SO Num if no DN Always use SO num
	Use Excel Import Format	False/True
	Use EDI Description (prefix)
	Include Legacy VAT Rate(0) Summary	False/True
Kewill EDI	Use Kewill EDI Export format	False/True
	Ignore text lines when exporting invoices	False/True

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User Settings (Orders/Documents/Preferences)

Group / Sub Group	Property	Options
	Close Window after Document produced	False/True
	Show Workflow menu when producing Sales Order Documents	False/True
	Show Workflow menu when producing Purchase Order Documents	False/True
	Show most recent Orders first	False/True
	Hide orders older than last financial year	False/True
	Hide print confirmation messages	False/True
	Show Extended Product Details during order entry	False/True
	Default Text Size	8.25
BETA (Experimental)	Use TAS Printer Settings when producing Sales Order documents	False/True

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Document Processing Export Filename

Ties in with Maintain Document Templates Set Document Name functionality

Group / Sub Group	Property	Options
	Date format to use for Export filenames	dd-MM-yyyy dd-MM-yy yyyy-MM-dd yy-MM-dd
Quotations	Export filename Type description	Quote
	Export filename Custom Text value
Proformas	Export filename Type description	Prof
	Export filename Custom Text value
Order Acknowledgements	Export filename Type description	Ack
	Export filename Custom Text value
Picking Lists	Export filename Type description	PickList
	Export filename Custom Text value
Delivery Notes	Export filename Type description	DelNote
	Export filename Custom Text value
Sales Orders & Credit Orders	Export filename Type description	Inv
	Export filename Custom Text value
Invoice & Credit Note Reprints	Export filename Type description	Inv
	Export filename Custom Text value
Purchase Orders	Export filename Type description	PO
	Export filename Custom Text value

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Bill of Materials (Manufacture)

Group / Sub Group	Property	Options (Default=bold)
	Number of Product Code Changes
	Use Selling Price File	False/True
Works Orders	GMV Number Prefix	BO
	Next GMV Number	1
	Product Group for Labour
	Product Group for Machining
Rounding Rules	Use Rounding Rules	False/True
	Round Type	Up Down To Nearest
1st Rounding Rule	If Value Over	0
	Round (up/down/to nearest)	0
	Pound/Pence	Pound
2nd Rounding Rule	If Value Over	0
	Round (up/down/to nearest)	0
	Pound/Pence	Pound
3rd Rounding Rule	If Value Over	0
	Round (up/down/to nearest)	0
	Pound/Pence	Pound
4th Rounding Rule	If Value Over	0
	Round (up/down/to nearest)	0
	Pound/Pence	Pound

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Show/Hide Inactive Records

Group / Sub Group	Property	Options
	Hide inactive Customers (211/212)	False/True
	Hide inactive Suppliers (311/312)	False/True
	Hide discontinued products (511/512)	False/True