Company Configuration
Your company address, contact information, email settings, as well as other company wide configuration options can be defined in the Company section of the Configuration Manager (File → Configuration Management → Company).
Company Info
The company address and contact information entered here will appear on many of the standard reports. It's recommended that the name of your company is entered in the Company Name field and the company's street address is entered on the first line of the address block. You can type the address in the address block or use the edit icon to the right of the address block.
Email Settings
Acctivate provides various email configuration options. A company email address can be configured here. Refer to our Email Setup section for more information.
QuickBooks Sync
This option will determine how far back Acctivate and QuickBooks look for changes to sync. It is strongly recommended that this option is set to Last sync.
SmartVault
If licensed for the SmartVault integration module, you will see this tab. See the full SmartVault integration guide for instructions how setup.
Once SmartVault has been installed and integrated with QuickBooks, you will be able to click Connect SmartVault to complete the integration.
Window Color
You can change the color theme of the Acctivate windows by selecting one of the color palettes or creating a custom color.
Company Numbers
Document Numbers, such as the sales order number, are auto assigned by Acctivate and defined in Configuration Management (File > Configuration Management > Company > Numbers).
For each Document Type, you must define the Low and High number. The Next number will increment for each record and should be within the Low and High range. When the High number has more digits than the next number, the Document Number will be padded with zeros.
The administrative user can also define an alphanumeric Prefix and/or Suffix for each type of document, except for Inventory session numbers.
Note
The Sales Order Options section of the configuration manager includes a Use Order Number as Invoice Number option which, when enabled, will ignore the Invoice document number.
| Document | Applies to |
|---|---|
| Invoice | Sales Invoice |
| Order | Sales Quote, Sales Order, Credit Memo |
| PO | Purchase Order |
| Issue | Business Activities |
| Journal | General Journals created in QuickBooks Desktop by Acctivate. QuickBooks Online companies will rely on QuickBooks Online to create and assign the journal number. |
| Package | Packages created in Packaging Manager. See the note below. |
| Shipment | Shipments created in Packaging Manager |
| Inventory | Inventory Sessions |
| Trace | Inventory Track and Trace Sessions |
| Picklist | Picklists |
Note
Acctivate can generate standard GS1-128 shipping labels often required by EDI Trading Partners. These labels were formerly known as UCC/EAN-128 labels, depending on your region.
A GS1-128 shipping label contains a Serial Shipping Container Code (SSCC), which is an 18-digit number used to identify the package unit. The SSCC is typically embedded in a barcode to allow quicker processing by the shipment recipient.
For Acctivate to generate a valid SSCC for your company, you’ll need to be sure to configure the Package document number in Configuration Management properly. The Package Document Prefix needs to be your 7-10 digit GS1-128 Company Prefix and the High number should contain as many nine's as necessary to make the Prefix + High = 16 digits.
For example, a 7 digit company prefix would have a High value of 999999999, (nine 9's); a 10 digit company prefix would have a High value of 999999, (six 9's). The Acctivate database adds a digit to the beginning (pads with a zero) and end (adds a calculated check digit) of the Package ID resulting in the 18 digits number.
QuickBooks Online Locations
Note
This section will only appear for Acctivate companies that are integrated with a QuickBooks Online company with location tracking enabled.
The name of this section will match the location label configured in QuickBooks Online.
After enabling location tracking in QuickBooks Online, log into Acctivate or perform a sync to enabled the QuickBooks Location mapping section.
In this section, you can map Branches and Warehouses to QuickBooks Online locations.
When sales transactions, i.e., sales and credit invoices and their Cost of Goods Sold journals, are synchronized to QuickBooks Online, they will be assigned the location that is mapped to the transaction's Branch.
Likewise, when purchase invoices and inventory journals are synchronized to QuickBooks Online, they will be assigned the location that is mapped to the transaction's warehouse.