General
Phone Number Format
Description: This setting allows users to specify the format in which phone numbers should be displayed and stored in the system, ensuring consistency and easier readability.
The users can choose from the following options:
[999] 999-9999
999-999-9999
999 999 9999
[999] 999 9999
[999] 999-999-9999
Any
If the option "Any" is selected, users can enter the phone number in any format.
Setting: Choose the desired phone number format.
Table Page Size Options
Description: This configuration allows you to set the default number of rows per page displayed in tables across the system. All selected options will be available for users to adjust the number of rows displayed as needed.
Setting: Choose the number of row(s) of data that you want to display on a page.
Client Time Zone
Description: This config allows you to set the time zone of the system.
Setting: Select the Client Time Zone like (UTC-08:00) Pacific Time (US and Canada).
Custom Price Labels
Description: This configuration allows you to assign specific names to custom price fields. For example, you can label "Custom Price 1" as "Wholesale" and "Custom Price 2" as "Retail."
Setting: Enter the desired names for the custom prices in their respective fields and click the "Tick" button to apply the changes.
Calculate Taxes based on Address {Sales}
Description: When this setting is enabled, the system automatically calculates sales taxes for transactions based on the store or customer address. This ensures compliance with local tax regulations and simplifies the tax calculation process.
Setting: Enable or disable this config as per your preference.
This setting should be turned on or off with proper knowledge, as incorrect configuration can have a negative impact on tax compliance and calculations.
Allow Tax Amount Overrides {Sales}
Description: When this setting is enabled, users can manually adjust tax amounts on transactions. By clicking on the "Tax Amount" in the item details line, users can edit the taxes if this setting is enabled. This feature is particularly useful in situations where the automatically calculated tax needs to be corrected or overridden due to specific tax rules or exemptions.
It is particularly useful in situations where the automatically calculated tax needs to be corrected or overridden due to specific tax rules or exemptions.
Setting: Enable or disable this config as per your preference.
This setting should be turned on or off with proper knowledge, as incorrect configuration can have a negative impact on tax compliance and calculations.
Address based Taxes Origin Store {Sales}
Description: When using address-based taxation, this setting allows you to select the type of store address that will be used as the origin for the product.
Setting: Choose between "Sale Store" or "Ship Store" for taxation purposes.
This setting should be modified with proper knowledge, as incorrect configuration can have a negative impact on tax compliance and calculations.
Use Abbrevations for States/Provinces
Description: This configuration enables the use of abbreviations for states or provinces in addresses instead of full names. For example, "ON" for Ontario and "BC" for British Columbia
Setting: Enable or disable this config as per your preference.
Country Names Format
Description: This config allows you to select the format for displaying country names throughout the site. You can choose to display the country in one of the following formats:
Full name: Displays the full name of the country.
ISO Code (2): Displays the country as a two-letter code. For example, "AU" for Australia, "CA" for Canada, etc.
ISO Code (2): Displays the country as a three-letter code. For example, "AUS" for Australia, "CAN" for Canada, etc.
Setting: Select the desired format.
Allow duplicate emails in customers and vendors
Description: This setting allows the same email address to be used for multiple customers or vendors.
Be cautious when enabling this setting, as allowing duplicate emails can lead to communication and record-keeping issues. Ensure it aligns with your data management policies.
Setting: Enable or disable this config as per your preference.
Credit Card Declined Emails
Description: When enabled, this feature automatically sends out email notifications to customers in the event of a credit card being declined during a transaction.
Setting: Enable or disable this config as per your preference.
Payment Confirmation Receipts
Description: When this setting is enabled, the system automatically sends a detailed payment receipt to customers immediately after a successful credit card payment transaction. This receipt includes information such as the transaction amount, date, and payment method, ensuring that customers have a clear record of their payment.
Setting: Enable or disable this config as per your preference.
Colored Status Labels
Description: Enable this setting to change the status indicators to colourful labels.
Setting: Enable or disable this config as per your preference.
Default Size Uom
Description: This config enables you to select the default unit of measurement for size throughout the system.
Setting: Select an option from the size UOMs defined in the system.
Default Weight Uom
Description: This config enables you to select the default unit of measurement for weight throughout the system.
Setting: Select an option from the weight UOMs defined in the system.
Allow multiple customers with the same name
Description: This configuration determines whether the system permits the creation of multiple customer records with the same name. When enabled, users can create customers with the same name as long as other distinguishing details, such as currency code or email address, differ.
Setting: Enable or disable this config as per your preference.
Use this setting with caution, as allowing duplicate customer names can lead to potential confusion and data management issues. Ensure there are other distinguishing details like email, currency, or phone number to accurately identify each customer.
Allow multiple variants with same item options
Description: When enabled, this setting allows multiple items of the same base product to have duplicate values for options 1, 2, or 3. This means that two or more items of a single product can share the same option values.
Please note that turning on this setting may cause "advanced variant finder" to not function properly. Use this setting with caution, as allowing duplicate item options can lead to potential confusion in inventory management and product identification. Ensure proper procedures are in place to manage such duplicates effectively.
Setting: Enable or disable this config as per your preference.
Save card details for future payments
Description: Enabling this setting automatically checks off the "save card details for future payment(s)" option, so users do not have to select it manually when entering card details.
Setting: Enable or disable this config as per your preference.
Automatically mark similar notifications as read
Description: When activated, this feature automatically marks notifications as read if they are similar to ones that the user has already acknowledged. This helps in reducing notification clutter and allows users to focus on unique alerts.
Setting: Enable or disable this config as per your preference.
Send Payment Receipts to Additional Emails
Description: This setting allows payment receipts to be sent to additional user emails (internal or external) when a successful payment is made through a credit card by a customer or processed manually. The emails need to be specified in the app config under "Send Payment Receipt Notification - Additional Emails."
Setting: Enable or disable this config as per your preference.
Send Payment Receipt Notification - Additional Emails
Description: This setting allows you to specify additional email addresses, other than the customers', to receive payment receipt notifications. This is ideal for notifying payment or accounts receivable (AR) departments.
**Setting: Enter the email addresses separated by comma, like admin@xorosoft.com,salesteam@xorosoft.com.
Use Current Date When Creating Duplicate Orders
Description: When this setting is enabled, the system automatically uses the current date as the order date for any newly created duplicate orders.
Setting: Enable or disable this config as per your preference.
Make Processing Card Mandatory for Selected Payment Methods
Description: This configuration allows you to select one or more available payment method types for which processing a card is mandatory. For example, if you select the "Credit Card" option, it will be mandatory to process the card and enter the card details.
Setting: Select the payment method(s) for which you want to make the processing card mandatory.
Address Instruction Labels
Description: This setting allows you to name the address instruction labels.
Setting: Enter the name of the address instructions in the respective fields.
Allow close order option {Sales}
Description: This configuration allows you to show or hide the "Close SO" (Sales Order) option in the sales order module.
Setting: Enable or disable this config as per your preference.
Allow Negative Values for Line Items
Description: This setting allows users to enter negative prices for items in sales and/or purchase orders. This can be useful for adjustments, discounts, or returns. Please note that the total value of the order can not be negative.
Setting: Choose the flow(s) for which you want to enable negative values.
Prepend Company Name In Browser Tab
Description: When enabled, this feature adds the company's name to the beginning of the title in the browser tab. This helps users quickly identify the company name when multiple company instances are open in browser tabs.
Setting: Enable or disable this config as per your preference.
Enable Discount Per Qty
Description: Enabling this provides the capability to apply a discount to each unit of an item, rather than to the total quantity of the item in a sales order. For instance, if a sales order includes 10 units of an item priced at $15 each and a 10% per-unit discount is applied, the discount adjusts the price of each unit individually rather than the cumulative total.
With this configuration enabled, you will see the following columns at the item level in the sales order:
Discount Per Qty - Displays the per unit discount amount for the item.
Discount Percentage - Indicates the percentage of discount applied to the item.
Discount Type - Identifies the type of discount being applied.
Setting: Enable or disable this config as per your preference.
Restrict Address-Based Tax Calculation for Specific Sources
Description: This configuration allows you to disable address-based tax calculation when uploading or syncing orders or invoices with selected third-party sources. The third-party sources can be specified in the upload file as a column or as a property in JSON.
Setting: Enter the third-party sources here for which you want to restrict the address-based calculations, such as Shopify etc.
Move Qty above Price in the Add Item Popup
Description: This setting allows you to modify the default layout of the "Add Item" screen by moving the "Quantity" field above the "Price" field.
Setting: Enable or disable this config as per your preference.
Allow Merging Order Lines
Description: This feature allows you to combine duplicate items into a single order line within sales and purchase orders. This can be done via the Options menu in both the Sales Order Centre and Purchase Order Centre.
Setting: Enable or disable this config as per your preference.
Allow Auto-Creation of Tags
Description: When enabled for a tag type, this feature automatically creates a tag if it does not already exist in the system when entered. This ensures that new tags can be added seamlessly without the need to manually create tags before assigning them.
Setting: Select the tag type for which you want to enable the auto-create option.
Enable Weight & Dims for Non inventory Item
Description: This setting allows the user to add Weight & Dims for Non inventory Items.
Setting: Enable or disable this config as per your preference.
Allow Duplicate Vendor Credit Reference Number
Description: This setting allows users to enter duplicate reference numbers for a vendor in Vendor Credit. This can be useful in situations where multiple credits need to reference the same transaction or document.
Setting: Enable or disable this config as per your preference.
Simplify Task Management
Description: This configuration option simplifies the task management process within the system. When enabled, it reduces the number of statuses, variations, and rules applied to task management, making it easier and more straightforward. This is ideal for users who prefer a more streamlined approach to managing tasks without the complexity of advanced settings.
Setting: Enable or disable this config as per your preference.
Allow Notifications for Task Management
Description: This setting enables notifications for users based on selected task actions. This helps keep users informed and updated about the progress and status of their tasks.
Setting: Enable or disable this config as per your preference.
Enable Address-Based Tax Calculation for Specific Sources
Description: This setting enables address-based tax calculation when uploading or syncing orders or invoices with selected third-party sources. The third-party sources can be specified in the upload file as a column or as a property in JSON.
Setting: Enter the third-party sources here for which you want to enable the address-based calculations.
Disable Exchange Rate Modification
Description: This configuration prevents users from manually altering the exchange rate values for sales orders and/or purchase orders. Enabling this feature ensures that exchange rates are retrieved automatically, maintaining consistency and accuracy across financial transactions.
Setting: Select the option(s) for which you want to disable the exchange rate modification.
Enable Running Sub Totals in Order Details Level
Description: This will enable running subtotal calculations in item details level in modules like SO, Invoice, PO etc. by subgroup. A sub group contains the sum of all item lines added since the last "Sub Total" line (or from the start of the order if it's the first "Sub Total" line), providing a running total at that point in the order.
To create a subgroup, after adding the required items to the order, add an item of the type "Sub Total" from the "Add Item" modal.
This will provide the total amount corresponding to the item lines added before the "Sub Total" items.
This is particularly useful for detailed tracking and organization of orders containing multiple items or services.
Setting: Enable or disable this config as per your preference.
Show VAS Item Total Amount In Separate Summary Line
Description: Enabling this config will show VAS item total amount in a separate summary line.
Setting: Enable or disable this config as per your preference.
Use asterisk for mandatory fields
Description: When enabled, the mandatory fields when entering any information in the system are marked with an asterisk (*), signaling to users that these fields must be completed to move forward or save the changes.
Setting: Enable or disable this config as per your preference.
Item Search Criteria
Description: This setting allows users to choose the fields that can be used to search for items in the item search dropdowns and the "All Reference" field. This enables efficient and customized item searches based on the selected criteria. This feature improves search accuracy and user experience by allowing tailored searches according to specific needs.
Setting: Select the fields that can be used to search the item.
While this can enhance search efficiency, enabling multiple fields for search criteria may impact performance, especially with large datasets.
Item UPC Validation
Setting: Enter the value for UPC validation.
Manage currency exchange rates per day
Description: If this setting is turned on, the currency exchange rates in all modules will be fetched based on the date of the transaction or order. The system will start maintaining a daily history of exchange rates.
Setting: Enable or disable this config as per your preference.
Use RMA ASN Process
Description: If this setting is turned on, the "Return ASNs" can only be generated from RMA (approved) instead of Credit Memos. With this setting, inventory is added to the system only once the return ASN is processed and closed.
Note: You should not turn on/off this setting if there are open return ASNs in the system. All the return ASNs must be closed before switching between the on and off options otherwise it can cause inventory discrepancies.
Setting: Enable or disable this config as per your preference.
Quick Add Item
Description: This setting allows users to enable the quick add item functionality in the sales and purchase workflows. When enabled, a "Quick Add" button will appear in the sales order and purchase order modules, providing a quick add batch ability to add items using a tabular view.
Setting: Enable or disable this config as per your preference.
Comment Notification Type
Description: This config allows you to select the type of notification method to inform the user whenever a comment is added. There are 3 ways to set up the comment notification:
Email: It will send an email notification to the Watchers.
Internal Notification: It will send an internal notification to the User.
Email (@ Mention Only): It will send mail notification to @ Mention(s) only.
You can choose one or more options to receive email notification when tagged in comments. The tagged users will get notified along with the Ref#.
Setting: Select the type of notification type.
Enable item price formula calculations
Description: If this setting is turned on, the system will allow users to enter interdependent formulas to calculate prices. This makes the custom prices dymanic. For example, the Standard Unit Price formula can be defined as 30% markup to Standard Unit Cost. This means, if the Standard Unit Cost is updated, the Standard Unit Price will be automatically updated. This option will be available in the Item module, Item centre and data uploads.
Setting: Enable or disable this config as per your preference.
Open Customer Info from Global Search
Description: Enabling this setting will open the Customer Info module instead of the Customer Master record when a customer record is clicked from the global search results.
Setting: Enable or disable this config as per your preference.
Display Item Variants in Sorted Order
Description: If this setting is turned on, all item dropdowns will display the items in the sorted order of variant options, such as size and colour.
Enabling this setting can make the item search slightly slower in dropdowns.
Setting: Enable or disable this config as per your preference.
Dropship Notification Email for Vendors
Description: If this setting is enabled, vendors will receive a dropship order notification email for purchase orders (POs) marked as dropship. You can customize the email content using the email templates module.
Setting: Enable or disable this config as per your preference.
Dropship PO notification - Additional emails
Description: This configuration allows you to send dropship purchase order (PO) notifications to additional users.
Setting: Enter the email addresses to which you want to send the notification. You can add comma separated emails like admin@xorosoft.com,salesteam@xorosoft.com.
Enable auto generation of SSCC number per carton
Description: If this setting is on, then system will auto generate SSCC number per carton.
Setting: Enable or disable this config as per your preference.
Enable Transfer PO and SO within Same Store
Description: If this setting is enabled, transfer orders can be created with the same "From" and "To" stores.
Setting: Enable or disable this config as per your preference.
Use Textbox for Item Search in Sales Receipt
Description: If this setting is turned on, the system will use a plain textbox to search for items in the Sales Receipt module instead of a dropdown in the "Add Item" modal. This can help use the Sales Receipt module like a POS-style module, where a barcode scanner can be used to scan items instead of selecting them from a dropdown.
Setting: Enable or disable this config as per your preference.
Use Product Option Sequence in Upload Product
Description: This configuration allows users to define option sequences manually within the product record. If this setting is enabled, the product options will be uploaded in the sequence defined in the upload file. If the setting is disabled, the product options will be uploaded in the sequence of the variants as they are entered in the upload file.
Setting: Enable or disable this config as per your preference.
Dynamic Unit Price Calculation Based on UOM Factor
Description: If this setting is enabled, the system will calculate the unit price or cost of the item according to the Unit of Measure (UOM) factor associated with the item. When this setting is turned on, the unit price will be derived from the UOM factor defined on the item.
For example, if the price is defined for 1 unit of the UOM, the price for another UOM will be derived by multiplying the original price by the UOM factor. For instance, if the price for 1 EA (Each) is $10 and 1 PK (Pack) contains 5 EAs, then the price for 1 PK will be calculated as 5 * $10 = $50.
Setting: Enable or disable this config as per your preference.
Customer Search Criteria
Description: This setting allows users to choose the fields that can be used to search for customers in the customer search dropdowns and the "All Reference" field. This enables efficient and customized customer searches based on the selected criteria.
Setting: Enable or disable this configuration as per your preference, and select the fields to be included in the customer search criteria.
Enabling this configuration with multiple fields for search criteria may slightly impact performance, especially with large datasets.
Multi-Keyword Item Search
Description: This configuration enhances the item search functionality in the system. Users can search for items in the item dropdown and "All Reference" fields by entering multiple keywords in any order, separated by a space. This will be a multi-level search. For example, if you enter the item number and UPC separated by a space, the system performs a layered search, first locating items by name and then filtering those results by UPC, ensuring you find exactly what you're looking for efficiently.
This feature can slow down item searches when there are more than 500 items.
Setting: Enable or disable this config as per your preference.
Multi-Keyword Customer Search
Description: This configuration enhances the customer search functionality in the system. Users can search for customers in the customer dropdown and "All Reference" field by entering multiple keywords in any order, separated by a space. This will be a multi-level search. For example, if you enter the customer first name and email separated by a space, the system performs a layered search, first locating customers by name and then filtering those results by email, ensuring you find exactly what you're looking for efficiently.
This feature can slow down item searches when there are more than 500 customers.
Setting: Enable or disable this config as per your preference.
Enable Multi-Company Inventory Overview
Description: This configuration allows you to display inventory information across multiple companies within the same popup in the Sales Order, Purchase Order, and Item Inventory Snapshot modules. This feature provides a comprehensive view of inventory levels across different companies, facilitating better inventory management and decision-making.
Setting: Enable or disable this config as per your preference.
Enable Price Editing in Advanced Variant Finder
Description: When this setting is turned on, users can change variant prices in the Advanced Variant Finder. This convenient option enhances the capabilities of the Advanced Variant Finder by allowing faster editing of pricing in the same popup in a tabular form, rather than updating items one by one. The editor popup can be brought up by clicking on an edit icon (pencil) next to the item line.
Setting: Enable or disable this config as per your preference.
Use Base UOM Pricing Rule on UOM Change
Description: When this setting is turned on, if no pricing rule is found with the selected UOM then the system will utilize the pricing rule created with the base UOM to compute the base unit price and subsequently implement the updated pricing.
Setting: Enable or disable this config as per your preference.
Advanced Search Capability in Bank Reconciliation Module
Description: Enabling this option will provide users with the capability to conduct advanced searches for system transactions within the bank reconciliation module. System transactions refer to the transactions entered in the ERP, as opposed to the bank transactions uploaded or fetched from an API. This feature allows you to search and reconcile system transactions more efficiently, ensuring accurate and streamlined bank reconciliation processes.
Setting: Enable or disable this config as per your preference.
Display Alert Notes for Orders in Edit State
Description: When this setting is turned on, it will enable the display of alert notes added to customers and vendors for Estimates, Sales Orders, Invoices, Sales Receipts, Purchase Orders, Item Receipts, and Bills when they are opened in the edit state.
Setting: Enable or disable this config as per your preference.
Hide Home Currency in Summary
Description: When enabled, this setting removes the display of the home currency in the order summary section of the sales and purchase orders.
Setting: Enable or disable this config as per your preference.
Duplicate UPC Prevention
Description: When this setting is enabled, it prevents users from entering duplicate UPCs when creating or updating items, ensuring each UPC is unique within the system.
Setting: Enable or disable this config as per your preference.
Prevent Duplicate UPCs Based on Criteria
Description: When this setting is enabled, users will be unable to input duplicate UPCs for the selected option(s) when creating or updating items. The specific criteria for preventing duplicate UPCs are determined by the system configuration. For example, if "Brand" is selected, the system will prevent duplicate UPCs within the same brand. This ensures that each UPC is unique according to the defined criteria.
Setting: Enable or disable this config as per your preference.
Check Access for Onboarding Centre
Description: When this setting is turned on, the system will check user access from the access manager to determine if the user can access the Onboarding Centre. If this setting is turned off, the system will not check user access, and all users will have access to the Onboarding Centre.
Setting: Enable or disable this config as per your preference.
Enable Option Values Display in Variant Finder
Description: This setting will display the selected option values, such as sizes and colours, etc. in the Advanced Variant Finder. Additionally, you will be able to search for items based on these selected option values. This functionality ensures that all options are visible in the product dropdown within the Advanced Variant Finder, based on the configured selections.
Setting: Enable or disable this config as per your preference.
Default Store Selection in Store Dropdown
Description: If this setting is enabled, the default store set in the user-store mapping will be automatically selected in the store dropdown in modules such as Item Inventory Snapshot, Sales Order, Purchase Order, and others.
Setting: Enable or disable this config as per your preference.
Exclude VAS Cost from Subtotal
Description: When this setting is turned on, the system will exclude the VAS (Value-Added Services) cost from the subtotal amount.
Setting: Enable or disable this config as per your preference.
Sync SO Ship Date with PO Delivery Date
Description: Activating this setting ensures that any changes made to the delivery date of a Purchase Order (PO) will trigger an automatic update to the shipment dates of linked Sales Orders (SOs). This ensures that the SO shipment dates remain aligned with the revised PO delivery schedule, minimizing disruptions in order fulfilment.
Setting: Enable or disable this config as per your preference.
Credit Card Declined-Additional emails
Description: In this app config, users can specify email addresses of internal users that should also receive notifications in case of credit card card decline. You can add comma separated emails like admin@xorosoft.com, sales@xorosoft.com
When a credit card is declined, an email will be sent to all the listed recipients, ensuring that the right personnel are informed.
Setting: Enter the email addresses of internal users that should receive an email notification when a credit card payment is declined.
Update SO Ship Date notification - Additional emails
Description: This app config allows you to add comma-separated email addresses (e.g., admin@xorosoft.com, sales@xorosoft.com) for internal users who should receive a notification when the sales order ship date is updated. Apart from the customer, additional email recipients will be notified of the ship date change.
Setting: Enter the email addresses of internal users that should receive an email notification.
Update SO Ship Date notification type
Description: This app config allows you to select the notification types (email watchers and/or internal notification) for sending a comment notification to the users. If internal notification is selected, users will receive a notification directly within the system.
Setting: Select the notification type.
Restrict timesheet minute values in multiple of 5
Description: This configuration ensures that minute entries in the timesheet are restricted to multiples of 5.
Setting: Enable or disable this config as per your preference.
Restrict Update Qty in Linked Orders
Description: If this setting is enabled, the system will restrict users from updating the quantity of an item in a sales order or purchase order if the new quantity is less than the quantity linked to other orders. For example, if a sales order linked to a purchase order has a quantity of 10 units, the user will not be allowed to update the quantity to anything less than 10 in the sales order. This ensures that both the sales and purchase orders remain consistent regarding item quantities.
Setting: Enable or disable this config as per your preference.
Enable Lab Record Module
Description: When this setting is enabled, the Lab Record Module is activated, allowing users to create and manage lab records within the system.
Setting: Enable or disable this config as per your preference.
Alert Prompt for Already Printed Wave(s)
Description: If this config is enabled, the system will display a warning alert if a user attempts to print a wave that has already been printed.
Setting: Enable or disable this config as per your preference.
Auto-create tax operation records for other countries
Description: When an order is placed for delivery to a location outside of the default region, the system can automatically generate the necessary tax operation records, which encompass tax items, accounts, vendors, and tax assemblies based on the country or state specified in the order. This configuration enables you to define how tax operation records are automatically created for orders shipping to other countries.
Configuration Options:
The setting provides three options to define how tax operation records should be created:
Do Not Create: No tax operation records will be generated for orders shipping to other countries. This is suitable for businesses that manually handle tax operations or do not require separate records for such orders.
One tax item per state/prov: A unique tax operation record is created for each state or province within the destination country. This option is ideal for businesses that need detailed tracking of tax operations at the state level.
One tax item per country: A single tax operation record is created for the entire destination country. This option is useful for businesses that manage tax operations at the country level rather than by individual states.
Setting: Select how you want to create tax operation records from the options.
Auto Update Item Description in existing SO, PO and BOM
Description: When this configuration is enabled, whenever item description is updated, a warning text is displayed on update popup indicating that the description will be updated in the existing sales orders and purchase orders.
Setting: Enable or disable this config as per your preference.
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