General Admin

The General Admin option is used to maintain your organisation's details and preferences regarding:

Request For Quotes (if one or more of your sponsoring buying organisation transmits this document type)

Quotes (if one or more of your sponsoring buying organisation supports the receipt of this document type)

Order Responses (if one or more of your sponsoring buying organisation supports the receipt of this document type)

Fulfillment Notifications (if one or more of your sponsoring buying organisation supports the receipt of this document type)

Invoices (if one or more of your sponsoring buying organisation supports the receipt of this document type)

Credit Notes (if one or more of your sponsoring buying organisation supports the receipt of this document type)

All items can be edited by clicking in the data field and changing the existing text or selecting from the dropdown list. Most data fields are self-explanatory but further information relevant to selected fields is shown below:-

▪	The field is optional and is used to store the 13 digit GLN code that some organisations may have. This code provides a standard means to identify legal entities, trading parties and locations to support the requirements of electronic commerce.

▪	The drop down list should be used to define the merchant level assigned to an organisation that supports Payment Cards. The Default entry is Not Registered.

▪	The field is used to determine if the email messages sent from the Supplier Portal can be HTML formatted, if this option is un-ticked only plain text emails will be sent.

▪

The

drop down list provides a number of registration types that can be assigned. For legal compliance it is important that the correct Registration Type as defined with your Statutory Authority is assigned to your organisation. NOTE - this field will not be displayed if you have select the Registration Type of "Not Registered".

▪	The drop down list provides a list of Statutory Authorities that assigned your Registration Type. Please select one from the list. NOTE - this field will not be displayed if you have select the Registration Type of "Not Registered".

▪	The field is used to store the registration number assigned to your organisation by the Statutory Authority. NOTE - this field will not be displayed if you have select the Registration Type of "Not Registered".

▪	The field is used to store the name of your organisation as registered with the Statutory Authority. NOTE - this field will not be displayed if you have select the Registration Type of "Not Registered".

▪	The fields are used to store the address of your organisation as registered with the Statutory Authority. A default value of 1 can be entered into the UK Internal Code field. NOTE - these fields will not be displayed if you have select the Registration Type of "Not Registered".

▪	The field is used to define if your organisation is registered for Tax.

▪	The field defines the default tax value to be assigned to order, invoices and credit notes. Other options available for this field include Reduced 5%, Zero 0% and Exempt 0%.

▪	If the box is ticked, all tax values will be calculated for each document line and these will be summed up to determine the document tax values. If this box is un-ticked, tax values will be calculated from document totals (see How Tax Values are Calculated for further details).

▪	The field defines how fractions of a penny / cent etc will be rounded in tax calculations. This field is only available if the 'Calculate Tax at the Line Level' option is un-ticked.

The

field allows you to define how many decimal places are displayed for product prices within orders, invoices and credit notes.

The

field allows you to define how many decimal places are displayed for product quantities within orders, invoices and credit notes.

The

field allows you to define a default item code for new line additions to Quotes, Invoices and Credit Notes.

The

field allows you to define a default item description for new line additions to Quotes, Invoices and Credit Notes.

The

field allows you to define a default Unit of Measure code for new line additions to Quotes, Invoices and Credit Notes.

Requests For Quotes (only displayed if sent from your trading Buying Organisations)

The

field allows you to define how many days after receiving the Request For Quote should pass before the Request For quote is marked as Urgent.

The

field allows you to define if an alert email should be sent once a Request For Quote becomes urgent.

Adding a tick into the

box provides the capability to generate quotes that are NOT linked to Request For Quotes received from the buying organisations you trade with (this is switched off by default). Note that if the buying organisation you trade with does not support the receipt of Unlinked Quotes you will not be able to generate them regardless of the settings applied in this screen.

Adding a tick into the

box provides the capability to generate quotes with automatic numbering. If you wish to manually add your own quote numbers you must un-check this tick box.

The

field allows you to change the next document number that will be used for quotes (when Automatic Quote Numbering is active).

Adding a tick into the

box enables the quote send confirmation screen to appear when quotes are sent (see Sending the Quote).

Adding a tick into the

box provides the capability to generate Order Responses with automatic numbering. If you wish to manually add your own Order Response numbers you must un-check this tick box.

The

field allows you to change the next document number that will be used for Order Responses (when Automatic Order Response Numbering is active).

Adding a tick into the

box enables the Order Response send confirmation screen to appear when Order Responses are sent (see Sending an Order Response).

Fulfillment Notifications (only displayed if transmitted to trading Buying Organisations)

Adding a tick into the

box provides the capability to generate Fulfillment Notifications with automatic numbering. If you wish to manually add your own Fulfillment Notification numbers you must un-check this tick box.

The

field allows you to change the next document number that will be used for Fulfillment Notifications (when Automatic Fulfillment Notification Numbering is active).

Adding a tick into the

box enables the Fulfillment Notification send confirmation screen to appear when Fulfillment Notification are sent (see Sending a Fulfillment Notification).

Adding a tick into the

box provides the capability to generate invoices that are NOT linked to orders received from the buying organisations you trade with (this is switched off by default). Note that if the buying organisation you trade with does not support the receipt of Unlinked Invoices you will not be able to generate them regardless of the settings applied in this screen

Adding a tick into the

box provides the capability to generate invoices with automatic numbering. If you wish to manually add your own invoice numbers you must un-check this tick box.

The

field allows you to change the next document number that will be used for invoices (when Automatic Invoice Numbering is active).

Adding a tick into the

box enables the invoice send confirmation screen to appear when invoices are sent (see Sending the Invoice).

The

field allows you to define the early settlement discount days value for invoices.

The

field allows to you to define the early settlement discount percentage for invoices.

Adding a tick into the

box provides the capability to generate credit notes that are NOT linked to invoices (this is switched off by default).

Adding a tick into the

box provides the capability to generate credit notes with automatic numbering. If you wish to manually add your own credit note numbers you must un-check this tick box.

The

field allows you to change the next document number that will be used for credit notes (when Automatic Credit Note Numbering is active).

Adding a tick into the

box enables the credit note send confirmation screen to appear when credit notes are sent (see Sending the Credit Note).