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Quantum VS Help: System Administration |
The System Administration module allows System Administrators to configure Quantum VS for their business using the application's control records. Once these records have been created it is likely that you will only occasionally need to return to add to or edit them.
The System Administration module allows users with maximum privileges - i.e. System Administrators - to configure Quantum VS for their business for the long term. This is done using various control records - see below.
In contrast, the File Maintenance module is for setting up and performing day-to-day maintenance of your company records, such as your Customers, Products and Suppliers. These tasks may be assigned to various individuals with the necessary job function and privileges, as well as the System Administrator.
Control Records consist of a series of fields that hold flags and settings which are referenced when Quantum VS is run. The scope of their control is wide, and although the fields have been divided into a series of different records the content of all the control records must be considered as a whole, as sometimes a field in one record is directly related to a field in another record and unless both are set correctly errors can occur.
These control records are where the System Administrator can populate the necessary records with information, configure the way the application works in a variety of scenarios, and switch features on and off as appropriate. The scope of Quantum VS's features and control records means that the application can be configured for a multitude of business environments. For example, merchants may require a different configuration to a retailer; a general merchant may require a different configuration to a timber merchant; a small merchant business may require a different configuration to a large merchant business.
The following control records must be set up and maintained in order to configure Quantum VS for your business:
Nominal Codes: Set up the Nominal Codes used for recording your business expenses.
Table Files: Set up the various user-configurable Table Files, which contain data used to populate the various Quantum VS menus.
Calculation Methods: Set up the calculation methods (or units of measure; e.g. per pair, per hundred, per metre, per square metre, per box, per sheet) used in your business operations.
Terms And Conditions: Set up your Terms and Conditions texts that can be attached to various document types. This enables you to select and attach header and/or footer text to documents via the drop-down menus available when setting up and editing document types.
For printing to take place in Quantum VS, various procedures must be undertaken and various documents and records must be configured on the Linux Host Server and in Quantum VS. See Printing Maintenance and Setting Up Printing In Quantum VS. This includes setting up the following documents/records:
For XML to PDF printing to take place, the 'Web Service' and XML Stylesheets need to be installed on the Linux Host Server. The following records must be configured in Quantum VS: XML Gateway ID records, XML Identification Records, XML Document ID Records, XML Gateway Lookup Records and XML Source Files. See Setting Up XML To PDF Document Printing.
You will need to set up Printer records for the destinations which will be available to users when they print, save or transmit documents.
You will need to configure Print Groups, which are used to preview, print and email text and PDF files which have been generated in Quantum VS and saved to the server.
If label printing is required you will need to set up Label records. See Label Printing.
Price Book Flags: Configure your Price Book Flags control record containing system flags and settings relating to your Price Book (along with the Price Book General control record), relating to sales, documentation, batch traceability, Sales and Purchase Ledger settings, cost settings, buying/pricing settings, timber functionality and more.
Price Book General: Configure your Price Book General control record, which contains your general price book-related system settings.
Purchase Nominal Control: Configure your Purchase Nominal Control record, which is used to assign nominal codes to purchase transactions.
Sales Nominal Control: Configure your Sales Nominal Control record, which is used to assign nominal codes to sales transactions.
Sales Ledger: Configure your Sales Ledger control record, which contains the system settings which relate to your sales ledger, including General details and Period End Dates, Account Status descriptions, Balances and VAT details.
Branch IBT Control Record: Configure your Branch IBT control record, which holds your system settings for each of your Branches for Inter Branch transfers (IBTs).
Optional Enhancements: The Optional Enhancements facility enables certain features and settings within Quantum VS to be turned on or off.
To set up your system for Multi-Currency Selling you will need to configure - and create - certain records.
Quantum VS uses various records to maintain and apply the correct VAT rate on sales documents. If you will be selling to Customers in a different VAT area to your Default Country, in a multi-currency environment, you will need to create/configure various records to apply the correct VAT rates. See VAT Record Maintenance.
Additional control records are available if you will be working with timber products:
Treatments: If you will be working with timber products for which different treatments are available, you will need to set up and maintain these treatments, which will then be available in menus when adding timber products to sales and purchasing documents.
Length Masks: This feature enables you to set up the standard lengths (or length masks) available in your Timber record when adding timber products to sales and purchasing documents.
Long Length Surcharges: This feature enables you to set up default long length surcharges for your available categories of timber product.
Note: You must have sufficient privileges set in order to perform maintenance on these control records.
The backup and restore procedure enables the System Administrator to back up all Quantum VS files to, and restore from, a backup device such as an RD1000 removable media device or a tape drive.
Note: The Quantum VS Backup and Restore procedure must be performed from the graphical screen in Linux, with you logged in as root.
NEXT: Nominal Code Maintenance