Next Invoice # and Next Receipt #: Enter the number with which you want to begin numbering invoices and receipts. If you already have a system in place, enter the next number in the sequence. If you do not, enter the number 1.
2.
Prefix: Enter the prefix for invoices and receipts (usually I for Invoice and R for Receipt, or whatever prefixes you prefer to use).
3.
Length: Enter the number of characters – including the prefix – that EventPro Planner will use to generate invoices or receipts. For example, I0015 would be invoice number 15 using five characters. I00015 would be the same invoice number using six characters.
4.
Invoice Due (Days): Enter the default number of days within which invoices are due.
5.
Default Event Invoice Cutoff Date to Event End Date: Later, when you create automatically calculated invoices for Events, Attendees and Exhibitors, the invoice will include all un-invoiced items up to and including the Cutoff Date. See Invoices for an explanation of the different kinds of invoices available in EventPro Planner. If you check this checkbox, the invoice Cutoff Date will automatically default to the Event End Date. This setting could prevent a common misunderstanding that arises if you invoice before the event has occurred. If this checkbox is not checked, the Cutoff Date in the invoice defaults to the current date. If you are invoicing before the event and forget to change the Cutoff Date to a date past the event, none of the items will be pulled into the invoice, and it appears that the invoice is not working. If you often create automatic invoices before the event is over, you may find this setting useful.
6.
Allow over allocation of invoices: You can check this box to allow over-allocating of payments to invoices, or uncheck it to prevent over-allocating payments to invoices.
7.
Include No Charge Items: Certain items may be available to your customers at no charge. If you want these no-charge items to appear in invoices by default, check this box.
If you have rounding errors, which will usually only occur with upgraded data, you can set the thresholds so that a certain minimum figure remaining to be paid or allocated will be ignored.
2.
Enter numbers in the Fully Paid and Fully Allocated fields to indicate that anything less than that amount will be treated as 0. For example, if you set the Fully Paid threshold at .01, anything less than a cent owing will be treated as a 0 balance and the invoice will be considered fully paid (not outstanding).
Choose the Year End Month from the drop-down list.
2.
If the fiscal year splits over two years (for example August 2007 to July 2008), you can choose whether the fiscal year is the Year Starting (2007 in the example) or the Year Ending (2008 in the example) from the Fiscal Year Calc drop-down list.
From the drop-down list, you can choose the default Account and Department for DEPOSIT invoice items. You will set up these Accounts and Department Codes in your General Lookup Tables. See Step 5: General Lookup Tables.
2.
Choose the default Account and Department for CREDIT invoice items.
From the Export Format drop-down list, select the name of your accounting software.
a.
AccPac Plus
b.
AccPac Advantage
c.
Attaché
d.
QuickBooks (QODBC)
e.
SAP
f.
Adept
g.
Pastel
h.
SAGE 50
i.
Acomba
j.
Microsoft Dynamics GP (formerly known as Great Plains)
k.
Sun
l.
MYOB
2.
Select the checkbox to the right if the Export Does Not Require a Company Code.
3.
For any software you select, you will have to define the path to the folder to which you want to export accounting data. The Export Folder may be any folder of your choice. You may prefer to use the Browse button to navigate to the folder’s location.
4.
The other display fields vary depending on the software you select. For assistance with using these programs, please refer to the software’s own documentation.
Remember, if you make any changes you want to keep in System Settings, ensure that you click the Save button.
Clicking Cancel will revert to the previously saved settings.
