Preferences
The Preferences Manager is a central place in the program that holds your company information and has various options for customizing labels and settings.
General Information
The Gen Info screen contains your company address info and your default shipping address.
The General Address
Lists your Company Contact Info used in Sales Orders, etc.
The PO Ship To Address
Where your Company Shipping Address is maintained. Click the Same button to bring over the Address info from the General Address fields.
Modules <Top>
The Modules screen lists your company specific codes that unlock the different parts of the program for your use.
Options <Top>
The options screen contains various options and settings for customizing the program to your preferences.
HelpDataPath
Path where multimedia files are stored for multi-media help.
ExtObjPath
The path for the Custom Reports Module, if purchased.
Title Text
The text entered here will show up on the main menu box/switchboard.
Title Back Color
Double-click the text here to choose a color for the background of your Title Text.
Local Data Refresh
The combo box menu's in BusinessMaster are cached locally. Set this for the number of minutes in between automatic loca data refresh. We recommend anywhere from the 30-180 minute range, maybe longer depending on the amount of activity. The system will notify you when this is happening, and will interrupt your work for about 30 seconds. You can also refresh the data manually using the Update Local Data link found in the Utilities Menu.
Print Receiver Automatically on Receiver Exit
This checkbox will force a Receiving and PO on exiting the Receiver Form.
SalesOrderDecimalNum
This field defines how many decimal places for Sales Order Numbers displayed on Forms and Reports.
UseFractionsYN
This check box forces StockBill reports to use fractions rather than decimals for dimensions.
LimitSOPartsToCrossRef
Limits the Sales Order Line Items to the Cross Referenced numbers.
LimitPOPartsToCrossRef
Limits the Purchase Order Line Items to the Cross Referenced numbers.
Use PO Alt Part Num
Sets the system to allow the use of Alternate Part Numbers for Purchase Order's.
Use SO Alt Part Num
Sets the system to allow the use of Alternate Part Numbers for Sales Order's.
Large Format S/O and P/O
Changes description fields to large format for Sales Orders and Purchase Orders.
Update Local ItemMaster
This checkbox sets the preference for whether or not you want Inventory Quantities to be updated to the drop down menus when Purchase Orders or Project Sales Orders or Projects Materials are opened.
OrderPlacedBy-PO#
Puts the Data from the OrderPlacedBy field in front of the PO# on the PO PrintOut.
Print Header Yes/No
Checked by default, if you uncheck this, you will not see the default headers on BusinessMaster Reports.
Lock Firm W/O
Sets the preference for whether or not Work Orders can be edited after the Firm status has been activated. If this option is checked then you will not be able to edit dates and quantities for the work order after the Firmed button has been pressed.
UseSOMaterialsAvgCost
Will set the system to automatically fill in Sales Order Materials with the Average Cost.
UseSOMaterialsStdCost
Will set the system to automatically fill in Sales Order Materials with the Standard Cost.
UseSOMaterialsCurrentCost
Will set the system to automatically fill in Sales Order Materials with the Current Cost.
AllowNegativeInventory
Allows the user to ship more than system shows on hand.
Multiple Inventory UOM
Will set the system to for multiple units of measure in inventory.
DefaultInvoicePartNum
Will set the system to use a default part number for adding lines to invoices.
DefaultVoucherPartNum
Will set the system to use a default part number for adding lines to vouchers.
Default Inventory Loc
Will set the system to use a default inventory location.
DefaultSalesTaxPart
Will set the system to use a default part for adding tax lines.
Tax Percentage
This is where you enter the default tax percentage you wish to use. This is used to calculate tax on Sales Orders.
DefaultDiscountPart
Will set the system to use a default part for adding discounts to sales orders.
Here is a screenshot of the Options section in the Preferences:
Production <Top>
This screen is the place for configuring Scheduling Options, Production Stage Labels and Pricing Category labels.
Here are descriptions for the options on this screen:
MasterStageNames
This is the list of Labels for the Production Stages on the Projects Sales/Prod screen. As explained here, 'Start' and 'Comp' are not editable. The middle four stage names can be edited to reflect your Departments.
ProdStageDepts
Labor departments can be associated here with the Production Stages. In this case, when a Time punch is collected against this Labor Department (set up in the Labor Module) against a job, the corresponding Production Stage will be flagged as started. (This feature is in development) That objective has been reached. When open Projects checks all jobs. Checks the time table. (WIP)
MRPDebitStage
The Labor Department selected here will force Materials from the Job to be debited from Inventory when a Labor Actual is recorded against this Department and Job. Leave this blank if you're not using the Labor module. If this is blank, then Materials are by default debited from Inventory when the Start Production status is checked off. Note: Time Punches to the department do not debit inventory, only Processed Time Labor Actuals, or Labor Actuals manually entered will debit inventory automatically from the Materials/Cost table.
MRPFinishStage
The Labor Department selected here will automatically Transfer Sales Order Finished Goods Line Items to Inventory when WIP Time Punches are entered against it. Leave this blank if you're not using the Labor Module. Click here for more information on the Transfer to Finished Goods feature.
Project WIP Start
The Production Stage that when checked off, will flag the Start of the Work In Process status for Inventory. Project WIP is a status that only applies to Materials which have already been debited for the Job. So this status in effect says that even though the materials have been debited, they are still in WIP for the Job they are being used for. You view Project WIP from the WIP Inventory-Costed Report.
Project WIP End
The Production Stage that when checked off, will flag the End of the Work In Process status for Inventory. roject WIP is a status that only applies to Materials which have already been debited for the Job. So this status in effect says that even though the materials have been debited, they are still in WIP for the Job they are being used for. You view Project WIP from the WIP Inventory-Costed Report.
Project Finished Goods
This needs to be checked off if the Projects Manager is going to be used to build Finished Goods. Click here for more information.
Pricing Names
This is where the Labels/Headers are customized for the Pricing Categories in the Projects Manager.
Here is a screenshot of the Production section in the Preferences:
Accounting <Top>
This screen is for configuring scheduling options and customizing production stage and pricing labels.
GLAcctDepositLiability
This is where you select the GLAcct for Deposits.
GLAcctAR
This is where you select the GLAcct for AR.
GLAcctRevenue
This is where you select the GLAcct for Revenue.
GLAcctDeposited Funds
This is where you select the GLAcct for Deposited Funds.
JobDepositAsLiability
This checkbox needs to be checked if you will be taking job deposits as liabilities.
Here is a screenshot of the Accounting section in the Preferences:
Job Specs <Top>
This screen is for customizing your job spec labels. The JobSpecNames are where you enter your customized Job Spec Names for Job Specs. These are going to be informative aspects of your jobs that are consistent on a job to job basis that can help you to track and identify trends in your productivity and profitability.
Here is a screenshot of the Job Specs section in the Preferences:
Invoice Notes <Top>
This screen is where you setup your default notes that are used on Progressive Billing Invoices.
Here is screenshots of the Invoice Notes sections in the Preferences:
Security Settings Panel <Top>
This Panel is where you turn the Security features on and off for BusinessMaster. You get to the Security Settings Panel by going to the Utilities Menu and clicking the Security/Security Settings link.
EZ Security System
If you want user lever security for BusinessMaster on your network, click this switch, exit the system and you will be required to enter and username and password into the logon screen to enter BusinessMaster. Make sure to set up Users in the Permissions Manager or you will be contacting us for the Master Password.
Once Security has been turned on, then next time you go to access a form in BusinessMaster, you will get the following logon screen:
To switch between users, use the LogOff button, located in the Main Menu:
In versions 5.74 and newer, the logged on user is displayed on the Switchboard/Menubox:
Here is a screenshot of the Security Settings Panel, where your turn security on or off:
Security Permissions <Top>
This is the BusinessMaster Security Permissions Manager. This is where you add and edit users and groups and access permissions and levels for your company.
Users <Top>
This is where you add and edit users who will be accessing the program.
Click here for instructions to add and edit users.
Here is a screenshot of the User section of the Security Manager:
Groups <Top>
This screen is for adding and editing Groups that will have different levels of access and ability in the program.
Click here for instructions to add and edit groups.
Here is a screenshot of the Groups section of the Security Manager:
Group Permissions <Top>
This screen is where you add and manage Group permissions.
Click here for instructions to add and edit group permissions.
Here is a screenshot of the Group Permissions section of the Security Manager:
Object Permissions <Top>
The object permissions is not something that needs to be configured by end users. It is for viewing the different group permissions for each Form and Report.
Status <Top>
This screen shows you the overall security settings and statuses for BusinessMaster.
Here is a screenshot of the status screen of the Security Manager:
Relink Files <Top>
This link opens the EZ Attachment Manager, where you go to link the program to different data sets, or to reattach files in the case of a computer or network change.
Click here to get more information on Linking Data Files.
Current Attachments
This screen shows you the current connections. You don't to look at this screen.
Table Defined Attachments
This screen is where you create the attachments.
Export Data <Top>
Click the Export Data link from the Utilities Menu. This will open a window titled Export Tables to New Database. By default All Database Tables is selected, or you can select specific database tables for export. When selecting specific tables, hold the control key down on your keyboard to select multiple different tables.
When you have selected the tables you wish to export, click the arrow button to move them into the "Selected" window. You can then select the tables in the Selected window and use the up and down arrows to arrange them in the order you want.
Select a destination for the new database. Click the Export button and confirm that you wish to export. A final confirmation message will pop up telling you the location and file name (BMS-MainDataArchive.mdb) for the new database.
Data Processing <Top>
This menu contains links to functions for data processing features available in BusinessMaster.
Reset Inventory
Click this link from the Utilities/Data Processing Menu and it will reset all inventory items to zero.
Update Average Costing
Click this link from the Utilities/Data Processing Menu, then select a beginning date and an ending date that you want the system to use for averaging. This will go through and update average costs for your items in the ItemMaster based on your Receivings.
Update Current Costing
Click this link from the Utilities/Data Processing Menu and it will update the current costs for your Items in the ItemMaster based on your Receivings.
Update Assembly Standard Cost
Click this link from the Utilities/Data Processing Menu and it will update the Standard Costs for your Assemblies.
Update Assembly Sale Price
Click this link from the Utilities/Data Processing Menu and it will update the Sales Prices for your Assemblies by taking the Standard Costs for the Assemblies and multiplying them by their Profit Percentages (You must manually enter the Profit Percentages).
Update Assembly Labor Cost
Click this link from the Utilities/Data Processing Menu to list the Labor Costs for Assemblies in the Labor Cost field on the ItemMaster Basic Screen.
Archive Sales Orders
Click this link from the Utilities/Data Processing Menu and it will archive all completed Sales Orders.
Update Local Data <Top>
The combo box menu's in BusinessMaster are cached locally. The BackEnd database is only updated when changes are made in these combo box menus. For instance, the Product Code list is an example of a Combo Box. This is information that does not in general change very often. If you add or edit a combo box, this change is sent to the BackEnd database on your server, but the other FrontEnd copies of BusinessMaster running on the networked workstations will not receive the new or edited Product Code until their table cache is updated. The system is set up this way for the purpose of optimizing network performance. Clicking this Update Local Data link from the Utilities Main Menu updates the Local Data Cache from the server manually. You can also set BusinessMaster to update the Local Data automatically at set intervals from the Preferences/Options Screen. Set the number of minutes there in the Local Data Refresh Box.
Updating Inventory Values for Item Menus
There are two other places where you interface with Updating Local Data in BusinessMaster; Opening the Projects/SalesOrder Manager and the Purchasing Manager. When you open either of these, a screen pops up asking you if you want to refresh the data:
If you click the Yes button, the Line Item Menus will reflect the latest changes to Inventory Quantities in the CurrentInventory Column of the DropDown Selection Menu:
Compact/Repair BusinessMaster <Top>
This is a Microsoft Access utility for optimizing database performance and checking for common minor database problems. To run this utility, it is critical that noone on the company network have BusinessMaster open while it is running.
Compact/Repair/Backup Data <Top>
It is advisable that this process be done at least on a weekly basis, and preferably on a daily basis, to keep the risk of data loss low.
First make sure everyone on your network that uses BusinessMaster is out of the program.
Click the Compact/Repair/Backup Data link from the Utilities Menu. From the Compact Tables screen, check off the Compact checkboxes for the records that list "BMS-MainData_be.mdb" and "BMS-LaborData_be.mdb" in the connection string.
Click the Close button at the bottom right of the Compact Tables screen. This will run the procedure and when it's complete you will see the main BusinessMaster switchboard again. This process should not take more than a minute.
The backup process creates backups in the same directory that your database files live in. They will have a date stamp at the end of the file name. "BMS-MainData_be.mdb01142004" for example.
Note: If you are using a newer version of BusinessMaster that only uses one Backend Database (named BusinessMasterData, for example), only checkoff the Maindata Listing and then finish the backup.
