These functions are normally only used by the System Administrator.

This window contains a series of tab cards in which you can customise the workings of many parts of the system.

These options turn off various info prompts and messages.

Disable Customer Tax Info. Prompt

Disable Supplier Tax Info. Prompt

Disable Stock EC Info. message

Name - Forces you to enter a Name for key records. Tick the option to make Name a compulsory entry field on Customer Records; Supplier Records; Nominal Accounts; Stock Records; Project Records and Resource Records.

This menu allows the selection of a Credit Checking web site that can be accessed from Customer, Supplier and Prospect records.

When fully implemented, a list of Credit Checking web sites will be available, at present the only selection is Jordans.

This feature is controlled by an executable file held in the Extras folder within the install directory of the accounts software. If you are unable to see this feature it may be that the folder has been accidentally removed or renamed. You should contact your Support Provider for assistance.

Enables you to use the Access Document Management (ADM) application. Dimensions includes a system of attaching documents to your accounts (see Documents) but you may have purchased the Access Document Management (ADM) application which provides a central location for document storage that can be accessed from Dimensions.

The URL of the ADM web service should be entered here.

Your system administrator should be able to tell you these details if you don't already know. After specifying the URL, you can use the Validate URL button to validate that Dimensions can connect to the webservice. Please contact your system administrator if it does not validate.

The URL of the Workflow Forms Webservice should be entered here.

Your system administrator should be able to tell you these details if you don't already know. After specifying the URL, you can use the Validate URL button to validate that Dimensions can connect to the webservice. Please contact your system administrator if it does not validate.

Lock users after 3 unsuccessful login attempts - Tick the option to enable. Once enabled, if a user has had three unsuccessful attempts to log on, their User Account will be locked afterwhich only the System Administrator will be able to unlock the user record.

This tab holds the Transactions settings for the whole system.

Use combined Detail and Total window - This option is ticked by default. Transactions consist of header information which relates to the entire transaction and one or more details lines. With the combined window, much more information is on view without having to switch between panes. The detail lines that have been entered will be visible in a grid and both the header and detail panes will contain additional information on tab cards. With the introduction of larger computer screens, it is now the default to use this combined window rather than the three pane entry window provided in earlier versions. You can still de-select this option to view transactions on the smaller but less informative three pane window if you prefer. Access to the tab cards on Transaction windows is controlled by your Security Profile.

Default Batch Reference to Empty

Display customer notes - Will open the Notes window for each Customer when their Code is entered correctly in Transaction Header windows.

Display Stock record notes - Will open the Notes window when the Stock Code is entered in Order Detail windows.

Sub Ledger - This will force the User to select a Sub Ledger for each Transaction.

Do not allow Ref. to be changed - You can prevent the Sub Ledger Transaction Reference from being changed once it has been applied. When set, this option disables the Invoice/Credit Note No. on Sales Transactions, Internal Reference on Purchase Transactions and the Voucher Ref. on Nominal Journals. It then uses the relevant Sub Ledger Transaction Reference set up in the Sub Ledger window.

Automatically show Transaction User Keys pop up - This will automatically pop up the User Keys when a Transaction is being entered.

Calculate VAT to 5dp - This increases the accuracy of the rounding. The value is shown to the number of decimal places you have selected for your database, e.g. if you have selected to display values to 2dp, then this option rounds to 5dp accuracy and displays as 2dp.

Allocate to the latest year/period of the transactions selected - On the Update Allocations window, and when posting Remittances and Bulk Receipts, this works as follows:

You may also select whether to accept the system’s default and lock all Transactions when Posting Batches (which prevents other Users from Posting them), or to first display a list of all possible Batched Transactions, and then from that first list, select the individual Orders that you might want to Post, and 'locking’ only those Orders.

These 'locked’ Orders are then displayed in a second (normal) Post Batch list window, but all the other Batched Transactions are released, and can then be processed by other Users.

Select Individual Orders - If this is selected, you can select Orders to be locked, so that you can refine your working list, and work from a reduced list of locked Orders, rather than working on a list where all Orders shown are locked.

If you use the Advanced Nominal Ledger system, you will not be able to use the Analysis Matrix.

Enable Sales Analysis Matrix - This switches on (or off) the Matrix Analysis features for the Sales Ledger.

Enable Purchase Analysis Matrix - This switches on (or off) the Matrix Analysis features for the Purchase Ledger.

Enable Accounting for Carbon Emissions - This switches on (or off) the Accounting for Carbon functionality in Nominal Ledger.

Analysis Category 1 and 2 - select any Category by which to analyse.

Consumption Date - This option is selected by default. If this option is set then the date on the carbon transaction defaults to the source transaction date and the Year and Period change to match this date. These defaults can be changed.

Invoice Date - If this option is set then the year and period values will depend on from where the carbon transaction is entered:

These options enable you to select whether you want to submit your EC Sales List reports on a Quarterly or Monthly basis.

Delivery Address on Invoices - prints the Delivery Address on the Invoice as well as on the Delivery Note. If you wish to send Estimate documents by email, to the email address held against the Delivery address, you should tick this option.

Item Codes - prints the Stock Code in addition to the Stock Name on Order Documents.

Blank Line Between Items - adds a line space between each line item on Delivery Notes, Invoices and Confirmations.

O/S Items on Delivery Notes - prints outstanding items still to be delivered for an order on the Delivery Note. This includes stock that is being part-delivered in that order and any full detail lines still awaiting delivery.

Confirmation when saving - prompts you to print an order confirmation document when the order is saved initially and again if the order is edited from the batch window and the changes are saved. Selecting this option allows you to automatically print and send Sales Orders and Estimates when raised in SOP.

This drop-down menu enables you to select to print the 2nd Base Value on All Invoices, EMU country invoices only, Currency invoices only, or not to print the value on any invoices. The menu will only be active if you have selected to use a 2nd Base currency.

Combine Delivery and Invoice - stops the System from prompting to print Delivery Notes. You would tick this option if you use multi-part stationery to print Invoices and Delivery Notes together, or if you have no need for Delivery Notes. Unticking this option results in the SOP Order Option Do Not Print Delivery Note to appear and ticked by default for your User ID only. Multi-part stationery that combines the printing of the Invoice and Delivery documents will not be suitable for Consolidated Invoices as the header details for the Invoice and Delivery documents will usually be different. If you select the Combine Delivery and Invoice option you will not be able to use the Consolidated Sales Invoices functionality.

Invoice Full Order - allows the System to invoice the whole of a Batched Order, even though a Delivery Note has not yet been produced or there is insufficient Stock to fill the Order.

Statements - Allocation Match - by default, transactions that are no longer outstanding (they have been allocated in the current month), will not be included on the current month Statement. Ticking this option will override this default and show all transactions.

Supplier Stock Code - will print the Supplier Stock Code (stored on the buying prices window) in addition to the Stock Name on Purchase Orders.

Our Stock Code - will print our own internal Stock Code (stored as the first field on the main Stock window) in addition to the Stock Name on Purchase Orders.

Blank Line Between Items - will print a blank line space between each item on the Purchase Order document when it is printed.

Purchase Orders - stops the System from prompting for the printing of Purchase Orders as each order is entered and stored.

Purchase Orders via Consolidate Requests - stops the System from prompting for the printing of Purchase Orders as each order is created using this feature.

Goods Received Notes - stops the System from prompting for the printing of Goods Received Notes as deliveries of Stock (in) are recorded.

If you are using the ADM application to manage your documents, then this option will not be available.

Documents can be linked to records within the accounts.

The drill button opens a window where you can specify the default location for Documents. If no location is set here, the location will default to the \My Documents\DimensionsHorizons Reports\ folder on your local machine. When Browsing to the location, you must select a file (this can be any file), to 'set' the location. You may wish to do this if all the documents are to be held in a central repository on your server.

You can also set different locations for individual Users by navigating to User Records - Options- Documents Location.

This facility is currently only available for the Windows platform.

Clicking the drill button opens the ACD Options dialog, where you are able to select which Documents are to use the Crystal layouts set up using the Forms Designer Module. When these documents are printed to printer they will not appear in the standard Access layout but the currently selected Forms Designer Default layout.

Clicking the drill button opens the Stationery Options dialog, where you can choose the sort of stationery you will use for your Invoices, Cheques and Remittances. Here you can also select other formatting details for other output.

Click the drill button to open the XML Formats dialog. This enables you to select the XML schemas that you wish to use.

Click the drill button to open the Fax Settings dialog, where you can set the control settings for the Fax software to be entered.

These show the currently assigned Document Numbers for all automatically numbered transactions. For Purchase Orders and Request to Purchase Documents, you have the option to enter the number manually. Although these numbers are editable, great care should be taken not to duplicate a number.

The Work Orders document number will only be enabled if the module is unlocked. This document number can only be changed if no Works Orders have been created.

The Sales Settlement Discount Transactions / Purchase Settlement Discount Transactions fields are only visible when the System VAT Settlement Discount Method is set the Adjust Settlement Discount at point of payment. The document numbers here are only used with Settlement Discounts to ensure that this type of Credit Note can be separately audited.

Manual Entry - this should be ticked if instead of using the system number shown, you wish to enter your own Order Numbers. If this is ticked, the Order Number shown will be removed from this window, and you will have to enter all your Order numbers manually. This should also be ticked if you are going to use the Multiple Duplicate feature for Purchase Orders and / or Purchase Requests, and wish to enter an alphanumeric Order Number Prefix, and enter the First Order Number, for the generated Orders.

Although these numbers are editable, great care should be taken not to duplicate a number because duplicated document numbers will cause problems when your accounts are audited.

The Ageing Method Tab provides the means to set how the Ageing method is to be used for the Sales and Purchase Ledgers. In other words, it provides a means of setting the way in which Debts are aged for you.

by Month - This displays four ageing periods using real month names on the report headings.

by Days - This displays four ageing periods that default to 30, 60, 90 and 120 days.

You can enter any profile of aged days.

The maximum days per period is 255 and the maximum days in total is 255 days.

The ageing method can be changed as often as you choose for either the Sales or the Purchase Ledger.

Company Name on Title Bar - adds the Company Name entered on the Company Details window to the title bar.

The Menu Style allows you to select Ribbon (default setting), Navigator - Classic, or Navigator - Module Menus. This can also be changed under the Application Button.

The Background Image is displayed in the main window of the software against which the record and transaction windows are opened. This option allows you to select the background image you would like to use for the accounts database to which you are connected. This gives you the opportunity to introduce an element of branding and may also be advantageous for quick identification if you regularly connect to more than one accounts database.

This information can also be added to a User's Record; however, any detail added to an individual user's record takes precedence over information set here. It is compulsory to have email details set at either the User Record or here.

On first use of this feature, you must first set a password. This is used to encrypt your users' email details. This password should be memorable, as the system will not provide a hint should you ever need to access the encrypted details. The password needs to be 8 - 20 characters in length and must contain at least one uppercase letter, one lowercase letter, and one number.
​
The following details are used to logon to a mail server in order to send emails. Please note that when you are emailing 'live' that your default email client is used (e.g. Outlook), but when emailing from 'batch' the following details are used.
​
• You need to configure your SMTP Server details. Any emails you send will go via this server. On the toolbar, select the 'SMTP Servers' button and on the resulting dialog, enter the Name, Address, Port, and SSL details. These details can be obtained from your email service provider. You can have as many SMTP Servers as required. Save your changes.
​
• You can now create the SMTP Server User Credentials for the user who has logon rights to the SMTP Server. On the toolbar select the 'SMTP Users' button and on the resulting dialog select the SMTP Server from the drop-down, and enter the User name and Password. Alternatively, tick the Use Default Credentials if required. You can have as many SMTP Users as required. Save your changes.

The System Email Defaults drill-down opens the System Email Details window where you can enter:

For example: [email protected] - Joe Bloggs, or [email protected] - Joe Bloggs, or [email protected] - Access Support. Note: The above email addresses are for example purposes only. Please use your normal contact method when contacting Access.

We recommend that you specify a central email address as this has the advantage that everyone can see copies of all emails that have been sent.

This additional option is only available for non-GB and non-IE databases only.

Always Round - When enabled, this option allows you to select to round VAT calculations to zero decimal places. VAT calculated as 0.49 will display as 0.00; VAT calculated as 0.50 will display as 1.00. Unselected, VAT is rounded to the nearest penny.

These apply to Reports and Enquiry windows only.

Decimal Symbol - You can select either a [ . ] period (the default), or a [ , ] comma.

Show Thousands As - This enables you to specify whether you wish to use a comma separator for the thousands.

Date format - This provides a wide variety of Date formats.

This menu allows selection of the default output format that will be created when printing reports to a spreadsheet file. The default is Delimited (tabs).

This button will open a window from which you can vary the fonts used in reports. However since the spacing of some reports is very critical, changes should be made with care.

Automatically Populate Record Lists - will ensure that the record list windows are populated automatically when displayed, so that you do not need to click on the Display icon.

List size - If selected, you can then set the number of entries that will be displayed.

Drilldown Maximum List Size - This enables you to set the maximum number of entries that will be displayed on a drill-down or enquiry window. If you have many thousands of entries, not only will the creation of the list take a long time but the resources of the workstation may be stretched. To avoid large numbers of transactions being retrieved from the Server and to improve the efficiency of the retrieve, set a limiting size for the list and then use the Next and Previous ‘page’ buttons to load another set of entries. You should be aware that the software has an inherent upper limit restriction. This means that, on average, a maximum of 32k of data can be retrieved at any one time. The actual amount of data is dependent on its complexity. This limitation for maximum size of data also applies when exporting data to MS Excel.

Automatically Display Record List - If selected, the Record List window will be opened automatically when record windows are opened.

Automatically Display Record List - If selected, the Record List window will be opened automatically when transaction windows are opened.

Do Not Auto-populate Address List - Prevents the population of address list windows when they are opened. If you have a large number of addresses, it is better to be selective in these lists as building large lists could take some time. If this is selected, the list window will not be populated until you click on Display All.

View Transactions Enquiries by Year ID - Allows you to view transactions in any transaction enquiry based on Year ID (e.g. 2014, 2015, 2016, etc.) rather than year pointer (current, next, last, previous). Please note that if you have historical transactions with no year ID, then you should run the DataChecker routine to update year labels for transactions in other years.

View Nominal Summaries by Year ID - Allows you to view transactions in any of the Nominal Summary screens based on Year ID (e.g. 2014, 2015, 2016, etc.) rather than year pointer (current, next, last, previous). Please note that if you have historical transactions with no year ID, then you should run the DataChecker routine to update year labels for transactions in other years.

The Ledger Defaults tab contains information about how the system will maintain the structure of the accounts for the financial year. Many of these details are set in the wizard when you create a new database. See also New Database - Contents for further information.

When a new database is created, all three ledgers will be in period 1 of the 'Current Year' and the Period start dates will be entered based on a 12 Period year, but these can be amended:

Current Financial Year started:

Shows the day and date. This defines the 'Current Year'.

Periods, Update N/L Period, (Working Period (when enabled))

The period number and the year can be changed until you have posted a transaction to the ledger, at that point the period number is locked and can only be advanced by running the Period End routine for the ledger.

Show O/S Orders

Select this option to automatically display a list of outstanding orders for the ledger when you run a Period End routine. If this option is not selected, you can still display the window manually.

Enable Working Periods

This option allows you to use Working Periods, so that you choose to leave an old period open for posting adjustments whilst continuing to work within the current period; the default is unchecked. When enabled, the Working Period for each Ledger defaults to the current Open Period, and the Working Period is displayed alongside the Open Period on labels throughout the system. See the Period Soft Close overview for more information.

Disable Audit Check at Pd/End:

The system requires that the Audit Report for each ledger is printed to a printer before the Period End for the ledger can be run. Selecting one or more of Sales, Purchase, and/or Nominal Ledger options turns off this requirement for the selected ledger.

Days remaining in first week for calculating week number:

This field is used to calculate the week number for Costing Timesheet transactions. Timesheets entered directly into the Costing module take their Period number from a combination of the start date of the Current Financial Year and the value entered in this field. The weeks are calculated on a basis of 13 weeks per quarter, split 4 weeks, 4 weeks, and 5 weeks for the 3 months of the quarter.

Transactions entered from other ledgers take their period number from those ledgers.

Year Pointer taken from:

The default is Financial Year End Date. If required this can be changed to Financial Year Start Date.

Period Range

This is a menu from which you can select to use either 12 Periods or 13 Periods. When a 13 period year is selected, the Period start and end dates are adjusted accordingly.

Current Year

This menu allows you to toggle the Period Dates for the Current Year or for Next Year.

Period x

The suggested start and end dates for each period; when you enter transactions, the entry date is compared to this table to determine the period to which the transaction relates. The date you specify for the Period 12/13 end date should be the end of your Financial Year (which does not need to be a calendar year). These dates can be overwritten as long as:

VAT Reporting Method

Select Period or Date. If your accounting periods do not end on the last day of the month, the VAT reporting method should be set as Date so that you can meet the HMRC requirement to produce a VAT Return based on a ‘standard tax period’.

ECSL Reporting Method

Choose Period or Date. The Period option enables you to select the start and end Periods for the EC Sales List report, whereas the Date option enables you to select start and end Dates for the EC Sales List report.

Changing the EC Sales List Reporting Method may have an impact on your EC Sales List. Please ensure that the correct transactions are included.

If your company’s accounting periods are different to the HMRC standard tax periods, you should elect to use the Date method.

Here you are able to enter the Sub Ledger details. The purpose of Sub Ledgers is to provide additional sets of transaction reference numbers and an additional analysis for transactions.

Type

Use the drop-down to select Sales, Purchase, Nominal, or Bank. You can use as many Sub Ledgers of each type as you like.

Code

This should be an alphanumeric identification that is unique within the ledger, however it does not need to be unique across the system.

Example:
You are setting up sub ledgers for your 2 offices located in Rotherham and Slough. You are able to create the sub ledgers as:
​
'Roth' for Sales Ledger
'Roth' for Purchase Ledger
'Roth' for Nominal Ledger
'Slgh' for Sales Ledger
'Slgh' for Purchase Ledger
'Slgh' for Nominal Ledger

Description

You should enter a meaningful description to associate with the Code. Perhaps "Sales Slough", etc.

Audit No., Invoice No., Credit Note No.

These numbers are completely independent of each other and all other Audit numbers - thus the starting numbers could all be set at 1 if desired.

The Audit No. shows the current number for the selected Sub Ledger and this number is incremented on the next transaction. For example, if you set a Sales Audit No. to 1 then the next sales transaction using the sub ledger code is allocated Audit No. 2.
​
However, the Invoice No. and Credit Note No. you input is used for the next transaction, which is to say that the number is not incremented on the next transaction. For example, if you set a Sales Invoice No. to 1 then the next sales transaction is allocated Invoice No. 1. The same is true for Credit Notes.

Display sub ledger reference after saving

This is only displayed once you have selected a Type, and is not ticked by default. When ticked, this provides a popup message which informs you of the invoice number (or credit note number) that has been allocated to the transaction.