Accountants Enterprise only

The control record is where information such as your organisation's details and database default information is stored. The details include:

Country Code: The Country Code is a two digit alpha character field to identify the country. Click [F10] to open a pick-list of countries.

Practice name: A sixty alphanumeric character field; enter the name of your organisation. This is the name that you want shown on printed reports.

Address: This is your organisation’s address and can be used on letters and other reports that you print. Four lines of sixty alphanumeric characters are available:

• Address line 1

• Address line 2

• Suburb, State, Postcode

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Country Code

Accountants Enterprise only

The Country Code allows Country Specific information to be entered in the Control Record Country Specific tab. This is a two digit alpha character field; enter the two letter code of the country name or press [F10] to open a list of country names. The name of the country selected will be displayed adjacent to the code.

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Practice Name

Accountants Enterprise only

Enter the name of your organisation. This name will be shown on the top of reports. This is a sixty digit alphanumeric character field.

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Address Default

Accountants Enterprise only

POSTAL is the default address used to print letters or labels.

Example

When printing labels an address other than the default may be selected. For example, you may select to print the ALTERNATE address. If this is the case, for contacts without an ALTERNATE address, the default address (POSTAL) will be used on the label rather than printing blank lines in place of the ALTERNATE address.

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Integration Details

Accountants Enterprise only

This Control Record tab carries the details of ledgers integrated to Central Database.

Framework

If you integrate your client data between the Framework and Tax then Control Module is selected and the Control Database is identified. You are prevented from changing these settings. Also the radio button will read ‘Plus’ and it is inactive.

VPM

This option must be checked if you require integration between your Tax ledger and your Practice Manager ledger. This option will be set by your MYOB consultant.

PMA/TAX/CT Ledgers: Enter the client code of the PMA/TAX/CT ledgers that integrate with Central Database. Click [F10] at each prompt or select the ellipse for the list of available ledgers. The list of ledgers appears alphabetically by its client code. It is extremely important that the correct ledger code is selected. Refer to Integrated Tax Ledger.

Other1 and Other2: These allow you to nominate other ledgers to integrate to Central Database. As there is no browse you must key in the exact codes for the relevant ledgers.

Type: These fields are active if you enter a code in the Other fields.

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Integrated Tax Ledger

Accountants Enterprise only

TAX: Enter the code for the earliest Tax ledger that integrates with Central Database. Click [F10] for a list of available ledgers. The list of ledgers appears alphabetically by client code. It is extremely important that the correct ledger code is selected for integration purposes.

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Integrated Practice Management Accounting (PMA) Ledger

Accountants Enterprise only

PMA: Enter the Client code of the PMA ledger that integrates with Central Database. Press [F10] for a list of available ledgers.

The ledgers are listed alphabetically by client code. It is vital the correct ledger codes is selected for integration purposes.

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Integrated Central Treasury (CT) Ledger

Accountants Enterprise only

CT: Enter the Client code of the Central Treasury (CT) ledger that integrates with Central Database, if any. Click [F10] for a list of available ledgers. The ledgers are listed alphabetically by client code. It is extremely important that the correct ledger code is selected here for integration purposes.

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Other Integrated Ledgers

Accountants Enterprise only

Other1 and Other2: At these eight character alphanumeric fields, key in the code of other ledgers that you wish to integrate with Central Database. There is no browse offered to locate these ledgers so you must key in the code of each ledger exactly. You may bypass these fields by pressing [Enter]. It is extremely important that the correct ledger codes are entered here for integration purposes.

Type: If you entered a code in either field Other1 or Other2, when you press [Enter] the relevant Type field becomes active. Select the two character code to identify the type of ledger TA for a Tax ledger or NT for New Zealand Tax.

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Country Specific Details

Accountants Enterprise only

This Control Record tab displays information pertinent to the country you selected in the Country Code option within the General tab of the control record. If you selected Australia in this field, the relevant Australian options will display.

ACN/ARBN/ABN

This option is specific to Australia only. Enter the Australian Company Number, the Australian Registered Business Number or the Australian Business Number in this field. If you do not enter a valid ACN/ARBN/ABN number in this field, a warning message to this effect will display when you select the OK button to save the details.

Label Layout Defaults

Accountants Enterprise only

1LABEL is the default layout used by Central Database when Print Labels is selected. This layout will print 1 label across the page. If 2 labels are required across the page you can change the default layout to 2LABEL, likewise if 3 labels are required you can change the default to 3LABEL. Click the ellipse button to select a different layout.

List Layout

LSTCLD is the default layout used by Central Database when a detailed listing is selected. This layout will print 1 line for each contact and will display the sort values for each contact. Click the ellipse button to select a different layout.

Reports Layout

CLIREP is the default layout used by Central Database when Client Report is selected. Click the ellipse button to select a different layout.

Letters Layout

EXLETTER is the default layout used by Central Database when Print Letters is selected. Click the ellipse button to select a different layout.

Address

POSTAL is the default address used when printing letters or labels. If an address other than the default is selected during the printing process, (that is, address type ALTERNATE), and the address type does not exist for some of your contacts, the default address will print instead of a blank address.

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List Layout Defaults

Accountants Enterprise only

LSTCLD is the default layout used by Central Database when a detailed listing is selected. This layout will print 1 line for each contact and will display the sort values for each contact. Click the ellipse button to select a different layout.

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Report Layout Defaults

Accountants Enterprise only

CLIREP is the default layout used by Central Database when 'Client Report' is selected. If you have created your own layout, the default can be changed.

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Letter and Address Layout Defaults

Accountants Enterprise only

EXLETTER is the default layout used by Central Database when 'Print Letters' is selected. If a different layout is required, the default layout can be changed.

POSTAL is the default address used when printing letters or labels.

If an address other than the default is selected during the printing proces, (that is, address type ALTERNATE), and the address type does not exist for some of your contacts, the default address will be printed instead of a blank address.

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Address Default

Accountants Enterprise only

POSTAL is the default address used to print letters or labels.

Example

When printing labels an address other than the default on the Country Specific tab may be selected. For example, ALTERNATE. For those contacts without an ALTERNATE address, the POSTAL address will be printed instead of blanks.

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Quick Add Options

Accountants Enterprise only

Use Alternate Code

An alternate code may be established when adding a name to your database. Checking this option allows you to enter an alternate code in the Add/edit Contacts window.

If you do not wish to use an alternate code, do not tick this option. This code corresponds to the alpha code used for clients in Practice Management Accounting (PMA).

Keep Audit Trail

Tick this option if you wish to maintain an audit trail of all the changes made in Central Database.

Maintain DS6CL010

Tick this option if you wish to maintain the DS6CL010 client file. This checkbox must be activated if any of these applications are loaded in the same directory as Central Database:

• Tax

• Practice Management System

These products use the DS6CL010 file so it is necessary to maintain this file. Click OK to exit the Control Record Flags.

Use Quick Add

The Quick Add Wizard can be used when adding contacts to the database. If Quick Add has been selected, the Quick Add Wizard automatically prompts for these details when a new contact is created. For example, if you select Contact Details, Address Book and Relations, the Quick Add Wizard prompts for this information when creating a new contact.

Quick Add Options

• Contact Details

• Address Book

• Relations

• Sort Views

• Notes

• Security

• Credit

You can select to string all of the above options together or only the ones that the practice is using. Click [Alt+Highlighted Letter] to activate the required option or select the required option.

Click OK to save the details within the Options tab.

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Counters

Accountants Enterprise only

This window displays the number of contacts, employees and other records that are stored in your database.

Contacts

The number of contacts within stored in the database is shown here. Select the List button for a printed report of the Control Record Counters. The Output Device window displays. Select an output selection (screen, printer or disk file) to continue. If you select to print the Control Record Counters to screen, the End of Report buttons display.

The Update button is used to refresh the current counters stored in the database.

Employees

Both the number of active employees and closed employees stored in the database is shown here.

Types

The number of the various types of contacts are displayed here. Listed are:

• Prospects

• Clients

• Creditors

• Both

• Other

Update Counters

Select this button to refresh the number of contacts of each type in your database.

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