CONFIGURATION

OBJECTIVE

The Configuration function is used to determine which general ledger accounts are used by maestro* to process certain transactions and to configure the various options in the Invoicing module. It is also used to format invoices, liens, payments, customer and shipping orders.

 

PREREQUISITES

• Chart of Accounts

 

Summary

• Enter Configurations
• Appendix
  • Tax Calculation Example with the Tax Balancing Method
  • Tax Calculation Example without the Automatic Tax Balancing Method

 

steps

Enter Configurations

If Configuration in the Accounting module has already been completed, certain accounts are displayed by default.

1. Click on General in the menu on the left.

Field	Description
Bank Account	Bank account used by default where receipts are posted. NOTES: It is possible to have multiple bank accounts. However, a default account must be entered, usually the one used most often. The account is linked to the account identified in Configuration – Accounting. The field is completed if an account is entered in accounting. If this account is modified, it is automatically modified in the accounting configuration.
Standard Accounts Receivable	General ledger accounts receivable account used by default for all invoicing. NOTES: Maestro* displays the values defined in the Define Sales Departments option. Some specialized modules may use a different customer account. It is possible to have multiple A/R accounts. However, a default account must be entered, usually the one most often used. The account is linked to the account identified in Configuration – Accounting. This is completed if an account is entered in accounting. If this account is modified, it is automatically modified in the accounting configuration. When interest accounting option is posted, if no A/R account is defined in Project Management (in the Interest Project specified in configuration), this account has priority.
Discounts on Sales	General ledger account where sales discounts are posted. NOTES: Some specialized modules may use a different customer account. The account is linked to the account identified in Configuration – Accounting. This is completed if an account is entered in accounting. If this account is modified, it is automatically modified in the accounting configuration.
Discounts on Receipts	General ledger account where discounts are posted. NOTES: The same account as discounts on sales can be used if sales discounts do not need to be separated from receipt discounts. The account is linked to the account identified in Configuration – Accounting. This is completed if an account is entered in accounting. If this account is modified, it is automatically modified in the accounting configuration.
Holdback on Sales	General ledger account where client warranty holdbacks, applied to sales, are recorded. NOTES: We recommend using an account different from the accounts receivable account. The account is linked to the account identified in Configuration – Accounting. This is completed if an account is entered in accounting. If this account is modified, it is automatically modified in the accounting configuration.
Customer Advance	General ledger account where deposits received from customers are posted. These advances can be entered on receipt. NOTES: This must not be the accounts receivable account. The account is linked to the account identified in Configuration – Accounting. This is completed if an account is entered in accounting. If this account is modified, it is automatically modified in the accounting configuration.
Interest Income Account	General ledger account where interest income is posted when a receipt is entered.
Default Revenue Group	Default revenue group used when entering a sale.
Cost of Sales Account	Expense general ledger account where the cost of merchandise sold is posted.
Cost of Sales Group	Expense group where the cost of merchandise sold is posted.
Invoice Status	Status assigned by default to transferred invoices. NOTE: Statuses can be configured in the Table of AP Invoice Status Codes.
Do not automatically balance taxes	Allows the user to determine whether the taxes should be calculated by line or based on the invoice’s total amount. NOTES: This field is not checked by default; therefore the taxes are calculated on the total amount when the invoice is posted. As a result, when there is a variance between the taxes calculated by line and the taxes calculated on the invoice's total, maestro* automatically adjusts the taxes on the last detail line so that the sum of each line’s taxes corresponds to the taxes calculated on the invoice's total. By checking off this field, maestro* calculates the taxes by line and does not compare them to the taxes calculated on the invoice's total. This configuration can also save manual tax modifications, if applicable. See example in the appendix. This configuration affects the following sales entry options: In addition, this configuration affects work order reports, which are accessed through the Enter Work Orders option: Enter a Sale Contract Invoicing Prepare Progress Billing Cost Plus Invoicing Holdback Invoicing Work Order Review Report Work Order Review Report (billable items only)
Invoice Printing Order	Available values: Customer Code Prints invoices by customer code. Invoice No. Prints invoices by number. Entry Order Prints invoices by entry order.
Acceptable Profit %	Used to enter an acceptable percentage of profit on sales entered using the Enter a Sale option or orders entered using the Customer Orders option. NOTES: Maestro* confirms the amount of the sale in relation to item costs (calculated based on the average cost). To ensure that the user can see the percentage of profit on a sale, the function The user can see the profitability of an order or sale must be activated in the Access Restrictions tab in Security Management.

1. Holdback Calculation Method Section:

Field	Description
Billing and Contractual Billing	Makes it possible to show whether taxes should be calculated on holdbacks. Available values: Without tax No tax will be calculated on holdbacks. With tax Taxes will be calculated on holdbacks immediately. Standard–Tax Deferred Holdback Taxes will be calculated when holdbacks are invoiced by using the Release Holdback option.

2. Release of Holdback ("Standard" Method) Section:

Field	Description
Revenue Activity	Activity used to invoice holdbacks.
Invoicing Group	Group used to invoice holdbacks.
Line 1 & 2 Description	Descriptions displayed on the invoice. NOTE: It is possible to configure messages in both languages (French and English) by clicking the far-right button in the description.

3. Cash Receipts by InvoiceSection:

Field	Description
Tolerance Amount	Difference between the deposit and the receivable account that is within the tolerance limits. NOTES: If the amount paid on an invoice is higher than the amount invoiced and the difference is within the limits of tolerance, the difference will be deposited in the customer's advance account. If the amount paid on an invoice is lower than the invoice and the difference is within the limits of tolerance, the difference will be posted in the discount account and the invoice will be paid in full.
Discount Account	The general-ledger account where differences in payments are posted.
Post Overpayment exceeding Tolerance Amount to A/R	Apply the overpayment amount that exceeds the tolerance amount on the invoice as a credit balance, if the box is checked. NOTE: If the box is not checked, the overpayment that exceeds the amount will be posted to an advance account.

2. Click on Forms in the menu on the left.

Field	Description
Statement of Account	Form used by default to print an Account Statement.
Lien	Form used by default to print a Lien. NOTE: This function is linked to the Lien function. This option must be installed to access it. Available values: Send Customer If the box is checked, then the customer's e-mail address automatically displays in the Recipients tab of the Send by E-mail function in the Report Viewer. Send Owner If the box is checked, then the owner's e-mail address automatically displays in the Recipients tab of the Send by E-mail function in the Report Viewer. Send Entrepreneur If the box is checked, then the e-mail address of the entrepreneur automatically displays in the Recipients tab of the Send by E-mail function in the Report Viewer.
Release	Form used by default to print a Payment. NOTE: This function is linked to the Lien function. This option must be installed to access it. Available values: Send Customer If the box is checked, the customer's e-mail address automatically displays in the Recipients tab of the Send by E-mail function in the Report Viewer. Send Owner If the box is checked, the owner's e-mail address automatically displays in the Recipients tab of the Send by E-mail function in the Report Viewer. Send Entrepreneur If the box is checked, the e-mail address of the entrepreneur automatically displays in the Recipients tab of the Send by E-mail function in the Report Viewer.
Delivery Preparation	Delivery preparation form. If a form is configured, it is available from the Sale and Point of Sale Invoicing options.
Customer Order	Form used by default to print a Customer Order.
Rental Order	Form used by default when a Rental Order is printed.
Quotation Request	Form used by default to print a Customer Order with the Quotation status.
Delivery Slip	Form used by default to print a Delivery from a customer order.
Invoice from a Customer Order	Form used by default to print an Invoice from a customer order.
CRM – Call	Form used by default when a call is printed. If a form is configured, it is available from the CRM option.
CRM – E-mail	Form used by default to send emails from the CRM option.
Holdback Invoicing	Form used by default when a holdback invoice is printed from the Release Holdback option.

3. Click on Statement of Account in the menu on the left.

Field	Description
Print Holdback?	If the box is checked, then holdbacks are displayed on account statements.
Message	Used to enter a message to be printed on account statements. NOTE: This field is limited to 60 characters and must be configured on the form to be printed.
Receipts	Used to print detailed or summary receipts on account statements. In summary mode, maestro* displays the total receipts for the month.
Print if balance	Prints the account statement according to the selected condition. Available values: O-All Prints all account statements regardless of the balance. N-All without balance of zero Prints only account statements with balances. G-Positive only Prints account statements with positive balances only. S-Negative only Prints account statements with negative balances only (credits).

4. Click on Customer in the menu on the left.

If this function is used, an amount must be entered for all customers in the Credit Limit field in Customer Management. For more information on using this function, refer to the Managing customer credit document.

 

Field	Description
Credit Limit Management	Specifies the credit limit verification method to be applied. Available values: None Maestro* does not perform any verification. Transfer Informs the user when a sale transferred to the general ledger exceeds the credit limit. The transfer will still be accepted. Sale Informs the user upon confirmation that the sale exceeds the credit limit. Maestro* adds the amount of this sale to the customer's current balance to perform the verification. Maestro* rejects the transaction if the credit limit is exceeded when the user attempts to save the transaction. Sale – Validate Only Confirms the customer's credit limit at the time of the sale. Maestro* displays a warning message if the credit limit is exceeded, but maestro* accepts the transaction.
Discount Calculation Method	Used to specify which tax is to be calculated on the discounts granted to customers when receipts are processed. There are four methods for calculating discounts: A-With Tax, Fed W/OUT GST, Prov W/OUT QST and S-Without Tax.
Credit Terms	Default payment terms for a sale from Interest RateManagement.
Due Date Calculation	Used to indicate the calculation method of an invoice’s due date. It can be calculated Only when the due date is blank. when saving the invoice, or Always when the invoice date, accounting date or credit terms are changed. It is also possible to receive a confirmation message with every modification by selecting Confirm when the invoice date, accounting date, or credit terms are changed.
List Code	Default price list code from Maintain Price Lists.

1. Credit Validation section:

This section is used to define the general credit requirements that defines whether the customer will be included on the list of customers to be blocked in the Credit Validation option.

Two methods are available: Validation based on the credit limit and Validation based on the payment terms authorized.

These values apply only if no other conditions are defined in Customer Management.

For more information on how to use this function, refer to the Managing customer credit document.

2. Credit Limit Validation section:

This section is used to check the credit limit based on more precise criteria, including:

• Number of days delay and % of credit limit; or
• Number of days delay and minimum balance.

Field	Description
Delay in Days	Number of days that represent the authorized payment exemption period. The calculation is based on the invoice date. Only invoices that exceed the number of days delay specified are included in calculating the balance.
Credit Limit %	Percentage of the credit limit accepted in relation to the balance. Maestro* automatically offers to block customers for which the total balance of unpaid invoices that exceeds the number of days reaches a percentage of the credit limit that is higher than this percentage.
Minimum Balance	Accepted balance. Maestro* automatically offers to block customers for which the total balance of unpaid invoices that exceeds the number of days is higher than this minimum amount. Maestro* only uses this value if no credit limit percentage is entered.
Blocking Status	Action to be performed using the Credit Validation option. The two choices are "blocked" and "warning".
Reason for Blocking	Message displayed when the customer is selected if the customer's status is Blocked or Warning.

3. Authorized Payment Delay Validation section:

This section is used to specify that the credit validation is only conducted based on the number of days in the exemption period for paying invoices.

Field	Description
Number of days	Number of days that represent the authorized payment exemption period. The calculation is based on the invoice date. Maestro* offers to automatically block customers who have at least one invoice that remains unpaid for a period longer than the delay permitted.

4. Interest Accounting section:

This configuration is used to configure sales interest separately. Interest is calculated based on the customer's credit terms.

 

Field	Description
Interest Project	Project that allows the accumulation of interest revenue. NOTE: If no project is defined in Configuration and the interest is to be invoiced with Posting of Interest, maestro* creates the interest invoice using the original invoice project.
Interest Activity	Activity for which interest revenue is accumulated.
Interest Group	Group in which interest revenue is accumulated.
Lines 1 & 2 Description	Text printed on the invoices for interest income.

5. Click on Sale in the menu on the left.

Field	Description
Number of decimals – Quantity	Number of decimals required in the Qty field when entering sales transactions. It is possible to enter up to 7 decimal places in this field. NOTE: Careful! This setting affects the values of receivables and payables.
Number of decimals – Price	Number of decimals required in the UP field when entering sales transactions. It is possible to enter up to 7 decimal places in this field. NOTE:Careful! This setting affects the values of receivables and payables.
Maximum Width	Maximum width available for the Description field when printing invoices. NOTE: The maximum default value is 39 characters if the time and equipment invoicing option is installed; otherwise the maximum value is 60 characters. The user can change the width of the description to the number of characters configured for the invoice form. When entering an invoice, maestro* checks the number of characters and prevents the user from exceeding the maximum allowed. This verification is done to ensure that users do not enter descriptions in transactions that will be cut off on the invoice form.
Display complete description of catalogue items	Used to display all three lines of the item code description in Catalogue Management when entering a sale. NOTE: This function only applies if the time and equipment invoicing option is installed.

1. Payment discounts section

Field	Description
Post payment discounts	Tells maestro* that the default values entered in the five fields of the Payment discount and Sale’s Project subsections need to be used for posting payment discounts when the cash receipts are transferred.

2. Payment discounts sub-section: Used to enter the default project, activity, and group to which payment discounts are imputed.
3. Sale’s Project sub-section: Used to enter the default activity and group to which the sale’s project payment discounts are imputed when the cash receipt are transferred.

All five fields in the Payment discounts and Sale’s Project subsections need to be filled in order for the Configuration to be saved. A project-to-project transfer (between the sale’s project and the payment discounts project) is automatically made when the cash receipt are transferred.

6. Click on Project Receivables in the menu on the left.

Field	Description
Integrate with Project	If the box is checked, the revenue will be displayed in the project reports. NOTES: If the box is not checked, entering a project in a sale is not mandatory. Otherwise, a project must be entered. Even if this box is unchecked, if a project is included in the sales invoice breakdown, project revenues will be allocated correctly.
Approve invoices by default?	Used to define a default acceptance status for entering sales. This field tells maestro* that the default status of the Accepted field is Yes. NOTE: Only invoices whose Accepted field is set to Yes can be transferred.
Status of invoices transferred from other options	Allows the user to define the status of the invoices that will be created by the invoicing module. Available values: None The invoice will not have a status. The user will have to change the status manually before the invoice can be printed or transferred. Not Accepted The invoice will not be accepted. It will be possible to print it, but the user will have to change the status manually to transfer it. Accepted The user will be able to print and transfer it without having to change the status.
Holdback Invoicing	Used to select the invoice holdback method, with or without taxes.
Default Activity	Used to enter a default revenue activity.
Default Account	Used to enter a default general ledger account to which revenue is posted. NOTE: Maestro* first uses the general ledger account specified when entering the sale. If no account is specified, it uses the account identified in Configuration.
Integrate with Inventory	If the box is checked, then the parts entered during the entering of a sale will affect the inventory. NOTES: This function only applies if the time and equipment invoicing option is installed. An inventory release is generated automatically when the sale is transferred.
Adjustment of Inventory	Determines how inventory will be treated when entering a sale which includes catalogue items. NOTES: This function only applies if the time and equipment invoicing option is installed. Do not use this configuration if Catalogue Management is not used. Available values: Immediate Assigns inventory immediately. NOTE: Maestro* generates two accounting entries: one accounting entry is for the sale and the other is to decrease inventory. Deferred Used to defer the decrease in inventory by creating an Inventory-Project Transfer. NOTE: If this function is selected, inventory must be decreased using the Inventory Adjustments options.
Unit Price Source	Determines the unit selling price according to the selected method. NOTES: This function only applies if the time and equipment invoicing option is installed. This field works in conjunction with the Define Customer Pricing option in the Customer section, with or without purchase order. The first column in the grid on the right is adjusted based on the choice made here. If the Tickets module is installed, this setting also determines the field that will be used to select the tickets to be displayed in the Deliveries tab of quarry and concrete quotations.
Action when entering non-existent Catalogue Item	Used to tell maestro* what action should be taken when a code for a non-existent item is entered into the Sale or Point of Sale options. NOTE: It is not absolutely necessary that item codes entered in the sale exist in the catalogue. The decision whether to accept or reject non-existent codes is up to the maestro* administrator. Available values: Ignore Item codes are not checked. Validate Checks whether the catalogue item code entered exists. If not, a warning message is displayed on the screen. The user can correct the item code or continue entering the transaction with the code for a non-existent item. Block Checks whether the catalogue item code entered exists. If it does not exist, an error message is displayed and the user must correct the code for a non-existent item. Otherwise, it will be impossible to save the transaction.

1. Selling price calculated by increasing the cost price section:

This configuration is used to specify the base required to calculate the selling price by increasing the cost.

The configurations below are identical to those in Configuration in the Purchasing module and Inventory section. Both modules are affected when the user changes one of these configurations.

 

Field	Description
UP selection to determine the selling price	Allows the user to calculate the unit price used to determine a selling price. This is calculated by applying an additional charge to the unit price. NOTE: This configuration is only applicable if the Define Customer Pricing option is used and if a Cost Rate is entered in this screen. The calculated selling price will also depend on the value chosen in the Selling Price Calculation Method configuration. Available values: C-Average cost The current average cost of the item. NOTE: If the Multidimensional option is installed (Installation Options) and the Average Cost by Company configuration is activated, the average cost calculated will be based on the current prefix. P-Last Price Price entered in the Last Cost field in Catalogue Management. S-Quotation Price entered in the Quotation Price field in Catalogue Management.
Selling Price Calculation Method	Applies when the user wishes to calculate the selling price by applying an additional charge to a cost price. This additional charge is defined in Define Customer Pricing. NOTES: The starting price on which the additional charge is calculated is determined in the UP selection to determine the selling price menu. The additional cost rate or profit percentage is entered in Define Customer Pricing, in the Cost Rates column. Available values: M-Mark up Applies the indicated rate to the cost price NOTE: For example, a $100 part can be marked up 10% for a selling price of $110. The formula used is $100 * 10% + $100. P-Profit % Remember that the rate specified must be the rate of profit included in the selling price. NOTE: For example, an item at $100 sold with a 10% profit will have a selling price of $111,11. The formula used is: $100 /90% (90% from 100% – 10 % profit).

7. Click on Point of Sale in the menu on the left.

Field	Description
Validate Quantity at Invoicing	Determines method used for validating quantities at time of invoicing. Available values: 0-Do not validate No confirmation of quantities by maestro* when a transaction is saved. 1-Depending on available stocks Confirms the quantities based on quantities available in stock. 2-Depending on available qty by site Confirms the quantities based on quantities available by site. 3-Depending on available qty by site/location Confirms the quantities based on quantities available by site and location.
Confirmation of units	Used to confirm the quantities in stock by unit if the box is checked. For example: For an inventory quantity of 2, one with a length of 200 feet (Unit = 200) and another with a length of 100 feet (Unit = 100). If unchecked, the user can select a quantity of 2 even if the units are different sizes. Maestro* will accept the transaction. If checked, the user must select the item on two separate lines, one unit of 200 feet on the first line followed by one unit of 100 feet on the 2nd line in order for maestro* to accept the transaction. Warning! If quantity confirmation is not checked and the user uses the units in Catalogue Management, it is highly probable that the inventory will be inconsistent.
Characteristics Validation	If the box is checked, then the Characteristic field is used when confirming quantities in stock. NOTE: Refer to the example for the Unit Confirmation field for additional details.
Quantity confirmation method	Determines how the quantity can be validated. Available values: 0-Block Blocks the transaction. The transaction cannot be saved. 1-Warning Displays a warning message on saving the transaction.

8. Click W/O Billing in the menu on the left:

Field	Description
Label on invoice for "Other Equipment"	Text used for invoicing in Manage EDI Transactions. NOTES: This text is used for transactions containing Equipment items with a subtype different from D (Premium) in Catalogue Management. This text is stored for each transaction in the IORFIELD3 field. The user can insert this variable in the IRMODE file to make it part of the description used for invoicing purposes.
Close “Final Approved” work orders when invoicing from “Invoice Preparation”	Used to automatically close work orders with the "Final Approved" status that have no more untransferred or “to be invoiced" transactions on the creation of sales invoices in Invoice Preparation (W/O).
Create separate invoices for each selected work order	If checked, maestro* creates separate invoices for each of the work orders selected in the Invoice Preparation (W/O) option. NOTE: This setting takes precedence over the invoicing method defined in Invoicing Contract (W/O). However, it does not apply to the Not Billable, Date-Unique W/O, Direct and Grouped Reference methods which function based on their respective methods.
Do not Allow Modifications on Transactions Billed	Used to prevent transactions that have been invoiced or that are being invoiced from being changed. If not checked, the user will be able to change transactions that have been invoiced or that are being invoiced, if they have not been transferred. NOTE: This setting applies to Invoice Preparation (W/O) and to Cost Plus Invoicing. If this setting is changed, both options will be affected.
Allow to invoice transactions on non-billable activities.	Displays transactions on unbillable activities during Invoice Preparation (W/O) and selling revision, if the box is checked. NOTE: If not checked, transactions on unbillable activities will not be displayed during Invoice Preparation (W/O).
Category of Documents	Identifies the document category to be used when the Invoicing Report is generated using the Invoice Preparation (W/O) option by clicking the Invoicing Preparation icon. This document category is used to group the copies of this report in Document Management. NOTE: The invoicing report can be generated automatically as long as the Generate a report of transactions and attach it to the invoice field is checked in the Invoicing Contract (W/O) option. Otherwise, no report is generated or saved in Document Management.

1. Basic Configuration section:

Field	Description
Block direct invoicing and required the transfer of material from a work order to an Inventory-Project Transfer	Prevents the user from clicking the Direct Invoicing icon in Work Orders when checked.
Make it possible to change selling prices after printing the approval and pre-approval forms.	If checked, this allows the user to change the selling amounts after printing approval and pre-approval forms. Otherwise, it will be impossible to change the selling amounts.

2. Default Values section:

For more details on configuring product codes, refer to the help section on Invoicing Contract (W/O).

The default values will be used if no activity ranges or default codes have been specified in Invoicing Contract (W/O).

 

Field	Description
Range of Invoicing Activities	Used to define activity ranges used for invoicing.

3. Overtime Calculation section:

Field	Description
Always consider that OT calculation transactions are non-billable	If checked, tells maestro* not to invoice the adjustment transactions that were used to calculate overtime. Otherwise, adjustment transactions used to calculate overtime will always be invoiced by default.

9. Click on Customer Orders in the menu on the left.

Field	Description
Delivery counter	Last delivery number issued. NOTE: The maximum number of characters for the purchase order is 7.
Check the quantities available in stock with the prefix	Identifies the company that manages the inventory and that will be used to determine the quantities available when entering customer orders. This field is available in multidimensional mode only. NOTES: If no prefix is selected in the field, the quantities will be calculated according to the company in which customer order is processed. If a company prefix is entered, the quantities will be calculated according to this prefix, regardless of the company in which the customer order is processed. It is also possible to enter a company mask to group inventory for multiple prefixes. For example: 11XX to group companies whose prefix is 1100, 1105 and 1110.
Building the description	Description displayed when printing customer orders and delivery forms. NOTES: When printing, maestro* displays the French Desc. field from Catalogue Management by default. The user can configure another description by specifying the desired variables in the field. For example, PIECECODE, DESCRIPTION, CARAC, PROJECT, PROJECTDESC and ACTIV. The description will be available on customer order forms and delivery forms for customer orders.
Conversion Description	Factor displayed when printing customer orders and delivery forms. NOTES: If nothing is entered in this field, no information will be printed on the form for the change in factor. If a quantity is converted in inventory, the user can choose to print another variable. For example, CUST_QTY, CUST_UOM,CUST_UP, INV_QTY,INV_UOM,INV_UP,CUST_FACTOR,INV_FACTOR,CUST_RATIO, INV_RATIO. For example, if the user purchases an item that is sold 10 per box, the order could be displayed as follows: Qty Unit Description Unit Price Extension 2 Box Filters $15.00 $30.00 20 units at $1.50 In this case, the second line would be configured this way in the configuration screen: CUST_QTY CUST_UOM to CUST_UP. Maestro* adds the values defined in this screen after the description.
Default reason for reservations	Description of the reason that will be invoked on reservation from a customer order.

1. Order numbering section:

Field	Description
Assign Customer Order Numbers by Company	Used to link customer orders to a certain company prefix and to keep a numerical sequence of it.
GL Account for Counter Management	Indicates the GL account number that will be used as a link with Counter Management to establish the next customer order numbers. NOTE: Available in multidimensional mode only. Needs to be filled if the Assign Customer Order Numbers by Company box is checked.
Customer Order Counter	Last customer order number issued. NOTE: The maximum number of characters for the purchase order is 7.
Format	Customer Order numbering format. NOTES: In multidimensional mode, one format can be defined for each company prefix. The maximum number of characters available for the format is 9. For example, Company 1 can be identified using code 10, followed by the order number. In this case, the format should be entered as follows: 10#######.

2. Validation of credit limit section:

Field	Description
Include non-invoiced orders	Includes orders that have not been invoiced based on the confirmation of the credit limit entered in Customer Management.

3. Default values for the entry of anorder section:

These values are used as default values for all users when entering a customer order. However, the default values entered by the user after clicking the Configuration icon in Customer Orders overrides the settings in the Configuration.

 

Field	Description
Project	Default project to be used when entering a customer order.
Activity	Default activity to be used when entering a customer order.
Site	Default site to be used when entering a customer order.

10. Click CRM in left menu.

Field	Description
Formula to Assign Salesperson	Allows the selection of fields necessary to build a formula that will be used to assign which salesperson is going to be associated with a call. The fields that can be used are the following: From the CONTACT file: From the call itself: It is possible to combine several fields by separating each one with a comma. For example, to assign sellers based on a contact's province, city and a call’s marketing source, the user needs to enter: PROVINCE, CITY, LEADSOURCE NOTE: By necessity, this field must be used jointly with the field Formula CRM founding the sellers' file. It's in this file that it is possible to identify, for each seller, the values of each field that will allow the identification of the seller(s) pertinent to the call. For more details, see the documentation in the sellers' file. CONTACTNO CONTACTTYPE COMPANY FIRSTNAME LASTNAME TITLE FUNCTION DIVISION ADDRESS CITY PROVINCE REGION POSTALCODE ZIPCODE TELEPHONE1 TELEPHONE2 FAX CELLULAR CORRESPONDENCEMETHODE CORRESPONDENCELANGUAGE CONTACTCATEGORY STATUS CONTACTCODE WORKPLACECONTACTCODE CALLTYPE CALLCATEGORY CREATEDBY LEADQUALITY PURCHASEORDERNO REFERENCENO DEPOSITTYPE LEADSOURCE CALLSCRIPTQUESTIONTYPE PRIORITY RESPONSIBLEUSER
Default Tax Codes	Identifies the tax codes that will be used in the customer’s records created by the CRM module.
Action Type “Creation”	Identifies the type of action to record when a new call is created in the CRM module.
Calendar Destination	Determines which calendar will be used to manage the reminders entered in Customer Relationship Management (CRM). Available values: Internal Tells maestro* to use the internal maestro* calendar, which can be accessed in the Customer Relationship Management (CRM) reminders tab. Outlook Tells maestro* to use the Outlook calendar. NOTES: To have an appointment added automatically to a user's calendar, one of the following groups of fields must be completed in Customer Relationship Management (CRM): A calendar entry will be created for each group of fields completed. The calendar link will always be associated with the user entered in the User field for each group. For this to work, an e-mail must be configured in Security Management, Description tab, User Information section. In addition, the user's Outlook calendar must be shared. In the Call tab Required Date, Time, and User. In the Follow-up and Meeting tab Follow-up Date, Time, and User. Meeting Date, Time, and User.

11. Click Save.

 

See also

• Receivable Invoice Status Codes Table
• Lien Management
• Customer Documents
• Enter a Sale
• Customer Orders
• Shipping
• Invoice Customer Orders
• Customer Management
• Credit Terms Management
• Maintain Price Lists
• Credit Validation
• Catalogue Management
• Inventory to Project Transfer
• Define Customer Pricing
• Invoice Preparation (W/O)
• Define Tax Code Usage
• Cash Receipts by Invoice
• Salesperson Management
• How to Close Work Orders automatically after Invoicing
• How to Sale of an assembly and the impact on the inventory

 

APPENDIX

Tax Calculation Example with the Tax Balancing Method

• The Do No Automatically balance taxes field is not checked
• Sale with two detail lines at $15.33 with tax rates of 5% and 8.5%

In this case, there is a very small difference caused by rounding the numbers, and maestro* adjusts it on the last line in order to balance the invoice.

Amount	Tax 1 amount	Tax 2 amount
15.33	0.77	1.37
15.33	0.76	1.37
Invoice amount	30.66
Federal taxes	1.53
Provincial taxes	2.74
Invoice total	34.93

Manual calculations 30.66 x .05 = 1.53

32.19 x .085 = 2.74

30.66 + 1.53 + 2.74 = 34.93

In this example, maestro* has adjusted the last line so that the tax 1 total corresponds to the calculated tax on the invoice's amount. The federal tax corresponds exactly to the sum of the calculated taxes from each line, and is equal to 5% of the calculated tax on $30.66.

 

Tax Calculation Example without the Automatic Tax Balancing Method

• Field Do No Automatically balance taxes is checked
• Sale with two detail lines at $15.33 with tax rates of 5% and 8.5%

In this case, a very small variance results from rounding the numbers and maestro* does not adjust the detail in the invoice's amount. Therefore, there is a variance between the manual calculation and the invoice.

Amount	Tax 1 amount	Tax 2 amount
15.33	0.77	1.37
15.33	0.77	1.37
Invoice amount	30.66
Federal taxes	1.54
Provincial taxes	2.74
Invoice total	34.94

In this example, maestro* has not modified the last line. The federal tax corresponds exactly to the sum of the calculated taxes on each line, but is not equal to 5% of the calculated tax on $30.66.

 

Last modification: March 19, 2025