Options

The options screen allows you to set the program options - these are the defaults used throughout the system.  These options can be changed at any time, but they will only apply to new jobs - existing/prior jobs will be unchanged and will contain the information exactly as they were entered

Company name - The company name used throughout the program and on reports.

Jobs & Security

Most new jobs occur - The default day for most new jobs to occur (eg tomorrow).  This can be changed for each job.

Outstanding limit default - The default outstanding payment limit for each new customer.  Customers can be given their own unique outstanding limit when they are added, but this value specifies the default value that will be used if it is not changed.  A recommended value for this field is 0 - this means that by default a new customer will have to pay his bills immediately.

Access Password - The Access Password controls access to the entire system.  This password is required to run the program.  Without it, the program is locked.  By entering a blank Access Password, the system will assume no password has been assigned and it will not prompt for a password at startup.  This is the default and recommended setting.  If security is an issue for you, you should change the Access Password frequently.

Management Password - The Management Password controls access to the management functions of the program.  This password will be prompted for when a management function is selected.  By entering a blank Management Password, the system will assume no password has been assigned and it will not prompt for a password.  If you forget your Management Password, just return to this screen and re-enter a new one.  This will overwrite any existing password.  The default is for no password.

Backup filename - The system automatically backs up the database whenever you start the program and it keeps track of the previous 5 days backups.  However you can also perform a manual backup or restore to the path you specify here.  To perform a manual backup or restore operation, goto the "Database utilities" option under the Tools menu on the main screen.

Invoices

This information is used to customise the invoices printed by Delivery Manager. If you do not wish to print invoices from Delivery Manager you do not need to add any information here.  A sample invoice is included to the right, to show the layout of all the fields on the invoice.

Invoice Title - The default title to print at the top of each invoice.  If no value is entered, the word "INVOICE" will be printed.  This text is centred and bold at the top of the page.

Company address - The company address as you want it to appear on your invoices.  Do not include your company name - this will be taken automatically from the Company name field at the top of this screen.  This field is limited to 255 characters, although multiple-lines can be entered.

Summary Text - The final paragraph on the invoice indicating any special terms or other information.  This field is limited to 255 characters, although multiple-lines can be entered.  Leave blank if not required.

Automatically calculate GST / VAT / Tax amounts on invoices - Specifies whether you wish to automatically calculate tax amounts for your invoices.  This will not add any tax amounts to your invoice, but it will automatically break the transaction down into the value of the job, and the specified amount of tax for each transaction.  You should therefore ensure that all amounts listed for jobs/skips already include any relevant taxes.

Tax rate - Specifies the tax rate.  This should be a whole number between 1 and 99 which reflects the percentage tax rate applicable.  This rate will be applied to all invoices.

Title for tax rate - The title for the tax as it will appear on the invoices.  This may be different for different countries or regions.

Example:  You specify that you want to calculate tax on your invoices at a rate of 10%.  You have a single job that you want to charge at $100.  When entering the job, the value for the job should be entered into the system as $110, since this is the value of the job including tax.  The quoted price for any job MUST include the relevant tax.  When the invoice is printed, it will show the cost of the job as $100 and it will include 10% tax ($10), making a total of $110 for the customer.  So on the system, you see $110 and the customer sees a total of $110.  The invoice is the only point where tax amounts are noted and broken down.

Company Logo

Add your own logo to your invoices by saving your logo as a windows bitmap (BMP) file.  The file should be no greater than 180 pixels x 120 pixels in size. If there is any background it should be white.  Press the Load company logo button to find your logo file.  Alternatively you can reset the logo to the Delivery Manager default logo (below) by pressing the Use default logo button.

Delivery Docket

Custom delivery dockets can be printed at the same time as the vehicle schedules by selecting the Print delivery dockets option.  If you double-click the large text area (Delivery docket text) on this page you can edit the custom text that appears on your delivery docket page.  This can be edited using Word, Wordpad, or any editor that can edit RTF files. The custom text can accept most formatting (such as bold, bullet-points, etc) but it must be saved as a rich-text (RTF) file.

Remember - You should find the system default values will be close to what you require.