AugTool Documentation
Business Units
Business Units are the companies or legal entities within your system in which you will create Invoices, Journals, Bank Recons and other such transactions.
Each Business Unit has its own: Chart of Accounts, Items to transact with, Bank, Cash and Loan entities, and all transactions related to it. It also has a number of tabs that you will need to setup that relate to those business units as seen above. Without setting up these tabs correctly, the rest of the system will not work correctly.
In order for Augtool Consultants to assist you with any problems you might experience on the system, they have Consultant User Rights which allows them to access your system at any time. However should you wish to, you have the option of blocking this access to the Consultants by clicking on the box that says BLOCK next to Consultant Login: Permitted, above. This will then change to Consultant Login: Blocked, with the box showing PERMIT. Should you thereafter wish to grant them access again, simply click on the PERMIT box.
Multi Company
Augtool is a multi company system where you do not need to log out and log back in to access your various companies and transact within. You can do that all within one system. This makes it very convenient to create documents and view reports in multiple companies.
If you want to create an invoice in a particular company, simply navigate to that invoice screen, select the business unit you want to transact in and click on create. Each document such as invoices have a create business unit drop down and a filter business unit drop down.
This step allows you the flexibility to create a document in any business unit. For ease of use, once you create a document or search a company the company selected in that document will become the default company for all future documents created or searched during that login. For first time login a default company can be selected under User>User Groups by clicking on the link next to the company, as per screenshot below. This can also be selected under Your Profile>Permissions. This will then become the default Business Unit for all documents created, searched and viewed every time you log into Augtool. This default will however be overridden once a document is created or searched with a different business unit for the duration of that login but will revert to the default Business Unit selected in User>User Groups every time you log out and log back in.
Summary Tab
The summary tab of a business unit above shows a warning message on it. This is indicating to you that a part of the business unit setup is incorrect. In this case, you can see it is saying that one of the accounts used in the setup has not been set on the chart of accounts to a control account. It is important to clear all warnings on documents when you are setting the system up.
The tabs that need to be setup as you can see above are:
Summary - This is the most simple tab that simply names your business unit and makes it active. It also shows you the transactional and audit lock dates and the warehouses that belong to the business unit. Warehouses can be setup here, but are covered in another section of the guide.
Lock dates are explained with the following diagram as follows:
There are 3 lock dates on Augtool i.e Financial Lock Date, Processing Lock Date and Audit Lock Date. The Financial Lock Date prevents documents that affect financials from being created before the Financial lock date. The Processing Lock Date prevents all documents from being created before the Processing lock date. The Audit Lock Date is a special right assigned to a senior user or auditor which enables them to carry out journals before the financial lock date.
For example, The audit lock date can be set at the the earliest of the 3, as this will allow an auditor or senior staff member to make year-end journal entries or other necessary journal entries before the financial lock date. The processing lock date can be set before or on the financial lock date so if it is set before the financial lock date then sales orders and purchase orders can be processed before the financial lock date. The financial lock date can be used for all documents that affect financials such as vat. So it can be used to prevent documents that affect your vat reconciliation from being created, once your vat is reconciled and return is submitted to SARS.
The business unit name on the Summary tab is the name that will display on all the menus in Augtool. So the name entered here can be abbreviated or shortened to find easily on the menus.
Documents Tab
The Trading name On The Document tab should be the full name of the business unit as this is the name that will appear on the customer and supplier documents.
You can setup your document header and footer information with your company logo under the Business Units.
Document Header:
This is the standard header information that will print on the top of every document. If you do not have information in these text boxes the lable and the information will not print on the document.
You can also upload your logo to this section by clicking in the upload box.
Print Configuration
In this section you can configure how your documents should print. You can have multiple print configurations per document so that on any document you can select how to print that particular document. You may want to print some invoices in two or three different ways. It is a good idea to have a print configuration for any of your business documents should you want the styling of the document to be different to that which is standard inside our system and if you want a custom header and footer.
Please remember to select the default print configuration per document so that users do not have to select the print configuration that is most commonly used with the Make Default icon to the right. You will still be able to change the print configuration on the document itself should you have multiple print configurations per document, as per screenshot of Sales invoice below.
Hide Default Header is used when a fully custom header is needed and is only done by Augative.
Custom Header and Footer.
The custom header section is positioned just under the main header. This section can also be used to completely customize your header by turning off the main header and using this section to create a fully custom designed header.
When typing in the text editor, please use Shift Enter to go to the next line and Enter to create a new paragraph.
When using a table, be sure to make the Width 100% and not use pixels to define the width.
You can design your header and style it with css, should you need Augatives assistance, please contact us.
Should you wish to change the billing name, this can be changed in the Billing Tab of the Organization. The new name will then be applicable to documents going forward. Should you wish to print an old document with the new name you can click on the Refresh Headers tab in that document as seen in the screenshot below.
This will not change the name on the document itself but will allow you to print the document with the new name, per screenshots below. It is a good idea to have a print configuration for any of your business documents should you want the styling of the document to be different to anything that is standard in our system and if you want custom header and footer. For example, a sales invoice
Email Setup
Augtool currently only has one outgoing email setting and allows you to setup a BCC to see all the emails that have been sent from the system. You will need to contact your email service provider to setup your email tab correctly if you do not have the details on hand.
Should you want to have the system send emails from your own work email address then simply setup each users outgoing on the user itself or for the user on the users profile. You can add your signature by adding it to the upload box, per screenshot below.
Number Sequences
Number sequences - This is where you can setup your number sequences for all your documents such as INV001 for invoice 1. The setting is self explanatory but in short it allows you to set the prefix (INV) where the number starts at such as 0, its padding such as 3 which would create a 3 digit sequence such as 001, and a suffix which would create 001INV. For the start value it is recommended that you continue your number sequences from your previous system, for example if the number on your last sales invoice was INV00998 you should put in a start value of 999.
Should you want to reset your number series, please talk to Augative and we will assist you in doing so. This is normally only done when an error has occured.
Price Lists
We do provide a quick way to create Price Lists on this tab in Business Units, for convenience. However Price Lists are normally created under Stock > Price Lists. Price lists are explained in this section of the guide.
Bank Accounts
This is where you can set up your bank, cash and loan accounts. We also provide a quick way to create Bank Accounts on this tab in Business Units, for convenience. However Bank Accounts are normally created by your accountant in Accounts > Bank Accounts. Bank is explained in this section of the guide Bank Cash Loans
Fiscal Setup
This is where you setup your fiscal years and the periods within the fiscal year. After you have setup your fiscal year you need to go into that year and create your 1 to 12 periods. There is an auto create feature that you can use. To setup the period, please click on the fiscal year and auto fill them. After auto filling the periods from P1 to P12 please re-name them as you see fit. We recommend that you include the month and year eg. Mar24 in the period name so that if you select a report it will be not show P1 to P12 as per the screenshot below but instead show the month and year.
The year end procedure is done automatically in Augtool and is defined here in the guide.
Tax Codes
This is where you setup the different categories of tax codes as well as the sales and purchases override. For example, should the tax be exempt for a specific organization and you create a Sales Invoice for that organization, the items created in that invoice will still default to the vat type for that item which would normally be standard vat 15%. However the Sales and Purchase Overrides allows for the overrides to be created to so that when an organization is created as an exempt organization the item will then recognize that the organization is exempt and search for the vat category in Tax Codes that it should use instead of standard vat, per the screenshots below.
Defaults
Business default settings can also be setup under Business Units. These need to be setup correctly for the rest of the system to work. If you are running in stock mode active (that Augative have to set for you and actively posts stock transactions to the ledger) you will need to setup the stock defaults. If not, you will not need to do this.
These defaults currently work in two ways:
1. Some defaults assist in the creation of things within the system such as Items. When creating an Item for instance, the system will assist in filling out certain text fields based on the defaults set.
2. Other defaults are applied when transactions are posted such as the default chart of accounts set for Purchase Price variance in the purchasing process.
Auto Fill Defaults - Very important to set these up.
Sales
Purchasing
Accounts Payable
Accounts Receivable.
Raw materials.
Stock adjustments.
The sales and purchasing defaults set the accounts for sales and cost of sales of an item when you create one. The accounts receivable and accounts payable set the accounts for debtors and creditors of customers and suppliers when you create them. The raw materials default sets the items stock account when you create one. The stock adjustment default is used when you are doing stock adjustments (or stock takes).
Process Defaults (Control Accounts):
Stock (These are only used if you run active stock ledger):
These are explained under the active stock mode section here
Purchase Price Variance
Inventory to be Invoiced
Non-Inventory to be invoiced
Inventory to be Received
Return Variance
Bank:
These are explained under the bank recon and allocations screen
Settlement Discount Granted
Settlement Discount Received
Landed Costs:
These are explained under the Landed Costs section of the Guide
Landed Costs - This sets the Landed Cost account default when creating items. Once this is setup it will autofill the Account(liability) with Landed Cost when creating a Landed cost item.
Landed Variance - The account used in Inventory mode to handle any pricing variances in landed costs.
Cash:
Inventory for Cashslip - The account used in Inventory mode as temporary stock contra-account for cashslips
Forex:
Forer Variance - The account used when multiple currencies are active to handle any forex variances
Forex Evaluation - The account used when multiple currencies are active to handle any forex evaluation runs
Consignment:
Consignment To Be Invoiced - The account used to create liability when consignments for stocked items used. Purchase Invoices then use this account as it's contra-account to balance.
Consignment Variance - The account used for any pricing variances when using consignment stock. Purchase Invoices then use this account as it's contra-account to balance.
Transportation:
Transportation Liability - This sets the transportation liability account default when creating transport items. Once this is setup it will autofill the Account(liability) with Transportation Liability when creating a Transportation Liability item.
Transportation Variance - The account used to handle any pricing variances in transportation liabilities.
Terms
Settings
This is where you set the default interest rate that can be overridden on the customer later. You also need to create a service item under Stock >> Items to be automatically used on invoices. You also need to have a service item created to use for interest invoicing.
You also set the VAT code for settlement discount here. If you do use or offer settlement discount, please ensure you create a special VAT code under the Fiscal Setup tab and set it here.
These are the approved terms that can be used or assigned to customers and suppliers.
You will notice that supplier and customer terms have the same options.
There are 4 types of terms namely:
Cash - The cash option is for immediate payment.
From invoice date
From month end - The From Invoice Date and From Month End both have a days and months options. The days option is the exact days set. If you set it to 30 days, do not expect the due date of an invoice to default to 31 days for the 31 day months. For this, you need to use the months option. 1 month will always work out if it should be 30, 31 or 28 or 29 days.
From day of the week - This option allows you to set a term for any day of the week or a number of days or months after the day of the week set.
After setting the approved terms on the business unit, you will then need to assign a term to a customer or supplier under the Organisation menu.
Thresholds
Thresholds can be used if you have a process in your business that uses actuals that may not match what you processed. This normally occurs on production or weigh tickets.
There are 3 Thresholds that you can set namely:
Under State - These are used when you do not want to manage tiny discrepancies but rather let the system automatically ignore under's or overs.
You may create a sales order of 100 tons of fertiliser and you think you produce 100 tons to fulfil the sales order (because you told the production team to do so, and you record 100 tons). What actually happened is that you produced 99.9 tons but you recorded 100 tons on production. When you weigh the stock out of your yard, the weigh bridge ticket only picks up 99.99 tons. You consider the order closed and will not credit note your customer for the tiny machine discrepancy. In this case, the minimum threshold will kick in and close off the process automatically so that you do not see the sales order, invoice etc as open (still to be processed).
Warning - Every document in the system will warn the user if the document is being over processed without thresholds set. For example, you may be invoicing a sales order and you decide to increase the units on the invoice. The over Processed warning will tell the user that it is being over invoiced. This happens for every document created from another document.
Should you not want to warn the user for minor changes to documents created off another document, you can set a warning threshold. The system will then only warn the user if the user increases the units of the document to a percentage greater than the source.
This feature takes all the documents attached to the source document into consideration.
For example. You may have a sales order for 100 units of Bolts. You can then create 10 partial deliveries off the sales order for 10 units (amounting to a total of 100 units. If you then try to deliver one more unit off the sales order the system will warn you that you are over delivering. However, if you set your warning threshold to say 2%, the system will only warn you if you try to deliver 2 or more units (2 is 2% of 100).
Block - Blocks work in the exactly the same way as warnings with respect to its quantities and checking source documents but it does not warn the user, it blocks the user from posting the document.
Bookings
Bookings terms are more complicated than normal standard invoicing terms because they have various payment dates. Please contact Augative at this stage.
Consultant Settings
These are settings that only Augativie Consultants can set for you because they may have implications that are not understood and too dangerous to just turn on by a user.
Please read through them and let us know if you have any questions or want to apply any of these settings.
Aging Monthend
Sets when the month-end occurs for this company
Aging Weekend
Sets when the week-end occurs for this company
BankTransaction - AutoDescription - WeighTickets
BankTransaction - CentreRequired
Booking - AutoCloseDisable
Booking - AutoConfirmDisable
Booking - CloseRequireReason
Booking -SalespersonRequired
CollectionRequest - RequireTransporter
CollectionRequest - RequireVehicleRegistration
ConsultantUsers - DenyLogin
CreditNote - PrintConsolidate
CustomField - Label1 - DeliveryNote
CustomField - Label1 - GoodsReceipt
CustomField - Label1 - PurchaseOrder
CustomField - Label1 - SalesOrder
CashUp Days
Set how many days the system can run without the cash up being done
DemoMode
Sets up certain integrations to run for demos.
Weighticket GetWeight gives random values
DeliveryNote HideUnits
Whether the Delivery Note must hide units when printed
DeliveryNote RequireTransporter
Whether the Delivery Note requires a transporter to be entered.
If it is required, you can still enter in a name that has not been loaded into the system
DeliveryNote - ReferenceRequired
DeliveryNote - ReferenceUnique
GoodsReceipt_BypassPosted
GoodsReceipt_DisableExpectedUnit
GoodsReceipt_ReferenceRequired
GoodsReceipt_ReferenceUnique
GoodsReceiptLanded_ReferenceRequired
JournalEntry_CentreRequired
Opportunity_SalespersonRequired
Organisation_ForceCode
PrintOrganisation_Code
PrintNotes
Sets if notes appear on printed documents
PurchaseOrder AutoCloseDisable
This turns off the default behaviour of a Purchase Order closing when it considers itself fully processed (fully received and invoiced)
PurchaseOrder_PurchasepersonRequired
PurchaseOrder_CloseRequireReason
Purchases_PurchasepersonbyOrganisationRequired
PurchaseInvoice Consolidate
This means the Purchase Invoice will have the consolidate checkbox on print ticked by default
PurchaseInvoice PrintDeductions
This means the Purchase Invoice will have the deductions checkbox on print ticked by default
PurchaseInvoice ReferenceUnique
Sets if the system requires every Purchase Invoice to have a unique reference
PurchaseInvoice ReferenceRequired
Sets if the system requires every Purchase Invoice to have a required reference
PurchaseInvoice_PrintLineItemSource - Hide
PurchaseInvoice_PrintLineItemSource_WeighTicket
PurchaseInvoice_PurchasepersonRequired
ProductionOrder AutoCloseDisable
This turns off the default behaviour of a Production Order closing when it considers itself fully processed
ProductionOrder_CloseRequireReason
Quote_PrintConsolidate
Quote_PrintHideValidDate
Quote_PrintRecipeHideInputs
Quote_PrintRecipeHideMultiStage
Quote_SalespersonRequired
ReportVolume Consolidate
Sets if the volume report consolidates debit and credits into the line items or displays them separately
Recipe HideInputs
Sets if inputs of recipes appear on printed documents
SalesOrderAutoCloseDisable
This turns off the default behaviour of a Sales Order closing when it considers itself fully processed (fully delivered and fully invoiced)
SalesOrderClose ProductionClose Disable
This turns off the default behaviour of a POSTED Production Order closing when the linked Sales Order is closed by any means
Note: Nothing happens to linked Production Orders that are in draft.
SalesOrder_CloseRequireReason
SalesOrder_CreditLimitBlock
SalesOrder_PrintConsolidate
SalesOrder_PrintDiscount
SalesOrder_PrintRecipeHideInputs
SalesOrder_PrintRecipeHideMultiStage
SalesOrder_SalespersonRequired
Sales_SalespersonbyOrganisationRequired
SalesInvoice_CloseRequireReason
SalesInvoice_CreditLimitBlock
SalesInvoice Consolidate
This means the Sales Invoice will have the consolidate checkbox on print ticked by default
SalesInvoice PrintDeductions
This means the Sales Invoice will have the deductions checkbox on print ticked by default
SalesInvoice_PrintDiscount
SalesInvoice_PrintLineItemSource_Hide
SalesInvoice_PrintLineItemSource_WeighTicket
SalesInvoice ProformaNoVAT
Sets whether or not proforma invoices show vat figures
SalesInvoice ReferenceUnique
Sets if the system requires every Sales Invoice to have a unique reference
SalesInvoice ReferenceRequired
Sets if the system requires every Sales Invoice to have a required reference
SalesInvoice_SalespersonRequired
Statement PrintFooter
Whether the footer under document settings of the business unit will be printed on statements or not.
Statement_HideDueDate
StockMode
Sets the stock mode for the system
Inventory mode - enables all inventory processes on sales and purchases to affect the financial accounts in real time.
If the stock mode is set to 0 its off. 10 is on.
WhiteLabel
Whitelabel css styling for companies that can resell Augtool under their own brand.
WeighTicket RequireSource
Sets if weightickets requires an order or invoice connected
WeighTicket SourceItemsOnly
Sets if weighticket only allows products which appear on the selected source document
WeighTicket ClearDevice
Sets if the weighticket clears all the items if the device is changed
WeighTicket TransportForTransportersOnly
Sets behaviour where transport items are only pulled through to the weightickets when the vehicle is connected to a transporter otherwise it doesn’t pull through transport items
WeighTicket_AutoCloseDisable
WeighTicket_CloseRequireReason
WeighTicket_CreditLimitBlock
Commissions
The Commission Rule defines the event in the system that will create a commission ledger entry.
Rule1:
Per the screenshot below, in this case the event is the invoice that has to be fully delivered and fully paid therefore there will be a commission ledger entry for the salesperson according to the salespersons commissions ruleset in Sales>Commission Rulesets.
Rule2:
Credit Note Rule is the clawback that will apply when the credit note is posted, per below.
The Commission Rulesets says how much needs to be paid and the Commission Rules is the event that has to happen in order to raise a commission ledger entry (The commission ledger does not create liabilities yet and is separate from your normal financial ledger).
Commission will never be created for any salesperson if the salesperson does not exist under Sales>Salespeople and if a salesperson is not linked to a Commission Ruleset.
