Khaos Control Cloud Initial Setup Guide - System Values - General Tab

Overview

This setup guide is designed to work alongside the training you undertake to help you set up your Khaos Control Cloud for your business.

There are tooltips available to describe each option within the application itself, just hover your mouse above the option to display the information associated with it.

The Help menu is also available by clicking on the yellow question mark button in the top right of your screen or selecting Help from the navigation bar within any screen in the system. It’s context-sensitive and will display relevant information depending on where you are within Khaos Control Cloud. The information includes:

A description of the main page you are using.
Information on the fields within the current screen.
A list of related videos which will guide you through important tasks related to the screen that you are on.

System Values

System Values is found under System Setup from the left navigation.

To edit any of the options in System Values:

Click on the Edit button in the top right.
Overwrite the example information with your details, select an option from a drop-down list or enable/disable an option using the toggle.
Save the changes using the Save Screen button in the top right.

General Tab

Company Details

This screen contains fields in relation to the business' name and address, telephone numbers, email address and web site. The company number and registered address (if applicable) that appear in the legal imprint are also maintained here. The information specified here will be used on customer and supplier facing documentation, for example purchase and sales orders.

Where branding is used, the information setup against the brand will be used instead, however it’s important to note that branding can only be defined for sales. Purchase documents will always use the details defined under this Company Details section.

Document Prefixes

The Document Prefixes screen enables you to specify the code prefixes for company documents.

Pad Codes

Pad Codes To indicates the maximum number of zeroes to put into document codes to convert them to a required length. If the Pad is set to 4, purchase and sales order codes will be in the range 00001-99999, with the PO or SO Code prefixes if defined. Consider how many orders you are likely to take and assume several years of this volume before deciding on what level to pad your codes to.

Prefixes

The prefix allows you to add letters so that it is easier to see at a glance what type the document is. For example, if you would like all sales order numbers to start with 'S' followed by the next sequential number, then you would put S in the "SO Code Prefix" field. Similarly, you can do this for other document types listed under this section. This can be useful as in some screens, different document types can appear in the same grid, for example Sales Orders and Credit Notes.

Notes and Caveats:

At a minimum, we recommend the use of "CN" or “CR” (or an alternate prefix) for Credit Notes. Failure to assign a unique prefix to Credit Notes is likely to result in confusion when viewing lists of Sales Invoices and Credit Notes.
It is not recommended to use the letter O as part of a prefix, for example SO for sales order, as this is easily confused with a 0 and can cause problems if a customer is trying to inform you of their sales order code, for example SO000123.

New Company Defaults

The following defaults can be setup so that when creating a new customer or supplier their record will be setup with the default options defined here. All the options must be setup in System Data before they are available here. When creating a new customer or supplier these default options can be changed if required.

Customer Class

Company Classes are setup in [System Data | Company Classes] where you can define characteristics of the Company Class such as whether they are pre-payment or account customers, default credit limits and account payment terms and so on. By selecting them from the drop down, all new customers will inherit the characteristics of the Company Class assigned to them unless their customer class is manually changed.

Besides defining the options against a company, Company Classes can also be used in many areas of the system. Sales nominals and nominal classifications can be assigned to specific company classes for accounting purposes, as well as linking promotions to specific company classes including price lists, keycodes and special offers for promotions. Company Classes are also used in Sales Reports.

Notes and Caveats

If the default Customer Class has a price list assigned to it in, as defined in [System Data | Company Classes], this will also be applied by default to a customer.

Customer Type

Customer Types are setup in [System Data | Company Types]. This allows you to group types of customer, for example;

[Charity] Distribution Centre	[Supplier] Utilities	[Trade] Hotels
[Charity] Shop	[Supplier] Manufacturer	[Trade] Exhibition Venue
[NHS] Surgery	[NHS] Hospital	[Trade] Distributer

If you have different Company Types you may wish to consider prefixing them with the related Company Class, as shown in the examples above.

Customer Status

Company Status is setup in [System Data | Company Status] and is used to indicate whether the company is active or dormant.

Supplier Class

The Supplier Class is similar to the Customer Class except it defines the defaults for new suppliers. It is setup in [System Data | Company Classes]. It enables you to separate your suppliers if required, for example if you would like separate classes for utility suppliers and stock suppliers.

Data Protection

Setting the Data Protection when you create new companies is very important. Like many of the previous options they are setup in [System Data | Data Protection]. The system allows you to configure Data Protection against both companies and individual contacts within companies.

Customer Price List

Price Lists allow you to configure different sell prices for your customers. The prices will then be automatically applied to the sales order for the customer if they qualify when the stock items are added. The Price Lists are created in [System Data | Price Lists]. They are then configured in the [Promotions] area of the system. For the hierarchy see the notes below.