Company Controls function is used to update the following functions:
- Company Details - Name, Address, Website, Phone etc
- Period Controls – the current period settings for Nominal, Receivables, Payables, Inventory and Financial Closed Years.
- Security Settings & API – password expiry period, and settings to external systems using APIs (example MACM, Transport Malta and SMS)
- Module Default Settings – default Nominal Accounts and settings for the main modules, Nominal, Receivables and Payables.
- Default Messages and Text – any default text you wish to include on documents can be set here
- Logo – set the company logo to be displayed on documents. • Email Settings – SMTP email settings to enable auto sending of documents
Period Controls
The default financial (accounting) periods for the main modules (AP, AR, GL and IC) are set here. There is a setting for Nominal, Receivables, Payables and Inventory Control.
- To close the Inventory period, an Inventory Period End must be performed.
- To move opening balances from one year to another, the Financial Year End Process must be completed. The Last Closed Financial Year end controls up to when postings can be made back dated. If the Last Closed Year is set to 2019, then the system will not allow postings to be made to 2019 and before.
System Defaults
The Default Module Settings are set in this section.
The default Rounding Account is used for transactions where the base Debit and Credit do not match.
The default Retained Earnings account is used during Year End process. The profit and loss total is carried
forward to this account when processing the Financial Year End.
The defaults for new customers and new suppliers are set in this section, under Customer/Debtors and
Suppliers/Creditors sections. When a new customer is created, the default Nominal and credit settings are set
from the defaults set in this section.
Diary Folder set the default location where Diary files are saved. Normally this is set to point to a shared folder
that is accessible by all users (such as a common drive, drive S or K etc). There is no need to setup the individual
folders per module, as Experience will create any new folders and sub-folders automatically.
Text, Logo and Portal
This section is used to update generic text messages that are displayed on Documents (Invoices, Credit Notes, etc).
The logo image file can be uploaded to Experience, and this will be displayed on the left hand side of each Document.
Portal Settings (QR Code Image, Portal URL, Portal Text) are set in this section as well. Portal Information is displayed on all Documents
| Item | Description |
|---|---|
| Generic Message | This message is displayed on all Documents, at the end. |
| Payable To | This text is displayed on all Documents, before the bank details, after the total amounts. |
| Bank Details | This text is displayed on all Documents after the Payable To Text. |
| Logo Image | This Logo will appear on all Documents. The Logo Image must be placed in the folder: C:\EmaxCloudSync on your device. Then Click on the Add button to upload and link this image in Experience App. Logo Format: bmp (16-bit colour) format (*.bmp file) | 300px by 150px (approx). |
| Banner Image | Banners are used as Headers when generating Policy Documents. The Banner Image must be placed in the folder: C:\EmaxCloudSync on your device. Then Click on the Add button to upload and link this image in Experience App. Banner Format: jpg format (*.jpg) | 900px by 250px (approx). |
| Logo (1) Image | This Logo will appear on specific Documents as an additional Logo. The Logo Image must be placed in the folder: C:\EmaxCloudSync on your device. Then Click on the Add button to upload and link this image in Experience App. Logo Format: bmp (16-bit colour) format (*.bmp file) | 300px by 150px (approx). |
| QR Code Image | The QR Code Image will appear on all Documents. When customers scan this code, they will be diverted to your Customer Online Portal. To Add a Logo, ensure that the Logo Image File is located on your device under folder: C:\EmaxCloud Sync. Then Click the Add button to link the logo. Logo Format: bmp (16-bit colour) format (*.bmp file) | 300px by 150px (approx). |
| Portal Text | This text will appear next to the QR Code on all Documents. This text should include a short message to divert your customers to use the Online Customer Portal. |
| Portal URL | Enter the Experience Online Portal URL (example https://portal.emax.mt) |
Email Settings
Email settings, also known as SMTP settings are used to send out emails automatically from Experience. There
are 2 sections where email settings can be setup. One is under Company Controls, and one is under Insurance
Module Controls.
You need to specify your email (SMTP) server (example smtp.gmail.com, or smtp.office365.com etc), your Port
Number, and if your email uses SSL. Specify your username and password and email from and the display name
that will show on the emails that you will send out.
The Email Password must be an App Password Do not use your email password as this will not work. Read More: Manage app passwords for two-step verification - Microsoft Support
Calendar
Calendars are used by the Workflows Module.
The first step is to define the Vacation Days/Public Holidays for a particular year. Once set, simply input a year,
and create/update the calendar. The system will create a calendar year based on the vacation dates that have
been set. You can modify specific dates using the Calendar / Working Days section in this menu.
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