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Master data and settings – where is what?

Written by Richard Francis on . Posted in Exact Online

New users of Exact Online experience the need to move around between the various settings and master data screens a great deal. When you’re new to the product, remembering what is available where can be tricky. In an effort to make this a little bit easier, this post offers a brief guide to the most important master data and settings screens.

1.       User settings:  General tab> General setup> User settings

The User settings are the key to displaying and using Exact Online according to your own taste.  This page allows you to:

  • Determine that error and warning messages should be displayed via a pop-up screen (recommended)
  • Turn the on-screen help text on or off
  • Set the language Exact Online displays in
  • Set which page displays when you log-in
  • Set the format for your date and time displays
  • Set Enter to act as Tab or Esc to act as Back
  • Determine whether you create entries per year/month, or per financial year/period

In addition, the style tab allows you to adjust the colour scheme of your administration.

2.      My Account data: General tab> General setup> My account data

The My account data page is the registry for the core information you’ve supplied in creating your account. In addition to your personal/professional details, is the place to find your Customer code. If you need to contact our support department for any particular reason, having this handy will speed up the process dramatically.

The page also provides an overview of your current subscription, your bank details (including the Main account which will appear in your sales invoice header section) and your total numbers of administrations and users.

At the bottom of the page is the accountant section. This allows you to link your administration to an accountant who can work together with you within Exact Online. This is done quickly and simply via a wizard. Once you have set this up, a new link becomes visible allowing you to stop or redefine the nature of your co-operation as necessary.

3.       Setup: General tab> Administration setup> Master data

The Setup page is the entry point to all your master data – from G/L accounts and journals, to customers, VAT codes, items and the stages of your sales funnel.

The links will take you through to the overviews for each type of information, from where you can create a new entity, or edit an existing one.

It’s also a gateway to your document layouts, and importantly at the start of your administration, the period-date table and your pre-defined payment conditions.

4.       Administration settings: General tab> Administration setup> Settings

The Administration: Settings page can be a daunting sight. However, if you have imported a previous administration, or used a template from Exact Online or your accountant to set up your bookkeeping, much of the information could already be filled out for you.

The settings refer to all kinds of functionalities across all of the available modules. If you are not using a template, the most important ones initially will be on the financial tab. They determine how various kinds of transactions should be recorded in the general ledger. Once you have created or imported your G/L schema, use this screen to specify which journals and G/L accounts should be used for which specific transactions.  

For detailed information on all the settings available on this page and what they control, see the extensive helpfile Administration: Settings.

So there we have it – four of the most important pages for accessing and creating key information as you start to use Exact Online. I hope this helps you to clarify what can be found where, and navigate with more confidence as you get to know the product and build up the details of your administration.

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