Summary

The System Setup window is used to define system wide settings that apply to all modules. Most of the settings on this window will be set up when the application is first installed and will not have to be modified.

Step by Step

1     Open the System Setup window (SS> Utilities> System Setup).

2     The Organization tab is used to enter general information about your organization.

• Enter the name of your organization in the Name field. The organization name can be up to 64 alphanumeric characters long.
  • The organization name will display on Utility Billing module billing statements.
• The address entered in the Address Line 1, Address Line 2, City, State, Zip and County fields will be used as the Bill To address on purchase orders created in the PO module. This is not necessarily the address that the items on the purchase order will be sent to, but it will display on the PO.
• The Address 1 and Address 2 fields can be up to 30 characters long.
• The City field can be up to 25 characters long.
• Select a State from the drop-down menu.
  • The state selected in this drop-down menu will affect the functionality of the Payroll module. The state selected in this field is the primary state of the organization and will determine the retirement and state specific reports that display in the Payroll module. The state will also affect the palette options that display in the Payroll module.
• Enter a Zip code. The zip code field will change the format of the value entered into the field to the XXXXX-XXXX format.
• The County field can be up to 25 characters long.
• Enter a Phone number.
• Click the Logo field label to locate the organization logo.
  • The organization logo needs to be formatted to the size 4.00" by 1.25" and should be in either JPG or BMP format. If your logo is in PNG or GIF format, you can convert the image to JPG or BMP format using the Save As feature on your image editing software (for example, Adobe or Paint.NET).
  • You will need to copy the logo to the Custom folder of the application (\\Springbrook\V7.xx\Custom).
• Enter the Federal Tax Identification number. The format of the value entered in the field will change to XX-XXXXXXX.
• Enter the State Tax Identification number. The format of the value entered in the field will change to XXX-XXX-XXX.
• Enter the current Fiscal Year.
  • The fiscal year is changed using the Fiscal Year End Reset process in the GL module (GL> Utilities> Fiscal Year End Reset), but you can manually change the fiscal year using this field.
• The Fiscal Period Starts field is used to select the calendar month that begins the fiscal year.

3     Complete the System tab.

• The Title Prefix field allows you to edit the name that displays at the top of your Springbrook Software toolbar.
• The Tax Lot Format field is used to configure the tax lot numbers. Enter an X to add digits to the format and add special characters ( , . - / _ ) to separate the characters as needed. The special characters entered into the format will be applied after the tax lot identification number has been entered.
• The Default Menu Security drop-down menu is used to set the default menu security of user accounts that are created using the User Maintenance window (SS> Security> User). For example, select No Access if you would like all new user accounts to have no menu access when they are created.
  • This field will also be used to set the default security of reports generated using the Report Publisher feature.
• Check the Use Project Management toggle to enable the PM module interface.
• Check the Allow application of unapplied credits across accounts toggle to allow the use of credits across the AR, BP, LP and SA modules in the Credits and Deposits process in each module.
• Check the Ask permission before sending exception information toggle to require user approval before sending error messages to Springbrook.
  • If this toggle is not checked, error messages will be reported to Springbrook automatically.
  • Error messages are archived and can be accessed by Springbrook Support personnel in order to better resolve the issue that generated the error.
• Check the Block reporting of usage statistics to Springbrook toggle to block automatic reporting of window access statistics to Springbrook.
  • If this toggle is not checked, the system reports on the number of times a window was accessed during a user session. No Springbrook database data is included in the reporting statistics.
• Check the Use enhanced batch security toggle to enable the Name and Group Security fields on the New Batch window, allowing users to specify an easily recognizable name for the batch and specify which user group should have access to the batch. If a user is not included in the specified group, the batch will not display when that user opens the batch drop-down menu.
  • Checking this toggle will also enable the My Batches icon on the main application menu.

4     Complete the Email tab. This is only used by On-premise Organizations.

• The Email tab is used to set up how email is sent to vendors, customers and other users. The fields in this window should be left blank unless you plan on using one of the emailing features.
  • You can generate work flows that notify other users when a batch is ready to be processed or approved.
  • Email notification can be sent to the primary contact on vendors when processing Electronic AP batches in the Clearing House/Central Cash module.
• Enter the email address that should receive responses from customers and vendors who reply to emails in the Return Email Address field.
• The Server Name field is used to enter the network address is used to communicate with the SMTP port on that server. It can be an IP address, a sub-domain (mail.domain.com) or a single computer, depending on how your network is set up.
• The User Name and Password fields are used to enable authenticated email functionality. Specify the email address and server password of the Springbrook user that authenticated system-generated emails will originate from.
  • This email address will overwrite a Return Email Address entered above and will appear on all system generated emails.
• The Port field is the port of the outgoing SMTP port used by that server.
• The BCC Addresses field is used to specify any blind carbon copy email addresses that should be included in notification emails.
  • Any email addresses entered in this field will be blind carbon copied on every system generated email. If you are entering more than one BCC address, separate the addresses with a semicolon.
• Check the Enable SSL toggle to enable Secure Sockets Layer protocols for system generated emails.
  • If your system is set up to use authenticated email, and you have specified Springbrook user details in the User Name and Password fields, this toggle MUST be checked.

5     Complete the ArcView tab if you would like to set up an ArcView interface.

• The ArcView tab is used to set up a GIS interface.
• Select an Arcview interface from the Interface Type drop-down menu.
• Click the File Location label to open a browse window to locate the path of the GIS interface.
• Check the Enclose Tax Lot ID in Quotes toggle to send the Tax Lot ID field as a string to a web based GIS software instead of as an integer.  This allows the Tax Lot ID to contain letters as well as numbers.

6     Complete the Laserfiche tab. This tab is only active for Laserfiche users.

• The Laserfiche tab will only be displayed if the Attachment Interface field on the System tab is set to Laserfiche and your organization has gone through the Laserfiche implementation process. Please contact Springbrook Support for more information.
• The Server Name field is used to enter the name of the server that will host the documents managed with the Laserfiche system.
• The Repository field is used to enter the name of the Laserfiche repository that will contain the documents managed with the Laserfiche system.
• The User Name and Password fields are used to enter the login information required to access the documents within the repository.

7     Complete the Transfer Accounts tab.

• The Due To Acct and Due From Acct fields are used to set up the due to and due from accounts the system uses to balance GL accounts between funds.
  • Click the Due To Acct field label to select a GL account from a list. When the GL account is selected, the fund portion of the GL account format will be removed, so it does not matter which fund you select the due to account from.
    • The Due To GL account can be used to balance journal entries by fund in the Journal Entries process in the General Ledger module.
  • Click the Due From Acct field label to select a GL account from a list. When the GL account is selected, the fund portion of the GL account format will be removed, so it does not matter which fund you select the due to account from.
    • The Due From GL account can be used to balance journal entries by fund in the Journal Entries process in the General Ledger module.
  • While you are not required to specify Due To and Due From accounts, if one is specified you will not be able to save the system settings unless the other is specified as well.
• The Transfer Acct field is used if all budgeted transfers between funds use the same account number. Click the field label to select a transfer account from a list.
• The data grid below is used to set up due to and due from accounts for specific Springbrook systems.
  • Click the Create icon to create a new account line item in the data grid.
  • Click the Ellipsis icon in the From Account section to select the due from account for the specified system.
  • Click the Ellipsis icon in the To Account section to select the due to account for the specified system.
    • As with the Due To and Due From accounts above, if one is specified the other must be specified as well in order to save.
  • Select a System from the drop-down menu. You must specify a system in order to save the due to and due from accounts.
    • Select AP if the due to and due from accounts are to be used in the Accounts Payable module processes.
      • The From Account for AP must reside in the Clearing Fund specified on the AP Setup window (AP> Utilities> Setup> General tab> Clearing Fund field).
      • Multiple due to and due from accounts can be specified for AP, but, while the Form Account must reside in the AP Clearing Fund, the To Account cannot reside in the AP Clearing Fund. Each account specified as a To Account must be from a different fund as well.
    • Select CR if the due to and due from accounts are to be used in the Cash Receipts module processes.
      • Cash Receipts processes refer to all module processes that can be paid down in the Cash Receipts module. This includes all CIS (Customer Information Systems - Accounts Receivable, Building Permits, Business Tax, Cash Receipts, Licenses and Permits and Special Assessments) modules as well as the Utility Billing module.
      • Multiple due to and due from accounts can be specified for CR, but the From Account and To Account on each line item cannot be from the same fund. Each account specified as a To Account must be from a different fund as well.
    • Select GL if the due to and due from accounts are to be used in the General Ledger module processes.
      • The due to and due from accounts specified for GL will be used to balance manual journal entries for cash-related line items processed through the Journal Entries process.
      • Multiple due to and due from accounts can be specified for GL, but the From Account and To Account on each line item cannot be from the same fund. Each account specified as a To Account must be from a different fund as well.
    • Select PR if the due to and due from accounts are to be used in the Payroll module processes.
      • Multiple due to and due from accounts can be specified for PR, but each account specified as a To Account must be from a different fund.
  • Highlight a due to/due from account line in the data grid and click the Delete icon to delete the selected line item.
• Click the Save icon when the setup is complete.

8     The Audit Trail tab is used to track any changes to the SS Setup window.

• Use the Search Criteria section to sort the displayed audit trail.
• The Audit Trail History section will provide details about any changes made to the setup window including the date of the change, type of change made, user that made the change, and data table that was edited.