General Settings

Customise your organisation settings and preferences through the General Settings page. In this article, we will explain the functions of all the settings you can customise in DEAR Inventory. 


Prerequisites


Access your organisation's General Settings by going to Settings -> General Settings. Remember to Save any changes before exiting the screen. 


Table of Contents


Organisation

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Legal/Trading Name

Enter the official legal or trading name of your company that will appear on any documents.


Base Currency

Select your base currency in which you operate. This will be the same currency you use in your accounting software. If the base currency is different from the base currency of your customers and your suppliers, DEAR Inventory will automatically create a currency conversion.


Time Zone

This parameter is used for scheduling regular processes (like data consolidation). Please make sure it is set to the correct time zone in order to execute processes at the right time.


Your Date Format

Select the date format the way you want it to appear on your documents, on the reports and through the system. You can choose from MM/dd/yyyy, dd/MM/yyyy or yyyy/MM/dd.


Send emails from

Select the email address that will be pre-filled in the From field of email messages. You can select between the Company's billing contact or the Currently logged-in user. To avoid emails sent from DEAR ending up in the trash folder, please select the items marked as [sent from the system]. 

  • The Currently logged-in user option will use the email address of the user. To create the Company's billing contact, navigate to Settings -> Reference Books -> Your Company -> Company Contacts. Create a contact with the type Billing and check the Default box.


Add Email Sender to CC

The email sender can be included in the CC field to receive a copy of the sent document for recording purposes.


Global BCC address (optional)

Enter in a Global Blind Carbon Copy address which will receive copies of all emails sent from DEAR Inventory (e.g. for auditing purposes). 


Read receipt for emails

You can customise whether you will request Read Receipts for emails to confirm whether the recipient has seen an email. 


Open details in

You can select how the information appears on your screen. It can either be opened in a new tab or in the same tab providing you with the flexibility to work in multiple screens at the same time.


Purchase and Sale Headers

This option toggles the visibility of purchase and sale headers. The document header for Purchase and Sale orders contains a lot of information but can be hidden to save space on the screen.


Export CSV File Encoding

This controls what encoding is to be used when exporting data from DEAR as CSV files – ASCII or Unicode (UTF-8). Unicode is required only if data contains non-Latin characters. For example, if you're having difficulty displaying exported data containing Chinese characters, setting this option to Unicode should resolve this issue.


Tax calculation method

Depending on the local legislation or accounting software integrated with DEAR, the user may need to control how the system calculates the taxable amount. 

  • The Row Total option forces the system to calculate tax on every individual row, round it to 2 decimals and use the sum of the tax values as the total tax value for the document. 
  • The Document Total option calculates tax for every line and rounds the value to 4 decimals; the total tax is calculated as the sum of all line taxes, then rounded to 2 decimal places. 


Maximum decimal places in quantity

Limits the number of digits shown after the decimal point when displaying the quantity of stock on any report. 


Enable Chat

DEAR has a feature that allows users to send and receive messages to and from other users and groups of users within your organisation. This setting enables in-app messaging



Security Settings

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DEAR Inventory offers several features to maintain and enhance the security of your account. For more information, see Account Security Features



Two-factor Authentication

Master users of the organisation can enable two-factor authentication for the organisation here, providing an extra layer of security. Users will need both a password and an authentication code to log in. Two-factor authentication can also be enabled at the user level through the My Account -> User Profile page. 


Password Change Frequency

Users in your organisation can be forced to change their passwords at regular intervals. Password change frequency can be set to Never (default), every month, every 3 months, every 6 months, every year. The date of the next password change is calculated from when the password was first set, not from when the password change frequency feature was activated. 



Financial Settings

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Some financial settings in DEAR are for recording purposes only, while others affect how depreciation is calculated. 



Financial Year End

Specify when your financial year ends. At the moment, this feature has no functionality and is only used for recording purposes.


Sales Tax (GST, VAT...) Calculation

This is the frequency interval used for calculating your Sales Tax. At the moment, this feature has no functionality and is only used for recording purposes.


Tax File Number/Tax Reference

Enter your organisation's unique taxpayer reference. At the moment, this feature has no functionality and is only used for recording purposes.


Reverse current year depreciation

This setting reverses the depreciation calculated for the fixed assets sold or disposed of in the current financial year. This option can be changed at any time and only affects new sales or write-offs. Learn more about Fixed Assets and Depreciation


Period Lock Date

Change the Period Lock Date to protect your financial records prepared for the quarter or year end. When you set a lock date, you can't add, edit or delete transactions if the transaction effective date is earlier than the period lock date. You can change the period lock date at any time. 



Product & Measurement Settings

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Set the default units of weight and measurement to be used for your products. 



Weight Units of Measure

Choose the default units of weight to be used for your inventory products. Multiple imperial and metric options are available. 


Dimensions Units of Measure

Choose the default units of measurement to be used for your inventory products. Multiple imperial and metric options are available.


SKU autogeneration

Choose whether to generate SKUs for your stock, service and fixed asset inventory items automatically or manually enter SKUs yourself. Auto-generated SKUs will follow the pattern specified in this setting. SKU autogeneration can be enabled/disabled at any time without affecting existing SKUs. 



Purchase Process Customisation

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These settings include a range of parameters to customise the purchase workflow to meet your business process requirements. See Processing a Purchase and DEAR Support - Purchase for more information about the purchasing process, workflow and features.


Default Purchase Method

You can control what method will be used for a new purchase by default: Stock First or Invoice First. This can also be changed from default at the individual purchase level. This will help you cover the GRNI (Goods Received Not Invoiced) and GINR (Goods Invoiced Not Received) scenarios (see below). 


Purchase Order will use

Prices for products added to a purchase order will be auto-filled. You can control which prices will show up on the purchase order/invoice once you select a product – either the Latest Supplier's price or the pre-set Fixed Supplier's price. You can change Fixed Supplier prices from the Product details screen. (Inventory -> Products -> [selected product]). Auto-filled prices can be manually changed on the purchase order.


Purchase documents

Customise the sorting order for Purchase Orders, Stock Received and Invoices. DEAR will either keep the order in which products were entered by the user or sort the list of products by name or SKU.


Minimum Before Reorder specified for

The Low Stock Reorder function allows streamlined reordering of stock that is running low, ensuring no sales are lost due to an item being out of stock. Low Stock Reorder is triggered by the Minimum Before Reorder quantity set on the product details screen (Inventory -> Products -> [selected product]). With this setting, you can choose to set the Minimum Before Reorder and Reorder Quantity on at the product level or location level. In the first case, a reorder event will be triggered when the total quantity of the product is below the minimum in all locations; in the second case, a reorder event will be triggered for every location when the quantity in the location falls below the minimum.


Default Attribute Set

Due to a large number of different requirements from system users, it is quite frequent that there will be a need to collect and store additional information that is not in the default purchase process fields. We have included the ability to create custom fields or Additional Attributes that can be linked to a purchase order. Selecting an attribute set from the dropdown menu will cause the custom fields from this set to appear in the Attributes & Logs tab of your purchase process.


Limit product search by supplier

If this option is enabled, only products supplied by the selected vendor will appear when searching for products for the purchase order. If it is disabled, all inventory products will appear in product search. You can add suppliers to a product through the Suppliers tag on the Product Details screen (Inventory -> Products -> [selected product]). 


Use Put Away

When this option is enabled, the Put Away tab is added to the purchase process after Stock Received. When disabled, only the Stock Received tab will be visible. 


Put Away is applicable to Advanced Purchases only – it is not applicable to Simple Purchases. For more information, see Advanced Purchase - Partial Orders/Deliveries.


When enabled, this option splits the receiving process into two steps, namely, Receiving and Put Away. Done through the Stock Received tab, Receiving means to receive goods from the truck. On the other hand, Put Away means to put stock into bins/location after receiving.


If Put Away is enabled and your organisation uses DEAR Warehouse Management System (WMS), it can also be performed from within DEAR WMS. For more information, see DEAR Warehouse Management System.


Enable Accrued Inventory Transactions

Enabling this setting enables Inventory Accrual and Stock in Transit transactions and cost calculation to take place. Inventory Accrual transactions and cost calculation take place when a Stock First Purchase is processed. (Goods Received, Not Invoiced). Stock in Transit transactions are happening when an Invoice First Purchase is processed. (Goods Invoiced Not Received).


Goods Received Not Invoiced Account

Select an account for Inventory Accrual (GRNI) transactions (only visible if Accrued Inventory Transactions are enabled). You will need to create a GRNI account in General Settings -> Reference Books -> Financials -> Chart of Accounts if you do not have one yet.

  • Required Account Settings:
    • Account Type – Current Asset OR Current Liability
    • System Account – None
    • Doesn't accept payments.


Goods Invoiced Not Received Account

Select an account for Stock in Transit (GINR) transactions (only visible if Accrued Inventory Transactions are enabled). You will need to create a GINR account in General Settings -> Reference Books -> Financials -> Chart of Accounts if you do not have one yet.

  • Required Account Settings:
    • Account Type – Current Asset
    • System Account – None
    • Doesn't accept payments.


Enable Archiving

Purchase Orders older than a certain threshold can now be archived and removed from the general sales tasks lists. An Archive button is also displayed on unauthorised Quotes; clicking the Archive button will immediately archive the document. They can still be viewed by applying the Archived filter on the task lists page. Quotes with prepayments will not be archived by the system. 


Archive Purchase Orders older than

Choose the time period for Archiving.


Enable Order Approval

DEAR allows you to approve purchase orders or mark them as rejected if they have been rejected by the supplier. Rejected orders can be reviewed and reset to draft status if required. See Order Approval for more information.



Sale Process Customisation

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These settings include a range of parameters to customise the sales workflow to meet your business process. See Processing a Sale and DEAR Support - Sale for more information about the sales process, workflow and features.


Assign an invoice number

This setting selects the moment when an invoice number should be assigned to the sale. On sale creation will allocate an invoice number as soon as a sale order is created, On invoice authorisation will postpone allocating an invoice number until the invoice has been authorised.


Default Sale Tax Rule

This will auto-fill the Tax Rule field for new customers; this field can be left blank. The Tax Rule can be changed from default at the individual sale and customer level. 


Available quantity is limited to

When selling stock, DEAR calculates available quantity either in all locations or a single location. Use this option to limit the stock available for sale to the location selected in the sale header or allow stock in all locations to be selected. 


NOTE: This option is not applied to the B2B portal; location for B2B is taken from B2B portal settings.


Sale documents

Sorting of sale documents can also be customised. Sorting of sale order lines can be according to:

  • Screen order (order of creation)
  • Alphabetical order
  • In order of SKU
  • A combination of stock location, custom attributes and screen order.


Fill an invoice date

You can select when to fill an invoice date. The invoice date can either be filled in when the invoice is authorised or when the order is authorised. You can also choose whether to fill the invoice date with the current date at the time of the fill or the sale order date. 


Quote is

The Quote part of the sale process can be kept visible or skipped by default if your business does not generate quotes. You can manually change if quotes are used or not at the individual sale level. 


Picking/Packing/Shipping is

You can also automate some or all of the fulfilment process steps. The picking, packing and shipping tabs can either be manually completed or auto-filled if automatic is enabled. Automatic picking is only carried out if sufficient inventory is available to complete the order. 


NOTE: Pick and Pack must be set to MANUAL to use the DEAR WMS app.


Discount rule is

This will let the system process any available discount on a sale by either amending the sale price of the item or recalculating the discount % in the sale order line for the eligible item. 


Automatically Apply Discounts

Enable this option to allow DEAR to apply discounts upon the authorisation of a sale order automatically. If this option is disabled, discounts must be manually applied. See Product Discounts for more information on this feature. 


Apply customer discount after other discounts

You can enable applying additional customer discounts after product discounts have already been applied. See Product Discounts for more information on this feature.


Default Attribute Set

Due to a large number of different requirements from system users, it is quite frequent that there will be a need to collect and store additional information that is not in the default sale process fields. We have included the ability to create custom fields or Additional Attributes that can be linked to a sale order. Selecting an attribute set from the dropdown menu will cause the custom fields from this set to appear in the Attributes & Logs tab of your sale process.


Show Invoice tab before Fulfilment tab

This setting changes the order of the Invoice and Fulfilment tabs to better reflect your sale workflow. 


Make Stock Allocation Optional (Advanced Sale Only)

This option only applies to Advanced Sales (sales with multiple fulfilments). When disabled, it is mandatory to allocate stock for the entire order at the time the sale is authorised. When enabled, you can opt not to allocate stock straight away for the orders that are to be fulfilled over an extended period. With optional stock allocation, the stock will not be allocated until the picking stage. 


Enable Archiving

Purchase Orders older than a certain threshold can now be archived and removed from the general purchase lists. An Archive button is also displayed on unauthorised Purchase Orders, clicking the Archive button will immediately archive the document. They can still be viewed by applying the Archived filter on the task lists page. Purchase orders with prepayments will not be archived by the system. 


Archive Sale Quotes older than

Choose the time period for Archiving.


Default quantity for new line

Set the default quantity for a newly created quote line or order line. By default, the new line quantity is set to 0. 


Enable Quote Approval

DEAR allows you to approve quotes or mark them as rejected if they have been rejected by the customer. Rejected quotes can be reviewed and reset to draft status if required. See Quote Approval for more information.



Rounding Table

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Calculated prices are rounded up or down based on this rounding table. See Managing Price Tiers - Rounding for more information on this feature. 




Sale Price Tier Names

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DEAR Inventory lets you set up to 10 Price Tiers for each individual product. Customers are assigned a price tier which sets what price they can buy products for. Price Tier names are set up here in General Settings while Price Tier values are managed from the Inventory module. 


Setting prices at the product level is optional since they can also be set and modified at the purchase or sales level.




Document Numbers

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DEAR generates document numbers for transaction documents (Purchase Orders, Sale Orders, Invoices, etc.) automatically. In this section, you can specify the prefixes/suffixes and starting document numbers for autogeneration. 




Multilingual Support

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Products, Customer and Supplier names and details can be entered in multiple languages by enabling this setting. See Multilingual Support for more information. This feature does NOT affect the system text. 

  • Currently supported languages: English, Czech, Chinese (simplified), Chinese (traditional). Please contact DEAR support if you wish to use a different language. 
  • Once you have entered localised names for Products, Customers or Suppliers, please do not change the default language. 




Gift Card Settings

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You can offer Gift Cards to your customers that they can then use to pay for your products and services. Gift Cards can be used for in-app sales as well as for the B2B and POS sale channels. Gift Cards must be enabled here in General Settings before they can be offered to customers. 



Enable Gift Card Support

This setting must be enabled to use the Gift Card function and make the other Gift Card Settings visible. 


Gift Card Account

Select an account for Gift Card transactions (only visible if Gift Cards support is enabled). You will need to create a Gift Card account in General Settings -> Reference Books -> Financials -> Chart of Accounts if you do not have one yet.

  • Required Account Settings:
    • Account Type: Current Liability
    • System Account: None
    • Accepts payments.


Enable Gift Card Expiration

Gift Cards can be issued with or without an expiration date. Enabling Gift Card expiration will make the Default Expiration Period setting visible.


Default Expiration Period

Enabling Gift Card expiration will make the Default Expiration Period setting visible. This setting selects the default Expiration period for issued Gift Cards. You can manually change or remove the Expiration date of individual Gift Cards from default as they are issued. See Generating Gift Cards for more information. 


Enable Gift Card refund

When enabled, this setting allows Gift Cards to be refunded or cashed in. Gift Card refund is only available for unused Gift Cards; partial balances cannot be refunded. See Cashing in/Refunding Gift Cards for more information.


Tooltip Settings

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Tooltips are present anywhere suppliers, products, stock, customers, and product deals are displayed (see Tooltips in DEAR for more information). The display of these tooltips in the system is configured under the Tooltip Settings section in General Settings


Tooltips are turned on by default, as seen in the marked checkboxes. To turn off a tooltip, uncheck a box. To turn a tooltip back on, check the corresponding box from the list. For example, if you previously turned off tooltips by unmarking all checkboxes, you can enable all tooltips again by marking all the boxes.


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