Setting up general preferences

To set up general preferences

From the > Setup menu, click Company > Preferences.
On the General tab, enter the following information:

For

Do this

Company name

View the company name, which can be up to 80 characters. It is entered for you from when you installed Ajera. Together with the registration code, it identifies your copy of Ajera software. If you need to change the company name, contact Ajera Client Services. The company name can optionally be printed on reports and invoices.

Note:

If you select the Use multi-company check box below, this field label changes to Organization name, indicating that this is the parent organization with multiple companies associated with it.

Registration code

View the code that identifies your copy of Ajera software. It is entered for you from when you installed Ajera. You only need to change this code if asked to do so by Ajera Client Services.

Employer ID number

Type the federal identification number for your company, or the Social Security Number if you are operating as a sole proprietor. Be sure to include dashes in the appropriate places. This number prints on your 1099 forms.

Use departments

unavailable in ajeraCore unless you have the Departments add-on

By using departments, you can break out financial and project information by classifications within your company. For example, if you provide multiple types of services, such as architectural and environmental, or multiple sites, you can set up departments so you can track the profitability of each.

Select the check box to use departments.

Note:

If later, you no longer want to use departments, you can clear this check box only if you have not yet used any departments or if only one active department remains.

Restrict access to employee department only

Available when Use departments is selected.

When selected lists and windows in Ajera will be filtered by an employee's department only.

Use multi-company

unavailable in ajeraCore

Select this check box if you want to set up multiple companies in the same Ajera database. For more information, see Setting up company preferences for multi-company.

If you already are using Ajera, it automatically creates a company for the main organization and assigns existing employees, projects, bank accounts, credit cards, and transactions to that company.

In addition, the Company field or column automatically appears in many Ajera windows. When you work in Ajera, be sure that this field or column displays the company you want.

Note:

You cannot clear the Use multi-company check box after you set up multiple companies.

Restrict access to employee company only

Available when Use multi-company is selected.

When selected lists and windows in Ajera will be filtered by an employee's company only.

Reports logo

Select an image that you want to appear on company reports and financial statement designs.

Prepare your logo.
Click and select the file you created when preparing your logo.

Beginning balances:

Date

Enter the date for the beginning balances that you enter into Ajera. Typically, you would enter the date of your last reconciled trial balance.

More about how Ajera assigns dates

Complete

Select this check box when you are finished entering all your beginning balances. It makes the beginning balances unavailable by removing the Beginning Balances option from the menu bar for all employees.

Fiscal year:

Current year

Type the calendar year of the last month of your company's fiscal year. For example, your company's fiscal year is March 2009 to February 2010, so you enter 2010 in this field.

When you perform the Close Fiscal Year task, Ajera increments it to the next year.

Multi-company only. This field is unavailable in this window; instead, it appears in the > Setup > Company > Companies window.

First month

Select the first month of your company's financial reporting year.

Multi-company only. This field is unavailable in this window; instead, it appears in the > Setup > Company > Companies window.

Don't allow entries prior to

To prevent users from entering information before a certain date, enter that date. Otherwise, leave it blank.

For example, if you closed the year on 12/31/12 and do not want entries made before then, enter 01/01/2013.

Or, if you closed the month of October on 10/31/13 and do not want entries made before then, enter 11/01/2013.

More about how Ajera assigns dates

Enter accounting dates

Select this check box if you want Ajera to prompt you for an accounting date when you perform transactions that require it. If you leave the check box cleared, Ajera automatically assigns the accounting date for you.

More about how Ajera assigns dates

Phone numbers

Type as many as three phone numbers for your company in the fields on the left. Type any description for a number in the field to the right of it.

Note:

You can choose to print the first phone number on an invoice when you set up an invoice format.

Fax

Type a fax number for your company and any description to the right of it.

Type the email address of your company. You can click to send an email to that address now.

Website

Type the address of your company's website. You can click to open the website now.

Print Account ID on AP check

When setting up vendors, you can enter an account ID unique to that vendor. Select this check box to print that vendor account ID on the accounts payable (AP) checks.

Use Canadian cheque format

Only appears for Canadian Ajera users. Select this check box to produce Vendor Payment cheques using the new date format required by the Canadian banking system.

Upload Attachments Enabled

This box is checked if Upload Attachments has been enabled in Ajera Server Administration.

Click the Address tab.
In the Company Address box, enter address information in the first line and additional information in the other lines, as needed. For example, you might enter the street address in the first line and a building number and suite number in the remaining two lines. Then type the city, state, zip code, and country.
If your company's mailing address is the same as your company's address, select the Same as address check box. Otherwise, type the mailing address for your company in the Mailing Address box.