Reference Books are settings and information needed for successful system operation. While some data is not mandatory and can be added on the go, some sections are necessary for the system to function properly. So it's highly recommended to set the information in Reference Books at the very beginning.
Add addresses your company has. There are special merge fields for default business, shipping and billing types of address that can be used on documents templates.
Do not forget to mark the default address for each type. If two default addresses for the same type are marked - the first one will be used.
Add your company's contacts. Default billing contact appears on documents. If two default billing addresses are marked - the first one will be used.
List carriers you will be using to transport your goods.
Additional Attributes are used to store additional information for products, suppliers, customers and jobs.
This feature is only available with Large subscription plan.
The use of additional attributes is covered in in this article.
Chart of Accounts
If you do not connect DEAR to an accounting platform such as Xero or QuickBooks you will have a default chart of account and you will be able to edit accounts. If you are planning to connect the inventory system to an accounting application - it's highly recommended to do so at the very beginning as the rest of the data in DEAR are linked to the accounts. When creating a new DEAR account you will be asked if there is any accounting software you wish to use in conjunction with DEAR.
Please connect your Xero/Quickbooks account to DEAR and syncronize chart of accounts. After this you will be ready to set your inventory system correctly.
If DEAR is connected to an accounting software - no changes to the chart of accounts are allowed in DEAR. If you wish to edit the chart of accounts - you need to do so in the accounting applications and then run syncronization with DEAR.
For more details on chart of accounts click here.
Once the chart of accounts is set you are able to map accounts for DEAR.
Make sure all accounts are mapped correctly as this is the information DEAR will use to create accounting transactions by default (you can also specify different accounts for different customers, suppliers, products). Incorrect accounts mapping may lead to synchronization fail and problems with financial and tax reporting.
More details on account are covered here.
If DEAR is used with accounting software you need to create tax rules in your accounting applications and synchronize them to DEAR. However you are still able to add new tax rules - sub-rules for the ones that already created in the accounting application. You are also able to set whether a tax rule is tax inclusive or tax exclusive. Tax exclusive means that the tax is calculated by multiplying the tax rate by the price entered and added to the total, tax inclusive means that the price entered already includes tax.
This are the payments terms that can be set for suppliers/customers and for separate sale/purchase orders. You can select from three available methods: Number of days, Day of next month or Last day of next month. For Number of days enter the amount of days within which the payment is due (Net 30, Net 60..), for Day of next month enter the date when the payment is due. You can set default terms and also make payment terms inactive.
You can add and modify here categories for product segmentation.
You can manage your locations (warehouses, shops, etc) here as per your subscription.
Units of Measure
You can define units of measure you will be using to measure your products or services.
Here you can define rules for product discount.
Click here for more information.