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1. "Company Details" Reference File
More>>Reference Files>>Administration
Enter details in tabs as required.
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Name and business numbers
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These may be used on templates for standard form output
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Company banking details
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Only required for specific financial interfaces; otherwise optional and for information only
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GST Rate
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Enter current rate and date from which the rate applies. If rate changes, add a new record with applicable date
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Set log in picture ("Splash Screen")
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Upload one jpg/gif/png file (under 800 kb) to display for a few seconds at each log on (depending on your browser, after uploading you may need to refresh the page to see the image). Don't forget to tick the "Show picture after logging in" flag after uploading
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Period
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The list of financial periods: Number and end dates.
The list must be kept up to date with current and future periods if invoicing/accruals are required - periods can be created in advance
•Transactions are allocated to the open period in which they fall or, if it is closed, the next available open one
•Other flags are for information only, as an indicator/check that invoicing has been run or that the period is archived
Tick the "Closed" flag when all transactions have been entered/imported for the period.
A common numbering convention is [financial year + month number] e.g. 202202 = August 2021 in a July-June financial year ending June 2022
Creating Financial Periods
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States
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State names for forms, templates and date fields
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2. "Country" Reference File
The list is pre-populated with countries
Use the suppress flag to hide those that are not required
3 "Custom Fields"
See here
4. "Domain" Reference File
Domain is AusFleet's top level classification, designed to allow separate geographical locations to be managed by different administrators if required.
The current active Domain is shown at the top right of the AusFleet screen.
Assets are allocated to the selected Domain when added to the AusFleet database
Use multiple Domains to restrict users' access to fleet items and inventory.
Selection menus and views are filtered based on domain allocation.
Multiple Domains are not essential and may not be required by your organisation.
•At least one Domain is required and will generally be sufficient for most needs
•Domains are allocated to users in Personnel module to control which items/transactions can be seen
•Domains are useful for Inventory module where multiple stores need to be controlled
•Example of use:
•Fleet operators in different regions who only need to see their own fleet items
•Workshop jobs that have to be raised for specific locations
•Stock that is ordered and used by separate stores
5. "States" Reference File
Add/Edit/Suppress states as required.
6. Parameters
6.1 Flags & Settings
More>>Parameters>>Flags & Settings
If you are using Single Sign On please set parameter 500
•500 Log on Authentication Use Active Directory with automatic log on
6.2 Default Values
More>>Parameters>>Default Values
AusFleet Support will assist with setting the following parameters correctly.
Amending values may adversely affect automated processes and prevent emails being sent.
•2240 Administration SMTP server name
•2250 Administration SMTP user name
•2260 Administration SMTP password
•2270 Administration Email from workshop
•2280 Administration Email from hire
•2290 Administration Email for password reset
•2300 Administration General email from
7. Templates
More>>Templates
The "Password Reset Email" is sent to users when they have reset their password using the link on the log on page.
8. Others
We recommend installing a bar code font on your computer so that bar codes can be printed from AusFleet, including on job cards, parts label and for inventory stock takes.
End of Chapter
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