Administrative: Overall Control

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Administrative: Overall Control

Used to set overall ALMSys system controls.

Layout / How To
Miscellaneous Page
The Next Payment Receipt Number is used to set what the next payment receipt number will be. ALMSys will automatically increment this field by 1 when generating receipts. This number may be overridden at the location level.

Invoice Controls
All ALMSys statements are assigned an invoice number. The next invoice number to be used is on the screen and may be changed. The Invoice number will increment by one until the Maximum Invoice Number has been reached, and then it will start over at 1.

Invoice images will be stored in the ALMSysSQL\Invoices folder unless you set the Create Invoice Image Files? to No.

Run Detail Report After Billing? will automatically launch the Invoice Number Billed Detail report whenever any statement run is performed.

Security: Two factor authorization? Turning this on will cause ALMSys to ask for a 6-digit code that is e-mailed to the user's e-mail address. (This is in addition to the user entering a user i.d. and password.)

ACH / EFT / Recurring Controls. By default, ALMSys disallows automatic payments beyond the scheduled end of a deal. These settings allow you to override these defaults and allow ACH or recurring payments to be made.

Credit Card Controls. The credit card interface will allow the recurring and payment screens to show credit card fields. Please note that the credit card interface set up needs to be coordinated with ALMSys Support as an external credit card processor company needs to become involved. If you want to store credit cards in ALMSys, but not process them using ALMSys, then you will need to turn this on so that the fields show up in the Account - EFT Setup screen.

Payment Batch Controls. This will control if "normal" payments are to automatically be tagged to be exported in the accounting interface. If you use the other accounting interfaces, then you will most likely want to set this to yes. It is important to note that only "normal" payments are automatically added.

Accounting Cutoff Date. This will prevent any postings to be before that date.

Depreciations Controls. This will allow you to stop depreciating each lease when the depreciation term has been reached. By default, depreciation keeps going until it reaches a zero book value.

Alternate Late Fees. This is for loans only and will turn on Alternate Late Fee tracking. See Accounts - Payment - Loan History for more details.

Lease Company Page
This page is used to control the overall settings for the lease/loan company. Here you will find overall company name, address, phone numbers, contact information, RVI information, and Termination Estimator defaults.

Ledger Interfaces Page
This page is used to identify to ALMSys which ledger export interface you are using (if any). Please have Support assist you with the settings from specific external ledger interfaces.

Balancing and Journal Settings
For the lease billing journal, you can tell ALMSys to include or exclude term #1.

If you are balancing using Lease Receivables AND Unearned Interest, then check this box. (This is not commonly checked.)

System Folders Page
This information is stored in the ALMSysConnect.ini file. Updating the values from this screen will change the ALMSysConnect.ini file settings.

The ALMSys Query folder contains the report templates needed for reports. This is typically set as \ALMSysSQL\Query. The path to this folder must be the same for each user.

The ALMSys Documents folder contains documents for mail merges. This is typically set as \ALMSysSQL\Documents. The path to this folder must be the same for each user.

The ALMSys Users folder is where each user will write temporary files. This is typically set as \ALMSysSQL\Users. The path to this folder must be the same for each user.

The ALMSys Invoices folder contains images of invoices created by ALMSys. This is typically set as \ALMSysSQL\Invoices. The path to this folder must be the same for each user.

The ALMSys Quotes folder contains work files and PDF exports created by the ALMSys Quotes add-on module. This is typically set as \ALMSysSQL\Quotes. The path to this folder must be the same for each user.

Work Clean up Page
ALMSys writes many hundreds of internal work files during your ALMSys sessions. Most of the time, ALMSys will create and delete these files without you even seeing them.

However, programs are not perfect and sometimes the work files may not get deleted. You can either use this screen to delete them or simply wait until ALMSys automatically deletes them after about ten days.

Transaction Log
SQL Server maintains a special file called the transaction log. This file will grow each time an update is performed. In order to keep the size of this file under control, it needs to be "shrunk" periodically. It is recommended to perform this shrink at lease once per year. (All other users should be out of ALMSys when you do this.)