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System Defaults

How to Set Up System Defaults

Overview

To change system defaults, go to System > Setup > Defaults > System. Changing these settings reduces the data entry and simplify system processes. After changing system default settings, click Save to update your changes.

General

Mandatory Fields	When Off is selected, only card file names are mandatory to be completed. When On is selected, additional fields are made mandatory. Learn more in Mandatory fields.
Date Format	Change the date format system-wide. This impacts scheduling.
Time Format	Change the time format system-wide. This impacts scheduling.
Number Thousands Separator	Change the format of numbers over a thousand system-wide. This impacts importing and exporting data, for example, a CSV with spaces may result in numbers being treated as text in your spreadsheet.
Negative Number Format	Change the format of negative numbers system-wide. This impacts importing and exporting data.
System Alert Time	Set alerts to trigger a certain number of days prior to the due date.
No. Rows on Screen	Select 25, 50, 100 or 250 as the maximum number of rows a table can have on one page. This impacts the speed of the page loading.
Licence Release	Enter how long a user can be inactive before their licence is released to another user waiting to log in. The number of active licences / subscriptions you have purchased for your business is the same number of users that can be logged in to your simPRO build at one time. An inactive user is only logged out after the specified time limit when another user attempts to log in and there are no other licences available. They are not automatically logged out after the time limit if no other users are attempting to log in.
Service Jobs and Quotes	Select the check box to enable a single cost centreUS: Cost Center. A method for separating operational costs of the business for reporting and financial management. for service jobs and quotes in conjunction with the default cost centre. This speeds up the service job or quote creation workflow by skipping immediately to the cost centre after the customer and site details are entered.
Order Stage	Select the Purchase Order Stage that is the default upon creation. Select Restrict Unapproved Orders to allow only approved orders to be emailed.
Prepaid Time	Select Customer & site based to share the credited Prepaid Time across all the customer sites or select Customer based to manage each site independently within that customer.

Mandatory fields

When creating or editing a record in simPRO, such as a new customer card, the fields marked with an asterisk (*) are mandatory. If you try to save without entering data in these fields, a warning message appears.

By default, only the name of the card file entry is mandatory. To make additional fields mandatory:

Go to System > Setup > Defaults > System.
Under Mandatory Fields, select On.
Click Save.

The following fields in card files are mandatory:

Card file	simPRO Mandatory Fields
Customer - Company	Company Name Additional mandatory fields: Company Phone Street Address AU / NZ only: Suburb US / NZ only: City AU / US only: State UK only: Town UK only: County
Customer - Individual	First Name Last Name Additional mandatory fields: Primary Phone Street Address AU / NZ only: Suburb US / NZ only: City AU / US only: State UK only: Town UK only: County
Site	Site Name Additional mandatory fields: Zone Street Address AU / NZ only: Suburb US / NZ only: City AU / US only: State UK only: Town UK only: County First Name - Primary Contact Work Phone
Supplier	Supplier Name Additional mandatory fields: AU only: ABN NZ only: GST # UK only: VAT Reg. No. US only: EIN Street Address AU / NZ only: Suburb US / NZ only: City AU / US only: State UK only: Town UK only: County Work Phone
Employee	Employee Name Additional mandatory fields: Email Password Security Group (If a User licence has been assigned)
Contractor	Contractor Company Name Additional mandatory fields: Email Password Security Group (If a User licence has been assigned)
Catalogue item	Item Name

Create custom fields for each card file type in System Setup > Custom Fields. Any custom field can be made mandatory to complete by selecting the Mandatory check box. Learn more in Custom Fields.

Custom fields for assets can also be made mandatory. Learn more in Asset Types.

Jobs

Create Job	Set the default newly created job as ProjectA medium to large job with multiple stages. You can then create progress claims (US: progress invoice) to invoice the customer for part of the job, for example, when a stage has been completed. or ServiceA standard do-and-charge or time and materials job..
Default Description Field	Select whether the Overview or the Cost Centre is the default for the description upon job creation.
Service Job Cost Centre	Select the default cost centre for service jobs. Select Update all customers to add this default to all customers. This is also the default for newly created customers.
Warranty Job Cost Centre	Select the default cost centre for warranty jobs. This is used in conjunction with Automatic Triggers to change warranty jobs to an alternate Job Status after completion. Useful when warranty billing or follow-up processes differ from standard jobs.
Invoice Job	Select Move to Invoiced Jobs to change the stage after fully invoicing a job. Select Leave in Current Stage to leave the job in the current stage.
Lock Job	When a job is locked, select if this locks the Price & Items or Price & Budgets. Locking price and items stops anyone making changes to estimated labour and materials. Locking price and budgets stops anyone changing the sale value of the job, but allows for revised estimates of materials and labour.
Retention - Variations	Select whether new variation sections should be included or excluded in retention calculations by default.

Quotes

Create Quote	Set the default newly created quote as Project or Service.
Default Description Field	Select whether the Overview or the Cost Centre is the default for the description upon quote creation.
Quote Stage	Select the stage of a quote upon creation. Select Restrict Unapproved Quotes to allow only approved quotes to be emailed.
Move Schedules to Job on Converting	Select Yes to send scheduled hours on a quote to the job when the quote is converted. This adds the cost of labour associated with the quote to the job, allowing you to track the costs of preparing the quote prior to winning the job.

Customer Assets

Customer Assets Auto Assign to Jobs

Select On to automatically assign any assets present on the site to the job upon job creation.

This is not applicable for recurring jobs, where assets need to be added manually.

Stock to Customer Asset Create Stage

Select Allocation to Job to alert the user to create assets when catalogue items marked as assets are allocated to the job. Select Receipting of Order to alert the user to create assets when items marked as assets are receipted.

Save Maintenance Planner Descriptions to

Select to add maintenance plannerEnterprise only: An add-on that tracks customer assets and alerts you when they are due to be serviced. descriptions in the Overview, Cost Centre or None. The maintenance planner description lists the asset ID, asset type, service level and service date for each of the assets included in a job that is created through maintenance planner.

When Customer Assets Auto Assign to Jobs is turned on, customer assets are automatically added to every cost centre you create until the job is saved. If you want to stop assigning assets to the new cost centres you create, save the job before continuing. This setting only applies to jobs created in simPRO, and not jobs booked in the customer portal. Learn more in Customer Portal.

Default New Customer as	Select to the default for new customers to be Company or Individual.
Customer Type Conversion to Customer on	Select to convert leads to customers upon Quote Creation or Job Creation.

System Defaults

How to Set Up System Defaults

Overview

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