Introduction

The eBusiness User/Profile Preferences page allows a System Administrator to set an organization's Account, Contact, and Accounting Preferences. Hierarchical custom preferences allow Admins to divide an organization into separate functional areas by assigning a different set of preferences to users and profiles.

How to Configure eBusiness User/Profile Preferences:

  1. Click the eBusiness User/Profile Preferences link under Settings Pages on the Charge App page.

  2.  In the Organization Default Account & Contact Preferences section, select the desired Account and Contact settings. See the Organization Default Account & Contact Preferences section for more information on these options.

    1. Enable Individual Accounts

    2. Disable Save Payment Method Option

    3. Enable Billing Address Sync Bypass

    4. Individual Account Name Extension

    5. Update Contact Standard Phone Field

    6. Update Contact Standard Email Field

  3. In the Organization Default Accounting Preferences section, provide the desired default Account settings. See the Organization Default Account & Contact Preferences section for more information on these options.



    1. Business Group 

    2. Payment Terms

    3. Income Account 

    4. A/R Account

    5. Exception Account

    6. Exception Contact

    7. Item Weight UOM

    8. Adjustment Account

    9. Discount Account

    10. Refund Account

    11. Deposit Account

    12. Tax Account

    13. Tax Locale

    14. Calculate Sale Tax


    Click the Update Organization Wide Default Preferences button.

Organization Default Account & Contact Preferences:

The Organization Default Account & Contact Preferences section provides the options to set default preferences for Account and Contact records. 

Organization Default Account & Contact Preferences Available:

  • Enable Individual Accounts - Enables the system to automatically create an Account by populating the new Account's name with the First and Last Name of the Contact and appending the Individual Account Name Extension. This is only done when the Account field is left blank during contact creation.

  • Individual Account Name Extension field - The default value for this field is Person. The value specified in this field appends to the end of the Account's name and is conditionally required when selecting the Enable Individual Accounts checkbox. Common values used for this field are Household or Individual.

  • Update Contact Standard Phone Field - Updates the Contact's standard phone number when the Preferred Phone Type field defines a populated phone field. Depending on the option selected in the Preferred Phone Type picklist field, it will copy that field and paste it into the Phone field for the Contact. If this option is selected, the Phone field should not be used to add phone numbers, as it will autoupdate depending on the selection made in the Preferred Phone Type picklist.

  • Update Contact Standard Email Field - Updates the Contact's standard email address when the preferred email type field defines a populated email field. Depending on the option selected in the Preferred Email Type picklist, it will copy that field and paste it into the Email field for the contact. If this option is selected, the Email field should not be used to add email information, as it will autoupdate depending on the selection made in the Preferred Email Type picklist.

  • Disable Save Payment Method Option - Disables the Save Payment Method option system wide. For example: In the portal, if a customer is purchasing an item and they enter their payment information, they will not be provided with the option to save their payment method for future use. If your organization wants to provide Subscriptions that Auto Renew, this checkbox needs to be unchecked. A payment method must be saved to use the Auto Renew feature.

Organizational Default Accounting Preferences:

The Organization Default Accounting Preferences section provides the options to set default Accounting preferences if none are specified during record creation. 

Organization Default Accounting Preferences Available:

  • Business Group - Organizations often separate their individual departments, affiliates, partners, and subsidiaries, etc., into Business Groups to divide operations for reporting purposes. The Business Group selected here will be applied to any records that require a Business Group when one is not specified.

  • Payment Terms - The attribute that defines the period allowed for a buyer to pay off the amount due. The Payment Term selected here is used on Sales Orders and Invoices when the Payment Term is not specified. There are default Payment Terms pre-defined in the system (Due of Receipt, Net 15, and Net 30). However, custom Payment Terms can be created from the Payment Terms tab.

  • Income Account - The Credit Account used when posting revenue in an A/R transaction, which is used to track income or revenue from any given sale for a particular Item. The Income Account selected here is used on Item records when one is not specified. This can be created from the GL Account related list on the Business Group.

  • A/R Account - Refers to the outstanding Invoices a Business Group has or the money the company is owed from its clients. This is used on Invoices and on Business Group records when the A/R Account is not specified. This can be created from the GL Account related list on the Business Group.

  • Exception Account - Refers to an Account record created in the system that's used as a Default Account if one is not selected. The Exception Account selected here is applied to any records created where an Account is required but no Account was specified. This can be created from the Accounts tab.

  • Exception Contact - Refers to a Contact record created in the system that's used as a Default Contact if one is not selected. The Contact Account selected here is applied to any records created where a Contact is required but no Contact was specified. This can be created from the Contacts tab.

  • Item Weight UOM - Item Weight UOM is an Item's Unit of Measure. The Item Weight UOM selected here will be used for shipping purposes when an Item weight is not specified.

  • Adjustment Account - The Debit Account to use when posting Adjustments to Invoices that have already posted to A/R. The Adjustment Account selected here is used anytime an Item record is created and the Adjustment Account is not specified. This can be created from the GL Account related list on the Business Group.

  • Discount Account - The Account to debit when discounting a sale related to an Item. The Discount Account selected here is used anytime an Item record is created and the Discount Account is not specified. This can be created from the GL Account related list on the Business Group.

  • Refund Account - The account to debit when refunding/crediting customers who have purchased an Item. Also, known as a Credit Account. The Refund Account selected here is used anytime an Item record is created and the Refund Account is not specified. This can be created from the GL Account related list on the Business Group. 

  • Deposit Account - The Account to debit when discounting a sale related to an Item. The default deposit account to use for posting cash entry transactions.

  • Tax Account - Defines the Tax Liability Account to be used as the credit entry of the order's Transaction. Populated as the Income Account on the Tax Item by default. Used for Taxes.

  • Tax Locale - Refers to the Countries, Provinces, States, Cities, and Zip Codes that may have various taxation policies related to the selling of products. In this field, enter the API name of the Sales Order Line field the system is to evaluate for the tax locale. Used for Taxes

  • Calculate Sale Tax - Ensures taxes are consistently applied to Items within the organization. See the Managing Tax Default Settings page for more information.

  • Installments for Tax and Shipping - When checked, tax and shipping will be equally divided among installments for Invoices.

System Hierarchy:

The System Hierarchy first defers to whatever value is input during record creation, followed by the User Settings, Profile Settings, and the Organization Settings.

  1. Any value selected while creating a record

  2. User Default Settings

  3. Profile Default Settings

  4. Organization Default Settings

How to Create New User or Profile Preferences:

Setting New User or Profile Preferences will override the Organization Default Account, Contact, and Accounting Preferences for that User or Profile.

  1. Click the Create New User/Profile Preference button. This will open the New Settings window.



  2. From the New Settings window, in the Setup Owner Type picklist, select an Owner Type (User or Profile).

  3. In the Profile picklist, select the Profile to assign to the Owner Type. If the Owner Type is set to User, assign a user to the User lookup field.

  4. In the Account & Contact Preferences section, select the desired options:

    1. Update Contact Standard Phone Field - Updates the Contact's standard phone number when the Preferred Phone Type field defines a populated phone field. Depending on the option selected in the Preferred Phone Type picklist, it will copy that field and paste it into the Phone field for the contact. If this option is selected, the Phone field should not be used to add phone numbers as it will auto update depending on the selection made in the Preferred Phone Type picklist.

    2. Update Contact Standard Email Field - Updates the Contact's standard email address when the Preferred Email Type field defines a populated email field. Depending on the option selected in the Preferred Email Type picklist, it will copy that field and paste it into the Email field for the Contact. If this option is selected, the Email field should not be used to add email information as it will auto update depending on the selection made in the Preferred Email Type picklist.

    3. Enable Individual Accounts - Enables the system to automatically create an Account by populating the new Account's name with the First and Last Name of the Contact and appending the Individual Account Name Extension. This only occurs when the Account field is left blank during Contact creation.

    4. Disable Save Payment Method Option - Disables the Save Payment Method option system wide. For example: In the Portal, if a customer is purchasing an item and they enter their payment information, they will not be provided with the option to save their payment method for future use. If your organization wants to provide Subscriptions that Auto Renew, this checkbox needs to be unchecked as a payment method must be saved to use the Auto Renew feature.

    5. Individual Account Name Extension - The value specified in this field appends to the end of the Account's name and is conditionally required when selecting the Enable Individual Accounts checkbox. 

  5. Click Save to finish customizing a User or Profile's accounting preferences.