System Setup

Each company in each part of the country does business a little differently. Different terminologies and different business needs. Baja comes with a generic set of codes pre-loaded. The system setup window allows you to customize Baja to your company and your specific needs. This window contains company information, such as name and address, specific information about your computer, and the system codes related to the way you do business.

General Tab
The General Tab of the System Setup window contains basic name and address information about your company. It is necessary to click the Update button on this tab to save any changes to this information.

Company Name
Enter the name as you wish it to appear on report headings and on invoices.


Address
Enter the address, city, state and zip code as it should appear in the invoice.


Phone Numbers
Enter your primary voice and fax phone numbers.


Tax ID and License Nbr
Enter your business Tax ID and state license number.


Tax Rate
Enter the sales tax rate as a percentage. For example a five percent tax rate should be entered as "5.0"


Input Path
This is the file directory that is used to temporarily hold new document images. This is only used as the default directory to open when the browse button is clicked in the Indexing Wizard window.


Document Path
This is the directory in which all document images are stored


Document Path
This is the directory in which all document images are stored


Starting Invoice
This is the invoice number that will be used. This is automatically incremented by one on the next invoice produced by the system.


Web Macro Delay
This option is used to adjust the delay between the beginning of a page download and the system generated reply. Reducing this number causes the Skip macros to execute more quickly. You may need to increase this parameter to allow some complex pages to fully download before sending the recorded reply.


Document Viewer
This option determines which software is used to display document images. NOTE: WinXP users must select "browser".


Codes Tab
This tab allows you to add or modify all of the internal system codes.

Charge Code
Charge Codes are used by the system to identify specific actions associated with each case. Charge codes are used for setting client rates and invoicing each case. You should include action codes for each category commonly billed to your clients. NOTE: It is a good idea to start with a relatively small number of tracking codes and add codes as there is a need. If a code is used on one or more cases, it cannot be deleted from the system.
Per Unit
For charges which depend upon a quantity, such as storage cost per day or a mileage charge per mile, enter the unit such as "days" or "miles".
Account Name Override (QuickBooks Interface)
If a separate income account is to be posted for these charges, enter the account name or account number. If no name is entered, the amount will be posted to the default income account (see Accounting Tab).


Status Code
Status codes should indicate the normal progression of steps for your business. Status codes are for information only with the following exceptions:
"Hold" and "Cancel" show boldly in the case heading.
"Cancel", "Close" or "Complete" cause today's date to be entered into the closing date field. If you need to change the date, that can be done by clicking on the field and re-entering the date.


Closing Action
The reason that a case is closed. A case is determined to be closed if a closing action has been assigned, regardless of the "Status Code".


Commission Codes
Commission Codes are used by the system to assign commission rates to employees and to quickly assign a commission to individual cases.
NOTE: If a code is used on one or more cases, it cannot be deleted from the system.


Tracking Codes
Charge Codes are used by the system to identify specific actions associated with each case. Action codes are used for case tracking and automatically formatting e-mail updates to your client.


Tracking Templates Tab
If you use Case Tracking to compose an e-mail update to your client/collector, the template is used to pre-format the content of your e-mail. Tracking Templates refer to the actions that you will want to document and possibly forward to the collector. Should you wish to add any further actions to the tracking template, you must first add it within the code tab under the action category. The Tracking Templates will be used for documenting work done in an attempt to recover the property to which the case is assigned.


Accounting Tab
The Accounting tab contains information that is required to produce a QuickBooks interface file. If you are not using the QuickBooks export feature you do not need to complete these items.

Company Setup
When the company is initially setup in QuickBooks, you must specify if the company is setup as a taxable or a non-taxable company. This setting allows Baja to select the file formats that will be compatible with QuickBooks.


Export New Invoices
When checked, Baja will prepare new invoices for export into QuickBooks. After your invoices are prepared, you will use the "QuickBooks Export" from the "Tools" menu to produce the export file.


Export New Payments
When checked, Baja will prepare new payments for export into QuickBooks. After your payments are applied, you will use the "QuickBooks Export" from the "Tools" menu to produce the export file.


Undeposited Funds
This item is not used at this time.


Accounts Receivable
This is the name of the receivable account in QuickBooks. When an invoice is processed this account will be debited for the total amount due.


Sales Tax Payable
This account, normally a liability account, will be credited for any tax amount appearing on the invoice.


Default Income
This account will receive the credit for the total invoice amount (less sales tax) for any charge code which does not contain an override. If you wish to break out the income produced by separate services on your P&L report, you may specify separate (override) income accounts for each charge code in the charge code setup.


Sales Tax Vendor Name
If your QuickBooks company is setup as a taxable entity, you must specify the sales tax vendor name.


Hold Harmless Tab
The Hold Harmless tab allows you to override the default wording of the hold harmless clause with your own wording.


Options Tab
The Options tab contains various information that is used to customize the appearance and functionality of the product.

Logo File
This option allows you to customize the appearance of your invoices by adding your company logo in the upper left corner of the page. The logo should be a 300x150 jpeg or gif file.


Format Email body.
When checked, Baja will attempt to automatically add the body of your tracking update to the e-mail body. Some e-mail providers do not fully support this option and it can produce unpredictable results. Alternativaly you can right-click in the e-mail and paste the update text.


Include Agent Assignment
The agent name is printed on the Repo Order. The names of third party agents are always printed.


Include Agent Update
A formatted section is added to the Repo Order for the agent to complete.


Include Tracking Notes
All of the tracking notes are printed following the formatted section of the Repo Order.


Client Contact Info
The name and phone number of the contact at the client are printed on the Repo Order.


Repo Order Style
Select the style of printed repo order.


Replicate Database
This causes the system to store an additional copy of all changes to the database. This option could harm your database if you are not using the Baja Companion .


Daily Property Rate
This is the base daily rate for storage of personal effects. This amount is used and overridden on each case by creating a debtor invoice and selecting the "Property Storage" action. The total fee is calculated from the number of days from the in and out dates entered on the case "Repo Tab" multiplied by this amount.


Clean Out Fee
This is the base daily rate for the clean-out and inventory of personal effects. This amount is used and overridden on each case by creating a debtor invoice and selecting the "Clean Out Fee" action.


Customer Storage Rate
This is the base daily rate for storage of personal effects. This amount is used and overridden on each case by creating a debtor invoice and selecting the "Vehicle Storage" action. The total fee is calculated from the number of days from the in and out dates entered on the case "Repo Tab" multiplied by this amount.


Invoice Format - Use Color
With this box checked the invoice will be printed with yellow highlights on the headings.


Invoice Format - Include Storage Location
With this box checked the storage location is printed on each invoice if it has been entered on "Repo Tab" of the case.


Invoice Format - Invoice Message
Any message may be entered to be printed on each invoice.