Preferences dialog box: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.

In the Preferences dialog box, you can make choices about how to track information in Microsoft Office Accounting 2009.

Open the dialog box

  • On the Company menu, click Preferences.

Dialog box options

The dialog box contains the following options.

ShowCompany tab

Option Description
Use account numbers Select to have an account number field appear in all account records. Some companies prefer to number their accounts rather than relying on a name description only.
*Use classes Select to have a Class field appear on all forms that relate to income and expenses. By using classes, you can organize your information in ways that are meaningful to you. For example, some companies track their income and expenses by regions, and others by their types of enterprises.
*Use jobs Select to have a Job field appear on all forms that relate to income and expenses. By using jobs, you can organize your income and expenses by projects. You can determine the profitability of each project and maintain tighter control of your business.
*Use change log Select to track every change made to the master records. A change log is a record of all changes that are made to the master records, such as account, vendor, customer, employee, item, and job records. To view the Change Log report, on the Reports menu, point to Company and Financial, and then click Change Log.
*Clear Log Click to open the Enter Date Range dialog box. Select the end date for when you want the system to clear the information in the Change Log report.
*Log space used Displays the number of megabytes (MB) on the hard disk that is used for the log.
Allow duplicate document numbers Select to allow duplicate numbers for your document transactions.
Do you pay sales tax Select if your company pays sales tax.
Tax Groups Click to manage sales tax groups.
On what basis do you pay sales tax Select either Accrual basis (when customer is invoiced) or Cash basis (when customer pays invoice). If you did not select the Do you pay sales tax check box, these options are unavailable.
Prevent posting before

Click the arrow to select a date prior to which no posting can occur. If you attempt to record a transaction form with a date prior to the date entered in the field, an error message appears reminding you that you are trying to post to a closed period.

 Note   You can only change the starting date of the first fiscal year and the closing date of the last fiscal year.

Fiscal Year Click to manage fiscal year tasks such as opening, closing, or editing a fiscal period. You must have Owner, Accountant, or Office Manager access to perform this action.
*Use foreign currencies Select to use the foreign currency feature in Office Accounting 2009. When this option is selected, foreign currency options and information are displayed on all transaction documents such as vendor bills, invoices, or journal entries.

ShowCompany tab (Express only.)

Option Description
Use account numbers Select to have an account number field appear in all account records. Some companies prefer to number their accounts rather than relying on a name description only.
Use customer ID Click to use customer IDs. A customer ID is an optional number or name that should be unique. Using a customer ID provides a quick way to identify your customers in the Customer List. If you decide to use customer IDs, a number is assigned to each customer. You can edit the number in the customer record. To learn more, see Edit a customer record. The customer ID also appears next to the customer's name on the Customer Name list on all forms that relate to the sales process, such as quotes, sales orders, and invoices.
Use vendor ID Select to use vendor IDs. A vendor ID is an optional number or name that should be unique. Using a vendor ID provides a quick way to identify your vendors in the Vendor List. If you decide to use vendor IDs, a number is assigned to each vendor. You can edit the number in the vendor record. To learn more, see Edit a vendor record. The vendor ID also appears next to the vendor's name on the Vendor Name list on all forms that relate to the purchasing process, such as purchase orders and vendor bills.
Use employee ID Select to use employee IDs. An employee number is an optional number, group of letters, or name that must be unique. Using an employee ID provides a quick way to identify your employees in the Employee List. If you decide to use employee numbers, a number is assigned to each employee. You can edit the number in the employee record. To learn more, see Edit an employee record.
Allow duplicate document numbers Select to allow duplicate numbers for your document transactions.
Prevent posting before

Click the arrow to select a date prior to which no posting can occur. If you attempt to record a transaction form with a date prior to the date entered in the field, an error message appears reminding you that you are trying to post to a closed period.

 Note   You can only change the starting date of the first fiscal year and the closing date of the last fiscal year.

First day of the week on timesheet (Required.) Click the arrow and then select the day your company work week starts.
Who will run payroll when using Accountant Transfer Select whether you or your accountant will run payroll and issue checks when you use Accountant Transfer.
Do you pay sales tax Select if your company pays sales tax.
Tax Groups Click to manage sales tax groups.
On what basis do you pay sales tax Select either Accrual basis (when customer is invoiced) or Cash basis (when customer pays invoice). If you did not select the Do you pay sales tax check box, these options are unavailable.

Show*Customers tab

Option Description
Use customer ID Click to use customer IDs. A customer ID is an optional number or name that should be unique. Using a customer ID provides a quick way to identify your customers in the Customer List. If you decide to use customer IDs, a number is assigned to each customer. You can edit the number in the customer record. To learn more, see Edit a customer record. The customer ID also appears next to the customer's name on the Customer Name list on all forms that relate to the sales process, such as quotes, sales orders, and invoices.
Default shipping term Click the arrow and select the shipping term that you use most often. To add a new default shipping term, see Manage Shipping Term dialog box: options and information. The default shipping term appears in the Default shipping term box. When your company sells products or services, every time you create a new sales document, like an invoice, the selected default shipping term appears in the Default shipping term box.
Default annual interest rate (Required.) Enter the interest rate that you want to charge customers for overdue accounts or accounts that they pay over time.
Default minimum finance charge (Required.) Enter a minimum amount to charge accounts that are overdue or are paid over time.
Grace days (Required.) Enter the number of days beyond the due date before interest is calculated.
Calculate finance charge from Select either Due date or Invoice date. Due date refers to the date a customer payment is due to your company based on your terms. Invoice date refers to the date of the invoice.

Show*Vendors tab

Option Description
Use vendor ID Select to use vendor IDs. A vendor ID is an optional number or name that should be unique. Using a vendor ID provides a quick way to identify your vendors in the Vendor List. If you decide to use vendor IDs, a number is assigned to each vendor. You can edit the number in the vendor record. To learn more, see Edit a vendor record. The vendor ID also appears next to the vendor's name on the Vendor Name list on all forms that relate to the purchasing process, such as purchase orders and vendor bills.
1099 Categories Click to add, edit, or remove 1099 categories . These categories are used in the 1099 Summary and 1099 Detail reports to group together payments that you have made to 1099 vendors, thereby helping you to create accurate 1099-MISC forms at year end.
Use item numbers Select to use item numbers. An item number is an optional number or name that must be unique. If you decide to use item numbers, a number is assigned to each item. You can edit the number on the Item form. To learn more, see Edit an item. Item numbers appear only on internal records, such as the Item form, the Change Item Price dialog box, the Item List, and as an optional column on the Physical Inventory Worksheet report. Item numbers do not appear on transaction forms that you send to your customer, such as the Invoice form and the Customer Credit Memo form.
Check for item quantity on hand Select to receive a warning when the inventory quantity on hand falls below zero.
Update cost automatically Select to automatically update costs for items when the purchase price differs from the system cost records. The update occurs when the items are received on an item receipt or vendor bill.

Show*Employees tab

Option Description
Use employee ID Select to use employee IDs. An employee ID is an optional number, group of letters, or name that must be unique. Using an employee ID provides a quick way to identify your employees in the Employee List. If you decide to use employee IDs, a number is assigned to each employee. You can edit the number in the employee record. To learn more, see Edit an employee record.
First day of the week on timesheet (Required.) Click the arrow and then select the day your company work week starts.
Who will run payroll when using Accountant Transfer Select whether you or your accountant will run payroll and issue checks when you use Accountant Transfer.

ShowOnline Sales tab

Option Description
Enable online sales Select to enable online sales. The default setting in Company Setup is to enable online sales; however, you could have elected to disable this feature during setup.
Reset download start date Click Select Date to change the date of your next online order download.
View Online Preferences Click to manage your online sales settings.

ShowSystem Accounts tab

When you create a new company, Accounting 2009 creates certain basic accounts, assigns them names, and designates them as system accounts. You can edit these accounts, or on the System Accounts tab, you can select other accounts in the chart of accounts to act as system accounts. Click the arrow next to the account you want to change, and then select another account from the list as the system account. If you want to create a new financial account, click Add a new Financial Account.

ShowGeneral tab

Option Description
Play sounds with events and actions Select to generate a sound on your computer when you complete a transaction in the system.
Restore Default Settings Click to restore all default message settings. By default, Accounting 2009 opens messages that alert you to consequences of certain transactions. For example, you are alerted if the balance of a checking account will go below zero or inventory balances will be negative if a current transaction is recorded. You can click In the future, do not show this warning on the message to prevent it from appearing in the future.
Default "File as" setting for new names Click the arrow and then select Company, Last, First, or First Last to change the default setting on new Customer, Vendor, or Employee forms. By default, Accounting 2009 automatically files names in the Company format. For example, a company named Phone Company will be listed as Phone Company.
Manage Service Mappings Click to change the linking of external attributes or information from online services to financial accounts, pay types, or records in Accounting 2009.
Log space Displays the amount of space in the log.
Clear Log Click to clear the log.
Log content Select an option for the types of errors to be logged.
Show online advertisements for products and services Clear the check box to remove online advertisements from Accounting 2009.

Related topics

Change preferences
 
 
Applies to:
Accounting 2009