Preferences

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General

Location, Currency, Taxes

In this section, you can customize alfons for your location. Please select your country and the desired currency. Selecting a country or country code is important because alfons will automatically prepend the appropriate abbreviations to documents addressed to foreign recipients. Furthermore, you can define the local tax names and three different tax rates. You don't need to consider a 0% tax rate here; you can always work with tax-free prices and items later.

Tags

Tags, or keywords, are used to flexibly categorize content. Recurring attributes can be attached to all content in alfons, whether it's a record card, an invoice, or a report. Clicking on a tag filters all corresponding records in the respective module.

In the preferences, you can centrally create or delete your tags. Please note that deleted tags will also be removed from all locations where they were used.

User Accounts and Access Rights

Additional user accounts can be created here. This functionality is currently under development and is primarily intended for network use.

Program Startup. Automatic Login

With this information, alfons opens the database when the program starts. If the fields are left blank, a corresponding dialog box will appear when the program starts, and access will only be granted after entering a valid account.

Invoice Number Structure

Using the individual selection fields, you can precisely define how your invoice numbers should be structured. There is a prefix block, followed by a simple counter, and finally the trailing block. For example: With the nomenclature [Year] [Decimal] [Index] 1, 2, 3 [Hyphen] [Month], your next invoice numbers would be 2019.08152.48-7, 2019.08152.49-7, 2019.08152.50-7, and after a month change, 2019.08152.51-8. Please do not change the nomenclature later if possible, for the sake of your accounting. Doing so would inevitably create a break in the sequence!

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Extended

Defaults / Starting Values

Here you can optionally—ideally right at the beginning and then never again—define the number with which the index should begin. So, if you want to work with customer numbers like 239843, you could enter 000001 or even 239800 here, and alfons will then automatically increment the number with each new person added to the database.

Email Sending

If you wish, you can also compose and send emails in the Mail module. Here, you can specify how emails should be sent. In the Sending Method selection field, you can choose between Client or SMTP Server. Client means that emails are sent via your existing email client, just like you would with links, for example. With an SMTP server, you can also deliver emails directly without going through a client. For specific details, please contact your system administrator or provider.

Data Protection

This is a new feature introduced with Beta 11. In the Privacy settings, you can globally determine whether you want to use this functionality. (Detailed documentation will follow...)

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Profiles

What are the three presets Standard, Private, and Project all about?

alfons comes with three different profiles, or identities or senders, by default. These help you distinguish whether you are writing a business letter or a private fax, for example. Not only are the respective sender addresses exchanged, but also the appearance of your correspondence or the bank details on an invoice – in short, everything that belongs to the respective profile. If you only need one profile for your work, you can simply ignore the other presets.

The address block on the left

Here you can enter your own address. This information will then always be used when your sender address is needed.

** #### Letter, Quote, Invoice…

Here you can insert your letterhead. Ideally, please use a high-quality, high-resolution PDF file or another format. Please also note that you should not use a single logo, but your complete layout in A4 format. alfons will use the header and footer later in the corresponding layouts when you print a letter. The "Blank Paper" or "Pre-printed Form" selection box allows you to specify whether a pre-printed template is already included.Printed letterhead or blank sheets are in the printer. Depending on this, Alfons will print all content with or without your design template. In the sender line, you can specify your sender exactly as you wish.

The other tabs have similar settings. If you want to use the same letterhead in the other modules, simply repeat the steps from the Letter tab.