Objective
Understand the ideal setting configuration for your team.
Background
Getting started on a new software system can be challenging and even overwhelming at times. Taking the time to understand the settings available in StructShare will empower you and your team to get started on the right foot and actualize value more efficiently!
Things to Consider
Permission Requirements- Only ‘System Admins’ are able to make changes to the settings in your StructShare instance.
Settings:
My Account- Includes your personal Details, Preferences and Notifications
System Account- Includes Business Information. and Users & Permissions
System Preferences- Includes System Defaults, Order and Invoice settings, and PDF Column set up
Data Management- Includes Catalog Categories, Budget Categories, Cost Codes and Tax Codes
My Account
Details- This section includes the users First and Last Name, Phone Number, Email and Company Role. You also have the ability to switch the view, change your password and logout.
Preferences- This section allows you to configure your interface default settings.
Preferred View Mode- Select whether you prefer the desktop or mobile view for the application.
Desktop
Mobile
Default Home Screen- Select the page you see by default when you enter the application.
Orders
Invoices
Invoice Items
All Line Items
Preferred Orders View- Select your preferred view for the invoice page.
Cards View
Table View
Calendar View
Preferred Invoices View- Select your preferred view for the orders page.
Card View
Table View
Notifications- This section lets you set default notification preferences for email messages and mobile notifications for users where ‘Notifications’ are enabled on a project by project basis.
Orders & Quotes Activities- Get notified when updates are made to an order or a quote.
Chat conversation- Get notified on a new chat conversation related to your projects.
Delivery confirmation- Get notified when an order has delivery updates.
System Account
Business Information- In this section, you can customize your company information as well as any ‘Divisions’. This information will appear on the orders and associated PDFs that you generate in StructShare. This section includes:
Company Name - Your Company Name.
Billing Address - This is the address suppliers will use to send invoices.
Suite # - Your company office suite number (if relevant).
Logo - Add your company logo to this section. It will appear on your PDF exports.
Billing Contact Name - The person at your company responsible for handling invoices.
Billing Phone - The billing contact’s phone number.
Billing Email - The email address used to collect invoices from suppliers.
Additional Divisions - Create Divisions for different regions, phases, or trades. Follow this link to learn how to Create Divisions for different regions, phases, or trades.
Users & Permissions- This section will display all of the available users in your StructShare instance and will allow you to edit existing users and create new ones. From this screen you can:
Add users manually by clicking the plus icon (+).
Upload users by clicking the cloud button (arrow pointing up).Download your user list by clicking the cloud button (arrow pointing down).
You can also resend invitations to users from this screen.
System Preferences
This section will allow you to configure some important settings that will impact how the StructShare system functions for your company.
System Defaults
System Currency- The currency symbol that is displayed throughout StructShare.
Date Format-The Date format that is displayed throughout StructShare.
Orders
General Defaults- Set preferences related to default settings for purchase orders.
Default PO Attachments- Add a default file that will be added as an additional attachment on all POs sent through StructShare e.g. Terms and Conditions
Display the project number alongside the project name- When enabled, the project name displayed in all relevant views will include the project number.
Don't show auto-created BoM items in the order flow- Checking this checkbox will prevent the selection of auto-created BoM items.
PO Number- Set preferences related to the PO number
PO number prefix- Set default prefix for PO number
Add ‘Job Number’ as a Prefix for the PO number- When enabled, the job number will be added to the left of every PO number. Changes will be applied to projects created or imported after enabling this.
Enable custom PO number- When enabled, a separate 'Custom PO Number' field will be added to each purchase order. It can be any combination of letters and numbers. This will also apply to RFQs.
Set as mandatory- When enabled, users will be required to enter a custom PO number.
Use custom PO number as primary- When enabled, the custom PO number will be used on mail messages, line items, projects, and when syncing data to ERP. This will also apply to RFQs.
PO Counting Method- Select the method the system uses to assign numbers to purchase orders.
Use sequential numbers across all projects- When selected, PO numbers will be sequentially assigned across all projects. For example, the sequence might be 'Job#101-1' followed by 'Job#102-2'.
Default PO number start:
Latest PO number:
Use a sequential numbers per project- When selected, PO numbers will be sequentially assigned within each project. For example, the sequence might be 'Job#101-1' followed by 'Job#101-2' within the same project.
Default PO number start:
Catalogs & Line Items- Set preferences related to the catalogs and line items.
Set default catalog- Select the catalog that will be used by default when adding new items. This can also be adjusted during the order creation process.
Hide category labels from item names- When enabled, category labels will be hidden from item names.
Sort catalog search results by keywords- When enabled, catalog search results will be sorted by keywords.
Order Creation- Set preferences related to the order creation process.
Disable free-text entry- Prevent the use of free-text when entering items to purchase orders. This includes the option to add an item to an order via 'Use as Entered'.
Show an alert when an item is missing the price- Enable this option to display an alert when an item is missing the price during order creation.
Show an alert when an item is missing the cost code- Enable this option to display an alert when an item is missing the cost code during order creation.
Use company catalog prices- When enabled, populate the company catalog prices while ordering from supplier catalogs.
Deliveries- Set preferences related to deliveries.
Mandatory delivery signature- When enabled, a signature will be required for delivery confirmation.
Mandatory delivery attachment- When enabled, an attachment will be required for delivery confirmation.
Default delivery date- Select the number of calendar days for the default delivery date. This can be changed during the order creation process.
Default ship-to address- Select the address to be used by default for deliveries. This can be changed during the order creation process.
Tax- Set preferences related to tax.
Use total tax percentage- When enabled, the total tax percentage will be applied to the purchase order.
Default tax percentage- Set the default tax percentage. This will apply to both purchase orders and invoices.
Use tax code per line item- When enabled, a tax code will be applied to each line item in the purchase order.
Default tax code- Set the default tax code. This will apply to both purchase orders and invoices.
Email Messages- Set preferences related to email messages to suppliers
Don’t send POs with prices to supplierS- When enabled, the 'Send with prices' option will be unchecked by default in the PO details screen.
Copy PO creator on supplier email- When enabled, the purchase order creator will be CC'd on all emails sent to suppliers.
Group identical itemS- When enabled, identical items in PDFs and emails will be displayed as one aggregated line, even if items are broken down by phases.
Invoices
Purchase Orders- Set preferences related to purchase orders.
Match invoices by PO number- When enabled, the system will automatically match parsed invoices to purchase orders using the PO number.
Hide POs that were already matched to a different invoice- When enabled, purchase orders already matched to a different invoice will be hidden from the list of orders to choose from.
Invoice Approval- Set preferences for invoice approval.
Send invoice PDF on approval- When selected, the system will automatically send the invoice PDF to the specified email address upon approval.
Invoice Approval Process- Select one of the following options to define the approval process for invoices.
Require approval of billed quantities- Billed quantities need to be entered to approve the invoice. The approved billed quantities dollar amount will reflect in the 'Total Amount' field in the single invoice screen.
Approve the total amount with billed quantities- The billed quantities need to be entered to approve the invoice but the parsed/manually entered 'Total Amount' will reflect on the single invoice screen in the 'Total Amount' field regardless of the approved billed quantities.
Do not require approval of billed quantities- The PO will be 'Fully Billed' when an invoice is matched and approved to a PO. The Parsed/manually entered total amount is reflected in the 'Total Amount' field vs. the billed quantities.
Mark PO as 'Fully Billed'- When selected, the matched purchase order will be marked as ‘Fully Billed’ once an invoice is approved. This setting is used by clients who receive one invoice per purchase order.
ERP- Set preferences related to your ERP system.
ERP export mechanism- Select the type of mechanism used for exporting invoices to your ERP.
Your dedicated invoice email- Send invoices directly to this address to automatically parse and create them in the system.
Procore Integration *for Procore customers
Sync 'Job Number' as a PO prefix- When enabled, the job number will be added to the left of every purchase order number that is synced.
Sync draft POs- When enabled, the system will sync purchase orders in draft status.
Sync draft Invoices- When enabled, the system will sync invoices in draft status.
Auto-sync vendors- When enabled, new vendors added to Procore will automatically sync with StructShare.
PDF Columns
Select the default columns that will display on PDFs sent to your suppliers. Line No., Item Name, Unit of Measure and Quantity are required.
Data Management
Catalog Categories- Import, Add and Edit Item Database Categories.
Budget Categories- Add or Import your Budget Categories
Cost Codes- Add or import Cost Codes
Tax Codes- Manage Tax Codes by adding or importing your Tax Codes.
Questions?
Contact Support:
Live Chat with Support through StructShare:
Click on ‘Talk to Support’ on the left side of your screen.
Email Support:
Call Support:
(512) 222-3716