> For the complete documentation index, see [llms.txt](https://wiki.roaddirect.co.nz/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.roaddirect.co.nz/tracking/settings/system-settings.md). # System settings System settings are the general settings for the Tracking System, covering accounting (how invoices are exported), tasks, and caching. To open it, go to **Tracking** → **Settings** → **System**. ## Accounting | Setting | What it does | | ------------------------------------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Default accounting code for office and one-off charges** | Account code for office services (from the job's chargeable office resources in eBoard) and one-off charges, e.g. a TMP fee or towage. | | **Default accounting code for grouped equipment charges** | Account code used when equipment is exported **By day** or as a **Single total**, because the line no longer represents one product. | | **Default accounting code for invoice with a single grand total** | Account code used when **Single total?** is ticked on [Preview export](/tracking/invoices/preview-export.md) (one-off charges + labour + vehicles + equipment as one line). | | **Default accounting description for invoice with a single grand total** | The description for that single line. | | **Reference number to be used on exported invoices** | Builds the invoice reference. Use `JOBNUM` for the Road Direct job number, `REFNUM` for the job's "Your Ref#", or `PONUM` for the PO number. You can combine them with your own text, e.g. `Job: JOBNUM, PO: PONUM`. | | **Allow duplicate invoice numbers** | Allows the same invoice number to be used on more than one invoice. | | **GST number to appear on invoices** | Only used on invoices printed or saved as PDF from Road Direct, not on exported invoices. | | **Day of the month invoices are due** | Only used on invoices printed or saved as PDF from Road Direct, not on exported invoices. | Account codes for individual labour/vehicle rates and products are set on each rate and product (**Tracking** → **Settings** → **Rates** / **Products**). ## Tasks | Setting | What it does | | -------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **When a task is submitted the time automatically goes straight to an invoice** | Submitted task time is added to the job's invoice automatically. If the job has no invoice, one is created. | | **Mode for recording tasks** | **Basic**: record tasks with a single charge-out rate from a start time to an end time. **Advanced**: record tasks with two charge-out rates and record travel and labour time separately (Basic tasks can still be recorded). | | **Show a warning when a user submits a task and there is gear left out on-site** | The user is asked to submit or edit the equipment. | | **Show a pop-up dialog box when editing task times** | Task times are edited in a pop-up instead of a new page. | | **Notes fields for tasks are mandatory** | Makes the notes field mandatory when creating a task or updating equipment. | ## Caching The **Delete Cache**, **Reset Clients**, **Reset Products** and **Reset Vehicles** buttons refresh the data the Tracking System has stored. Use them if recent changes (for example a new client or product) aren't showing up, or when Road Direct support asks you to. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://wiki.roaddirect.co.nz/tracking/settings/system-settings.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. 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