Database Settings

Other Settings

Within Other Settings you can control;

  • the user interface for managing Own Organisation Relationships,
  • whether or not to require a Customer Agreement before raising an Accounting Document.
  • the way in which Supplier Orders can be raised in Workbooks,
  • how discount is applied to customer transaction line items
  • whether Primary Contact details are shown on a Meeting and whether the attendee status is tracked.
  • if a new Person/Organisation is created when converting a Sales Lead


Own Organisation Relationships

Relationships between People, Organisations and your Own Organisation on the Main tab of a record can be managed using different user interfaces. You can switch between Grid view and Checkbox view:

  • Grid (prompt for details when creating new relationships)
  • Grid (create new relationships without prompting)
  • Checkboxes

Customer Checks

By default, you will only be able to raise an Order, Invoice, Credit Note or Contract against a party record if a Customer Agreement exists (created by checking the 'Customer' checkbox on People or Organisation records).

You can enable specific Accounting Documents to be created regardless of whether this Customer Agreement exists by clearing the box against the relevant Accounting Document type. 

Strict Supplier Orders

By default, Workbooks only allows you to create line items on Supplier Orders if the product you've entered on the line item has been linked to that supplier via the Supply Schemes tab on the product.

If you want to relax this setting you should navigate to Start ConfigurationDatabase > Other Settings and remove the tick from the checkbox next to Strict Supplier Orders.  Removing this tick means it is possible to raise Supplier Orders with any combination of Suppliers and Products.

Discounting Line Items

By default, when you apply a discount to a line item in a customer transaction record, the discount is applied to the unit price and this reduced price is multiplied by the quantity to generate the line item net amount. For example:

(Unit Price minus Percentage Discount) multiplied by Quantity

eg, £3.85 - 50% = £1.93 * 15.4 = £29.72

To deal with changes in monetary values caused by decimal rounding issues, you might want discount to be applied after the unit price has been multiplied by the quantity.  For example:

(Unit Price multiplied by Quantity) minus Percentage Discount

eg, £3.85 * 15.4 = £59.29 - 50% = £29.65

To apply the discount after the unit price has been multiplied by the quantity, make sure you remove the tick from the checkbox next to Apply discount before total.


You can choose whether to display the primary contact's name, employer and contact details on a Meeting record.

If you are using a Workbooks integrated calendaring service, a tracking tab can be enabled to allow the status of attendees to be tracked.

Sales Lead

When converting Sales Leads, Workbooks will automatically create a new Person and Organisation record for you. If you don't want the checkboxes for this to be automatically ticked each time you convert a Sales Lead, clear the appropriate checkbox in the Sales Lead section of Other Settings.