End User Configuration
The End User Configuration procedure should be done with the assistance of your company or client’s accounting representative, and can be easily completed if the corresponding worksheets have been filled out.
Review and Modify the Default Company Information
During this step, you will create the Company Template for your company or client’s company. The Default Company that shipped with the Integral Accounting Enterprise system is the template for all new companies created. Therefore, any changes, modifications and customizations should be made to the Default Company so that they are included when setting up a new company, division, department, etc.
In addition to the Default Company, there are Default Records present for each of the screens in the system. Do not delete these default records! The default records serve as the template for all future records as they are entered in the system. Many times, certain fields on some screens are automatically filled in as the screen is opened. They are filled in with the data from the default records, which are populated with data from the Default Company record. There is more detailed information on the Default company and default records in the user documentation.
Go through each section listed below to review and/or modify each section as required by your company or client. Given that the Default Company is the template the system uses for creating all new companies, divisions and departments, it should reflect the way all new companies, divisions, departments, etc. are to be set up. This way, you only need to modify and customize the following sections only once for each company.
This step is very important, since these screens and tables will be used when creating a new company.
Keep in mind that during this step, you are not entering any data for the company. You are customizing each section (adding/removing fields, etc), to meet the needs of the company or client. Data will be entered in the next step after all the screens and tables have been customized. Refer to the user guide for detailed information on customizing and modifying these sections.
Chart of Accounts
Integral Accounting Enterprise is shipped with a standard Chart of Accounts (COA) that is used by many companies. However, depending on the size and type of your company or client’s company, there may be some additional accounts needed that are not included. Obtain a list of the Chart of Accounts from your company or client and Compare it to the Default COA. Make any changes as necessary (add accounts, etc.)
Review the Default Company table and screen. As with the CoA, there may be some fields included that may not be needed by your company or your client’s company. If there are fields that will not be used by the company, they can be removed to make the screen cleaner and easier to use. Also, if there are specialized custom fields that your company or client’s company needs that are not included, they can be added.
Multi-Company / Multi-Division / Multi-Department
Determine and document the Company / Division / Department Set-up for your company or client. During this step, consult with the accounting representative to find out how the accounting system will be used. Will there be multiple companies, or multiple divisions? Will there be multiple divisions under one company? Also, discuss and determine the user access and login names and passwords to be created for each user in each company/department/division.
Review the Customer Information Setup screen and tables. As with the CoA, and Company Information, there may be some fields with the customer tables and screens that are not necessary for a specific company or client. If there are fields that will not be used by the company or client, they can be removed to make the screens cleaner and easier to use. Also, if there are specialized custom fields that the company needs that are not included, they can be added.
Review the Vendor Information Setup screen and tables. As with the Company and Customer Information screens, there may be some fields with the vendor tables and screens that are not necessary for a specific company or client. If there are fields that will not be used by the company or client, they can be removed to make the screens cleaner and easier to use. Also, if there are specialized custom fields that the company needs that are not included, they can be added.
Determine and Document Accounting Periods
Each company / division / department may use a different set of accounting periods. Consult with your company or client’s accounting representative to determine how the accounting periods will be set up in the system and obtain a list of dates for the Accounting Periods that your company or client will be using. This list will be useful entering period starting and ending dates during the Company Setup data entry session.
Determine and Document the Beginning Balances
Have your company or client gather the beginning bank balances for the accounts listed in the Chart of Accounts. Also, have your company or client gather the beginning balances for the starting inventory from the warehouses or company. Having this data readily available will expedite the process when entering this information during the initial data entry to set up the system.
After all of the above steps have been completed, a thorough testing of the system and review of the screens should be done with the company or client. It is recommended that you take the time with your company or client to review each screen to ensure the customizations are done accordingly. You may even want enter test data to ensure all the processes are working correctly, the screens are easy to use, and that the fields are accurate to the company or client’s specifications.
This last step is very important to ensure that the company data and the system is set-up properly and according to the company or client’s requests.
Congratulations!! Once the above steps have been completed, you can now begin working with and entering company or client data into Integral Accounting Enterprise!