Now that the Integral Accounting Enterprise has been installed and working correctly, it is time to start entering data into the system so your company or client can begin using it. Entering data is a lengthy process that, if done correctly from the beginning, will save many hours of troubleshooting.
The length of time it will take to enter your data into the system will depend on two factors:
The set up process outlined in the following pages and the data entering that will be done is typical of the set up requirements for any computerized accounting system. The data that you enter during this phase will serve as the foundation for which all transactions and activity within the system are based upon. Therefore, entering data that is accurate and thorough is vital for the long-term success of your company’s use of Integral Accounting Enterprise.
The following pages are intended to serve as a checklist for you to use when entering data into the system for the first time. Read each step to ensure you have all the information (i.e., notes, paperwork, etc), you need before entering anything into the system and check each box off after you complete each step. All of the sections within Integral Accounting Enterprise are dependent upon each other which means that there is a specific order in which data must be entered. For example, if you receive an order from a customer, but didn't enter any inventory, the system will think there is no inventory for the order and the order would go on backorder.
When you are ready to enter your company’s data, start at the beginning of the checklist and work consecutively to the end, without skipping a step unless a step is listed as being optional. Check off each step as it is completed so you know where you left off and what has been entered. Following the order in which the steps appear while entering the data will ensure a solid foundation for your company’s accounting records in the Integral Accounting Enterprise system. As you read through each step, keep in mind that only the basic data that the system needs to properly function is mentioned here. There is a lot more information that can be entered into the system however it is not vital for all the data to be entered in the system at the start. The remaining data can be entered at a later date after the initial start-up information has been entered.
Also note that with each step a short description of the section of data to be entered is included. For further details and/or instructions on a particular section, refer to the corresponding section in the User’s Manual.
This procedure already assumes that you have completed both the Technical Setup and the End-User Configuration sections of this documentation, and that you have already adjusted your "Default Records" per the instructions in the End-User Configuration section.
Create New Company
Log into the Default Company as Admin. You can find the username and password in the database in the PayrollEmployees table, which is where all the user information is stored. When this is done, set the permissions on the Administrator account. To set the permissions, you go to the "AccessPermissions" table. Find the Administrator account for the Default / Default / Default Company and set all of the fields to 1.
Go into the System Setup option on the menu, and click “Company Setup”. Click “Company Setup” again and you will see a table with the default company record there. Select “New” and create the new company by entering the company name. Keep in mind that special characters (such as ‘ ! *) are not allowed in the Company name.
Log out of the Default company and log into the newly created company using the username Admin and the corresponding password
Complete the Company Details screen
After you log into the system under the newly created company, click on the System Setup option on the menu, then Company Setup. Click the edit button (the pencil) for the newly created company from the list. Complete the fields on the MAIN screen only (company address, phone, etc.). Do NOT complete the other screens under Company setup at this time. You will return to those screens later in this process and complete them. For now, just enter the basic company information into the Company details screen.
Set the Company Default Currency
Go into the Company Setup for the new company (if you are not at that screen) and go to the DEFAULTS screen (by clicking the Defaults button at the top of the page). Select your company’s default currency from the drop down list of the first field in the defaults screen. If your company’s default currency is NOT in the drop down list, then it needs to be setup in the Currencies table. Do not complete the other fields on the default screen at this time. You will return to them later.
You can now exit the Company Setup screen and return to the main screen.
Set Up Multi-Currencies (optional)
Complete this step ONLY if your company will be using the multi-currency feature. Otherwise, skip this step and move onto the next one.
If your company will be using the multi-currency feature, review and set up the multi-currencies now. To do this, from the main menu, click on System Setup then Company Setup, then Currencies. You will see a table with the main currency denominations already entered that are shipped with the Integral Accounting Enterprise software. Review the list of currencies to see if there are any currencies that your company deals with that are not listed. If so, enter them now by clicking the “New” button at the top of the screen and entering each denomination as needed.
Once all the currencies that your company needs are entered exit the screen and proceed to the next step.
Review / Edit the Chart of Accounts
The Chart of Accounts is the core of any accounting system. It is a list of all the accounts in the system through which all transactions are recorded.
Integral Accounting Enterprise comes shipped with a default Chart of Accounts that is suitable for most companies. Chances are, most, if not all, of the accounts listed will meet your company’s needs. Review the default Chart of Accounts by clicking General Ledger from the main menu, then View Chart of Accounts. This will bring up the Chart of Accounts which you can review and add accounts as needed. When you are finished reviewing and/or editing the Chart of Accounts, exit the screen and return to the main menu.
Note: It is strongly recommended that you review the documentation on the Chart of Accounts before setting up any new accounts.
Create a GL Account for each Bank Account
Next, create a GL cash account in the Chart of Accounts for each bank account that your company is currently using. In keeping with the standard numbering system of the Chart of Accounts, all cash accounts should begin with the number one (i.e., 115000) since they are asset accounts. Keep in mind that each bank account can only be associated with ONE GL bank account.
Note: It is strongly recommended that you review the documentation on the Chart of Accounts before setting up any new accounts.
Set up Bank Accounts
Now that your GL and Chart of Accounts are properly set up to match your company’s needs, the next step is to enter and set up your company’s bank accounts. This section is used by the system to record deposits, checks that are written, and to view the transactions for that bank account.
Note: The Bank ID must be unique for each bank account and a unique GL account must be selected and/or created for each Bank account. You cannot assign more then one bank account to a single GL Account. Therefore, be sure that there is a separate GL Account set up for each bank account you have.
Review and Edit Data used by the System
This step is a simple but required step nonetheless. From the main menu, click on System Setup then General Ledger setup. One by one, click on EACH screen (bank types, transaction types, etc) and review them carefully. While reviewing them, be sure they conform to your company’s method of doing business. If there are any “types” not listed that your company uses, enter them now. If everything is acceptable, then close the screens and move onto the next step.
Review and Set Up Company Document Numbers
For this step, you need to have a list of your company’s current Document ID numbers (i.e., the next consecutive invoice number, check number, etc). After you have a list of your company’s current Document ID numbers, review the document numbers in the system and match them to the ones your company is using or set them to a starting number that your company will use.
To review the company document numbers, go to System Setup then Company Setup from the main menu then click the Company ID Numbers option. This will bring up a table with the default document types and document numbers that come shipped with the system. From there you can edit the existing starting numbers.
Review and enter Default Billing Terms
Next, review and enter the default billing terms that your company uses. Go to System Setup then Company Setup and click the Terms option. A table will come up with the default billing terms already shipped with the system. Review these billing terms to see if they meet the needs of your company. From this screen you can edit the existing terms and/or add new billing terms as needed.
Review and Set Up Tax Items, Details and Groups
The next step is to review and set up the tax items, details and groups that your company uses. Before doing so, it is important to know what each classification is.
Tax items are the individual taxing authorities set by various local, county and state governments. On the Tax Item screen, the tax percent for that authority and the GL Account where the tax is posted is displayed and recorded. Each tax authority should have its own GL Account to properly record the tax.
Tax Group Details are a collection of one or more tax items grouped together (i.e., a particular state and county sales tax would be one tax group detail) All the tax items need to be organized into a tax group to be properly applied to sales and purchases (VAT tax) in the system.
Tax Groups are collections of two or more tax group details. For example, a county tax group detail and state tax group detail can be grouped together for a particular state to form a tax group for that state.
Starting with the tax items, go through the taxes that your company deals with and enter them in the Tax Items screen. Once that is complete, go to the tax group details screen and group the tax items into groups according to the organization and classification your company uses for the tax authorities. Repeat the same procedure for tax groups.
Review and Edit Credit Card Types
Under Company Setup, select the Credit Card Types option to review the credit card types entered in the system that your company accepts. A screen will be displayed that includes a few default credit card types that are shipped with the system. Add additional credit cards that your company accepts or edit the existing ones that are already in the system.
Review and Edit Shipment Methods
Under Company Setup, select the Shipment Methods option to review and edit the shipment methods your company uses. After clicking the option for Shipment Methods, a table will be displayed that shows the default shipment methods that come with the system. Edit and/or add the shipment methods your company uses (such as UPS Next Day Air, Airborne Express, FedEx Standard, etc).
Review and Edit Project Types (optional)
Project Types are different types of projects that your company has to classify certain transactions. This step is optional depending on if your company uses project types. There are a few basic default project types that come shipped with the system. You can review and edit this table (if necessary) by selecting System Setup from the main menu then Company Setup and clicking on the option for Project Types.
Review and Edit Inventory Adjustment Types
Inventory Adjustment Types are the various types of inventory adjustment classifications that are used for recording and organizing inventory adjustments in the system. Review the list of inventory adjustments types that comes shipped with the system and match them to the inventory adjustment types that your company uses.
Review and Set Up Contact Industries, Regions, Sources and Types (optional)
If your company will be using the Lead Management System in the Integral Accounting Enterprise and your company classifies leads by industries, regions, sources and types, then review and edit these sections as needed. Each Contact “type” is a separate option which can be accessed by clicking on System Setup from the main menu then Company Setup.
Review and Set Up Company Warehouses
The next step is to set up your company’s warehouses. Under Company Setup, click the option for Warehouses and enter the company warehouses and their respective information for each warehouse your company uses.
Set Up Warehouse Bin Zones (optional)
If your company’s warehouse(s) organize inventory bins by zone, then set up the warehouse bin zones now. This is an optional step and is not required by the system. It is used for your company’s organization and record-keeping purposes only.
Set up Warehouse Bin Types
After the warehouses have been entered, the next step is to set up the type of warehouse bins. It is recommended that at least two bin types (a default bin and overflow bin) be set up. Additional warehouse bin types can be entered if needed, but at least one type needs to be entered and specified.
Set Up Warehouse Bins
Warehouse Bins specify where the inventory goes once it enters the warehouse. Each warehouse needs to have at least ONE Warehouse Bin. Enter one warehouse bin for each warehouse that was set up in the system. Enter additional bins per warehouse if needed based on the organization of your company’s warehouses.
Most of the fields in the warehouse bin screen are for internal tracking and locating purposes and do not need data entered into them for the system to use. However, the following fields DO need to be entered for use by the system based on inventory processing rules that rely on the bin setup.
Minimum bin quantity: This field specifies the minimum amount of goods that should be left in the bin. Enter the amount that your company requires to be on hand in that particular bin at all times.
Maximum bin quantity: This field specifies the maximum amount of items that the bin can hold and must be set to a number. If the number of items the bin can hold is unlimited, it can be set to 99999 or greater.
Overflow Bin: This field defines the Overflow Bin. If a particular bin has too many goods in it, the overflow bin is where excess inventory is stored once the previous bin is filled up. Specify the name of the overflow bin that you entered at the beginning of this step.
Set up Employee Records
From the main menu, click Employees then click Enter and View Employees. From here, you can enter the company’s employees.
There are three default sign-ins automatically created for each company. First, it is advisable to change these passwords so that they can’t be tampered with by unauthorized personnel.
Next, enter your company’s employees here. For now, you only need to enter the employees that will be logging into the system to help with the setup and testing procedures. The remaining employees’ information can be entered at a later date.
Set up Employee Security
Under Company Setup is the option Security Setup. By default, only the system administrator will have access to this screen. In order to change the security options for the various employee log ins, log in as the system administrator then edit and/or create a security record for each employee that will be accessing the system. The Security Level field is an optional field that is not used by the system. If you want to implement a custom built, simple security system, the security level field can be used to define access levels for users. All the other fields in this table have specific meanings within the system.
Enter the Default Data on the Company Setup Screen
Now that the basic information has been entered, the next step is to go back to the Company Setup screen and enter the remaining default values on the Default Screen and the other screens in the Company Setup section. It is extremely important that ALL of the screens in the Company Setup section are COMPLETELY filled in, especially the GL Accounts and Accounting Periods before progressing onto the next step and before ANY transactions are entered into the system.
Enter and Set Up Vendor Records
You are now ready to begin entering information about the vendors your company does business with. From the main menu, click on Vendors then click on the option Enter and View Vendors. Enter the information for the vendor on the Main screen as well as the information in the remaining screens at this time also. Vendor Financials and Vendor Contacts are separate options that are accessed from he main menu and must also be set up at this time.
Be sure to complete the Remittance section and the Default section during this step, especially the shipment method and GL Purchase account on the Default Section. These sections are used by the system when transactions are processed.
Enter Company Inventory
The Integral Accounting Enterprise system has several ways of classifying inventory in order to help you track, organize, report, and present items to customers in a manageable way. The main inventory classification is Item families (for example, Hewlett Packard). Item families have categories which could be a class of an item (for example, printers or fax machines). Categories have individual items within them (for example, a list of printers).
The first thing to do is check the Item Types (from the main menu under Inventory) and review and/or edit or add item types as need be to match the item types your company uses. After this is done, set up the Item Families for the inventory, then Item Categories, then Items. When entering individual items, there is a certain amount of required data that the system needs first. The remaining data can be entered at a later date. Following is the required data that needs to be entered now:
Main inventory screen: On this screen, enter the unique item id, select whether or not the item is active, select the type and enter the category ID.
Detail Screen: Enter the default warehouse for the item and the default warehouse bin for the item.
Price and Cost Screen: A GL Sales account must be selected. Select the GL Cost of Goods (COGS) account and GL Inventory account for THIS particular item. Each item will have a GL COGS and Sales account specified. Enter the default price where it says price, and enter the starting LIFO (last in first out) FIFO (first in first out) and average costs for this item if necessary. Enter the initial value for the item where it says starting LIFO, FIFO and Average Values.
That is all that is required for inventory setup at this time.
Entering Inventory Quantity
From the Inventory On Hand screen, enter the initial inventory your company has on hand. It is recommended to use either a count sheet, or recent inventory records that indicate each item, the bin and warehouse where the item is stored. For each inventory item your company has, specify the bin and warehouse then enter the quantity on hand.
Note: If your company has a large number of items, warehouse bins, or warehouses, you may want to enter the inventory into the system in an automated manner.
Inventory and inventory quantity on hand MUST be entered before any transactions are entered into the system. If you do not enter inventory, all orders will be placed on back order and will need to be reallocated to be fulfilled.
Set Up Customers
If you have an existing customer list for your company, use that list to enter your company’s customers. From the Customers option on the main menu, select the option Enter and View Customers. From that screen, enter each customer’s basic information on the Main Customer Screen. On the customer Info screen, select customer sales account, default terms for that customer, and the employee ID of either the salesman or that customer’s default customer service rep (if there is one).
Enter the information for the remaining screens at this time also. Customer Financials and Customer Contacts are separate options that are accessed from the main menu and must also be set up at this time.
Be sure to complete a financial record with a credit limit for each customer under the Customer Financials section from the Customer option on the Main Menu. If no credit limit is entered, all customer orders will be put on hold. Enter the ship to and ship for info for this customer as well.
If you are tracking credit references, contacts, comments, etc., you can enter that information now. Entering the credit references, contact information and comments are optional and are not required by the system.
After keying in customer ship to and ship for addresses, go back to the customer record and specify the default ship to and ship for addresses for this customer as well as a default ship method and the default warehouse that the customer’s goods come from. If the customer has special items and special item pricing with your company, enter the item and price cross reference AFTER keying in inventory items.
Set Up Company Leads (optional)
If your company will be using the Leads Management System, you can enter company leads now if you want. Entering leads are not required by the system and can be entered at a later point. However, if at any time your company does with to track leads, be sure to complete the contact industry, sources, etc. screens that was mentioned in an earlier step.
Set up Accounts Payable
From the main menu, go to System Setup then Accounts Payable. At this screen, click on the option for the Accounts Payable Transaction Types. A screen will be displayed that lists the default types of payables that are shipped with the system. Review the list and enter or edit the types to meet those that your company uses.
Next, go to the main Accounts Payable menu and select Enter and View Purchases from the menu. This will bring up a table with sample purchase orders displayed and a Default Record displayed. Select the Default Record to review the default purchase order. The Default Record for the purchase order will tell the system what will be automatically filled in each time a new purchase order is entered. Review this record to be sure that the default fields that are automatically populated correspond to your company’s default values for a Purchase Order. If the information needs to be changed, you can change it on that screen and click OK when finished. The system will then save the default record which will be used when new Purchase Orders are entered.
Repeat the above process for the payments by selecting Enter and View Payments from the Accounts Payable option on the main menu. A table with sample payments will be displayed. Select the Default Record to review the default payment. The Default Record for the payment will tell the system what will automatically be filled in each time a new payment is entered. Review this record to be sure that the default fields that are automatically populated correspond with your company’s default values for a new Payment. If the information needs to be changed, you can change it on that screen and click OK when finished. The system will then save the default record which will be used when new Payments are entered.
Set up Accounts Receivable
From the main menu, go to System Setup then Accounts Receivable. At this screen, click on the option for the Accounts Receivable Transaction Types. A screen will be displayed that lists the default types of receivables that are shipped with the system. Review the list and enter or edit the types to meet those that your company uses.
Next, go to the main Accounts Receivable menu and select Enter and View Orders from the menu. This will bring up a list of sample orders that shipped with the system. Select the Default Record to review the default order. The Default Record for the order will tell the system what will automatically be completed each time a new order is entered. Review this record to be sure that the default fields that are automatically populated correspond with your company’s default values for a new Order. If the information needs to be changed, you can change it on that screen and click OK when finished. The system will then save the default record which will be used when new Orders are entered.
Repeat the above step for Quote, Invoice, Contract and Cash Receipts to be sure that the default data for each form matches the default data that your company uses when creating a new transaction.
Enter General Ledger Beginning Balances
The next step is to enter the beginning balances for all the General Ledger (GL) accounts. Enter the balances by selecting the General Ledger Tab, selecting Ledger then going into the Ledger Transaction Screen, and entering a General Ledger transaction for each of the accounts that has a balance in the system.
Keep in mind that these transactions are used as the starting point for all financial information in the system. They should accurately reflect the existing balances in your current GL regardless if you are starting fresh from scratch or converting an existing system.
You have completed the basic set up of the Integral Accounting Enterprise system.
Since you finished the set up for main company and the information related to the main company, if you are going to be setting up any division or departments, you can set those up now.
As was mentioned at the beginning of this checklist document, you only entered the basic data that the system needs to properly function. Now that the basic data has been entered, your system is ready for testing. It is suggested that thorough testing be conducted to ensure the default values in the system match those that your company uses and to ensure that the data entered during the set up process is correct.
When conducting testing on the system, it is strongly recommended that information specific to your company and sample transactions that are indicative of your company’s transactions be used. The purpose of testing is to ensure that you have properly set up the system to meet your company’s needs and the way your company does business. Also, it is important to test the system to see if there are any areas which need to be customized or changed to meet your company’s needs.
After testing is complete, the remaining data can be entered that was not initially entered during the above set up process.