Review the Documentation!
The first step in the Technical Configuration is to ensure that you have read and are familiar with the following documents included with the Integral Accounting Enterprise:
- Getting Started Guide
- Technical Reference Guide
- User Documentation
You must completely read and review these documents for a successful Integral Accounting Enterprise installation!
Familiarizing yourself with these documents, especially the User Documentation, will ensure an efficient and successful implementation of the system at your company or client’s site. Each of the above documents details how specific sections work in the system, provides insight into the fields on the screens, and gives insight into the architecture of the Integral Accounting Enterprise.
Next, review and familiarize yourself with the Integral Accounting Enterprise system database back end to confirm the system has all the tables and fields needed by the company and or client. If necessary, add the requested tables and fields during this review. The database schema and modification guide included with the Help Documentation contains additional information about this process.
You may want to make a checklist of these points and have someone sign off on them as they are completed.
Screen Review/User Interface Review
The Integral Accounting Enterprise system comes with many user screens and an extensive number of input fields on those screens. Not all users will need all the screens or all the fields. You should review these screens and fields to determine what the customer needs and modify the software to remove or add the necessary screens or fields. This is not a required step, rather a recommendation that will make the end-user interface cleaner and easier to use and understand.
Review the following main transactions that companies regularly perform to ensure the screens and procedures as written in the documentation and system meet your company and/or client’s needs:
- Order / Invoice Processing
- Purchasing / Receiving Processing
- Cash Receipts / Cash Payments Processing
Detailed documentation of each of the above procedures can be found in the User Documentation. After reviewing the above list of transactions, customize and adjust any screens, fields, tables, etc., as necessary to meet the company or client’s needs.
Since Reports are the most highly-customized and specifically tailored section of the software this step is an important one. Review the reports and report formats to determine if any of the reports need to be modified for the company and/or client’s use. This is normally an area where the customer has certain requirements that need to be included on the reports (i.e., specific format, logo included, etc.), and implemented in the software. Print sample copies of the reports to present to the customer for their review and formatting according to their standards.
Please go to the web.config files and the other configuration files and update any settings there to point to your servers instead of ours. The system comes with an error reporting tool that will automatically email errors to the system administrator. For this to work properly, you need to change the default email and SMTP server settings in the configuration files to point to your email and SMTP server..
Even though the checks in the Integral Accounting Enterprise use a standard format, there may be some adjustments needed to align them properly on the page. For example, each printer has its own set of margins which have to be accounted for in the Check Printing Program. Take the time now to print a sample check on the printer where the checks will be normally printed and correct the margins as needed. Also review the Technical Reference Guide for further information on MICR check printing. Generally Checks MUST be printed on a Laser printer using toner in order to be read by the banks systems.
It is very important that you review the security for the system before allowing it to run in a live environment. You may want to limit access to certain areas or remove functions from the program completely.
The Integral Accounting Enterprise package has a very good security implemented within it that defines functions by user, and allows only certain users to have access to certain screens and is completely configurable and very easy to Modify. However, before you implement the system live you should review the software and make 100% sure that the security is setup properly for your organization. You may want to pay particular attention to the reports and make sure that no one that should not have access has access to these reports. Day - To Day users most likely should not have access to the reports engine at all.
The Integral Accounting Enterprise system automatically audits each change to each record in the system as it happens and logs these changes to the Audit Trail tables. These Audit Trail tables get very large very fast, so you will need to have a plan in place to deal with these records. If you do not use or need the audit trail, then we recommend that you simple purge these tables on either a weekly or a monthly basis depending on your transaction volume. If you need to keep all of your audit trail records, then we recommend that you dump the audit trail tables to an delimited text or an xml file on a monthly basis and save them to an optical or cartridge drive, so that they can be quickly found and reloaded into an RDBMS quickly if needed.
At this point, most of your preparation work as Systems Administrator has been completed. Make sure that all of the technical and accounting information is documented by the company or client and ready for entering into the system.
Determine if the starting data is going to be keyed-in or if custom import screens and routines are needed. If the data is going to be keyed-in, work with the company or client to ensure the data entry is completed smoothly and error free. If custom import screens and routines are needed, then they should be completed before moving onto the next step.