Setup/ Setting Up Company

Setup/ Setting Up Company

Entering Company Information


Info
Location
Setup Activity> Company
Info
Action
> Click SETUP activity
> Click COMPANY DETAILS
> Click COMPANY module
> Click EDIT
This is to edit the company information
> ADDRESS
> TEL
> FAX
> EMAIL
> WEBSITE
> COMPANY REGISTRATION NO.
> ACCOUTING CURRENCY
This is the base currency that the accounting General Ledger is work on.
You may enter your company details here
Unless you have special approval from the authority, it should be in Singapore Dollars
> OPENING ADJUSTMENT ACCOUNT
CLI6000 Opening Adjustment is the default current liability account.
The system will adjust and post any unbalanced opening entries to this account.
Unless necessary, you do not need to change this default account.
Note that the only possibility for you to make an unbalanced entry is during your opening balance entry.
> EXCHANGE GAIN/(LOSS) ACCOUNT
EXP1200 Exchange (Gain)/Loss is the default expense account.
For users that have multi-currency transactions, the system will automatically calculate the difference in exchange values of the transaction and adjust it to this account.
Unless necessary, you do not need to change this default account.
> GST REGISTERED
> GST CURRENCY
> GST REGISTRATION NO.
If your company is GST registered, you tick on it and enter the relevant information.
If you are not a GST registered company, but may do so in future, please note that you should only tick on the check box
on the exact day your company is officially registered.

Setting Financial Periods & Locking Accounting Data



Info
Location
Setup Activity> A/C Setting
Info
Action
> Click SETUP activity
> Click ACCOUNTs
> Click A/C Setting module
> Click EDIT
This is to open and set the Accounting Registration in edit mode.
> ACCOUNTING LOCK PERIOD
This is to lock the data. Addition or changes to the transaction dated before this set date will be disallowed.
E.g. If you have closed your account for 31st Mar 16 accounting, you should set the date to 31st Mar 16.
> LOCK TYPE
For basic user, it is recommended that you use CANNOT EDIT LOCK PERIOD TRANSACTION.
This is the default lock type.
> RETAINING EARNING ACCOUNTING (FOR YEAR END CLOSING)
OEQ0001 Accumulated Profit & Loss is the default Owner Equity account.
When you do your financial year end closing, the system will adjust your profit or loss to this balance sheet account for carrying forward to the next financial year.
Unless necessary, you do not need to change this default account.
> ACCOUNTING PERIOD
You should set START and END dates as the period for your financial year. Note that you can set multiple financial periods and concurrently work on them without closing.
Under Status, you can see that there is Open, Finalising & Close.
Open is the current the financial period you are working on.
Finalising is set when you are doing your financial year end closing. This setting is required as it is linked to Year End Closing Module.
Close is set when you have completed closing your financial year.
Note that you can re-open a closed Financial Period to re- work on it.
> Click SAVE
> Close the module

Formatting Document Running Numbers



Info
Location
Setup Activity> Running No.
Info
Action
> Click SETUP activity
> Click COMPANY DETAILS
> Click Running No. module
> Select QUOTATION
> Click EDIT
This is to open Quotation Running No. Registration to edit mode.
> TYPE
This is the document type. In this example you are working on the Quotation running number, hence it should be set to Quotation.
> NAME
Give a meaningful name to this running number series; otherwise you can leave it as default.
To understand further see page 88 - 6.1.1.1 How do I setup Multiple Running Number Series

• FORMAT
Format is the system Formula of the running number. Formula is within square brackets [ and ]
Anything outside these square brackets is ignored.
Formula:
[0000] = 4 digits running nos.
[000000] = 6 digits running nos.
[YY] = display year in 2 digits, e.g. 11 [YYYY] = display year in 4 digits e.g. 2011 [MM] = display month in 2 digits, e.g. 08 [DD] = display date in 2 digits, e.g. 31 [UU] = display User ID in 2 digits, e.g. SJ Note Alpha formula must be in Caps
To see if you have set the formulae correctly, see EXAMPLE field below.
> NEXT NUMBER
You can enter your next running number for the system to run here.
If you are starting a fresh series, set this to 1.
> EXAMPLE
This will display the number that you set.
You should not see any ‘[‘ or ‘]’ if you have set your
formula correctly.
> RESET
Auto-Reset No. to One
Note formula must have [YY] to reset on yearly basis
…must have [MM]
to reset on monthly basis Otherwise you’ll generate
duplicate numbers
> Click UPDATE
> Close the module
This is to save your changes.

Configuring Document Defaults

Setting Quotation Standard Terms & Conditions



Info
Location
Setup Activity> Default Setting
Info
Action
> Click SETUP activity
> Click COMPANY DETAILS
> Click DEFAULT SETTING module
> Click EDIT
Default can act something like a template.
Every time you create a new Quotation all the settings here will be copied over.
> REFERENCE
> SUBJECT
> REFERENCE 1
> REFERENCE 2
> REFERENCE 3
> REFERENCE 4
> REFERENCE 5
Anything you type here will appear in new quotation that you create.
Note that default settings can still be changed when you are issuing the quotation.
To understand the uses of Reference 1-5 see page 93 - 6.2.1.3 What are those References & Comment for in Properties tab?
> TITLE This is the title of the documents.
You may change it example, ORDER CONFIRMATION. It will then appear as the Document’s title for the newly created document.
Note that this does not affect past issued quotations.
> CONTRACT BY DEFAULT
> APPROVED BY DEFAULT
> CLOSE BY DEFAULT
> IMPORT TO INVOICE BY DEFAULT To understand their uses, see page 43 - 3.1.1.3 Understanding Contract, Approved, Close & Import to Invoice

> REMARK enter This Quotation is Valid for 14 days only.
This remark will then appear at every new quotation you create.
Note that this does not affect past issued quotations.
> CHECK SIMILAR REFERENCE
To understand the use see page 89 - 6.1.1.2 What is Check Similar Reference

• Click SAVE
• Close the module
This is to save your changes.

Changing Default Payment Mode For Receipt & Payment Voucher



Info
Location
Setup Activity> Default Setting
Info
Action
> Click SETUP activity
> Click COMPANY details
> Click DEFAULT SETTING module
> Click EDIT
> Click RECEIPT tab
> MODE clicks the dropdown box to change to the required one.
You can change your default bank for receiving funds here.
Note that default settings can still be changed when you are issuing the Receipt.
To understand on how to use Mode see page 29 - 1.3.6 Payment Mode

> Click PURCHASES tab
> Click PAYMENT tab This is to amend default for Payment
> MODE clicks the dropdown box and change to the required one.
Change accordingly
> A/C PAYEE ONLY
> BEARER
> REMARK
To understand the purpose of them, See page 63 - 3.2.2.5 Cheque Printing
> Click SAVE
> Close the module
This is to save your changes.



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