From other side you said that : " So far there was no volunteer to fulfill the need for complete FA help system, so you can be the first one . "
If we Split the Help files to several modules, you will Have :
Module 1. Installation of FA + Declaration of a New Company
( already fully covered )
Module 2. Setup a New Company w/ Data Ranging from : Currency
Definitions , Up to Dimensions Setup.
Module 3. Banking & General Ledger Transactions & Tasks + Dimensions
Module 4. Sales (Receivables) & Purchases (Payables) entory
Module 5. Inventory
Module 6. Manufacturing
Module 7. Reporting
For Myself, I will try to cover the Modules 2 & 3. When finished my 1st attempts
I will send to you to revising it.
I hope from other side somebody will interfer and do other modules
Example 1 :
Preparation Checklist for the Company :
This Preparation Checklist is to assist you in making the decisions and assembling the information needed to set up a business in FA.
The Checklist covers Setup-Task areas corresponding to the pages in FA.
You should respect the order in Fullfilling the Data bellow.
Data to Prepare Accessed from the Menu :
1. Currencies: Banking & General Ledger
2. Fiscal Years: Setup
3. Sales Type: Sales
4. Company Profile: Setup
5. Display Setup: Setup
6. Forms Setup: Setup
7. Printers: Setup
8. Print Profiles: Setup
9. General Ledger: GL Account Classes
GL Account Groups
GL Accounts
Nec. A/C's -> Exchange Variances, Shipping Charges,
A/R, Sales, Sales Discounts Given,
Sales Prompt Pymnt Discounts,
A/P, Discounts Received,
Inventory, C.O.G.S., Inventory
Adjustments, Item Assembly Costs
Account
10. System and General GL Setup: Setup
11. Taxes: Setup
12. Tax Groups: Setup
13. Payment Terms: Setup
14. Shipping Company: Setup
15. Inventory Locations: Items and Inventory
16. Bank Accounts: Setup
17. Points of Sale: Setup
18. Quick Entries: Setup
19. Dimension Entry: Dimensions
20. User Accounts Setup: Setup
Notes :
- Beginning Balances : Initialized via a " Journal Voucher "
They represent any outstanding customer or vendor invoices, outstanding
earnings and deductions for employees/sales reps, outstanding invoices and
payments for jobs, and the quantity and cost of inventory items currently on
hand.
Example 2 :
Note: I assume you start to adopt the Account Group id as varchar(6)
Account Classes :
- Max lentgh = 3 Digits Numbers from 0 to 999. ex : 100 ; 200 ; 300 ; 400 ; 500 ; etc..
- Define how the accounts will be Organized/Grouped in Reports and Financial Statements.
- They also control what happens during fiscal year-end.
Account Groups :
- Max lentgh = 6 Characters. ex: 42 ; 420 ; 421 ; etc...
- An Account Group is a " Header Account " and he is used to summarize the transaction results of the " Active Accounts " belong to it.
- An Account Group may have Multiple Hierarchically " Sub Header Accounts ", but they all should have the same " Account Class " Types Definition.
- It is well recommended to include the " Account Group " number as a part of the begining " Account Group " Description Field. This will help you recognisze them easely later on because the Software do not show the " Account Group " Numbers in the reports and rely only on showing the Description Field of it.
Accounts : ( Active Accounts )
- Max lentgh = 15 Characters. ex: 4213 ; 42214 ; etc..
- An " Active Account " is the Bottom Low Level of the Chart of Accounts Hierarchy Tree for the company where all the transactions occur on.
- It is well recommended to include the " Account Group " number as a part of the " Active Account " number to profit from the " Department Masking " Report Facilities. In this case you should define your account as :
- let say that you have an "Account Group " nb = 421
- So you need to use an " Active Account " nb such as : 4211 ; 4212 ; etc..
- Generally, it is recommended to Define the " Active Account " as a composition of 2 parts :
[ A/C Group Part ][A/C Part] where the Max Total Length = 15 Characters
[ A/C Group Part ] Max length = 6 Char
[ A/C Part ] Max length = 15 - Length ( A/C Group Part )
ex : [ A/C Group Part ] <--- 421 345 ----> [ A/C Part ] & the A/C Number will be: 421345
Department Masking :
FA offers a powerful feature called Masking that helps you departmentalize your financial statements. To take advantage of this feature, you need :
- 1st Define your account numbers in hierarechical way.
- 2nd include the Account Group Numbers as a part of the " Active Account ".
- 3rd Setup your Account Numbers in a special way to consider the departments or branches
Say you want to set up a company that comprises :
- Main + Remote Branch
- Sales + Service Departments.
You could establish a 9 x Character Account Number :
- with the 7th character representing the Location ( Main ; Remote branches )
- and the 8th + 9th character representing Departments (01 = Sales ; 02 = Services)
Then you would enter each Normal Account Number in your chart of accounts 4 times, with each combination of Locations and Department codes:
Account nbs : -------M01 ; -------R01 ; -------M02 ; -------R02
When you order a reports later on using REPGEN or Other Reports Generators you may use < Department Masking > to analyse Departments or Locations Transactions such as:
SQL for All Departments 02 : *****02
SQL for Remote Bransh + Department 01: *****R02
Masking offers a lot of possibilities. You know your needs, so use your imagination when setting up your chart of accounts to take advantage of this powerful feature.
