GETTING STARTED
Before you can run CustomWare®, there are several items
you MUST do IN ORDER, so that the running of CustomWare will be flawless.
For ease of use, whenever you see a number within parentheses, these are
the numbers you would key from the MASTER CENTER. To get to the MASTER CENTER,
at the CustomWare® START message, key in period (.) or type
in MENU and press return [r]. The number (8,1,2) would indicate you would
key the number 8 (and press return), number 1 [r] and number 2 [r].
SET UP ORDER
You MUST do, in the ORDER SPECIFIED, each of the following:
1. Go into SET UP INTEGRATION VALUES (8), GENERAL LEDGER INTEGRATION (8,1),
and set the ACCOUNT NUMBER LENGTH (8,1,9). The account number length is how
many digits long your MASTER ACCOUNT number is. Each account number is comprised
of a MASTER ACCOUNT number and a DEPARTMENT number. If you set your MASTER
ACCOUNT NUMBER to 4 digits, you would end up with a 5 digit account number
in the general ledger (4 for the master, 1 for the department). A major cash
account might be 1001, and a department number of 0. The account number in
the general ledger would then be 10010. The default value is 3 digits for
the master account number. If you do not wish to use department numbers,
the default department is 0 and does not have to be keyed in when accessing
the account in programs.
INTEGRATION VALUES SCREEN
SETTING UP INTEGRATION VALUES
1 GENERAL LEDGER INTEGRATION
2 ACCOUNTS RECEIVABLE INTEGRATION
3 ACCOUNTS PAYABLE INTEGRATION
4 PAYROLL INTEGRATION
5 INVENTORY INTEGRATION
6 CHECK VALIDITY OF ALL INTEGRATION ACCOUNT #s
7 COMPANY VALUES (names, etc.)
8 ADD/CHANGE TERMINALS TO SYSTEM
9 LIST TERMINALS
10 ADD/CHANGE SYSTEM PRINTER
11 LIST SYSTEM PRINTERS
12 EDI/COMMUNICATIONS SETUP
13 SET SCREEN COLORS
14 PRINTER SPOOL FILE #
15 ADD/DELETE/LIST PRINTER DEVICES
Select
choice by number or .
CHART OF ACCOUNT BREAKDOWN
2. While in the GENERAL LEDGER INTEGRATION CENTER (8,1), select option
2, Chart of Account Breakdown. The default screen will look like this:
GENERAL LEDGER PARAMETERS
1 CURRENT ASSETS 1000 Current Assets
2 FIXED ASSETS 2000 Fixed Assets
3 OTHER ASSETS 2500 Other Assets
4 CURRENT LIABILITIES 3000 Current Liabilities
5 LONG TERM DEBT 4000 Long Term Liabilities
6 OWNER EQUITY 5000 Shareholder Equity
7 SALES 6000 Sales
8 COST OF SALES 7000 Cost of Sales
9 OPERATING EXPENSES 8000 Operating Expenses
10 OTHER INCOME 9000 Miscellaneous Income
11 OTHER EXPENSES 9500 Miscellaneous Expense
Select choice
by number or .
The chart of account breakdown is used by the financial statements to
know when an item is a Current Asset or a Sale. It is used to set limits
so that you may create an account number and it will show up automatically
on the financial statements in the section that you have entered the account
number. You may change the description or the series. The number for the
series should be as long as your account number, with department number,
in the general ledger.
3. Set your fiscal year beginning month (8,1,3).
4. Set up your company information, name, address, etc. (8,7,1-8). Do
NOT set up the security option at this time.
COMPANY NAME INFORMATION: There are 2 company name values. The first,
LOCATION NAME, is used in the POINT OF SALE system on the receipts. The second,
COMPANY NAME, is used all reports and screens. If you have only 1 location,
enter the same name on LOCATION NAME and COMPANY NAME.
The other address information will print on your forms, such as STATEMENTS,
if you use that option.
Company Federal ID #: The company FEDERAL ID # is used on your W-2s.
Company Terms: The company terms are printed on the bottom of all invoice
forms, order entry forms, etc. These will be the general terms of your company
indicating the finance charge (or service fee) information, return check
policy, etc. This is used in conjunction with your TERMS file information
for each customer. A customer may have C.O.D. Company Check as their terms,
but the company terms may indicate that a return check fee of $20 will be
assessed for each returned check.
Security Option: The security option, by default is set to No. This way
you can set up operators and be able to log in. Once this option is set,
it can be unset, but only after you log in with unlimited access security
clearance. You are warned when selecting this option that you MUST set up
an operator with unlimited access clearance before quitting the program.
If this is your first time selecting this option you will be put into a program
that will allow you to set up an operator. This operator should be yourself
and you should give yourself unlimited access. Once you exit this program
you will not be able to get into CustomWare® without an operator's
name and password. If you have set this option and did not set up an operator
and cannot get into CustomWare®, you will have to call Customer
Support at System Designs at (801) 840-8300 and have them step you through
getting on. This process, by its nature, will require the name of the person
on the registration form to make the call. You may have to fax your driver's
license to insure that the person we are talking to is the person who signed
the registration form.
Audit Option: This option is only valid when you have the SECURITY LOG
ON option activated. It will produce reports indicating who has gone into
which programs and when. It will indicate how long they were in the program.
It will also inform you if an operator tried to get access to an unauthorized
program. This option can be set at any time, but it will only track the
operator's activities after the option is set to "Yes."
Company EDI COMM ID #: If you intend to use the EDI system, you
must register your company with the industry EDI organization that assigns
EDI Comm ID numbers. You will not be able to use the EDI system until you
have a valid comm ID number. This number identifies you to your vendors and
customers to whom you are sending documents to.
5. Set up all departments in the General Ledger (1,8,4). If you are not
going to use departments proceed to step 6 as department 0 is already set
up. For more information on departments please refer to the General Ledger
section of the manual for instructions.
6. Set up your chart of accounts by entering your account numbers. You
will have a default department of 0 and you will need to use this number.
Please refer to that section of the manual that explains setting up new account
numbers. You will need account numbers for at least the following, even
if you do not use them (you may reuse account numbers):
Required General Ledger Accounts:
- Cash Disbursement
- Cash Receipt
- Payroll Cash
- Accounts Receivable
- Accumulated Depreciation
- Depreciation Expense
- Accounts Payable
- Sales Tax Payable
- FICA Payable
- Federal Withholding
- State Withholding
- Retained Earnings
- Sales/Revenue
- Discounts given to Customers
- Discounts earned from Vendors
- Interest Expense
- Interest Income
- Bad Debt Expense
- Payroll Salaries
- Payroll Tax Expense
- Inventory
- Cost of Sales
Some of these accounts may be the same number, such as INTEREST EXPENSE and
INTEREST INCOME or CASH DISBURSEMENTS CASH and PAYROLL CASH. But ALL accounts
must be set up before proceeding with the rest of the set up. NO INTEGRATION
ACCOUNT NUMBER MAY SET TO ZERO (0). THIS WILL CAUSE SOME JOURNAL ENTRY PROGRAMS
TO GO INTO AN ERROR MODE.
PLEASE NOTE WHEN ASSIGNING ACCOUNT NUMBERS: WHEN ADDING INVENTORY ITEMS
YOU WILL BE ASKED FOR A SALES, COST OF SALES and WARRANTY ACCOUNT NUMBER.
7. Print a chart of accounts (abbreviated listing) (1,1,5,3).
8. Set up all general ledger account information in all of the Integration
Value Centers. MAKE SURE THAT NO ACCOUNT FIELD HAS A CONTENT OF 0. The exception
to this would be customer numbers, document numbers or transaction numbers.
These should all start with the number 0 or whatever number you wish to begin
with.
9. Check Account Validity: Run option 6 in the main integration value
center to make sure that all accounts are valid. ANY account that shows up
on the listing should be immediately fixed, either by assigning it an account
number that is already in your general ledger or by adding a new account
number and then assigning it.
10. Finish setting up the integration values of all the integration centers,
including selecting an invoice form, sales tax rate, etc.
11. Verify all payroll tax file information. If the information is correct
for your state or, if your state is not in the system, add the state's rates
and tables. ALWAYS USE THE ANNUAL FIGURES. For more information on setting
up payroll tax files, please refer to that section of the manual.
After all of your integration values are set, you may then proceed to
setting up your customers, vendors, employees, etc.
Enter File Data
12. Enter in at least one Workman's Compensation category. Enter all employee
information. Please be sure to add all employees that have worked with the
company this CALENDAR year, as you will need to print W-2 forms for all of
them.
13. Enter as handwritten checks each employee's checks. You may elect
to enter a single check per month or quarter so that the payroll reports
will be more accurate.
14. Enter all vendors, at least those that you may use as sales reps.
15. Enter all customers.
16. Enter all Remote Locations.
17. Enter all inventory items.
18. Enter all open Accounts Receivable Invoices through HANDWRITTEN invoices.
Run an aged analysis to verify your starting totals.
19. Enter all open Accounts Payable Invoices. Run an aged analysis to
verify your starting totals.
You are now ready to run CustomWare®.
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