Setup Steps in Sequence - Standard Setup

Setup Steps in Sequence—Standard Setup

To ensure a smooth and successful setup, we recommend that you do the following before starting to enter data to set up your system:

Review this topic for an understanding of the scope involved and the recommended sequence of setup steps. The Setup Steps and Menu Selections table, below, provide a slightly different view of the setup process. Both show steps in recommended setup order.
Review supporting documentation for each setup item. Topics on concepts, effect of policies, and/or field lists are available as supporting documentation, grouped in folders by AMSI Evolution Suite menu item.
Print and then complete questionnaires ("Setup Questions") for each setup item (optional). Questionnaires are located in folders with the supporting documentation. If you do not write out answers on the questionnaire, then:
Have the questionnaires available for reference (optional).

Note

In instances where a system has been converted, most of the data for your setup may already be in your system.

After you have planned your setup using the strategies above, you are ready to start entering data into the system. We suggest that you follow the numbered tasks detailed below in Setup Steps and refer to the accompanying table, which provides the menu path for each step as well as additional notes.

Setup Steps

We recommend that you complete these activities in the order listed.

Note

A red asterisk (*) indicates a required set up activity.

Policy Setup
The policy set up should be completed prior to adding any other files to your system.
1. Set up global policies*.
  Use your completed global policy questionnaire for reference.
2. In the System module, set up user security.
3. Set up User property and entity access *.
4. Set up Group property and entity access (optional).
5. Confirm that all users are established in System—Security—Users.
6. Set up user policies*.
  Use your completed user policy questionnaire for reference.
Basic Setup
Completing the basic setup is required and can be done at any time after you have completed the policy setup. The basic setup allows you to add information to the system that is necessary for further set up. Frequently, the information you add displays later in the set up process in drop-down list that allow you to make selections.
1. Set up calendars.*
  Use your completed calendar questionnaires for reference.
2. Set up fiscal years.*
  Use your completed fiscal years questionnaires for reference.
3. Set up companies.* Complete the General tab.
  Use your completed company questionnaires for reference. Or, if your data was converted, confirm that your setup is correct. Note that you do not have the information necessary to complete the 1099 Payer tab at this point in the setup process. During the vendor setup, you are asked to return to this tab and complete it if you plan to use 1099 reporting features.
4. Set up entities.*
  Use your completed entities questionnaires for reference. Note that GL accounts and default budget versions are created later in the setup process. Therefore, you may not be able to select them at this time because they may not exist. These instructions include a steps that ask you to return to entities and complete missing items when they become available for selection.
5. Set up departments (optional).
  Use your completed departments questionnaires for reference. Or, if your data was converted, confirm that your setup is correct.
Financial Setup
Completing the financial setup is required and can be done at any time after you have completed all of the previous setups. The financial setup allows you to add information to the system that is necessary for the processing of financial transactions.
1. Set up GL accounts*.
  Use your completed GL accounts questionnaires for reference. Or, if your data was converted, confirm that your setup is correct.
2. Return to entities* and add GL accounts for each entity.
  Add a retained earnings general ledger account and a profit and loss general ledger account for the summary. Use your completed entities questionnaires for reference.
3. Set up groups (optional).
  Use your completed group questionnaires for reference.
  Groups are selected when you set up properties; therefore, if you plan to use them, they need to be set up prior to setting up properties.
4. Set up bank accounts*.
  Use your completed bank accounts questionnaires for reference. Or, if your data was converted, confirm that your setup is correct. Note that you must be able to complete the GL Accounts tab or the system will not allow you to save the bank account. You must have entities and general ledger accounts set up.
5. Set up properties*.
  Use your completed properties questionnaires for reference. Or, if your data was converted, confirm that your setup is correct.
6. Set up expense codes*—both accounts payable and accounts receivable expense codes.
  Use your completed expense codes questionnaires for reference. Or, if your data was converted, confirm that your setup is correct.
7. Set up posting rules*.
  Use your completed posting rules questionnaires for reference. Without posting rules, the system fails to function properly.
8. Set up intercompany relationships for intercompany transactions (optional). Use your completed intercompany questionnaires for reference.
Vendor Setup
Completing the vendor setup is required and can be done at any time after you have completed all of the previous setups. The vendor setup allows you to add information to the system that is necessary for the processing of accounts payable transactions.
1. Set up allocations (optional).
  Use your completed allocations questionnaires for reference.
2. Set up hold codes (optional).
  Use your completed hold code questionnaires for reference.
  Hold codes are selected when you set up vendors; therefore, if you plan to use them, they need to be set up prior to setting up vendors.
3. Set up 1099 categories (optional).
  Use your completed 1099 category questionnaires for reference.
  1099 categories are selected when you set up vendors; therefore, if you plan to use them, they need to be set up prior to setting up vendors. If you plan to use 1099 reporting features, you must set up 1099 categories.
4. Set up groups (optional).
  Use your completed group questionnaires for reference.
  Groups are selected when you set up vendors; therefore, if you plan to use them, they need to be set up prior to setting up vendors. If you plan to use 1099 reporting features, you must set up 1099 property groups.
5. Set up transmitters (optional).
  Complete this step only if you plan to use 1099 reporting features. Use your completed transmitter questionnaires for reference.
6. Return to companies (optional) and complete the 1099 Payer tab.
  Complete this step only if you plan to use 1099 reporting features. Use your completed company questionnaires for reference.
7. Set up vendors*.
  Use your completed vendor questionnaires for reference. Or, if your data was converted, confirm that your setup is correct.
Customer Setup
Completing the customer setup is required and can be done at any time after you have completed all of the previous setups. The customer setup allows you to add information to the system that is necessary for the processing of accounts receivable transactions.
1. Set up customers*.
  Use your completed customer questionnaires for reference. Or, if your data was converted, confirm that your setup is correct.
Budget Setup
Completing the budget setup is optional and can be done at any time after you have completed all of the previous setups. The budget setup allows you to add information to the system that is necessary for the processing of budget transactions.
1. Set up budget versions.
  Use your completed budget version questionnaires for reference.
2. Set up budgets.
  Use your completed budget questionnaires for reference.
Report Setup
Completing the report setup is optional and can be done at any time after you have completed all of the previous setups. The report setup allows you to add information to the system that is necessary for the processing or customizing of reports.
1. Set up report formats.
  Use your completed report formats questionnaires for reference.
2. Set up series of reports.
  Use your completed series of reports questionnaires for reference.
Final Setup Steps
Completing the initial entry of a batch (if you are not generating batches automatically), adding beginning balances, and making selections for reports are required activities. These activities can be completed at any time after you have completed the following required set ups: policy, basic, financial, and vendor. The entry of a batch (if you are not generating batches automatically) allows you to begin entering transactions into the system, and to generate transaction-related documents and reports from the system.
1. Did you set up so that batches are generated automatically?
  If you are entering batches manually, you must create a batch. Go to step 2.
  If you are entering batches automatically, batches already exist. Go to step 3.
2. Make the following selections from the menu:
  eFinancials—Batches. Refer to Setup Batches Tab for more information.
3. Enter beginning balances. Make the following selections from the menu:
  eFinancials—General Ledger—Transactions—Beginning Balances. Refer to Beginning Balance Tab for more information.
4. Make selections for reports. Make the following selections from the menu:
  eFinancials—Select—Entity Selections. Refer to Select Entities Tab for more information.
5. Make the following additional selections: Department, Properties, and Bank Account.

Menu Selections and Additional Notes

This table provides the menu selections for setup activities and is supplemental to the Setup Steps, above. We recommend that you complete these activities in the order listed.

Menu	Menu Selection	Notes
Policy Setup
Setup—Global Setup—Policies	Global Policies*	Be sure to add the Account Mask on the Other Tab.
(System—)Security—Users	System Module	Be sure to confirm that all users are established in System—Security—Users before establishing User Policies..
Setup—Security_User Property Access	User Property Access
Setup—Security_Group Property Access	Group Property Access (optional)
Setup—Security_User Entity Access	User Entity Access
Setup—Security_Group Entity Access	Group Entity Access (optional)
Setup—Global Setup—Policies	User Policies *
Basic Setup
Setup—Global Setup	Calendar *
Setup—Global Setup	Fiscal Years *
Setup—GL Setup	Companies *
Setup—GL Setup	Entities*	After adding GL Account, you need to return to entity and add Retained Earnings and P&L accounts for each entity.
Setup—GL Setup	Departments (optional)
Financial Setup
Setup—GL Setup	GL Accounts*	Confirm that the Account Mask is set up on the Other Tab of the Global Policies (optional). Return to entities and add GL accounts for each entity. Add a retained earnings GL account and a profit and loss general ledger account for the summary.
Setup—Global Setup	Bank Accounts*	Be sure to enter the bank name in the first line of the bank address. The entry on the first line prints on checks, and that entry must be the bank name if you are to have that name print on checks. When adding a property, assign a default bank, which assigns that property to that bank.
Setup—Global Setup	Properties*
Setup—AP Setup Setup—AR Setup	Expense Codes*	Set up expense codes for each property .
Setup—Common Setup	Posting Rules*	Set up posting rules for each property .
Setup—GL Setup	GL Intercompany	Set up intercompany relationships for intercompany transactions.
Vendor Setup
Setup—AP Setup	Allocations
Setup—AP Setup	Hold Codes
Setup—AP Setup	1099 Categories	Set up to use 1099 reporting features.
Setup—Global Setup	Groups	Set up 1099 property groups to use 1099 reporting features. Groups are selected when you set up vendors, so if you plan to use groups, you can set them up now, prior to setting up vendors. If you plan to use the 1099 reporting features, set up 1099 property groups.
Setup—AP Setup	Transmitters	Set up to use 1099 reporting features. If you plan to use the 1099 reporting features (optional), return to companies and complete the 1099 Payer tab.
Setup—AP Setup	Vendors*
Customer Setup
Setup—AR Setup	Customers*
Budget Setup
Setup—GL Setup	Budget Versions*	Set up one as the default version.
Setup—GL Setup	Budgets*
Report Setup
Setup—Reports	Report Formats*	Prior to setting up formats, print your chart of accounts so that it is available for account lookups while you set up formats.
Setup—Reports	Series of Reports
Miscellaneous Setup
Setup—Global Setup	Zip Codes

Final Setup Steps
Batches General Ledger—Transactions—Beginning Balance	Setup Batches Beginning Balance	Refer to the Setup Steps, above, for specific details on initial entry of a batch (if not generating batches automatically) and adding beginning balances.