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3. Creating a Company
1) Create a Company
2) Define the company
3) Set the address
4) Set Accounts
5) Set other information
6) Link to documents
7) Clearing numbers
8) Subsidiaries
9) Opening a company
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3.1 Create a Company
Select the menu option Setup|Companies to open the Companies List window.
Click the 'Add New Record' icon in the toolbar to insert a company record.
Type in the new company id and name. Then press F3 to open the Company Detail window.
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3.2 Define the company
Enter data to define the company:
- full name
- country of registration - leave blank if not registered
- registration number - leave blank if not registered
- VAT registration number - leave blank if not registered
- currency of the accounts - normally GBP
- end date of current financial year
- set the names of the owners if not incorporated
- set a screen background colour to help users identify the company within Acceptum
- set the Next Document numbers to be used. Best to have a leading identifier, for year or type
The company registration and VAT number information is printed on all documents sent to customers and suppliers.
The company colour can be used to colour alternate data grid lines; should the user so select; refer to Setting User Authorities on how to make this setting. As the colour setting is used within list windows, you are advised to use a pale colour so that information can still be read.
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3.3 Set the address
Click the Address tab, and then click 'Add Address'. Change the address code to the required code, and enter the full address of the company. Put a tick in the 'Main' column on the row which holds the default address.
If you double click an address attribute, it will open the Address dialog, to provide a different input format.
The address, telephone numbers, e-mail and web site information are printed on all documents sent to customers and suppliers.
The Can E-Mail, Industry, User 1/2/3 and Source atttributes are used for customers, suppliers and contacts to categorise address records.
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3.4 Set Accounts
Click the Accounts tab to set the default Accounts to be used for the company.
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3.5 Set other information
Click the Other tab, to set reporting and processing information.
The 'First Month of Year' should be set to the first full month of the financial year (used in various ledger reports).
The 'Ageing Analysis Bands' determine the bands for debtor ageing analysis. Whilst the Header and Footer sets the text to be used on Reminder Letters sent to late paying customers.
It is important that the Trial Balance numbers giving the Start and End of the Balances Sheet and Profit & Loss ranges are set, as they are used by Year-end Roll functionality.
The Banking data is not used under this version, use as narrative to hold relevant data.
HMRC Government Gateway data is only completed when the company is registered to submit online XML VAT Returns.
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3.6 Link to documents
Create a link to a graphics file for the company logo. Use  to locate the logo file.
Create a link to a graphics file on the web by setting a URL. This avoids e-mails to customers/suppliers having the logo file as an attachment.
Click 'Add Document' to insert a link to an external document. On the standard Open File window, select the document to be linked too, then click 'Link'.
Double click a linked document to open the document by launching the associated application.
Note: when creating a new company, you MUST set a logo file in order for the print layouts for purchase orders, remittance advices, customer quotes, invoices, etc. to work.
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3.7 Clearing numbers
Users cannot add records to this table, the application does that automatically when required.
For a specific Company/Account combination the Account Item Clearing and Bank Reconciliation features use the Clearing Number shown here to identify items that are 'Cleared'.
Users can change the Clearing Number, if for some reason it has been maintained incorrectly.
For bank reconciliations, the Clearing Number represents the bank statement number. When the application is first used, it should be set to the current statement number. With Internet banking, this tie to the statement number is normally no longer valid.
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3.8 Subsidiaries
If you have a parent company that needs to perform financial consolidation, enter the subsidiary companies here. Setting the accounting percentage to be consolidated.
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3.9 Opening a company
Having created a company, it is now ready for data processing.
Use menu option File|Open Company to select the company and the financial year for processing.
On selection, the window caption will change, plus the background colour - to the one set for the company.
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