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6. General Setup Data
1) Analysis 1/2/3 codes
2) Budget Phasing
3) Currencies and Exchange Rates
4) Employees
5) Texts
6) Report Sets
7) Units of Measure
8) VAT codes
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6.1 Analysis 1/2/3 codes
Before creating or using analysis codes, users are advised to decide how they are to be used.
A typical structure could be:
Analysis 1
- main product lines for revenue and cost of goods sold accounts
- cost centres/department codes for expense accounts
- cost centres/work centre codes for production orders and labour operations
Analysis 1 Reporting Sets are used under Financial Reports to restrict the data reported on detail rows. This allows for department segmented Profit & Loss reports to be drawn.
Analysis 2
- sub-product lines for revenue and cost of goods sold accounts
- staff names for expense accounts - P11D preparation
Analysis 3
- jobs/projects assigned to customers for Time Logging
- Time Logging non-chargeable categories - Holiday, Sickness, Training
- vehicle or asset numbers to track maintenance and running costs
- investment identifier to track income and trading expenses
- warehouse/storage locations for products, either on organisation premises or with customers
- for single warehouse companies, use it to divide products via other criteria e.g. wine vintage.
Select the menu option Setup|Analysis 1 to open the Analysis 1 List window.
Use menu option Records|Add record to create a new record.
Type in the Analysis code and its description.
For Analysis 2 and Analysis 3 use the appropriate menu option in place of Analysis 1.
On Analysis 3 select a Customer, if the code represents a Job/Project for a Customer, or a Customer holding stock on a Sale or Return basis.
For codes representing Time Logging categories - set a tick against 'Internal Rate Job' if you wish to make a 'recovery' at an employees internal rate.
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6.2 Budget Phasing
Select the menu option Setup|Budget Phasing to open the Budget Phasing List window.
Use menu option Records|Add record to create a new record.
Type in the phasing code and enter the weighting to be applied to each month.
Weightings are applied to annual Budget amounts on the basis of:
Annual Amount * Individual Months Weight Factor / Total of all Months Weight Factors
Refer to Budgeting on how to enter Budgets.
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6.3 Currencies and Exchange Rates
Select the menu option Setup|Currencies to open the Currencies List window.
Use menu option Records|Add record to create a new record.
Type in the currency code and description.
Press F3 to open the Currency Details window to enter exchange rates.
Click 'Add Rate' to insert a new exchange rate record at the top of any existing rates with the current date in the date attribute.
Edit the date to that required and type in an exchange rate which can have up to 6 decimal places.
The exchange rate must be the rate between GBP (pounds sterling) and the foreign currency. If a companies ledger is held in another currency - say Euro's; when a foreign currency amount is entered, it is converted to the company currency by first converting the foreign currency to GBP and then from GBP to Euro's.
Refer to Currency Revaluation on how the application uses exchange rates to revalue foreign currency denominated assets and liabilities within the ledger.
Click 'Web Rates' to open a web page on 'www.x-rates.com' to see current exchange rates.
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6.4 Employees
Select the menu option Setup|Employees to open the Employees List window.
Use menu option Records|Add record to create a new record.
Type in the employee code, first and last names, position and department.
Then add external and internal rates to be used by Projects/Job Costing and Time Logs. Click 'Add Rate' to insert a new rate record. Add rates for the different criteria used by the company, these may be Standard Time, Overtime, Saturday and Sunday rates.
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6.5 Texts
Select the menu option Setup|Texts to open the Texts List window.
Use menu option Records|Add record to create a new record.
Type in the Text code, then press F3 to open the detail window to enter the full text.
These texts are used in the headers and footers of Quotes, Delivery Notes, Invoices, Credit Notes, Statements, Reminder Letters, Purchase Orders and Remittance Advices sent to customers and suppliers.
Potential usage for these Text items are:
- banking information,
- handling instructions,
- delivery instructions,
- quote terms and acceptance conditions,
- letter style sign-ins and sign-outs,
- payment instructions,
- marketing and sales information,
- returns procedures and policies,
- purchasing terms and conditions.
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6.6 Report Sets
Report Sets are a very powerful tool for reporting across non-contiguous values.
For example assume the following Analysis 1 code values are being used:
- 20304, 33498, 45674, 47782, 52354, 53358 and 67784;
and the requirement is to produce a report of the code values:
- 20304, 45674, 52354 and 67784.
The normal 'From' and 'To' range would not be able to produce such a report.
However, a Report Set containing the following selection criteria would produce the correct report:
ANALYSIS1 = '20304' or ANALYSIS1 = '45674' or ANALYSIS1 = '52354' or ANALYSIS1 = '67784'
Further more, being held in a table, the Report Set can be used repeatedly without error.
To create a Report Set select the menu option Setup|Report Sets to open the Report Sets List window, then press F3 to open the detail window.
Use menu option Records|Add record to create a new record.
Use the drop-down list to select the table upon which the set is to operate, then enter a Set Name to identify the set.
If you know exactly how the set criteria is to be worded, type it directly into the Set Value box. Otherwise, click 'Build Set' to open the 'Filter Conditions' dialog.
From the drop-down list of attributes (field names) select the one required - here 'TBNO'. The drop-down list gives the field name and a short identifying description, so selecting the right one is fairly easy. Now select the operator required; either '=', '<', '>', '<=', '>=', '<>'. Finally type in the specific value being tested for, then click 'Add'.
If a second criteria condition is needed, click 'AND' or 'OR' to place the logical connector into the selection criteria statement. Followed by another criteria testing statement - here 'TBNO = 2200'
When entering a date; enter in the format 23/03/2006 (dd/mm/yyyy). The application will convert it to {^2006/03/23}.
When the selection criteria statement is finished, click OK to close the dialog.
The finished Report Set can now be used when reviewing the specified table, either to screen or printed report.
In making a Report Set you are constructing a segment of 'SQL' filter code, so if in doubt, use the expression builder to help construct the filter condition. After a few attempts you will be able to build quite complex statements with nested AND and OR conditions within opening '(' and closing ')' parenthesis.
Report Sets can also be created by clicking 'Save As' on the 'Filter Creation' dialog; detailed in Common Aspects - Creating Filters; when a filter has been created on a data window.
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6.7 Units of Measure
Select the menu option Setup|Units of Measure to open the Units of Measure List window.
Use menu option Records|Add record to create a new record.
Type in the Unit code and a description.
Unit codes are used during Sales Order and Purchase Order processing to specify quantity values. They are also important on Products Accounts to ensure that all transactions use the same unit.
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6.8 VAT codes
Select the menu option Setup|VAT codes to open the VAT codes List window then press F3 to open the detail window.
VAT codes can be classed into 4 areas:
| | Output VAT - VAT amounts | | Input VAT - VAT amounts |
| | Output VAT - VAT turnover amounts | | Input VAT - VAT turnover amounts |
The application is delivered with codes for all standard UK VAT requirements and only needs to be changed should VAT rates change. Should users need to enter new codes, it is important to ensure that codes for Turnover Amounts:
- bear a zero percentage
- that the Turnover attribute is blank
- that the Return Box is set
and that codes for VAT Amounts:
- bear the correct percentage
- that the Turnover attribute is set
- that the Return Box is set
On the majority of transaction input screens, only VAT Amounts codes can be entered, as the VAT Turnover code is derived from the VAT Amount code.
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