Fitrix
Implementation Checklist
1.
Update Company Information
(GL-9-a):
Enter Company Name and
Address
Set multilevel tax flags to
applicable setting
Enter department codes
2.
Update Account Number Ranges
(GL-9-c)
These ranges identify the
type of account (asset, liability, income, expense, etc.)
These ranges group the
totals on the financial statements. Account numbers can also be subtotaled
within these groups when the account numbers are set up. See section “Update
Beginning Balances” under General Ledger Implementation.
3.
Update Ledger Accounts (GL-9-e)
This is where you set up the
chart of accounts. The accounts can be set up now or set up concurrently with
the beginning balances. See section “Updating Beginning Balances” under the
General Ledger Implementation.
4.
Update Checking Accounts
(GL-9-g)
Set up all checking accounts
General Ledger account numbers that must interface with the Accounts Payable
Checking Account Reconciliation program. The ledger numbers must be set up
prior to doing this.
5.
Multilevel Tax (skip if sales tax does not apply to your
organization)
·
Update
Tax Codes (GL7-a) Ignore account numbers for accounts payable transactions.
·
Update
Tax Periods (GL-7-b)
·
Update
Tax Groups (GL-7-c). This is where you define groups of one or more tax codes.
1.
Update Defaults (GL-4-a)
a.
Define
current period and year. This is the user’s start date. Transactions dated
prior to this date will not post to the general ledger.
b.
Define
retained earnings account numbers that must have already been setup.
c.
Direct
DB/CR entry – if this value is set to N, user will have to enter a (-) sign in
front of dollar amounts when entering journal entries in order to credit
account numbers that are normally debited and vice-versa.
d.
Ledger
Complete Set Up Date – This should be day 1 of period defined in (a) above. All
transactions with a date equal to or greater than this date will post to the
general ledger.
e.
Ledger
Setup Complete – Do not change this flag to Y until you have entered beginning
balances (see #2 below). Once this flag is set to Y, balances cannot be changed
except through transaction processing.
f.
Period
Maintenance (TAB to get to this section of screen) – Enter the date range for
your beginning period. For example, if current period and year set up in
Defaults is 01 2000, user will enter the following:
Period Start Date End Date GL
Controlled
01
2000 01/01/2000 01/31/2000 (system
maintained)
You can
define future periods at this time or you can be prompted each time you use the
“Begin a New Period” function.
2.
Update Beginning Balances
(GL-4-c)
a.
Enter
account number. Field “Type” will automatically be display based on account
number in ranges previous setup.
b.
Enter
account description.
c.
Enter
“Subtotal Group” (optional) – This code
will group like accounts together and subtotal them on financial statements
d.
(i.e.,
a subtotal code for all travel and entertainment accounts could be T & E
Expenses). Note: There will be a
line for each account number with a subtotal for the group.
e.
Increase
with Credit? This will default to Y or N based on account number ranges
previous set up. For example, if this account number falls within the range of
current assets, this value will default to N. User must change this field for contra accounts (i.e., accumulated
depreciation will default to N, so user must change to Y).
f.
Detail
section (TAB to get to this section of the screen)
1.
Enter
department code if applicable, System will default to 000.
2.
Enter
beginning period and year (i.e., if current period and year set up in general
ledger defaults (GL-4-a) is 01 1998, you would enter the following on this
screen:
Dept
Period Activity Balance This Period
Budgeted
Postings
000 01 1999
skip this 500.00 system maintains 200.00
Note:
1.
Enter
the beginning balance for the current period (which is equal to the ending
balance of the period immediately proceeding your current period) in the
balance column. Do not enter anything in the activity column for the current
period.
Balances for periods prior
to the GL Setup Complete Date can also be entered here but they will be strictly for
historical/comparative reporting. You cannot post transactions to periods prior
to the GL Setup Complete Date. If entering info for prior periods, enter values
in both activity and balance columns.
2.
For
accounts with no initial balance you must enter a balance of zero in the
balance column if you wish to see these accounts listed on financial reports
before any activity is posted to them.
g.
Run
Trial Balance-Verify that balances are correct and in balance (GL-3-d).
h.
Go
to Update General Ledger Defaults (GL-4-a) and change ledger setup flag to Y. Once
set to Y, account balances can only be changed though transaction processing.
i.
Optional
Features The following features are optional:
1.
Source
Document Type (GL-4-e) See General Ledger Manual, page 7-18.
2.
Account
Groups (GL-4-g) See General Ledger Manual, page 7-21.
The Account Groups can
assist you in entering recurring transactions that involve the same set of
general ledger account numbers each time. The Account Groups can be used in GL,
AP and AR. Each time you use an Account Group in a transaction, the general
ledger account numbers in that group will automatically populate the fields and
you enter the amounts.
3.
Recurring
Documents (GL-2-a). Recurring documents are predefined documents stored in a
file for occasional or periodic use in transaction processing.
1.
Update Vendor Payment Terms
(AP-3-d)
2.
Update Accounts Payable
Defaults (AP-4-I) Leave Accounts Payable Complete flag set to N until you have entered
all open items and verified totals of items is correct.
3.
Add Vendors (AP-3-a) Enter the vendor address and
detail information.
4.
Update Account Groups
(AP-4-c) The
account group gathers a set of pre-determined general ledger account
numbers. A useful way to use this function
in AP is to attach an account group to the Vendor’s file so that when you enter
an invoice for that vendor, the general ledger account numbers normally used
for this vendor are automatically entered into the invoice detail area. Then you only have to fill in the dollar
amounts.
5.
Add Vendor Pay-To’s (AP-4-f)
If a vendor
has more than one remittance address, use will enter a pay-to for each address.
Documents will be entered in accounts payable using the pay-to code so that the
remittance address on the check will be correct. If no pay-to address is used,
the address on the check will be the address set up in Update Vendor
Information.
6.
Enter Vendor Open Items
(AP-4-h)
7.
Print Vendor Open Items
(AP-4-j)
Print this report to verify open items and total of items are correct.
8.
Update 1099 Accounts
(AP-4-j) Enter
cash account numbers through which disbursements will be tracked for those
vendors that have the 1099 required field in vendor master set to Y.
9.
Change set up complete flag
in Accounts Payable Defaults (AP-4-a) to Y.
1.
Update Customer Payment
Terms (AR-2-d)
2.
Update AR Defaults (AR-3-a) Leave AR Setup Complete flat
set to N until you have entered all open items and verified total of items is
correct.
3.
Add Customers (AR-2-a)
4.
Add Customer Ship-to’s if customer has more than
one shipping location (AR-2-f).
5.
Enter Customer Open Items
(AR-3-h)
6.
Print Customer Open Items
(AR-3-I) Verify
total on this report is correct.
7.
Change Set Up Complete Flag
in Accounts Receivable Defaults to Y (AR-3-a)
1.
Enter Warehouse Definitions
(IC-4-b) Set
up a Warehouse record for each warehouse.
2.
Enter Commission Definitions
(IC-4-c) This
allows you to associate a commission code with specific inventory items.
3.
Enter Item Classifications
(IC-4-d) This
optional feature allows you to group inventory items for various functions and
reports.
4.
Enter Inventory Defaults
(IC-4-a)
Leave Inventory Setup Complete to N until the inventory items, quantities on
hand and average costs are entered. Then come back and change Setup Complete to
Y.
If set to N, you can enter
the quantity on hand, average costs, history and cost stack information during
individual inventory item setup.
If set to Y before items, quantity
and average costs are entered, you will have to enter all existing inventory
quantities by receiving, shipping or transferring inventory items to affect the
inventory, and the system automatically calculates average costs.
The Usage History screen and
the LIFO/FIFO cost screens become “view only”.
5.
Enter Inventory Items
(IC-1-a)
a.
Enter
Inventory Item Header Information
b.
Enter
Inventory Item Warehouse Detail. Press TAB to access this area. Zoom to display
picker window and select “Modify Warehouse Detail”.
·
When
you record the quantity on hand for items with a costing type of LIFO/FIFO, a
screen will appear so that you can enter the LIFO/FIFO cost stack.
·
When
you record the quantity on hand for items that are serialized, lot or both, a
screen will appear so that the serial and lot information can be entered.
c.
Copy
the inventory item to additional warehouses if necessary. Press TAB while in
the inventory header screen and select “Copy Warehouse to Another”.
d.
Modify
the Warehouse information for inventory items placed in additional
warehouses.
e.
Enter
Reorder Detail. This is an option item. Zoom while in the inventory item header
section to display picker window and select “Modify Reorder Detail”
6.
Print the Valuation Report
(IC-3-F-a) Run
this report after all inventory items and quantities are setup. Enter the Grand Total value into the
Inventory account in general ledger.
7. Set the Inventory Defaults Setup Complete Flag to Y. (IC-4-a)
1.
Add or Modify Order
Definitions (OE-4-c-a)
2.
Add or Modify Line Type
Definitions (OE-4-c-b)
3.
Add Alias Definitions
(OE-4-c-c)
4.
Add Kit Definitions
(OE-4-c-d)
5.
Add Discount Definitions
(OE-4-c-e)
6.
Add Special Price Defaults
(OE-4-c-f)
7.
Add Debit/Credit Reasons
(OE-4-c-g)
8.
Add Tax Definitions
(OE-4-c-h) If
they were not setup in other module setups.
9.
Add Commission Definitions
(OE-4-c-i) If
they have not been setup during Inventory Control Setup.
10.
Add Salesperson Definitions
(OE-4-c-j)
11.
Add Warehouse Definitions
(OE-4-c-k) If
they have not been setup during Inventory Control Setup.
12.
Add or Modify Payment
Methods (OE-4-c-l)
13.
Add Order Entry Defaults
(OE-4-c-a)
14.
Add Order Entry Customer
Information (OE-4-e) Most of the customer information will be entered if the customers are already
entered during Accounts Receivable setup.
15.
Add Customer Ship-to
Addresses (OE-4-f) Enter customer ship-to information if the customer has multiple ship-to
address or the address differs from the address in the customer file. If no ship-to address is entered, the system
will use the customer address.
1.
Add or Modify Order Type
Definitions (PU-4-c-a)
2.
Add or Modify Order Line
Type Definitions (PU-4-c-b)
3.
Add Buyer Definitions
(PU-4-c-c)
4.
Add Warehouse Definitions
(PU-4-c-d) If
it has not been setup in Inventory Control Setup.
5.
Add Requestor Definitions
(PU-4-c-e)
6.
Add Purchasing Defaults
(PU-4-c-a)
1.
Add Accrual Codes (PY-4-c)
The accrual codes are used
for sick leave and vacation accruals.
2.
Add Income Codes (PY-4-d)
3.
Add Deduction Codes (PY-4-e)
4.
Add Obligation Codes
(PY-4-f)
These codes are used to
record employer obligations such as FUTA and FICA.
5.
Add Tax Tables (PY-4-i)
You will have a tax table
for each type of tax such as Federal Income Tax, State Income Tax, etc.
6.
Add Employee Types
(PY-4-k) (optional)
This creates a template for
employees with similar income, deduction and obligation information. This will speed data entry when entering new
employees.
7.
Add Payroll Defaults (PY-4-a)
If you are setting up your
payroll module at the beginning of a year, set the Post to GL flag to Y.
If you
have already issued payroll during the current year, see the instructions below
for “Midyear Setup”.
8.
Set up Direct Deposit (optional)
9.
Setup Employees (PY-3-a)
Midyear Setup
These additional steps will accurately transfer all
of your payroll information from your old system, and ensure that your reports,
as well as the accrued information in the employee’s quarterly and year –to-date
buckets, will be correct.
1.
Set the Post to GL flag in
the Payroll Defaults (PY-4-a) file to N.
This will allow you to run
the Post option without actually affecting your Chart of Accounts so that you
don’t duplicate any information already in your Chart of Accounts.
2.
Get the aggregate quarterly
figures from your old system.
Make sure you have the
information for each quarter
of the current fiscal year. If you are presently in the middle of a quarter,
get the quarter-to-date information for that quarter too.
3.
For every employee, create a
manual payroll entry for each quarter using the Update Payroll Entries
(PY-1-d) option. Use the end-of-quarter date for the payroll date.
Repeat steps 3-6 for each
quarter of the current year.
4.
Set Print Check to N. Enter
a fictitious check number like 0000.
For the Payroll Date and Ending Date fields, enter the ending date of
the quarter you are working on.
Ignore any error message,
saying this date is outside the normal range. Simply press [ENTER] to continue.
5.
Print Detailed Edit List
(PY-1-e-b). Verify that the entries and totals are correct.
6.
Run Post Payroll Entries
(PY-1-h). This updates the Employee Information files.
7.
Repeat these steps until
payroll information for each quarter has been entered.
8.
Set the Payroll Defaults
File (PY-4-a) Post to GL to Y.
1.
Add Asset Classes (FA-3-c)
The IRS maintains a list of asset classes. The most commonly used
categories are already stored in the Fixed Assets module for you.
2.
Add Book Definitions
(FA-3-e)
There are a minimum of four types of depreciation books, Main
Accounting Book, Federal Taxes Book, Alternative Minimum Tax Book and Adjusted
Current Earnings Books. You may define additional books as needed.
3.
Add or Modify Depreciation
Codes (FA-3-g)
The system comes with 19
pre-defined depreciation codes that can be modified. You may add additional
depreciation method codes as needed.
4.
Add Limit Tables (FA-3-h)
A limit code allows you to
specify limits of depreciation for different assets.
5.
Add Fixed Assets Defaults
(FA-3-j)
6.
Add Fixed Asset Information
(FA-3-a or FA-1-a)
Be sure to read the Fixed Assets Manual for information on “cloning”
similar fixed assets
1.
Update System Default Screen
(RL-1-a)
2.
Update Product Line
(RL-1-b-a)
Assign a code, description and vendor to a product line.
3.
Update Vendor Catalog
(RL-1-b-b)
Access the vendor/item catalogs defined in the Fitrix Purchasing
module, allowing you to assign product line to items.
4.
Create Product Line History
(RL-1-b-d)
This stores the information in a temporary table, which is accessed to
populate the fields in the following option, Update Product Line History.
5.
Update Product Line History
(RL-1-b-e)
This allows you to set the minimum and target purchases. It also
calculates the review cycle based on the entry of the target amount.
6.
Usage – Update Inventory
Control Tracking Defaults (RL-1-c-a)
7.
Usage – Update Order Entry
Tracking Defaults (RL-1-c-b)
8.
Usage – Period Definitions
(RL-1-c-c)
9.
Calculations – Update Lookup
Definitions (RL-1-d-a)
10.
Calculations – Update
Pre-set Formulas (RL-1-d-b)
11.
Calculations – Update
Calculations (RL-1-d-c)
12.
Scripts – Update Script
Definitions Screen (RL-1-e-a)
1.
Add Currencies (MC-5-c)
Define the home currency and currencies for your vendors and/or
customers.
2.
Add Daily Exchange Rate
(MC-5-e)
This is optional, you may choose to use the Period Exchange Rate
described below.
Define a code with unique currency code and date combination. This
daily exchange rate is valid for the single day specified.
3.
Add Period Exchange Rate
(MC-5-g)
This is optional, you may choose to use the Daily Exchange Rate
described above.
Define a code with unique currency code and period/year combination.
This period exchange rate is valid for the single period/year specified.
4.
Add Multicurrency Defaults
(MC-5-a)
Use Multicurrency in AR and
OE? Y/N
If you use Multicurrency in Order Entry, you must also use
Multicurrency in Accounts Receivable.
Use Multicurrency in AP and
PU? Y/N
If you use Multicurrency in Purchasing, you must also use Multicurrency
in Accounts Payable.
If you choose not to use Multicurrency in the AR/OE or AP/PU modules,
the currency data fields in those modules are skipped and remain null.
If you choose to activate
Multicurrency in AR/OE or AP/PU modules you must never change the Use
Multicurrency in AR/OE (AP/PU) flag back to N.
Saving the Multicurrency
Defaults File.
When you press ESC to exit and save the Multicurrency Default file, if
you have changed the Use Multicurrency in AR/OE (AP/PU) from N to Y, you will
see the following prompt:
You have
activated Multicurrency for AR/OE (AP/PU). Enter ‘Y’ to set all currency codes
in the customer (or vendor) and activity files to the home currency value shown
above. Press ‘N’ to cancel.
If you answer ‘Y’ to this prompt, the home currency is inserted into
every record for:
AR/OE AP/PU
·
existing
customers existing
vendors
·
outstanding
AR invoices outstanding
AP invoices
·
AR
Cash Receipts AP
Cash Disbursements
·
AR
Activity Records AP Activity Records
·
all
existing orders all
existing purchase orders
If you are installing Multicurrency on a new system and have no
existing records in AP, PU, AR or OE, there will be nothing to change.
If you are installing Multicurrency on an existing system running AP,
PU, AR or OE, this feature will save you from manually updating each record
with the currency code. See next
section for additional notes on converting existing accounting databases to
Multicurrency.
Converting Existing
Accounting Databases to Multicurrency
Follow Multicurrency Implementation Steps 1-3.
In Step 4, answer ‘Y’ to Use Multicurrency in AP/PU (or AR/OE).
Press ESC to save and exit the Multicurrency Defaults file.
Answer ‘Y’ to the following:
You have
activated Multicurrency for AR/OE (or AP/PU). Enter ‘Y’ to set all currency
codes in the customer (or vendor) and activity files to the home currency value
shown above. Press ‘N’ to cancel.
The home currency code will be inserted into:
For AR/OE For AP/PU
·
existing
customers existing
vendors
·
outstanding
AR invoices outstanding
AP invoices
·
AR
Cash Receipts AP
Cash Disbursements
·
AR
Activity Records AP
Activity Records
·
all
existing orders all
existing purchase orders
IT IS IMPORTANT THAT YOU DO
NOT CHANGE THE CURRENCY CODE OF CUSTOMERS OR VENDORS THAT HAVE EXISTING ITEMS OR
BALANCES.
If you used the system previously without Multicurrency, the system
assumed that all transactions were in the home currency.
For customers or vendors with no activity:
For customers with no activity, who have a currency other than the home
currency, use Update Customer or Update Vendor Information to specify their
currency.
For customers or vendors with existing activity:
You must NOT change the currency code of vendors, customers or their activity if they have open items or balances. Therefore, you must create a new customer or vendor code with the foreign currency. Use the new vendor or customer code for all new activity.