Fitrix

Implementation Checklist

 

 

I           COMPANY SETUP AND MULTILEVEL TAX

II          GENERAL LEDGER

III        ACCOUNTS PAYABLE

IV        ACCOUNTS RECEIVABLE

V         INVENTORY CONTROL

VI        ORDER ENTRY

VII       PURCHASING

VIII      PAYROLL

IX        FIXED ASSETS

X         REPLENISHMENT

XI        MULTICURRENCY

 

 

 

 

I           COMPANY SETUP AND MULTILEVEL TAX

 

 

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.

 


 

II         GENERAL LEDGER

 

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.

 


 

III        ACCOUNTS PAYABLE

 

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. 

 


IV        ACCOUNTS RECEIVABLE

 

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)

 


 

V         INVENTORY CONTROL

 

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)

 


 

 

VI        ORDER ENTRY

 

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.

 


 

 

VII      PURCHASING

 

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)

 

 


 

 

VIII     PAYROLL

 

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.

 

 


IX        FIXED ASSETS

 

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

 

 


X         REPLENISHMENT                      

 

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)

 

 


XI        MULTICURRENCY

 

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.