SETTING UP THE SYSTEM

Transcription

1 SETTING UP THE SYSTEM L O G G I N G I N Once the Thin Clients or Single User system is successfully installed, double click on the Thin Client or Single User to Log In. The Log In Screen below should appear. For the first Log In use Name as Administrator with no password. You will be able to set up other users later on as well as set up a password for Administrator. After installing GlobalBake, certain information is required before entering customer and product data. These are generally set up on your company details. This is found under the GlobalBake main menu select File > Company Details. PAGE 1

2 I D E N T I T Y Enter the company s name, GST or Tax number, address, and phone and fax numbers. A company logo can be added. You can click on the browse button to search your computer for the logo. See also Logo Management button on the Other tab. The Company is a general address that appears on invoices. The How to Order field is used on Full Product Description Sheets and requires the nutritional module. This report is found from the GlobalBake main menu select Reports > Product Reports > Product Descriptions and will appear as a general note on all products at the bottom in a section labelled How to Order. PAGE 2

3 D A T E S Click on the Dates Tab. It is important to set up your Current Week Starts. If you double click inside this field a mini calendar will pop up. You need to make sure that the Current Week Starts and the First Day of Week are compatible (E.g. If the First Day of Week is Monday then the date selected for Current Week Starts is also a Monday). The current Period and year also have to be compatible. The First Month in Year is the first month of the Financial Year. These are the most important fields to get correct and once set shouldn t be changed. Other options Pay Monthly Day Reports Week End Date If employees are paid monthly then this will set the payslip date. - Week reports use last date of week instead of first. Even Fortnight (2 week) - This sets the current week to be the even fortnight (2 week) week. It allows you to distinguish between each week of a fortnight (2 week). Debtors (Customers) statements can be set to either Odd or Even Fortnight (2 week). PAGE 3

4 Pay Fortnight (2 week) starts Is the first date for fortnightly (2 week) pay. This can be set in the past. No G/L Pre this date - Will stop transactions being posted Date Pop Up First Day of Week - The Pop up Calendar (when you double click on a date field) can be edited to have a different first day. Full Week Months - When doing Monthly reports or analysis instead of using just days in the month it will use all the full weeks involved. The amount of full weeks in each month can be seen in period balances and weeks can be moved. For more information see help file Full Week Months. C O N S T A N T S Check the Country Code (Financial) and GST or TAX Percent is correct. The country code works based on international calling code (E.g. 64 for NZ, 61 for Australia, 1 for USA). If there is no default tax percent then set to 0. PAGE 4

5 B A K E R C O N S T A N T S I I Select the Baker Constants II tab. Setup as required. In the box labelled Other there is a field called Base Weight Units. This is the units used for base weight or standard measurement. Eg. Kg. L A B E L S / T A G S Setup as required for Label interface and Nutritional module. PAGE 5

6 G E N E R A L L E D G E R S E T U P From the Globalbake main menu select Ledger > G/L Setup (If general ledger is an active option). Click on Create G/L, this creates a standard functional general ledger structure. PAGE 6

7 You can now add more or modify your codes and structure. PAGE 7

8 After entering a GL structure, use the Validate G/L Structure button on the Default Codes & Utilities tab of G/L Setup. You may get a validation message like this, which identifies the codes which should be marked No Posting. or if the GL structure is correct, you will get this message: PAGE 8

9 A D D I N G U S E R S You can now add users to help with the process. Users can be set up in groups and have certain restrictions but these can be added or modified later. A user requires just a userid to save. A password can be entered also. See the help notes 'PasswordChanges' Other fields are not essential and are explained on a help file User File. Note You can set up as many users as desired however the amount of users that can be logged in concurrently is determined by the number of licences purchased. Additional user licences can be purchased as required at any time. PAGE 9

10 P R O D U C T G R O U P S Every product needs to be part of a group. These can be general or specific and are used in reporting. The Group code will be a number up to four characters long. Under the GlobalBake main menu select Products > Groups. If you have the General Ledger module then product groups will require Analysis codes. These are codes for costs (Analysis Code COGS), sales (Analysis Code Sales) and stock (Analysis Code Stock) and internal credit (Internal Debtors (Customers) Credit Account) and debit (and Debit) codes. Your G/L codes should be set up before setting up groups so if you double-click in the field (or press F8) then it will display a list of your codes. You can double click to select the code or highlight the code by clicking on it once and then clicking the button Pick. Other G/L codes that are optional and can be set up are an expense promotion code (Expense promotion To), a trade allowance code (Trade Allwnce), Expense Base Price Discount To, and Discount. PAGE 10

11 Other functions on the group are optional also and are explained on the help file Product Groups. F I N I S H E D P R O D U C T S To add finished products from the GlobalBake main menu select Products > Finished. The only essential fields are Item Code, Description and Group. You can add selling prices and units and Wgt/Unit (Will be labelled base weight / Unit E.g. Kg/Unit). If product weighs 100g and base weight is Kg then field would be 0.1. For more information about finished products view help file Setting Up New Finished Products. PAGE 11

12 D E B T O R ( C U S T O M E R ) T Y P E S Set up Debtor (Customer) Types, these are to group debtors (customers) of similar business, for example service stations or supermarkets. This is used in some reports. A Debtor (Customer) can easily be changed to a different type if required. Types can also be added to other types in a tree fashion. E.g. you can have specific supermarkets as a type and then they can add to a type called supermarket for all supermarkets. To add a type to another type either double-click or press f8 in the Add to Type field and select the super (add to) type. For debtors (customers) on each type you can set up specific logo s, restricted products, and can load concessions, commissions, rebates and trade allowances. This may help you decide how to set up your types. It is easier to set up super (add to) types first. For more information on Types look at help file Customer Types. PAGE 12

13 A R E A S Areas are similar to Debtor (Customer) Type s. Runs are required to have an area. You can have area s adding to other areas. Areas may be city, state, country etc. You can do reporting based on areas and load concessions etc for areas. From the GlobalBake main menu select Sales > Sales Areas. R U N S Set up Runs. These are used to group debtor s (customer s) in similar physical areas and are used to deliver dockets (orders) to debtors (customers). Every debtor (customer) must have a run in order to purchase goods. Runs should match Contractor s runs. Runs require a number and description and need to be linked to an area. From the GlobalBake main menu select Sales > Runs. For more information on run functions look up help file Setting Up a Run. PAGE 13

14 D E B T O R S ( C U S T O M E R S ) Debtors (Customers) require a Type to be loaded first. It is easier to set up the Head Office accounts first in order to add the head office link to each sub accounts as you load them. Add an Account number and Alpha Key; this is used when searching for specific debtors (customers). Add contact details like name, postal and delivery addresses, , phone and fax numbers. PAGE 14

15 A D D I N G R U N S The next thing to add is a run to a debtor (customer). Go to the Run tab near the middle of the tab section. Click on a line to enter a run. You can select the run by either typing it in or pressing F8 or double-clicking in the field to select it from a list. The run screen will show the delivery days and shifts for the run and for the debtor (customer). The delivery days for the debtor (customer) are set on the run tab above. Other information, like alarm codes can be entered in the Security Info field, also the expected Time at Site. PAGE 15

16 L O A D S T A N D I N G The next thing to add is standing orders. These are entered in on the Stdg tab. Click on a line in the table. The grid listed from Sun Sat for shifts 1, 2, 3 has a colour code system. If the square is coloured blue then there is no run loaded for the debtor (customer) marked for delivery for those shifts on that day. A square coloured red is a day that is marked no delivery which is set on the run tab also. A standing order can be entered on these days but there will be a warning when trying to save and this will need to be addressed as it can cause problems when trying to generate dockets (orders). Shadow orders A standing order can be selected as a shadow order. This requires no quantity and either will generate a docket (order) with no values or place the shadow products on the side so when entering a docket (order) shadow products can be seen and asked about. PAGE 16

17 L O A D J O U R N A L S T O S E T B A L A N C E S There is a utility which allows you to load the journals for each debtor (customer). From the GlobalBake main menu select File > Administrator Utilities. Expand the menu option GlobalBake Setup and select Import Debtor (Customer) Balances. It requires a *.xls (Microsoft excel) file. The file needs to be set up with the column headers alphakey, date, ref, amount. This is the debtor (customer) alpha key that was set up when adding the debtors (customers), a date, then a reference, then an amount. PAGE 17

18 A G E D T R I A L B A L A N C E You can check whether the amounts have been entered by running a debtor (customer) aged trial balance report. From the GlobalBake main menu select Reports > Debtor (Customer) Account Reports > Aged Trial Balance. Change the second drop down menu to All Debtors and click Print. You should check that the debtor s (customer s) figures have been imported correctly. PAGE 18