SAGE ACCPAC Sage Accpac ERP System Manager Quick Start Guide
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Contents Chapter 1: Introducing the Quick Start Guide What is the Setup Wizard?...1 1 Before You Start...1 2 Activation Code...1 2 System Requirements...1 3 Chapter 2: Installing Sage Accpac ERP Install Sage Accpac ERP...2 1 Chapter 3: Using the Setup Wizard Data Entry Form and Follow up Checklist...3 1 Creating a Chart of Accounts Template...3 2 Run the Setup Wizard...3 6 Enter Company Database and System Database Information...3 7 Enter Account Information...3 9 Add Users...3 11 Select Options for Applications...3 11 Finish the Setup Wizard...3 12 Complete Follow up Activities...3 12 Index Quick Start Guide iii
Chapter 1 Introducing the Quick Start Guide Introduction This guide describes, in summary, how to install Sage Accpac ERP programs and data on a workstation for use in a workgroup environment, and how to use the Setup Wizard. If you are planning a different installation configuration, see the installation instructions in Chapters 2 and 3 in the System Manager Administrator Guide. What is the Setup Wizard? The Setup Wizard is a program that automatically sets up the core structure of a new Sage Accpac ERP accounting system. You use the wizard to: Activate and set up programs Create a Chart of Accounts Define required and optional settings. The Setup Wizard prompts you to choose options and settings for System Manager and General Ledger. Automatically create a Chart of Accounts. You can design your own set of general ledger accounts or choose from several industry-specific charts of accounts. Choose options and settings for A/R and A/P (if you installed them before starting the Wizard). Quick Start Guide 1 1
Before You Start The following chart briefly describes the steps to install and set up your Sage Accpac ERP system: Install Sage Accpac ERP (see Chapter 2 in this guide) Install System Manager Do you require multicurrency accounting? Yes No Install Multicurrency Print and fill out the Setup Wizard Data Entry Form (optional) Do you want to set up programs automatically? Yes No Run the Setup Wizard (see Chapter 3 in this guide) Run the Setup Wizard Set up programs manually Add accounting data (see Chapter 3 in each program s setup guide) Review options, set up tax and bank services, add customers and vendors, add transaction history Before You Start Read about setup options If you are not familiar with setting up Sage Accpac ERP, read through the System Manager Administrator Guide, and Chapter 2 in each program s Getting Started guide. Activation Code You need an activation code to register Sage Accpac ERP programs, but you can install and use the products for 30 days without entering an activation code. 1 2 Sage Accpac System Manager
30-day temporary license Before You Start Note: You must register your activation code within the 30-day period before the temporary license expires. Introduction There are several ways to request an activation code. For instructions, read the sections Requesting an Activation Code, and Using Unregistered Programs, in Chapter 3 of the System Manager Administrator Guide. System Requirements The minimum software and hardware requirements for running Sage Accpac ERP version 5.5A include: The Sage Accpac ERP DVD. Accpac.NET Libraries 5.5 requires Microsoft.NET 2.0. Web-deployment requires that you use Sage Accpac Web Reporting by Crystal as the reporting server. Previous versions of Crystal Server and Crystal Enterprise are not compatible with System Manager 5.5A. If you are installing on a network, you need access rights to the network volume where you plan to install. (For important background information, please read Chapter 2, Planning the Installation, in the System Manager Administrator Guide.) Microsoft SQL Server and Pervasive.SQL requirements for Client Workstations: Microsoft Windows 2000. Microsoft Windows XP Professional. Workstation component of Microsoft SQL Server / Pervasive.SQL. Microsoft Excel 97/2000/XP/2003/2007 (for financial reports). Internet Explorer 6.0 or above. Quick Start Guide 1 3
Before You Start Microsoft SQL Server and Pervasive.SQL requirements for Server installation: Microsoft Windows 2003 Server. Microsoft Windows 2000 Server. Microsoft Windows 2000 Advanced Server. Novell Netware 6.5 Pervasive.SQL 9.6 or higher for Microsoft Windows or Linux. Internet Information Server 5.0. Sage Accpac Web Reporting by Crystal. Microsoft SQL Server In addition, for a Microsoft SQL Server installation, you also need: Microsoft SQL Server 2000/2005. ODBC driver for Microsoft SQL Server database. Minimum of 10 MB network connection (100 MB recommended) between the Web server and workstations. IBM DB2 In addition, for an IBM DB2 Universal database installation, you also need: Client Workstation Workstation component of IBM DB2. Server IBM DB2 UDB 8.1 FP11 and above. ODBC driver for DB2 database. IBM DB2 UDB 8.1 and above. Oracle In addition, for an Oracle database installation, you also need: Client Workstation Workstation component of Oracle. Server Oracle 9i/10g Enterprise Edition, Standard Edition, and Standard Edition One. ODBC driver for Oracle database. 1 4 Sage Accpac System Manager
Chapter 2 Installing Sage Accpac ERP This chapter describes how to install Sage Accpac ERP programs. If you need more detailed installation instructions, refer to the System Manager Update Notice or to Chapter 3 in the System Manager Administrator Guide. Installation Install Sage Accpac ERP The easiest installation configuration on a peer network is to install Sage Accpac ERP programs on each workstation, and install data on a server (or on a dedicated workstation). Each workstation using Sage Accpac ERP data on the server must be mapped to it. If you require mapping instructions, see the section, Mapping to Network Drives, in Chapter 2 in the System Manager Administrator Guide. To install Sage Accpac ERP: 1. Insert the Sage Accpac ERP DVD into your DVD drive. Choose Install Sage Accpac ERP, and work your way through the installation prompts. 2. Set the data path to the shared data folder on the shared computer. 3. Install the number of LanPaks you need, and apply for an activation code for each. Note that you must install a LanPak before you can use Sage Accpac ERP. Restart 4. Restart your computer after installing the System Manager. Quick Start Guide 2 1
Install Sage Accpac ERP 5. Install Integrated Access Pack if you use this product, and apply for an activation code for it. Store the DVD and activation codes 6. When you finish installing Sage Accpac ERP, store the DVD and the activation codes in a safe place. You will need them if you ever have to reinstall. Read Chapters 2 and 3 in the System Manager Administrator Guide for more information about installation options and procedures. 2 2 Sage Accpac System Manager
Chapter 3 Using the Setup Wizard This chapter describes how to use the Setup Wizard. Using the Setup Wizard is the quickest and easiest method to set up a new company database, particularly if you are not familiar with Sage Accpac ERP. If you do not want to use the Setup Wizard, you must activate each program manually, as described in Chapter 5 of the System Manager Administrator Guide, and choose company options using the Options form, described in each program s setup guide. Using the Setup Wizard Data Entry Form and Follow-up Checklist Two Adobe Acrobat forms a data entry form and a follow up checklist are provided to help you set up a new company. Setup Wizard Data Entry Form. Use this checklist to prepare the data you need to set up a company. Recording information on the form in advance provides you with a handy reference as you work your way through the Setup Wizard. Setup Wizard Follow-up Checklist. Use this checklist to guide you through the final steps required to set up the Sage Accpac ERP system: defining default Tax and Bank Services options, adding customer and vendor records, and entering historical and year to date transactions. To print the checklist: 1. Click the Windows Start button and select Sage Accpac ERP from the Programs list. Quick Start Guide 3 1
Creating a Chart of Accounts Template 2. Select Online Documentation, then choose Setup Wizard, then choose either Setup Wizard Data Entry Form, or Setup Wizard Follow up Checklist. Or Go to X\Program Files\Sage Accpac\Docs\SMXXAENG, and choose Setup Wizard DataEntry.pdf for the data entry checklist, or Setup Wizard FollowUp.PDF, which is the followup checklist. These checklists open in Adobe Acrobat Reader. 3. In Adobe Acrobat Reader, choose Print from the File menu. Creating a Chart of Accounts Template RAM affects large charts of accounts setup Note: If you create an extremely large chart of accounts, the Setup Wizard might encounter problems if there is not enough memory on your system. If this happens, you should click the Cancel button while the accounts are being saved, then click Back to select fewer account segments. If this doesnʹt free up enough memory, click Cancel at the same point as before, then choose Next to continue with the Setup Wizard (without selecting any account segments). You would then need to open General Ledger to create your chart of accounts. You can create a Chart of Accounts in three ways: Choose a Chart of Accounts template while running the Setup Wizard. Pre defined templates reduce the amount of work you must do to set up a company s accounts after wizard activities are complete. Note: You can add or remove accounts in a template to accommodate a company s specific account requirements. 3 2 Sage Accpac System Manager
Creating a Chart of Accounts Template If you require industry specific accounts for the company you are setting up, you can create a Chart of Accounts file (COA) before running the Setup Wizard, and then choose it when running the Setup Wizard. Enter accounts manually, after you finish the Setup Wizard. To create your own industry specific chart of accounts file, you may want to open an existing template (in Wordpad) to view the file structure and components. Sage Accpac ERP chart of accounts files are stored in C:\Sage Accpac\SETUPWZ\ENG. The following screen shot shows a chart of accounts opened in WordPad. Using the Setup Wizard Header line Account lines Header Line: Three fields are used in the header line. The contents of these three fields indicate the version of the chart of accounts file, the name of the file, and whether the accounts in the file merge with the Basic Chart of Accounts (the default account structure), or replace it. Quick Start Guide 3 3
Creating a Chart of Accounts Template Header line Field Description 4100 Version of the chart of accounts file (4.1 = 4100, 4.2 = 4200, 5.0 = 5000). Manufacturing N Chart of Accounts Description. File Type: If this field is blank, the contents of the file will merge with the Basic Chart of Accounts (BASIC.COA). If this field contains the letter N, the file will replace a pre existing chart of accounts. Account Lines: Account lines contain seven fields. These fields indicate the account number, account description, the account type, normal balance, account group, whether the account accepts multicurrency transactions, and whether to keep account groups. Account line Field Description 4000 Account number. If an account contains fewer than the number of digits specified in the Setup Wizard, extra spaces are filled in with zeroes. Sales Revenue Account description. I Account Type: B = Balance Sheet R = Retained Earnings I = Income Statement S = Special Account (used in a COA file to indicate an account that should be removed from the basic COA file) 2 Normal Balance: 1 = Debit balance 2 = Credit balance 3 4 Sage Accpac System Manager
Creating a Chart of Accounts Template Account line Field Description 8 Account Group: Numbers correspond to the 16 standard account groups defined in the General Ledger: 01 = Current Assets, 02 = Fixed Assets, 03 = Other Assets, 04 = Accumulated Depreciation, 05 = Current Liabilities, 06 = Long Term Liabilities, 07 = Shareholder s Equity, 08 = Revenue, 09 = Cost of Sales, 10 = Opening Inventory, 11 = Purchases, 12 = Closing Inventory, 13 = Cost and Expenses, 14 = Other Income and Expenses, 15 = Provision for Income Taxes, 16 = Other, XX Unclassified. Using the Setup Wizard You must specify an account group for each account, but if you don t, the program assigns these accounts to Unclassified. 0 Multicurrency option: 0 = single currency account; 1 = multicurrency account; 2 = If G/L is multicurrency, include as a multicurrency account; 3 = If G/L is multicurrency, include as single currency account. 0 Account Group option: determines whether to keep or delete a group account when adding account segments; 0 = do not keep, or 1 = keep. The default option is 1, to show the account group account and the account segment accounts. To install a chart of accounts template: 1. Create a chart of accounts file (extension.coa). 2. Copy the file to C:\Sage Accpac\SETUPWZ\ENG. Quick Start Guide 3 5
Run the Setup Wizard Check installation To ensure that the Setup Wizard creates an accurate chart of accounts, check that there are no matching account numbers if you are merging a set of accounts into the Basic Chart of Accounts, and enter a value for all fields. Run the Setup Wizard Setup Wizard data entry form To ensure you have the settings and account information you need for completing the wizard, print and fill out the Setup Wizard data entry form. The form is useful for organizing and entering data, and to record when and by whom the data was entered. Note: You can run the Setup Wizard once for each company. To change options after you finish the wizard, open Sage Accpac ERP and double click the Options icons in the Setup folder for each program. Press F1 for Help If you have questions, or encounter error messages while running the Setup Wizard, you can get online Help by pressing the F1 key, or by clicking the Help button. To start the Setup Wizard: 1. Click Start, All Programs, Sage Accpac, then Setup Wizard. 3 6 Sage Accpac System Manager
Run the Setup Wizard 2. Enter the Administrator s password, then click Next. 3. Follow the instructions for each screen as it appears, as explained in the following sections. Enter Company Database and System Database Information The first wizard screens take you through the setup of the database structure, company profile, and currency options. Wizard Screen Company and System Databases Notes Choose a Database Format (Pervasive.SQL, IBM DB2, Microsoft SQL Server, or Oracle). Enter a company name. Sage Accpac ERP stores information unique to the company in the company database, and information that can be shared between companies in the system database. Using the Setup Wizard System Database Folder Enter a path for the system database where the data will be stored. Choose Yes when asked to create the new system folder. Company Database Folder Enter a path for the company database where the data will be stored. Choose Yes when asked to create a new company folder. Company Profile Enter company information (name, address, telephone/fax, contact name). Company profile information is used by all Sage Accpac ERP programs. These fields can be changed later using the Company Profile form located in the Common Services folder. Quick Start Guide 3 7
Run the Setup Wizard Wizard Screen Fiscal Calendar Notes Assign dates for the company s fiscal calendar. The company database stores information based on the date you enter as the start of the current fiscal year, and the date of the oldest fiscal year for which you want to keep history. You can store the current year s data and from two to 99 years of historical transaction data, depending on the Sage Accpac ERP edition that you purchased. Select either 12 or 13 fiscal periods. Currency Choose a functional currency or define a new currency. If you have installed the Sage Accpac ERP Multicurrency module, you can select the multicurrency option (and also choose the option to use multicurrency in General Ledger). You can choose the Multicurrency option at any time, but once it is selected and the wizard steps are completed, multicurrency cannot be turned off. Choose a default rate type or define a new rate type if you use multicurrency accounting. (You can also change this while you are using Sage Accpac ERP.) Euro (multicurrency ledgers only) The Euro screen appears if you are setting up a multicurrency ledger, and you selected euro as the company s functional currency. You must choose a reporting currency when you choose the euro option. 3 8 Sage Accpac System Manager
Run the Setup Wizard Enter Account Information The Setup Wizard asks you to provide information regarding the company s account structure (the chart of accounts). You can choose a standard template to get started quickly, or create your own chart of accounts. After you finish the Wizard, you enter current and historical account balances (a step in the Follow up Checklist). Wizard Screen Account Options For more information on specific account options, review Chapter 3 in the General Ledger Getting Started guide. Notes You can choose a chart of accounts template (available from the drop down list). Any chart of accounts files you created before running the Setup Wizard appear in this list. The other options on this form allow you to define your account structure, set up posting restrictions, and set the number of years to keep transaction detail and fiscal sets. Using the Setup Wizard Account Segments You can modify the name and description of the first segment the Account segment and you can add up to ten additional segments by pressing the Insert or Tab keys. Quick Start Guide 3 9
Run the Setup Wizard Wizard Screen Notes Every account number requires an Account segment. If your account numbers have only one segment, that segment is the Account segment. (The minimum Account segment length is 1.) Use In Retained Earnings: Select Yes or No to determine whether the segment can be used to define a separate retained earnings account for each segment code. Use In Balance Sheet or Use In Income Statement. If you chose the option, Use Account Groups, you can select Yes or No to identify whether the segment can be included as an additional distribution line in the Balance Sheet and/or the Income Statement (perhaps to show earnings by department for revenue accounts). Segment Codes (if you use Account Segments) The Segment Codes screen appears if you created more than one Account Segment. You list all valid segment codes here (for example, all department codes). You are required to enter at least one segment code per account segment. Chart of Accounts (if you chose a COA template) The Chart of Accounts screen appears if you chose a chart of accounts template. Use this screen to modify the chart of accounts, if required. You can change account names and delete unnecessary accounts. If you accidentally deleted an account, use the Restore button to retrieve it. 3 10 Sage Accpac System Manager
Run the Setup Wizard Add Users Users needing access to the company s accounting data require their own User ID and password. Wizard Screen Users The Setup Wizard lets you identify Sage Accpac ERP users, but not their security authorization. When you are finished the Setup Wizard, you can create Security Groups and assign User Authorizations to restrict user access to specific tasks in Sage Accpac ERP, and restrict fields by creating and assigning user interface profiles. For more information on user options, press F1 for help, or review Chapter 6 in the System Manager Administrator Guide. Notes Create user records, and set each one up with a user ID, an account type, and a password. The password that a user enters at sign on (if security is turned on), must be the same as the password in the user record. Using the Setup Wizard Select Options for Applications Wizard Screen Applications Notes If you installed Accounts Payable and Accounts Receivable, the Applications screen now appears, allowing you to select these applications for activation using the Wizard. (If you don t choose them now, you can activate them from the Sage Accpac ERP desktop.) You will see options for each application on the ensuing screens; select those that apply to your company. Quick Start Guide 3 11
Complete Follow up Activities Finish the Setup Wizard Wizard Screen Activation Notes Choose Next in the Activation screen. The Sage Accpac ERP Setup Wizard automatically creates a new company: the system and company databases are built, programs are activated, and the options you selected for each program are set. Finish the Sage Accpac ERP Setup Wizard You can choose to start Sage Accpac ERP immediately, or clear the option, then close the Wizard. The Follow up Checklist indicates the follow up activities you must complete before using the new company database (see the next section). Complete Follow up Activities Upon completion of the Setup Wizard, the Sage Accpac ERP system is in place, and System Manager and General Ledger are activated. Accounts Receivable and Accounts Payable are activated if you installed them before using the Wizard, and if you selected them during the Wizard process. 3 12 Sage Accpac System Manager
Complete Follow up Activities Complete the Follow up Checklist to enter current year and year todate information, create vendor and customer records, and to prepare the company files to record current year transactions. Open G/L to create your own chart of accounts Note that if you chose the Cancel button while the Setup Wizard was saving accounts, and then continued setup without creating any accounts, you will need to open General Ledger to create your own chart of accounts. Using the Setup Wizard Quick Start Guide 3 13
Index. H.coa files, 3 3 Help, online, 3 6 A Activation Code, obtaining, 1 2 I Installing chart of accounts template, 3 5 C Changing options, 3 6 Chart of Accounts Network choosing a template, 3 9 sharing data and programs, 2 1 creating a template, 3 3 installing a template, 3 5 setup options, 3 2 O Company information, entering, 3 7 Online Help, 3 6 Options, changing, 3 6 F Overview flowchart, 1 2 N Index Follow up Checklist, 3 1 R G Registering, 1 3 Requirements, system, 1 3 Grace period, 1 2 Quick Start Guide Index 1
S Server sharing data and programs, 2 1 Setting up programs, 3 1 Setup Wizard checklist, 3 1 data entry form, 3 1 features, 1 1 starting, 3 6 System requirements, 1 3 IBM DB2, 1 4 Microsoft SQL server, 1 4 Microsoft SQL Server client, 1 3 network installation, 1 3 Oracle, 1 4 Pervasive.SQL client, 1 3 Pervasive.SQL server, 1 4 T Template Chart of Accounts, using, 3 3 U Users, adding, 3 11 W Wizard. See Setup Wizard Index 2 Sage Accpac System Manager