CustomWare Designs

CustomWare® Set Up Instructions

GETTING STARTED

Before you can run CustomWare®, there are several items you MUST do IN ORDER, so that the running of CustomWare will be flawless. For ease of use, whenever you see a number within parentheses, these are the numbers you would key from the MASTER CENTER. To get to the MASTER CENTER, at the CustomWare® START message, key in period (.) or type in MENU and press return [r]. The number (8,1,2) would indicate you would key the number 8 (and press return), number 1 [r] and number 2 [r].

SET UP ORDER

You MUST do, in the ORDER SPECIFIED, each of the following:

  1. Go into SET UP INTEGRATION VALUES (8), GENERAL LEDGER INTEGRATION (8,1), and set the ACCOUNT NUMBER LENGTH (8,1,9). The account number length is how many digits long your MASTER ACCOUNT number is. Each account number is comprised of a MASTER ACCOUNT number and a DEPARTMENT number. If you set your MASTER ACCOUNT NUMBER to 4 digits, you would end up with a 5 digit account number in the general ledger (4 for the master, 1 for the department). A major cash account might be 1001, and a department number of 0. The account number in the general ledger would then be 10010. The default value is 3 digits for the master account number. If you do not wish to use department numbers, the default department is 0 and does not have to be keyed in when accessing the account in programs.

    INTEGRATION VALUES SCREEN

    SETTING UP INTEGRATION VALUES

    1. GENERAL LEDGER INTEGRATION
    2. ACCOUNTS RECEIVABLE INTEGRATION
    3. ACCOUNTS PAYABLE INTEGRATION
    4. PAYROLL INTEGRATION
    5. INVENTORY INTEGRATION
    6. CHECK VALIDITY OF ALL INTEGRATION ACCOUNT #s
    7. COMPANY VALUES (names, etc.)
    8. ADD/CHANGE TERMINALS TO SYSTEM
    9. LIST TERMINALS
    10. ADD/CHANGE SYSTEM PRINTER
    11. LIST SYSTEM PRINTERS
    12. EDI/COMMUNICATIONS SETUP
    13. SET SCREEN COLORS
    14. PRINTER SPOOL FILE #
    15. ADD/DELETE/LIST PRINTER DEVICES

    Select choice by number or .

    CHART OF ACCOUNT BREAKDOWN

  2. While in the GENERAL LEDGER INTEGRATION CENTER (8,1), select option 2, Chart of Account Breakdown. The default screen will look like this:

    GENERAL LEDGER PARAMETERS

    1. CURRENT ASSETS 1000 Current Assets
    2. FIXED ASSETS 2000 Fixed Assets
    3. OTHER ASSETS 2500 Other Assets
    4. CURRENT LIABILITIES 3000 Current Liabilities
    5. LONG TERM DEBT 4000 Long Term Liabilities
    6. OWNER EQUITY 5000 Shareholder Equity
    7. SALES 6000 Sales
    8. COST OF SALES 7000 Cost of Sales
    9. OPERATING EXPENSES 8000 Operating Expenses
    10. OTHER INCOME 9000 Miscellaneous Income
    11. OTHER EXPENSES 9500 Miscellaneous Expense

    Select choice by number or .

    The chart of account breakdown is used by the financial statements toknow when an item is a Current Asset or a Sale. It is used to set limits so that you may create an account number and it will show up automatically on the financial statements in the section that you have entered the account number. You may change the description or the series. The number for the series should be as long as your account number, with department number, in the general ledger.

  3. Set your fiscal year beginning month (8,1,3).
  4. Set up your company information, name, address, etc. (8,7,1-8). Do NOT set up the security option at this time.

    COMPANY NAME INFORMATION: There are 2 company name values. The first, LOCATION NAME, is used in the POINT OF SALE system on the receipts. The second, COMPANY NAME, is used all reports and screens. If you have only 1 location, enter the same name on LOCATION NAME and COMPANY NAME.

    The other address information will print on your forms, such as STATEMENTS, if you use that option.

    Company Federal ID #: The company FEDERAL ID # is used on your W-2s.

    Company Terms: The company terms are printed on the bottom of all invoice forms, order entry forms, etc. These will be the general terms of your company indicating the finance charge (or service fee) information, return check policy, etc. This is used in conjunction with your TERMS file information for each customer. A customer may have C.O.D. Company Check as their terms, but the company terms may indicate that a return check fee of will be assessed for each returned check.

    Security Option: The security option, by default is set to No. This way you can set up operators and be able to log in. Once this option is set, it can be unset, but only after you log in with unlimited access security clearance. You are warned when selecting this option that you MUST set up an operator with unlimited access clearance before quitting the program. If this is your first time selecting this option you will be put into a program that will allow you to set up an operator. This operator should be yourself and you should give yourself unlimited access. Once you exit this program you will not be able to get into CustomWare® without an operator's name and password. If you have set this option and did not set up an operator and cannot get into CustomWare®, you will have to call Customer Support at System Designs at (801) 840-8300 and have them step you through getting on. This process, by its nature, will require the name of the person on the registration form to make the call. You may have to fax your driver's license to insure that the person we are talking to is the person who signed the registration form.

    Audit Option: This option is only valid when you have the SECURITY LOG ON option activated. It will produce reports indicating who has gone into which programs and when. It will indicate how long they were in the program. It will also inform you if an operator tried to get access to an unauthorized program. This option can be set at any time, but it will only track the operator's activities after the option is set to "Yes."

    Company EDI COMM ID #: If you intend to use the EDI system, you must register your company with the industry EDI organization that assigns EDI Comm ID numbers. You will not be able to use the EDI system until you have a valid comm ID number. This number identifies you to your vendors and customers to whom you are sending documents to.

  5. Set up all departments in the General Ledger (1,8,4). If you are not going to use departments proceed to step 6 as department 0 is already set up. For more information on departments please refer to the General Ledger section of the manual for instructions.

  6. Set up your chart of accounts by entering your account numbers. You will have a default department of 0 and you will need to use this number. Please refer to that section of the manual that explains setting up new account numbers. You will need account numbers for at least the following, even if you do not use them (you may reuse account numbers):

    Required General Ledger Accounts:
    - Cash Disbursement
    - Cash Receipt
    - Payroll Cash
    - Accounts Receivable
    - Accumulated Depreciation
    - Depreciation Expense
    - Accounts Payable
    - Sales Tax Payable
    - FICA Payable
    - Federal Withholding
    - State Withholding
    - Retained Earnings
    - Sales/Revenue
    - Discounts given to Customers
    - Discounts earned from Vendors
    - Interest Expense
    - Interest Income
    - Bad Debt Expense
    - Payroll Salaries
    - Payroll Tax Expense
    - Inventory
    - Cost of Sales

    Some of these accounts may be the same number, such as INTEREST EXPENSE and INTEREST INCOME or CASH DISBURSEMENTS CASH and PAYROLL CASH. But ALL accounts must be set up before proceeding with the rest of the set up. NO INTEGRATION ACCOUNT NUMBER MAY SET TO ZERO (0). THIS WILL CAUSE SOME JOURNAL ENTRY PROGRAMS TO GO INTO AN ERROR MODE.

    PLEASE NOTE WHEN ASSIGNING ACCOUNT NUMBERS: WHEN ADDING INVENTORY ITEMS YOU WILL BE ASKED FOR A SALES, COST OF SALES and WARRANTY ACCOUNT NUMBER.

  7. Print a chart of accounts (abbreviated listing) (1,1,5,3).
  8. Set up all general ledger account information in all of the Integration Value Centers. MAKE SURE THAT NO ACCOUNT FIELD HAS A CONTENT OF 0. The exception to this would be customer numbers, document numbers or transaction numbers. These should all start with the number 0 or whatever number you wish to begin with.
  9. Check Account Validity: Run option 6 in the main integration value center to make sure that all accounts are valid. ANY account that shows up on the listing should be immediately fixed, either by assigning it an account number that is already in your general ledger or by adding a new account number and then assigning it.
  10. Finish setting up the integration values of all the integration centers, including selecting an invoice form, sales tax rate, etc.
  11. Verify all payroll tax file information. If the information is correct for your state or, if your state is not in the system, add the state's rates and tables. ALWAYS USE THE ANNUAL FIGURES. For more information on setting up payroll tax files, please refer to that section of the manual.

    After all of your integration values are set, you may then proceed to setting up your customers, vendors, employees, etc.

    Enter File Data

    Some or all of the file data may be entered via importation of a tab delimited text file. Let us know if you need help with this importation.

  12. Enter in at least one Workman's Compensation category. Enter all employee information. Please be sure to add all employees that have worked with the company this CALENDAR year, as you will need to print W-2 forms for all of them.
  13. Enter as handwritten checks each employee's checks. You may elect to enter a single check per month or quarter so that the payroll reports will be more accurate.
  14. Enter all vendors, at least those that you may use as sales reps.
  15. Enter all customers.
  16. Enter all Remote Locations.
  17. Enter all inventory items.
  18. Enter all open Accounts Receivable Invoices through HANDWRITTEN invoices. Run an aged analysis to verify your starting totals.
  19. Enter all open Accounts Payable Invoices. Run an aged analysis to verify your starting totals.

You are now ready to run CustomWare®.


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