Proper setup is key to a successful implementation
Now that the accounting software is properly installed, the crucial setup phase comes next. This is were key accounting personnel within the organization
have their greatest impact on all that is to follow. The process begins with the general ledger and the general ledger account structure. Since the ledger
will be the final stop for all transactions it is imperative that the proper structure be set up. The result of this setup will be reflected in the structure
of the financial satements that will be produced after posting of all transactions. Additionally, the company's fiscal period and fiscal years, both open and
historical should be setup. Finally, all default general ledger default posting accounts should be assigned at this time. This process would be repeated for each company that will be tracked by the accounting program.
The next level of accounting modules would be setup next. This includes accounts receivable and accounts payable as well as any applicable checkbooks.
Care should be exercised when deciding on the coding scheme to customers and vendors. Decide on a scheme that allows for sufficent number of characters for
their identification numbers and try to always use the same number of characters. Also be consitent using whatever scheme you choose this will aid throughout
the accounting program as orders are placed. Setup beginning sequence numbers for accounts payable and account receivables. Setup all checkbooks with
correct beginning balances and next check numbers. If payroll is part of the implementation devise a scheme for employee identification using HIPPA as a guide
and set all default payroll posting general ledger accounts.
The next potential level may be the inventory series. This would include inventory, sales order process and purchase order processing. It may also include
basic bills of material for inventory. Inventory would include a well thought out part numbering scheme, assigning inventory locations, preferred vendors,
assigning units of measure and setting your sell price structure and any price levels and/or discounts you may offer. You may also be an international
company so prices may need be to be set in different currencies depending on what regions of the world you do business.
From here you would then setup any other additional modules or third-party products you may be using. This includes, but is not limited to, Human Resources,
Magnetic Media and Accruals for Payroll, MICR encoding for printing payables and payroll checks and web-based applications to name a few. You may also have
a retail point-of-sale component that needs to be setup. This could include a single outlet or multiple outlets. The retail application would need to be setup
with the same deligence as the host accounting solution and then the method of transferring data out of the retail package back into the accounting
application would need to be set.
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