Implementation Planner 1

Transcription

1 Implementation Planner 1

2 Updated: April 2009 Copyright by DBA Software Inc. All rights reserved. 2 Implementation Planner

3 Table of Contents Table of Contents Introduction... 7 Operating Guide 7 Online Help (F1) 8 Video Training 8 Why self-implementation? 9 How self-implementation works 10 What is required for self-implementation? 11 The Winning Formula 12 Phase 1 Installation Project Manager Designation Support Center Orientation Responsibility & Date Assignments System Requirements Review Software Installation User Setup User Passwords User Support Center Accounts Backup Setup 27 Phase 2 Setup Settings Main Setup Accounting Configuration (Financial Transfer) Payroll System Selection (DBA Financials) Inventory Defaults BOM Defaults Sales Defaults MRP Defaults Shop Calendar Job & Labor Defaults Purchasing Defaults Accounting Accounting Periods Bank Accounts (DBA Financials) Payment Types (DBA Financials) Chart of Accounts Merge (DBA Financials) Cross-Reference Accounts (Financial Transfer) 53 Implementation Planner 3

4 Table of Contents Bank Account Assignments (DBA Financials) Sales & COGS Setup Misc Purchases Setup (DBA Financials) Terms Tables New Payroll Setup (DBA Financials) Taxes Tax Authorities Tax Codes Default Tax Codes Customers Customer Types Sales Regions Sales Reps Commission Codes Lead Sources Ship Methods Price Levels Discount Codes Customers Customer Contacts Delivery Addresses Suppliers Supplier Types Suppliers Supplier Contacts Supplier Default Accounts (DBA Financials) Stock Items Item Categories Locations Stock Items Item Sources Characteristic Assignments Base Prices Discounts MRP Settings Descriptors Purchase Prices Routings & BOM s Work Centers Machines Revision Names Implementation Planner

5 Table of Contents BOM Routings BOM Components Workers Worker Types Workers Misc System Defaults Forms 113 Phase 3 Rehearsal Training Company Installation Inventory Training Bills of Material Training Sales Orders Training MRP Training Jobs Training Purchasing Training Accounts Receivable Training (DBA Financials) Accounts Payable Training (DBA Financials) Banking Training (DBA Financials) General Ledger Training 126 Phase 4 Startup Day Initial Stock Qty s & Costs Update Estimated Costs Cost Rollup Disable automatic numbering Open Sales Orders Open Jobs Open PO s Restore automatic numbering Open AR Aging (DBA Financials) Open AP Aging (DBA Financials) Clear Account Balances Beginning Account Balances (DBA Financials) Reconcile inventory Balance Payroll Startup (DBA Financials) Startup Day 147 Post Startup Efficiency Checkup Implementation Planner 5

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7 Introduction Introduction Welcome to DBA Manufacturing, a complete manufacturing software system that includes order entry, planning, production, purchasing, inventory, invoicing, and general ledger. You can optionally use the DBA financial modules (AR, AP, Banking) or you can transfer summarized financial data to an outside accounting system. Designed for Self-Implementation Unlike ERP systems, which require you to spend tens of thousands of dollars for onsite services, we ve designed DBA for self-implementation. This Implementation Planner guide lists all the tasks to be performed in their correct order and enables you to enter target dates, responsibilities, and completion dates. All the implementation tasks culminate with a system Startup Day when you begin running your company on DBA. With this highly structured implementation process, any company willing to put in time and effort can implement DBA on its own, backed by our support. Operating Guide The companion to this guide is our Operating Guide, which covers the operational details of system modules, screens, inquiries, and reports. Use this guide for direction Use this Implementation Planner to direct you through the four phases of implementation -- Installation, Setup, Rehearsal, and Startup Day. Use the Operating Guide for reference This guide lists all the tasks to be performed, but within any given task, use the Operating Guide for the specific operational details of the system s modules, screens, inquiries, and reports. Implementation Planner 7

8 Introduction Online Help (F1) All the contents of this Operating Guide can also be found in the system s online Help. While you are in any screen, press the F1 key to link to the Help topic for that screen. You can also go to Help DBA Help and locate topics using the table of Contents or you can search for topics using the Index or Search tabs. Video Training A major element of our self-implementation process and support program is video training. Video training courses are located in the online support center and are accessible to all your users as part of your support subscription. They are organized into four categories: Videos Overview Videos Setup Videos Conceptual Videos How Do I? Training videos and support tickets play complementary roles in our support program. The videos provide the core content that gives your users the basic understanding of each system process. If a user has a question where the answer is not obvious from the video, he or she can submit a support ticket for additional help. 8 Implementation Planner

9 Introduction Why self-implementation? Onsite implementation is expensive ERP systems, because of their complexity, require you to spend tens of thousands of dollars in onsite implementation services. With ERP systems, implementation fees typically exceed the cost of the software itself. DBA is the alternative to over-complicated ERP systems ERP systems are designed for larger enterprises and compete primarily on feature comparisons, which is why they are over-complicated and require so much outside help. DBA, on the other hand, is designed specifically for smaller companies with users and is inherently easier to learn and use. This enables us to offer you a much less expensive alternative to the onsite implementation model. DBA is designed for self-implementation This Implementation Planner guides you through all the tasks that comprise the four phases of implementation Installation, Setup, Rehearsal, and Startup Day. You only activate the system after all required tasks are completed. Any company willing to put in the time and effort can use our self-implementation process to implement DBA on its own, backed by our support. Get more value for your service dollar If you choose to hire someone to help you get started, that person can save time by following the steps in the Implementation Planner so that you get more value for your service dollar. Implementation Planner 9

10 Why self-implementation? How self-implementation works Self-implementation is more than just a phrase -- it s a formal, structured process. This Implementation Planner guides you through the specific tasks to be performed, in their correct order. Within each task you can enter target dates, assign responsibility, and record the completion date. Tasks are completed within four phases Tasks are completed within four distinct phases of the implementation process: Phase 1 Installation In this phase you physically install the system and set up users and password security. Phase 2 Setup During the setup phase you enter and/or import your master tables and setup your operating preferences. Phase 3 Rehearsal During the rehearsal phase your users undergo training so that they are fully prepared for startup day. Phase 4 Startup Day In this final phase you enter open orders and jobs and beginning balances and formally activate the system. With this highly structured implementation process, any company willing to put in time and effort can implement DBA on its own, backed by our support. Use our support for questions This Implementation Planner covers all the tasks you need to perform, in their correct order. Even so, you will inevitably have some questions along the way. This is where our support comes into play. With a support subscription, all of your users have access to our online support center and can search our knowledge base, view our training videos, or submit support tickets. 10 Implementation Planner

11 How self-implementation works What is required for self-implementation? DBA is not a difficult system to learn and use for any company that brings these elements to the implementation process: Key employees have basic skills and familiarity with general office software applications (word processors, spreadsheets, accounting software, browsers). Your accounting personnel know the fundamentals of double-entry accounting and have experience with accounting software. Your manufacturing personnel are familiar with bills of material and have a conceptual grasp of work centers and routings. Your organization has a respect for structured processes and is willing to work within them. You have local support to help you maintain your computer network. A key person is available to serve as the project manager and direct the implementation process. Most importantly, management has prepared the organization to commit sufficient time and effort to make the implementation a success. Implementation Planner 11

12 The Winning Formula The Winning Formula If you want to successfully take your business to a new level of profitability with a DBA implementation, the formula is simple: The Winning Formula Follow the Implementation Planner to the letter. Use the building block approach to task completions Set realistic time tables Put in time and effort with management backing Follow the Implementation Planner to the letter Your best guarantee of success is to follow the Implementation Planner without any deviation. It is highly important that you perform the tasks listed in the Implementation Planner in their exact order. Do not rush into importing master tables out of order, for example, or you will get bad results. Do not skip required tasks. Those tasks that are optional are clearly labeled as such. Implement the entire system. DBA is not designed to be used in little pieces. You can t use MRP, for example, without also using Inventory, Sales Orders, Jobs, and Purchasing. Forget the past. It is human nature for employees to attempt to use DBA the same way as the old system. This will give you bad results. Use DBA exactly as documented and you will get good results. Use the building block approach to task completions Follow this advice and you cannot fail. Only move on to the next task after the current task is completed and thoroughly understood. If you are struggling with a task, use our support and don t move on until you get the task right. This is the building block approach where each task builds on the tasks that went before it. Set realistic time tables You cannot rush an implementation to meet an artificial deadline. This is counter-productive because either your people or your data or your procedures will not be ready and your customers will end up paying the price. System startup day can take place at any time during your fiscal year. Enter estimated completion dates in the Implementation Planner to arrive at a target 12 Implementation Planner

13 The Winning Formula date for startup day. But be aware that the target date is only an estimate and can be moved up or pushed out depending on your progress. We strongly advise you not to go forward with startup day until every person is trained and rehearsed and all procedures are established and verified. All these preparations steps are listed as tasks in this guide. So if you follow the plan, you will be prepared! WARNING: The worse thing you can do is avoid system startup day and start using bits and pieces of the system prematurely. This causes nothing but problems and is counter-productive because it takes more work to recover from than any benefit you think you might be getting. Put in time and effort with management backing If you follow the Implementation Planner to the letter and use the building block approach task completions, you cannot fail. The only threat to your success is a lack of time and effort. The challenge is this, and it applies to DBA or any other system. You have to run your business and serve your customers while you implement the new system. Management must force employees to devote a certain amount of time to the new system or it will never get going. It is human nature for employees to resist change and make excuses why they can t get to the new system. Expect it and make a plan to deal with it. We suggest that you have weekly progress meetings and hold people accountable for their progress. No outsider or lower-level person who lacks authority can make this happen. Only management has the power and the authority to move the process along. The challenge is yours. We give you the tools, but no matter how good the software is, it cannot be implemented without the application of time and effort. Let s now begin the implementation process with Phase 1. Implementation Planner 13

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15 Phase 1 - Installation Phase 1 Installation In this phase you will install the software, set up all users with support access accounts, and establish a daily backup procedure. Use this guide as a workbook This guide is more than a reference document. It is an active workbook that you should use to plan and track the implementation process. Within each task you can designate: The person responsible for implementation The target date for completion The date the task was started The date the task was completed Perform the tasks in their exact order Perform the tasks in this guide in the exact order they are listed. With this building block approach all the supporting tables and settings needed by each screen are already in place when you get to it. Implementation Planner 15

16 1-1. Project Manager Designation 1-1. Project Manager Designation Project Manager: Completed: Purpose One person within the company should be designated as the project manager. The project manager is responsible for assigning tasks and seeing that they get completed on schedule. Training Video Support Center Videos Setup Project Manager Orientation Get others involved Implementation is most successful when as many people as possible participate in the process. Widespread participation creates common ownership of the project and motivates people to work together. One person should be in charge Even though implementation is a group effort, it is vital that one person be in charge and that he or she has full backing from top management. This way the project has firm direction and clear lines of authority. Accessing the Support Center (DBA Website Support Support Center Login) (Help Online Support Center) To review the Implementation Orientation video, you need to have access to the online support center. 16 Implementation Planner

17 1-1. Project Manager Designation The support center is normally accessed via the Help menu in the software. If you do not have the software installed yet, you can access the support center from the Support page on our website ( Most likely you already have an account It is likely that you registered with us prior to system purchase, in which case your support center account is all set up and ready to use. On the sign-in page, enter your address. You are initially given a default password of pass (not case-sensitive). Changing your password If you wish to change your password from pass to one of your own choosing, once you are in the support center, click the My Support tab and then the My Profile link. On the My Profile screen you can enter and confirm a new Password, then click Update. Add our address to your safe list All ticket responses are sent to you from support@dbasoftware.com and our newsletters from sales@dbasoftware.com. Make sure these two addresses are added to your safe list of allowable senders so that our ticket responses and newsletters don t get blocked by your system. Keep yourself signed in! When you sign-in to the support center, we suggest you select the checkbox labeled Keep me signed in to this site unless I sign out. If you do so, each time you access the support center, you bypass the Sign-in page and are taken directly to the support center Home page and main menu. Also, when you click on links to training videos within the system s online Help, you are taken directly to the video without having to sign in and navigate through a menu. You stay signed indefinitely until you select the Sign Out option. Use the Exit option instead (or close your browser window) and you ll stay perpetually signed in. Creating a new account If you find that you don t already have an account set up for you, go to the Sign-in page, click the Request for a New Account button, and follow the prompts from there. Sometime during the next business day you will receive an informing you that your account is now active. Implementation Planner 17

18 1-2. Support Center Orientation 1-2. Support Center Orientation Purpose In this task the project manager will get fully acquainted with the support center so that it can be used to its full potential. Training Videos Support Center Support Center Info Video Player DBA Support Overview NOTE: We suggest you view this set of 20 videos in its entirety. It covers all aspects of our support program, including ticketing procedures and guidelines. 18 Implementation Planner

19 1-3. Responsibility & Date Assignments 1-3. Responsibility & Date Assignments Purpose The purpose of this step is to establish an implementation plan in terms of target dates and responsibilities. Task Review The project manager should review each task in this workbook (in the order listed) and establish the person who will be responsible for the task and a target date for completion. We recommend that this guide be used as a workbook and that written entries be made to the Responsibility and Target Date fields at the top of every page. Some tasks can be done in parallel As you establish target dates, keep in mind that when multiple tasks are assigned to different people, they can be done at the same time in parallel. On the other hand, when multiple tasks are assigned to one person, they have to be completed one a time in sequential fashion. Why target dates are important There are two benefits to going through the exercise of setting target dates on all your setup tasks. Only be breaking the project down into discrete tasks and giving each task a target date is it possible to estimate when Startup Day can realistically take place. Target dates provide the person responsible for each task with a goal that provides motivation for completion. Implementation Planner 19

20 1-4. System Requirements Review 1-4. System Requirements Review Purpose Before you install the software, carefully review the system requirements to make sure your hardware and network meet acceptable standards. Designed for modern hardware DBA uses the Firebird relational SQL database (structurally similar to SQL Server and Oracle ), which is designed to run on modern hardware with fast processors and sufficient RAM as well as on efficient networks with high-capacity switches, network cards, and cabling. If you have older equipment and network connections, now is a good time to have a qualified technician assess your hardware and network setup to ensure that it meets our system requirements. Internet access required To use DBA, your company must be equipped with Internet access (DSL, Cable Modem, Satellite, T1, etc.). Broadband access is recommended. Our software, product updates, documentation, and online support are all delivered over the Internet directly to your DBA system. Power Protection System (UPS) An abrupt power loss or crash from unclean power is the most common cause of data corruption. Your file server requires clean and continuous power to function properly. Factories are especially subject to power fluctuations. It is imperative that you protect your server with a power protection system that includes surge suppression, power conditioning, and battery backup. Multi-User Environment Client/Server Peer-to-Peer Remote Application: Microsoft Terminal Services Wireless Network not recommended Network Server Minimum Intel Pentium III processor, AMD Athlon processor or greater 2 GB RAM 150 MB Free Disk Space for installation 20 Implementation Planner

21 1-4. System Requirements Review Operating System: Windows 2003 Server, Windows Small Business Server 2003, Windows 2000 Server Workstation PC s Minimum Intel Pentium III processor, AMD Athlon processor or greater RAM: Windows 2000/XP 512 MB minimum, 1 GB preferred; Vista 1 GB minimum, 2 GB preferred 150 MB Free Disk Space for Free Evaluation Version VGA, minimum 800 x 600 Screen Resolution, 256 Colors Operating System: Windows 2000, Windows XP, Windows Vista (Business or Ultimate Editions) Printers All reports, forms, and labels print in graphical format on any Windowscompatible laser or ink jet printer. Implementation Planner 21

22 1-5. Software Installation 1-5. Software Installation Purpose In this task you will install DBA on your network server and workstation PC s. Installation Guide Refer to the Installation Guide for details. You can download this guide from the User Guides link on the Features page of our website ( 22 Implementation Planner

23 1-6. User Setup 1-6. User Setup Purpose In this task you will create a User ID for each person who is to have access to the system. You will also establish menu security permissions and settings. User Setup (Admin User Setup) Modify the ADMIN user with your name The Main Company is supplied with one user with a User ID of ADMIN. The ADMIN user cannot be deleted and should therefore be used as your User ID. Highlight the ADMIN User ID in the grid and enter your First Name and Last Name in the header panel. You can also click the ResetPW to give yourself a password. Creating a new user Refer to chapter 2 of the Operating Guide for details. Implementation Planner 23

24 1-7. User Passwords 1-7. User Passwords Purpose In this task each user will select a password for access to the system. Change Password (File Change Password) Show each user how to log into the system. At first, each user is given a default password of pass. After logging in, have the user go to the Change Password screen and change the default password to one of his or her choice. 24 Implementation Planner

25 1-8. User Support Center Accounts 1-8. User Support Center Accounts Purpose In this task you will make sure that each user is set up with a support center account. NOTE: The number of allowable accounts cannot exceed your licensed number of users. Training Video Support Center Support Center Info Video Player Support Center Orientation Segment: Creating Your Account Online Support Center (Help Online Support Center) Assist each user in setting up an account All users in your company are entitled to a support center account. Have each user go to the sign-in page, click the Request for a New Account button, and follow the prompts from there. Sometime during the next business day the user will receive an informing that the account is now active. Implementation Planner 25

26 1-8. User Support Center Accounts Add our addresses to each user s safe list Make sure support@dbasoftware.com and sales@dbasoftware.com are added to each user s safe list of allowable senders so that our ticket responses and newsletters don t get blocked by your system. Training Videos Support Center Support Center Info Video Player Support Center Orientation NOTE: Any user who will be submitting tickets should review this set of videos to learn our ticketing procedures and guidelines. Staying signed-in We suggest you show each user how to access the video training courses through links in the online Help and in the support center. On the Sign-in page, show each user how to stay perpetually signed in by selecting the checkbox labeled Keep me signed in to this site until I sing out. 26 Implementation Planner

27 1-9. Backup Setup 1-9. Backup Setup Purpose It is essential that you establish a daily backup procedure to safeguard the data that you will begin accumulating during the implementation process. Use Windows Backup Manager for now We have developed a new Backup Manager utility that is currently being tested. Until the new utility is released, for the time being we recommend that you use the Windows Backup Manager for your daily backups. What files should be backed up? Back up your entire DBA Manufacturing folder, which is normally located at: C:\Program Files\DBA Manufacturing Implementation Planner 27

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29 Phase 2 Setup Phase 2 Setup In this phase you will set up all the tables needed prior to Startup Day. Use this guide as an active workbook This guide is more than a reference document. It is an active workbook that you should use to plan and track the implementation process. Within each task you can designate: The person responsible for implementation The target date for completion The date the task was started The date the task was completed Perform the tasks in their exact order Perform the tasks in this guide in the exact order they are listed. With this building block approach all the supporting tables and settings needed by each screen are already in place when you get to it. Implementation Planner 29

30 2-1. Settings 2-1. Settings In this set of tasks you will configure the major modules of the system. As you do so, you will gain a conceptual grasp of the system s capabilities and how DBA can be configured to fit your operational preferences. Task List Main Setup Accounting Configuration Inventory Defaults BOM Defaults Sales Defaults MRP Defaults Shop Calendar Job & Labor Defaults Purchasing Defaults 30 Implementation Planner

31 Main Setup Main Setup _ In this task you will enter your company address and make various settings to tailor the system to your operational preferences. Main Setup (Admin Main Setup) Refer to chapter 2 of the Operating Guide for details. Tax Defaults Sub-Tab You can leave these two fields blank until a later task: Tax Code Sales Tax Code Purchases Implementation Planner 31

32 Accounting Configuration Accounting Configuration (Financial Transfer) NOTE: The accounting system comes pre-configured with the DBA financial modules (AR, AP, Banking) activated. You can skip this task if you will be using DBA Financials. If you plan on using DBA with an outside accounting system, in this task you must configure the accounting system to activate the Financial Transfer utility. Training Videos Support Center Videos How Do I? Financial Transfer Training Course Segments: Which Financials?, Accounting Configuration Accounting Configuration (Admin Accounting Configuration) This screen is used to configure your accounting system either to use DBA s integrated financial modules or to transfer summarized financial data to an outside accounting system. DBA handles your manufacturing accounting All GL posting associated with the core manufacturing system functions of sales orders, jobs, purchasing, and inventory is handled by DBA s internal general ledger. 32 Implementation Planner

33 Accounting Configuration Financial Transfer Option When it comes to financial applications, you have the option of using the DBA financial modules of Accounts Receivable, Accounts Payable, and Banking, or you can turn them off and use the Financial Transfer utility to transfer summarized financial information collected in DBA to an outside accounting system. Three Transfers Only three items are transferred from the DBA accounting system to your outside accounting system: Summarized customer invoices that were generated during the sales order cycle Summarized supplier invoices that were created during the PO matching process Period end GL account totals that are cross-referenced to matching accounts in your outside system. Transfer Methods This information can be exported to Excel spreadsheets or text files and imported into your outside system. Because the data are summarized, it is also practical to transfer information manually. Outside Accounting Applications When you activate the Financial Transfer option, your outside accounting system will handle the following financial applications: Accounts Receivable Accounts Payable Banking Overall General Ledger Payroll Fixed Assets One-Directional Transfer All data are transferred in a one-way direction -- from DBA to your outside system. The points of contact between the two systems are minimal. There are no version conflicts or design compromises because each accounting system operates independently from the other. Why use an outside accounting system? If it s not practical to abandon your existing accounting system, perhaps because it has integrated payroll, credit card processing, online banking, contact management or CRM integration, or other such considerations, you can stay with your accounting system and use DBA for manufacturing. Your manufacturing accounting will be much improved and your financial accounting will remain essentially unchanged. Implementation Planner 33

34 Accounting Configuration Why use the DBA financial modules? If you have basic accounting needs and wish to upgrade to an integrated system, you are welcome to use the DBA financial modules. It makes no difference to us because our main objective is to help you become a more efficient manufacturer, which is unaffected by your choice of financial applications. Win-Win Solution The Financial Transfer option provides a solution to the conflict that exists between accounting and manufacturing in many companies where the accounting people are reluctant to give up what works well for them, yet the manufacturing people are suffering without the tools they need. The Financial Transfer provides a win-win solution for both sides of the business. Financial Transfer Demo If your accounting people need to be sold on the concept of using two accounting systems, we suggest you have them review the Financial Transfer Option demo, which is the last listing in the DBA Demo Library on our website. They will see exactly how it works and how practical it is to transfer data from DBA to the outside accounting system. Converting from Financial Transfer to DBA Financials If you ever wish to convert from using the Financial Transfer to the DBA financial modules, a set of conversion steps are involved, leading up to an accounting startover day. This process is fully documented in chapter 13D, Accounting Startover. Documentation (Support Center Videos How Do I? Financial Transfer Training Course Financial Transfer Documentation) A Financial Transfer Documentation white paper is available in the online support center on the launching page of the Financial Transfer Training Course. This is an updated version of chapter 16 in the Operating Guide and should be used as your primary reference document until the next product build. 34 Implementation Planner

35 Accounting Configuration Screen Details Three options are listed on the screen: DBA Financial Modules DBA is supplied with this option selected by default, which activates the integrated financial modules of Accounts Receivable, Accounts Payable, and Banking. Transfer GL, PO Invoices, Bank Deposits DO NOT SELECT. This option will not be available in the next product build. Transfer GL, AR Invoices, PO Invoices Select this option to activate the Financial Transfer menu and deactivate the Accounts Receivable, Accounts Payable, and Banking modules. Next Button Click this button to continue the configuration process. If you change to the Financial Transfer option: If you change from using DBA financials to the Financial Transfer utility, all your supplier invoices will go through a conversion process on this screen where they are flagged as transferred. This prevents those invoices from being listed for transfer in the PO Invoice Transfer screen, which would interfere with the accounting startup process in the other system. Implementation Planner 35

36 Accounting Configuration You are presented with the Convert Supplier Invoices screen. In the grid you see a list of suppliers and the number of invoices associated with each. If you want a listing of these invoices, you can select the printout option. If you don t want a listing, select the Continue with Conversion option. Click the Convert button and conversion is completed. On the next screen, all your customer invoices will go through a conversion process where they are flagged as transferred. This prevents those invoices from being listed for transfer in the AR Invoice Transfer screen, which would interfere with the accounting startup process in the other system. You are presented with the Convert Customer Invoices screen. In the grid you see a list of customers and the number of invoices associated with each. 36 Implementation Planner

37 Accounting Configuration If you want a listing of these invoices, you can select the printout option. If you don t want a listing, select the Continue with Conversion option. Click the Convert button and conversion is completed. If you change to DBA Financials: If you change from the Financial Transfer utility to DBA financials, all your previously transferred supplier invoices will go through a conversion process on this screen where they are marked as paid. This prevents those invoices from being listed on your newly activated AP aging inquiries and reports, which would interfere with the accounting startup process. You are presented with the Convert Supplier Invoices screen. In the grid you see a list of suppliers and the number of invoices associated with each. If you want a listing of these invoices, you can select the printout option. If you don t want a listing, select the Continue with Conversion option. Click the Convert button and conversion is completed. On the next screen, all your previously transferred customer invoices will go through a conversion process where they are marked as paid. This prevents those invoices from showing up on your newly activated AR aging inquiries and reports, which would interfere with the accounting startup process. You are presented with the Convert Customer Invoices screen. In the grid you see a list of customers and the number of invoices associated with each. If you want a listing of these invoices, you can select the printout option. If you don t want a listing, select the Continue with Conversion option. Click the Convert button and conversion is completed. Implementation Planner 37

38 Payroll System Selection Payroll System Selection (DBA Financials) NOTE: Skip this task if you are using the Financial Transfer utility. In this task you will select your payroll system, which will be implemented in parallel with DBA so that both systems are activated on he same system startup day. Payroll System Options Four payroll system options are available: CheckMark Payroll Stand-Alone Payroll Package Payroll Service (such as Paychex or ADP ) Payroll Module in Old Accounting System See Operating Guide for details See chapter 13C, Payroll Accounting, in the Operating Guide for details on your payroll options and payroll setup. 38 Implementation Planner

39 Inventory Defaults Inventory Defaults In this task you will review default settings that affect inventory costing and locations. Training Video Support Center Videos Setup Stock Items Setup Segment: Setup Defaults System Defaults (Admin System Defaults) Refer to chapter 2 of the Operating Guide for details. Inventory Defaults (Inventory Inventory Setup Inventory Defaults) Refer to chapter 4 of the Operating Guide for details. Implementation Planner 39

40 BOM Defaults BOM Defaults In this task you will review various settings in the BOM Defaults screen. Training Videos Support Center Videos Setup BOM Defaults BOM Defaults (BOM BOM Setup BOM Defaults) Refer to chapter 5 in the Operating Guide for details. Recommendations Select the Routings checkbox. Clear the Allow Phantoms to be made to stock checkbox. Select the Display Phantom parent in job details checkbox. Clear the Use Phantom Routing checkbox. 40 Implementation Planner

41 Sales Defaults Sales Defaults In this task you will review default settings that affect various functions on the Sales menu. Sales Defaults (Sales Sales Setup Sales Defaults) See chapter 6 of the Operating Guide for details. Recommendation Select the Do Not Allow negative stock option. Implementation Planner 41

42 MRP Defaults MRP Defaults In this task you will review settings that affect the functions on the MRP menu. MRP Defaults (MRP MRP Setup MRP Defaults) Refer to chapter 7 of the Operating Guide for details. Recommendations Clear the Use Queue Days checkbox. Do not set the MRP Interval greater than 7- days. 42 Implementation Planner

43 Shop Calendar Shop Calendar In this task you will set up the Shop Calendar, which is used for job and PO scheduling. Shop Calendar (MRP MRP Setup Shop Calendar) The shop calendar is used to establish which days of the week the factory is in operation and which days of the year it is closed due to holidays. When jobs are scheduled, the program skips over all non-operating days defined on the calendar. Refer to chapter 7 of the Operating Guide for details. Implementation Planner 43

44 Job & Labor Defaults Job & Labor Defaults In this task you will make various settings in the Job Defaults and Job Labor Defaults screens that affect job costing and processing. Training Videos Support Center Videos How Do I? Manufacturing Training Course Segments: Custom Items, Shop Rates, Labor Cost Basis, Labor Method, Receipt Cost Basis Job Defaults (Jobs Job Defaults) Refer to chapter 8 in the Operating Guide for details. Recommendations Set the Job Receipts Cost Basis to the Actual Job Cost option. Clear the Allow Status change in job header screen checkbox. 44 Implementation Planner

45 Job & Labor Defaults Job Labor Defaults (Jobs Job Labor Defaults) Refer to chapter 8 in the Operating Guide for details. Recommendations Set Both Types for the Transaction Type Option. Select Work Center Rate for the Cost Basis. Implementation Planner 45

46 Purchasing Defaults Purchasing Defaults In this task you will review default settings that affect your Purchase Orders. Purchasing Defaults (Purch Purchasing Setup Purchasing Defaults) Refer to chapter 9 of the Operating Guide for details. 46 Implementation Planner

47 2-2. Accounting 2-2. Accounting We recommend that you set up the accounting system before you start importing or entering master tables because it will give you a good feel for the system s architecture. In particular, you will see how all GL posting is controlled by one screen so that there is no exposure to GL accounts and accounting decisions elsewhere in the system. Task List Accounting Periods Bank Accounts Payment Types Chart of Accounts Merge Bank Account Assignments Sales & COGS Setup Misc Purchases Setup New Payroll Setup Implementation Planner 47

48 Accounting Periods Accounting Periods In this task you must create your Accounting Periods table. Training Video Support Center Videos Setup General Ledger Setup Segment: Accounting Periods Accounting Periods (GL General Ledger Setup Accounting Periods) Refer to chapter 13 of the Operating Guide for details. 48 Implementation Planner

49 Bank Accounts Bank Accounts (DBA Financials) NOTE: Skip this task if you are using the Financial Transfer utility. In this task you will create your Bank Account Types and Bank Accounts. Training Videos Support Center Videos How Do I? Banking Training Course Segments: Bank Account Types, Bank Accounts Bank Account Types (Bank Banking Setup Bank Account Types) Refer to chapter 14 of the Operating Guide for details. Implementation Planner 49

50 Bank Accounts Bank Accounts (Bank Banking Setup Bank Accounts) Refer to chapter 14 of the Operating Guide for details. 50 Implementation Planner

51 Payment Types Payment Types (DBA Financials) NOTE: Skip this task if you are using the Financial Transfer utility. In this task you will review the Payment Types used to classify customer payments and supplier payments. Payment Types (AR Accounts Receivable Setup Payment Types) (AP Accounts Payable Setup Payment Types) The same screen and underlying table is used by Accounts Receivable and Accounts Payable. Refer to chapters 11 and 12 in the Operating Guide for details. Implementation Planner 51

52 Chart of Accounts Merge Chart of Accounts Merge (DBA Financials) NOTE: Skip this task if you are using the Financial Transfer utility. In this task you will make sure that each account in your old accounting system is matched to a corresponding account in the DBA chart of accounts. At the end of this process you will end up with a clean and structured chart of accounts in DBA, optimized for manufacturing. Within your merged chart of accounts you will retain complete cross-referencing to your old chart of accounts. Training Videos Support Center Videos Setup General Ledger Setup Segments: Chart of Accounts, Chart of Accounts Merge Chart of Accounts (GL General Ledger Setup Chart of Accounts) Refer to chapter 13 of the Operating Guide for details. Recommendation Use the standard Chart of Accounts supplied with DBA instead of trying to create one of your own or re-creating your old system s chart of account. 52 Implementation Planner

53 Cross-Reference Accounts Cross-Reference Accounts (Financial Transfer) NOTE: Skip this task if you are using DBA Financials. In this task you will cross-reference various accounts in the DBA chart of accounts with corresponding accounts in your outside general ledger. Training Videos Support Center Videos How Do I? Financial Transfer Training Course Segments: Setup Overview, Inventory & WIP Accounts, Sales & COGS Accounts, Tax & Shipping Accounts, Transfer Accounts, Absorbed Mfg Costs Accounts Documentation (Support Center Videos How Do I? Financial Transfer Training Course Financial Transfer Documentation) A Financial Transfer Documentation white paper is available in the online support center on the launching page of the Financial Transfer Training Course. This is an updated version of chapter 16 in the Operating Guide and should be used as your primary reference document until the next product build. Implementation Planner 53

54 Bank Account Assignments Bank Account Assignments (DBA Financials) NOTE: Skip this task if you are using the Financial Transfer utility. In this task you will assign your bank accounts to GL accounts for assets, interest income, and bank charges. Training Video Support Center Videos Setup General Ledger Setup Segment: Bank Account Assignments Account Assignments (GL General Ledger Setup Account Assignments) Refer to chapter 13 of the Operating Guide for Details. 54 Implementation Planner

55 Sales & COGS Setup Sales & COGS Setup In this task you will organize the breakdown of sales and cost of goods sold on the income statement. Sales and associated cost of goods sold accounts are assigned to item categories or customer types in the Account Assignments screen. Training Videos Support Center Videos Setup General Ledger Setup Segment: Sales & COGS Setup Support Center Videos How Do I? Financial Transfer Training Course Segment: Sales & COGS Accounts Item Categories (Inventory Inventory Setup Item Categories) Refer to chapter 4 of the Operating Guide for details. Implementation Planner 55

56 Sales & COGS Setup Customer Types (Sales Sales Setup Customer Types) Refer to chapter 6 of the Operating Guide for details. Account Assignments (GL General Ledger Setup Accounts Assignments) Refer to chapter 13 of the Operating Guide for details. 56 Implementation Planner

57 Misc Purchases Setup Misc Purchases Setup (DBA Financials) NOTE: Skip this task if you are using the Financial Transfer utility. If your company uses purchase orders for miscellaneous purchases (which are for non-inventory, non-job purchases such as factory and office supplies and equipment), you can set up non-stock descriptors for use in PO s and assign them to GL accounts. NOTE: If you are using the Financial Transfer utility, we recommend that you confine DBA purchase orders to inventory and job related purchases and use your outside system for miscellaneous purchases. Training Video Support Center Videos Setup General Ledger Setup Segment: Misc Purchases Setup Descriptors (Inventory Descriptors) Refer to chapter 4 of the Operating Guide for details. Implementation Planner 57

58 Misc Purchases Setup Account Assignments (GL General Ledger Setup Account Assignments) Refer to chapter 13 of the Operating Guide for Details. 58 Implementation Planner

59 Terms Tables Terms Tables In this task you will set up your Customer Terms and Supplier Terms tables, which are the payment terms offered to your customers and those offered by your suppliers. Training Videos Support Center Videos Setup Customer Setup Payment Terms Support Center Videos Setup Supplier Setup Payment Terms Customer Terms (Sales Sales Setup Customer Terms) Refer to chapter 6 of the Operating Guide for details. Implementation Planner 59

60 Terms Tables Supplier Terms (Purch Purchasing Setup - Supplier Terms) Refer to chapter 9 in the Operating Guide for details. 60 Implementation Planner

61 New Payroll Setup New Payroll Setup (DBA Financials) NOTE: Skip this task if you are using the Financial Transfer utility. If you will be changing payroll systems concurrent with system startup day, in this task you will set up your new payroll system to correspond with the DBA standard Chart of Accounts. NOTE: If you plan to continue using your existing payroll system, skip this task for now. You will continue with your current account assignments until system startup day, at which time you ll make the account assignment changes. Training Videos Support Center Videos Setup General Ledger Setup Segment: Payroll Setup Support Center Videos How Do I? General Ledger Training Course Segment: Payroll Setup Operating Guide Refer to chapter 13C of the Operating Guide for details. Implementation Planner 61

62 2-3. Taxes 2-3. Taxes Tax codes need to be set up before you import or enter customers, suppliers, and items. Task List Tax Authorities Tax Codes Default Tax Codes 62 Implementation Planner

63 Tax Authorities Tax Authorities In this task you will set up the Tax Authorities that will be needed when you create your Tax Codes. Training Video Support Center Videos Setup Tax Setup Segment: Tax Authorities Tax Authorities (Misc Tax Authorities) Tax Authorities are the government entities (federal government, province, state government, county, municipality, etc.) on whose behalf tax is levied, reported, collected, and paid. Refer to chapter 15 of the Operating Guide for details. Implementation Planner 63

64 Tax Codes Tax Codes Tax Codes must be created so that they are available for assignment to customers, suppliers, items, and descriptors. If you are on the USA tax system, Tax Codes are assigned to customers and suppliers. If you are on the Goods & Services tax system, Tax Codes are primarily assigned to items and descriptors. Training Video Support Center Videos Setup Tax Setup Segment: Tax Codes Tax Codes (Misc Tax Codes) Tax Codes are designated within sales order and purchase order line items to determine the tax rate that gets applied. Each Tax Code can be comprised of multiple Tax Authorities, each of which contributes its own share of the overall tax rate. Refer to chapter 15 of the Operating Guide for details. 64 Implementation Planner

65 Default Tax Codes Default Tax Codes In this task you will designate a default Tax Code for sales and one for purchases. Main Setup (Admin Main Setup) Tax Code Defaults Sub-Tab Make selections in these two fields: Tax Code Sales Select a default sales Tax Code that will be used in sales orders whenever a Tax Code has not been designated against the customer, item, or descriptor. Tax Code Purchases Select a default purchase Tax Code that will be used in purchase orders whenever a Tax Code has not been designated against the supplier, item, or descriptor. Implementation Planner 65

66 2-4. Customers 2-4. Customers Task List Customer Types Sales Regions Sales Rep Types Sales Reps Commission Codes Lead Sources Ship Methods Price Levels Discount Codes Customers Customer Contacts Delivery Addresses 66 Implementation Planner

67 Customer Types Customer Types In this task you will optionally set up user-defined codes that categorize your customers into groups for reporting and sorting purposes. Training Video Support Center Videos Setup Customer Setup Segment: Customer Types Customer Types (Sales Sales Setup Customer Types) Customer Types are user-defined codes used to categorize your customers into groups. You are welcome to use the Customer Types that are furnished with the system, or you can delete them and add your own. NOTE: You cannot delete the CUSTOMER type, which is reserved for background use by the program. See chapter 6 of the Operating Guide for screen details. Implementation Planner 67