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This text refers to program version 4.0  

Creating a New Database - Setting up a Basic Accounts System

Hansa is supplied with a basic accounts template which you can use as a basis for your own system if necessary. It includes VAT Codes, Fiscal Years, a Chart of Accounts, report definitions and so on.

If you did not import this template when creating your database (as described on the Creating a New Database - Single User page), you can do so at any time. To import this template, ensure you are in the System module using the Modules menu and select 'Imports' from the File menu. The 'Imports' window is shown:

Double-click 'Automatic', or click once and press the Enter key. Hansa opens a window listing importable files in the "Backup" and "Setup" folders, which are in the same folder as the Hansa application. Locate "UKAccs1.TXT" and click [Open] or [Select] (depending on the operating system).

The file will be imported. A message window informs you about the progress of the import.

When the import is finished, repeat the process, selecting "UKForms.TXT" and then "UKStd.TXT" to import template forms and other settings. Then, close the 'Imports' list window using the close box.

Your Hansa database is now ready to be used. You are free to change any aspect of the model Chart of Accounts, but note that some of the default settings in Hansa presume that the model chart is being used in an unmodified form. If you alter the chart, you must also alter these defaults wherever they occur. For example, if you change the Account Code of the VAT Outputs Payable Account, remember to alter all the VAT Code records accordingly as well.

If you do not wish to use the template supplied...
You are also free to implement your own accounting set-up. If you choose to do this, please first refer to the 'Accounting Principles' section of these web pages where some basic accounting principles are outlined. Then, you will need to set up VAT Codes in the Nominal Ledger before creating your Chart of Accounts and defining Fiscal Years, in the System module. Ensure the correct Accounts have been defined for use by various functions using the Account Usage S/L and Account Usage P/L settings. The Item Group register and Payment Modes setting should also be checked. Finally, define the Balance Sheet, the Key Financial Ratios report, the Profit & Loss Report and the VAT Report.

Importing your own Chart of Accounts
If you are changing to Hansa from another computerised accounts program, you may be able to import the accounts set-up from that program. This will have three advantages: the import procedure is relatively fast (compared to entering the accounts manually), the possibility of data entry errors is reduced and you will be able to use a Chart of Accounts with which you are already familiar.

If you wish to follow this procedure, please follow the import instructions described above to import your text file. For details of the composition of the text file, please refer to your Hansa representative.

Entering Data and Opening Balances
Your Hansa database is now ready for the entry of data and of opening balances. Please refer to the 'Starting Work' section of these web pages for full details of how to proceed. The 'Work Area' pages will enable you to familiarise yourself with Hansa's tools, windows and method of working, while the 'Accounting Principles' pages describe some of the accounting concepts used by Hansa.

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