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Creating a New Database - Importing Set-up Data

The Standard ERP installation package includes a number of files containing set-up data, such as Form Template designs and a chart of Accounts. You can import some or all of this set-up data to your database and then modify it to suit your own requirements. Depending on those requirements, it may be easier to do this than to start from scratch. This is especially recommended in the case of Form Template designs.

The following files are included in the installation package:

FileContent
UKACCS1.TXTChart of Accounts
Definition of Balance Sheet report
Definition of Profit & Loss report
Definition of VAT report (VAT Return)
Account Usage S/L setting (sets defaults for Accounts used in the Sales Ledger)
Account Usage P/L setting (sets defaults for Accounts used in the Purchase Ledger)
Account Usage Stock setting (sets defaults for Accounts used in the Stock module)
VAT Codes
Payment Modes (payment methods)
UKForms.txtForm Template designs
Form Definitions (specifying when each Form Template will be printed)
Styles (various text attributes e.g. font, size, bold, italic etc)
UKSTD.TXTVarious settings e.g. Payment Terms, Reporting Periods
ItemButtonsBlock.txtSample Item buttons for touch-screen Invoice
LocalLoginBlock.txtSample Login Shortcuts that specify the screens shown to users on logging in
LocalLoginOptBlock.txtDisplays buttons and keypad in the 'Login' window (suitable for use with touch-screen)
To import one or more of these files, follow the steps described below. If you have more than one Company, the file will only be imported to the Company you are working in. Repeat the process in each Company as required.
  1. In a multi-user system, ensure you are the only user logged in. Importing is disabled if there are two or more users working in the system.

  2. Ensure you are in the System module using the Ctrl-0 (zero) (Windows) or ⌘-0 (Mac OS X) keyboard shortcut or the [Switch Module] button in the Navigation Centre.

  3. Click the [Routines] button in the Navigation Centre and then click [Imports]. Alternatively, use the Ctrl-Shift-I (Windows) or ⌘-Shift-I (Mac OS X) keyboard shortcut. The 'Imports' window is shown:

  4. Double-click 'Automatic', or click once and press the Enter key. The 'Import files available' window opens, listing importable files (with .txt extension) in the "Backup" and "Setup" folders in the folder containing the Standard ERP application (client application in multi-user systems):

  5. Double-click an item in the list to import it.

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

When the import is finished, repeat the process if you need to import another file.

If you import the sample Chart of Accounts, you can then change it to make it more suitable for your requirements. But note that the other settings imported from the UKACCS1.TXT file presume you are using the sample chart in an unmodified form. So, if you alter the chart, you must also alter these other settings. For example, if you change the Account Code of the VAT Outputs Payable Account, remember to alter all the VAT Code records and the definition of the VAT Report accordingly as well.

Please refer here for more information about importing information into Standard ERP.

If you do not wish to use the templates supplied...

You are free not to use the templates supplied and 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 create your Chart of Accounts and define some Fiscal Years, in the Nominal Ledger. Then, set up VAT Codes, again in the Nominal Ledger. Ensure the correct Accounts have been defined for use by various functions using the Account Usage S/L, Account Usage P/L and Account Usage Stock settings. You should also check the Item Group register and the Payment Modes setting. 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 Standard ERP 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.

To import your own Chart of Accounts, copy it into a text file and then follow the import instructions at the top of this page. For details of the composition of the text file (i.e. field order), please refer to your local HansaWorld representative.

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