Setting up a new company in existing/new database: Difference between revisions

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== Setting up multi company installations / Setting up a new company ==
==Setting up a new company in existing/new database==
=== Converting a single company installation to multi-company ===
1) If you need intercompany entries to be made then the first step is to setup the existing and new company ledgers accounts under the Intercompany A/cs Ledger. This is required if you have only one bank a/c in the main company and the other companies operate out of the main company's bank a/c or if the other companies are just dummy ones. (****we require to create an additional note on intercompany entries)


2) Create the new company in the Company File by specifying the required details, including an Alphabetical prefix to the company which is used for invoice numbering (refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company). The payment instructions specific to this company can also be configured here and it will appear on all invoices for this company. Next remember to specify the intercompany a/c which will be used for automated intercompany postings - you require to do this if you need this new company to do inter-company entries into the main company which is not always required.
'''Draft email requesting info required to add new company to existing/new database


[[Image:multicompany1.jpg]]
For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.


3) In the main company file specify the other company code at the bottom and its intercompany a/c number - as discussed in point 1 you will need to specify this if you have only 1 bank a/c and/or need to do intercompany entries.


[[Image:multicompany2.jpg]]
Dear XXX,
To open the new company can we please have the following info:
1. Letterhead:
    -Exact company name to appear on invoices etc
    -Tax registration number (If UAE/KSA/Bahrain company)
    -Address for letterhead
    -Logo{{Letterhead Logo Format}}
2. Any new users:
    -Full Name
    -Email Address (to get passwords)
    -User role(s) department/position etc (for authorization level)
3. Existing Users Access Rights:
    -Who should have access to the new company?
4. Default Market for the Company
5. Bank Accounts:
    -Full payment instructions - if required to appear on invoices
6. First Financial Year
7. General Accounts:
    -Client: Shared existing list? OR create new private clients list/chart?
    -Suppliers: Share existing list? OR create new private supplier list/chart?
8. Invoice Numbering:
    -Prefix for the new company (usually one letter)
    -The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used.
   
      Media module
        Starting Schedule Number: 1000
        Starting Media Invoice Number: 20000
      Job module
        Starting Job Number: 5000
        Starting Purchase Order Number: 15000
        Starting Estimate Number: 25000
        Starting Job Invoice Number: 40000
( Refer to Principles of Document numbering in NEOSYS:-<br>  http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS )
9. Timesheet module:
      - Timesheet Administrators:
      - Timesheet alert email recipients (Users who will receive Timesheet Summary emails):
       


4) In the Chart of Accounts - lock the Bank Ledger to the main company and create an additional bank ledger for the new company if there is a need. You can also create additional ledgers for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However mostly these ledgers are shared between companies. In no instance will you unlock the Bank Ledger to be shared between the companies.
<b>** In addition to the points above, ask for the following information if setting up a new company in a new database</b>
 
5) Since you can have multiple subsidiary ledgers under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same the control a/c to segregate the accounts into common or private charts.
  9. Base Currency of the dataset
 
6) Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed.
10. IP restrictions:
 
        List of IP numbers from which NEOSYS can be accessed
7) Client Security Mark - ask the programmer to setup the client security mark for this new company, else the earlier company's security mark will display on the documents of this new company. However if the new company is just another department then this is not required to be done.
 
11. Backup email notification recipients:
8)Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
        List of people to receive email reports about the daily backup
 
==== Draft email requesting info required to add new company to existing database ====
12. Allowed domains in email addresses
A sample email to the clients who request for a new company to be added to an existing database would like as follows:
        List of allowed domains for user's email addresses
 
<pre>
Best Regards,
Dear XXX,


To open the new company can we please have the following info:
=== Setting up a new company in an existing database ===


1.Letterhead:
The following procedure also applies to adding a new company to a multi-company installation in existing database.
-Exact company name to appear on invoices etc
-Company logo (jpg or gif file about 100 pixels high and proportionally wide)
-Address for letterhead


2.Any new users:
#[http://techwiki.neosys.com/index.php/Procedures#Handling_Requests_that_require_Approval_from_Higher_Authority Get Management approval]
-Full Name
#Letterhead - to be configured using the usual setup details at [[Configuring Letterhead]]
-Email Address (to get passwords)
#Create a new company in the [[Company_File| Company File]] by specifying the required details.
-User role(s) department/position etc (for authorization level)
#*The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results.  (Refer to [[Setting_up_and_Configuring_NEOSYS_Finance_System#Financial_year| Setting up and Configuring NEOSYS Finance System]] for instructions on how to set up the start of Financial Year).
#*The company code must be a letter even if previous existing companies use a numeric company code.
#*Specify a single letter prefix for the company, which is used for invoice numbering. A single alphabetical prefix is always preferred as it saves time for users when keying in document numbers.
#*The database will have to be converted to allow invoice numbering per company, if invoice numbering per company is set to 'No' in Media/Job Configuration file and data has already been entered into NEOSYS. (Refer to [[Configuring_NEOSYS_Agency_System#Converting_database_to_.22invoice_numbering_per_company.22|Converting database to "invoice numbering per company"]] for more details on configuring invoice numbering per company).
#*Enter the exchange gain, exchange loss and inter-currency conversion account numbers.
#*Enter payment instructions specific to this company and it will appear on all invoices for this company. (Refer to [[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Payment_Instructions| Configuring Payment Instructions]] for instructions on how to set up payment instructions).
#*If you need inter-company entries to be made then follow the instructions in [[How_to_setup_inter_company_accounts_and_do_inter_company_postings| How to setup intercompany accounts]] and do intercompany postings
#In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
#Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
#Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to [[Invoice_Numbering|Invoice Numbering]]) and numbering pattern under the Media/Job config file.
#*The starting number should be consistent with the existing companies' document numbering.
#*If the database is configured to show year in the Invoice number, then the starting number cannot be set as it will start from 1 each year.
#Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.


3.Existing Users Access Rights:
=== Setting up a new company in a new database ===
-Who should have access to the new company?


4.Bank Accounts:
In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database
-Full Payment instructions
 
5.General Accounts:
-Client: Shared existing list ? OR create new private clients list/chart?
-Suppliers: Share existing list? OR create new private supplier list/chart?
</pre>


=== Adding a new company to an existing multi-company installation ===
#Configure base currency of the new database in the Company file
The procedure for adding a new company to an existing multi-company installation is relatively easy and follows the same procedure from above.
#[[Setting_up_and_Configuring_NEOSYS_Generally#Configuring_Client_Security_mark| Configure Client Security Mark]]
#IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer [[Authorisation_File#Access_restriction_by_IP_No.| Access Restriction in NEOSYS]]
#Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.

Latest revision as of 11:30, 15 April 2024

Setting up a new company in existing/new database

Draft email requesting info required to add new company to existing/new database

For an existing database, first go through the Client System and find out how companies have been created and the exact information required to create a new company. If there is a need to draft an email to the client then edit the following template according to the info required.


Dear XXX,

To open the new company can we please have the following info:

1. Letterhead:
   -Exact company name to appear on invoices etc
   -Tax registration number (If UAE/KSA/Bahrain company)
   -Address for letterhead
   -Logo
     - Must be a *.JPG or *.GIF or *.PNG file 
     - Must be about 100 pixels high and proportionally wide with NO MARGINS or WHITE SPACES inside the file.
    ** LOGO WILL NOT BE ACCEPTED IF IT DOES NOT FOLLOW THE ABOVE FORMAT **
     - A correctly sized image MUST be created from the ORIGINAL graphic design file (eg. Photoshop PSD).
Crude resizing of image files using image editing programs is unacceptable. This is because random
re-pixelation of the edges and (especially) the text from an already pixelated image leads to an
unacceptable loss of quality.
(Click here to see why NOT to resize images for letterheads: http://userwiki.neosys.com/index.php/General_FAQ#Is_it_okay_to_resize_images_for_use_in_letterhead_for_NEOSYS_documents.3F ) 2. Any new users: -Full Name -Email Address (to get passwords) -User role(s) department/position etc (for authorization level) 3. Existing Users Access Rights: -Who should have access to the new company? 4. Default Market for the Company 5. Bank Accounts: -Full payment instructions - if required to appear on invoices 6. First Financial Year 7. General Accounts: -Client: Shared existing list? OR create new private clients list/chart? -Suppliers: Share existing list? OR create new private supplier list/chart? 8. Invoice Numbering: -Prefix for the new company (usually one letter) -The numbering pattern for the following documents. We recommend starting all the numbers at DIFFERENT points to make it easier to know what document somebody is talking about when they only give you a number. Please confirm if the below numbering pattern is okay to be used. Media module Starting Schedule Number: 1000 Starting Media Invoice Number: 20000 Job module Starting Job Number: 5000 Starting Purchase Order Number: 15000 Starting Estimate Number: 25000 Starting Job Invoice Number: 40000 ( Refer to Principles of Document numbering in NEOSYS:-
http://userwiki.neosys.com/index.php/Setting_up_and_Configuring_NEOSYS_Agency_System#Principles_of_Document_Numbering_in_NEOSYS ) 9. Timesheet module: - Timesheet Administrators: - Timesheet alert email recipients (Users who will receive Timesheet Summary emails):
** In addition to the points above, ask for the following information if setting up a new company in a new database

9. Base Currency of the dataset

10. IP restrictions: 
       List of IP numbers from which NEOSYS can be accessed

11. Backup email notification recipients: 
       List of people to receive email reports about the daily backup

12. Allowed domains in email addresses 
       List of allowed domains for user's email addresses

Best Regards,

Setting up a new company in an existing database

The following procedure also applies to adding a new company to a multi-company installation in existing database.

  1. Get Management approval
  2. Letterhead - to be configured using the usual setup details at Configuring Letterhead
  3. Create a new company in the Company File by specifying the required details.
    • The Financial Year Starts field MUST be set up correctly BEFORE posting any transactions into the system. If this is changed after posting any transactions, then it can cause confusion and various reports to show unexpected results. (Refer to Setting up and Configuring NEOSYS Finance System for instructions on how to set up the start of Financial Year).
    • The company code must be a letter even if previous existing companies use a numeric company code.
    • Specify a single letter prefix for the company, which is used for invoice numbering. A single alphabetical prefix is always preferred as it saves time for users when keying in document numbers.
    • The database will have to be converted to allow invoice numbering per company, if invoice numbering per company is set to 'No' in Media/Job Configuration file and data has already been entered into NEOSYS. (Refer to Converting database to "invoice numbering per company" for more details on configuring invoice numbering per company).
    • Enter the exchange gain, exchange loss and inter-currency conversion account numbers.
    • Enter payment instructions specific to this company and it will appear on all invoices for this company. (Refer to Configuring Payment Instructions for instructions on how to set up payment instructions).
    • If you need inter-company entries to be made then follow the instructions in How to setup intercompany accounts and do intercompany postings
  4. In the Chart of Accounts, lock the chart code BL (Cash and Bank Ledger) to the main company and create an additional Cash and Bank ledger for the new company. You can also create additional charts for Sales/Purchase/AR/AP/TC/TD and lock the existing ones to the earlier company. However, mostly these charts are shared between companies. In no instance will you unlock the Cash and Bank Ledger to be shared between the companies. Since you can have multiple subsidiary charts under one control account, you can operate a mixture of common accounts (i.e. across all companies) and private accounts for any particular company. Accounts may be moved between charts of the same control a/c to segregate the accounts into common or private charts, but this is possible only if moving from a company-specific chart to either an open chart or to a chart locked to the same company.
  5. Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed
  6. Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering (refer to Invoice Numbering) and numbering pattern under the Media/Job config file.
    • The starting number should be consistent with the existing companies' document numbering.
    • If the database is configured to show year in the Invoice number, then the starting number cannot be set as it will start from 1 each year.
  7. Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.

Setting up a new company in a new database

In addition to the steps under Setting up a new company in an existing database, the following has to be done when setting up a new company in a NEW database

  1. Configure base currency of the new database in the Company file
  2. Configure Client Security Mark
  3. IP restrictions: Add the list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer Access Restriction in NEOSYS
  4. Backup email notification recipients and allowed domains in email addresses: Configure the list of people to receive email reports about the daily backup and list of allowed domains for user's email addresses in System Configuration file.