Setting up a new company in existing/new database

Setting up a new company in existing/new database

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

Dear XXX,

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

1.Letterhead:
 -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:
 -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

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 system for the following documents
     Media module (if installed and not using default numbering scheme)
         Starting Schedule Number
         Starting Media Invoice Number
     Job module (if installed and not using default numbering scheme)
         Starting Job Number
         Starting Purchase Order Number
         Starting Estimate Number
         Starting Job Invoice Number
     Finance module (if installed and not using default numbering scheme)
         What numbering scheme to be used?

 ** In addition to the points above, request 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. Letterhead - to be configured using the usual setup details at Configuring Letterhead
2. Create a new company in the Company File by specifying the required details like company code, company name, current year, main market code, prefix, financial year.
   The company code must be a letter even if previous existing companies use a numeric company code.
   Specify an alphabetical prefix to the company which is used for invoice numbering (refer to Converting database to "invoice numbering per company" for more details on configuring invoice numbering per company).
   Enter payment instructions specific to this company and it will appear on all invoices for this company.
   
   
3. If you need inter-company entries to be made then the first step is to setup the existing and new company ledgers accounts under the Inter-company 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 and/or need to do inter-company entries or if the other companies are just dummy ones. TODO: link article about inter-company entries.
   To enable inter-company entries, in the main company file specify the other company code and its inter-company a/c number under Other Companies.
   


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.
   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.
5. Journal Setup – Add any new private ledgers where necessary otherwise posting will be disallowed.
6. Create New users for the Company in the Authorisation file. Assign appropriate access rights for the existing users for the new company.
7. Configure starting number for the new company under Media/Jobs>Invoice>Invoice Numbering and numbering pattern under the Media/Job config file.

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

8. Configure base currency of the new database in the Company file
9. Client Security Mark - ask the programmer to setup the client security mark for the new company.
10. IP restrictions: Add list of IP numbers from which NEOSYS can be accessed from in the System Configuration file and Authorisation file. Refer Access Restriction in NEOSYS
11. Backup email notification recipients and allowed domains in email addresses: Configure 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.