The Importance of Set-up

Accounting Pre-Installation allows you to plan all information relating to company fiscal year, chart of accounts, and other standard defaults. These tables are put together by preparing tables and planning system defaults.  To view the GL Account defaults go to Article #655 .

Accounting System section covers: Sales Accounts, Purchase Accounts, Inventory Accounts, Bank Accounts, Chart of Accounts, and other standard defaults.

Determine how each section is going to be designed.

Description of fields:

Screens

Reports

Enter Min number of characters allowed in the password: Minimum 1 Maximum 10  (Defaults to 1)

Enter number of days you want to warn the user in advance that their password is about to expire.  This warning will only appear to the users, which have "User cannot change password" option enabled. 

Select the ActSetup.exe ICON (within the Manex Root Directory) to begin the security setup.     This action will then prompt the user for the password, and display the following screen.   Note:  Only users with Accounting Security Supervisor rights, or Accounting Setup rights will be able to access this module.
Users that do not have Accounting Security Supervisor rights, or Accounting Setup rights will receive the following message and system will abort.

Then selecting the Access Level menu, the following screen will display.  Only an Accounting Security Supervisor will have Add or Edit rights.  Other users will only have view rights.  

Each button performs a specific function.  For a list of those functions, please refer to Button Description/Definitions 

Adding User Access Security:

Press the Add icon, and then enter the user information on the User Screen.

Enter User ID, Users Initial, Users Last Name, Users First Name, Users Middle Initial or name, and users e-mail address (if applicable).

 

Assign a Work Center to the user from the pull down.  (Optional)  Production Employees should be assigned to a Work Center.  The work center will identify the user on some transactions and reports processed.
Assign a Department to the user from the pull down. (Optional)  Administrative or support personnel should be assigned to a Department.  The department will identify the user on some transactions and reports processed.

Assign user a password (number of characters will be based on Security Setup).  The password used will identify the user and include their initials on each transaction processed.  Verify password.

A “Home Screen” can be assigned to the user so that the preferred module will open once the user types in his/her password. Once the Assign Rights tab is filled in, depressing on the Home Screen down arrow will bring up a list of all modules for which the user has rights. Select the preferred opening screen for that user.  Depress the Save button. T he next time the user logs into the system, his/her selected home screen will appear.

"User must change password at next login"  At the login to ManEx the system will check if "User must change password at next login" is checked.  If it is checked the system will show two new fields "New password" and "Confirm password" and ask user to enter new password, which has to be different from the one already entered.

"User cannot change password"   The next system check is for the password to expire and if "User cannot change password" is checked a warning will be displayed, (depending on the number of days setup in Security setup screen).  Once password expires user will receive a warning notice that the password has expired and they must see the system administrator.  

"Password never exipires"   This is the default when entering a new user. 

"Number of days after which password is expired and new password has to be entered (0-means never expired)"   This field is used in conjunction with "User must change password at next login" and "User cannot change password"  If N days is entered for password to expire and "User must change password at next login" is checked, this means that the user has to enter new password every N days.  When the password expires the user will be prompt with two new fields (New and Confirm password) to enter new password.  A new modified date will be saved along with new password.  If N days is entered for password to expire and "User cannot change password" is checked,  the user will receive a message that the password is to expire, once the password has expired they must report to the system administator for new password.  If "Password never expires" is checked this field is disabled. 

Last time password was entered/modified  This will record the date and time the password was entered/modified. 

Supervisor  This field is for reference only.  A supervisor can only be setup in the Security System module.  

 

Note:  Use the scroll bar to move up or down and be sure to save before exiting this screen.  For users who will have all rights to a module, the administrator may click on the “ALL” button to populate all screens or report access.  For users who will have access to nearly all modules, an “X” button at the top of the screen will populate all checks, then the administrator can uncheck the “ALL” button on specific modules to remove access to those modules.

Current users’ rights will not take effect until saving and exiting the ManEx System and re-entering the system.  Note:  The password to use upon saving is NOT the one you’ve just set up.  Use an older Supervisor’s password or the master password.

ManEx allows you to setup access levels by a module basis or by sub-module, depending on the module.  The system allows a company to define specific rights within a module for a specific user, to control users’ rights within the program.  With proper utilization, you can secure key information and at the same time maintain worker efficiency.  The rights that are available are as follows:

See Article #53 for more information on the options available within some of the Security Line Items.

Select the ActSetup.exe  (within the manex root directory) to begin the Accounting Security setup. This action will then prompt the user for the password, and display the following screen. Note:  Only users with Accounting Security Supervisor rights, or Accounting Setup rights will be able to access this module.
Users that do not have Accounting Security Supervisor rights or Accounting Setup rights will receive the following message and system will abort.

Each button performs a specific function.  For a list of those functions, please refer to Button Description/Definitions 

Depress the Find action button and the following screen will appear:
Depressing on one of the options will bring up a User List (this list will also include users that have rights to other modules but may not have any rights to the accounting modules) (by Last Name, First Name, or ID) screen.  Highlight the User or Type the user's Name in the red box.

Find a User

The following screen will appear:

Depress the Edit action button.  All fields within this screen become editable. Except for the Supervisor field, this field is only editable in the Security System module.

Depress the Assign Rights tab and you can change security rights for all accounting modules at this time.  Security rights for all other System modules must be setup in the Security System module.

When changes are complete depress the Save changes action button to save changes or the Abandon changes action button to abandon changes.

Enter Accounting Setup/G.Ledger/Fiscal Year Calendar

This will allow the users to select a prior period in order to make corrections.  Once the change has been made the users will be required to close all periods (and years) subsequently to get back to the current period. So upon saving the change the user will receive the following warning.

 

Where Used:    Setup is required for every accounting and summary reports.

Enter the Accounting Setup/G.Ledger/G/L Account Types and Ranges

 

The following screen will appear:

 

Where Used:   This Setup is required to be completed prior to establishing a Chart of Accounts, and for processing all other accounting functions.

Enter Accounting Setup/G.Ledger/G/L Divisions/Departments

 

To setup the Headquarters ManEx System:  First add the Headquarters Division.  Depress the Edit button and the "Add New Division" button will become editable.   Depress the "Add New Division" button  Enter a Division Number (other than '00') and a Division Name in the fields provided.   When setting up the Headquarters Division you MUST check both the "This is the local division" and "This is the Headquarters division" boxes.  

Depress the "Save New Division" button.  To add a department depress the "Add New Department" button.  The Division number will default in, user then can enter in a Department Number and a Department Name in the fields provided.  There can be as many as 99 divisions.  Each Division can have up to 99 departments. 




Depress the "Save New Department" button.  The depress the Save button at the top of the screen. 

To add the Secondary divisions to the Headquarters ManEx System  depress the Edit button and the "Add New Division" button will become editable.   Depress the "Add New Division" button  Enter a Division Number (other than '00' or the division number setup for the headquarters division) and a Division Name in the fields provided, when setting up the Secondary division to the Headquarters ManEx System you do NOT check either of the "This is the local division" or "This is the Headquarters division" boxes .  Depress the "Save New Division" button.  

To add a department depress the "Add New Department" button.  The Division number will default in and user may then enter a Department Number and a Department Name.  
    




After one or more divisions have been added, the user may EDIT a division, or ADD a Department to a division.  The division capability is intended to be used in conjunction with multi plant / division operations.  It can also be used without Multi plant / division module, however.  There can be as many as 99 divisions.  Each Division can have up to 99 departments. 

Now user will need to "Update the General Ledger" information for the Headquarters Division number 01 and for the Secondary Divisions 02, 03, etc.  

Highlight the Headquarters Divison and depress the "Update General Ledger" button located at the bottom of the screen:



The following screen will appear:

 

 

 

Depress the Edit button, select the Division, Department, and the GL Account Type from the pull downs. 



Once these items have been selected user may then depress the   "Auto-create accounts for selected Div/Dep & GL Account Type" button, and the following screen will appear: 

 

 

 

All of the accounts to be generated will appear on the screen for the new Divison and Department.  If there are some accounts you want to exclude, turn the selection to “No”.

 

Note: You will want to exclude all Titles, Headings, Totals and Closing accounts, leaving only the Posting accounts.  (Otherwise you will have duplicate titles, etc. on the reports.) 
Depress the  Abandon changes button to abandon the changes.

 

Depress the "Generate and Save account numbers for those items marked "Yes"  and the following message will be displayed: 

 

 

 

Continue the above steps, starting with "Auto Create Accounts ..."   until ALL of the accounts have been created for all the New Divisions and/or New Departments. 

 

If the accounts have not been setup in the GL or the accounts for the department have been generated the following prompt will be displayed: 

 

AR Accounts

 

 

 

 

 

            «Mark as Completed in RoadMap  Section C Item 2-c»

Enter Accounting Setup/G.Ledger/G/L Divisions/Departments

Depress the "Save New Division" button.  To add a department depress the "Add New Department" button.  The Division number will default in, user then can enter in a Department Number and a Department Name in the fields provided.  There can be as many as 99 divisions.  Each Division can have up to 99 departments. 

Depress the "Save New Department" button.  The depress the Save button at the top of the screen.    

To add the Secondary division to the Secondary ManEx System  depress the Edit button and the "Add New Division" button will become editable.   Depress the "Add New Division" button  Enter a Division Number (other than '00' or the division number setup for the headquarters division) and a Division Name in the fields provided, when setting up the Secondary division to the Secondary ManEx System  the "This is the local division" box  MUST be checked. Depress the "Save New Division" button.  

To add a department depress the "Add New Department" button.  The Division number will default in and user may then enter a Department Number and a Department Name.  

After one or more divisions have been added, the user may EDIT a division, or ADD a Department to a division.  The division capability is intended to be used in conjunction with multi plant / division operations.  It can also be used without Multi plant / division module, however.  There can be as many as 99 divisions.  Each Division can have up to 99 departments. 

Highlight the Secondary Division and Check the "This is the local division" box.  This box MUST be checked when setting up the Secondary division in the Secondary ManEx System.  




User will need to "Update the General Ledger" information for the Secondary Divisions 02, 03, etc. 

Highlight the Secondary Divison and depress the "Update General Ledger" button located at the bottom of the screen.   




Depress the Edit button, select the Division, Department, and the GL Account Type from the pull downs. 

 

All of the accounts to be generated will appear on the screen for the new Divison and Department.  If there are some accounts you want to exclude, turn the selection to “No”.

Note: You will want to exclude all Titles, Headings, Totals and Closing accounts, leaving only the Posting accounts.  (Otherwise you will have duplicate titles, etc. on the reports.) 

Depress the  Abandon changes button to abandon the changes.

Depress the "Generate and Save account numbers for those items marked "Yes"  and the following message will be displayed: 

 

Continue the above steps, starting with "Auto Create Accounts ..."   until ALL of the accounts have been created for all the New Divisions and/or New Departments. 

User MUST then update AP accounts, with the correct account number for the Secondary ManEx system. 

 

AR Accounts

 

 

 

 

 

            «Mark as Completed in RoadMap  Section C Item 2-c»

Enter the ActSetup.exe/G.Ledger/G/L Account Setup

Select an Account Type for the pull down:

Enter the New Account Number (must be be a number between the Lower Limit and Upper Limit).  It is VERY important that the Account Number for WO-WIP Kit Overissue Whse is NOT the same as the Work in Progress Inv. Account number. (For further detail see Article #3061).   Select a Class from the Pull Down.  If the account is a Total Account or a Closing Account, an additional box will appear in lower right hand of screen.  User must enter in the GL number to Start and End with.

 

After establishment of one or more accounts, user may Edit or Delete  the account    Note:  A user will NOT be allowed to delete or Inactivate an account which is used in any of the setup screens in System Setup or Accounting Setup.  If it is necessary to delete or inactivate such an account, 1^st go into the requisite set up screen and edit the account number, then the user can come back into this screen and delete or inactivate the account.  You are also NOT allowed to delete an account which has been used within the last three years.  However, you can change the status to Inactive.  After Adding or Editing, the user must Save or Abandon the modifications.  Please remember that you can’t add a natural debit account within a range where the Normal Balance was identified as a Credit, or visa versa.

Users are allowed to change the Class of a GL number (Posting, Title, Total, etc) only if there is no activity, or if the only activity was in a period that started with a 0.00 balance, and has some activity but then ended with a 0.00 balance.

If a user tries to Inactivate an account which is used in any of the setup screens in System Setup or Accounting Setup they will receive the following message and a GlDeactivateIssue.XLS file will be created. 

  

Steps to Delete:

 Note:  If you have any duplicate Titles, Headings, Totals or Closing accounts, please be sure to delete them.  Otherwise, duplicate titles, etc. will appear on the reports.  Delete the titles, etc. for Divs 01, 02, etc., but NOT for Div 00.

Highlight the account you want to delete.  Depress the Delete button.  The following confirmation message will appear:

 

 

If the user depresses Yes to continue, the system will check all GLTRANS table for the existence of the account, as well as all tables used in the release and post transactions, and in any system setup default accounts (like inventotry, warehouse, etc) are using this account number.  If yes, then the system will NOT allow it to be deleted from the system and users are suggested to change the description for that Account number to "Do Not Use" and change the status to Inactive. 

 

After completing this section:                                «Mark as Completed in RoadMap in Section C Item 2-d»

Another option will be to AUTOMATICALLY Release transactions as they occur and Post after Review.

And a third option will be to AUTOMATICALLY Release AND Post transactions as they occur.

Furthermore, you will be able to make these selections for each of the 17 types of transactions involved in our General Ledger.

On the same screen will be shown and be editable the ability to grant permission (or not) to allow posting to Prior Fiscal Years, Prior Periods and Future Periods, as well as assign account numbers for Retained Earnings, Current Earnings and Suspense Account.

Enter ActSetup.exe/A/R-A/P Setup/Sales - A/R Setup

The following screen will appear:

 

If you are a Multi-Plant user, select the Division at the top of the screen.  Enter the defaults for that division.  Save the data.  Repeat this process until all divisions are entered.

Where Used:  This Setup is used in Sales Orders and Invoicing.

After completing this section:                              «Mark as Completed in RoadMap in Section C Item 3-a»

Enter ActSetup.exe/A/R-A/P Setup/Purchases - A/P Setup

The following screen will appear:

Where Used:  This Setup is used in Purchase Orders and Accounts Payable.

Enter Actsetup.exe/Bank Setup

The following screen will appear:

 

After completing this section «Mark as Completed in RoadMap in Section C Item 4-a»

Enter Actsetup.exe/Inventory Setup

Note that the accounts selected as defaults must have the class of posting in the General Ledger Account Setup screen.

It is up to the users to establish a G/L account for the Rounding Variance account.  A G/L account MUST be established for this account. If this field is left blank when users transfers product to/from the FGI or Scrap work center in Shop Floor Tracking they will receive the following message: