ManEx KB

1. Accounting Setup

1.1. Prerequisites & Introduction for Accounting Setup

Manex uses the accrual accounting method, income and expenses are recorded as they occur, regardless of whether or not cash has actually changed hands. An excellent example is a sale on credit. The sale is entered into the books when the invoice is generated rather than when the cash is collected. Likewise, an expense occurs when materials are ordered, not when the check is actually written.

In order for the ManEx General Ledger module to work correctly, it is very important that the Accounting and System setup screens are completed correctly.

Accounting Prerequistes

Training is REQUIRED for the Accounting Modules. If you decide not to take the training required by ManEx for the Accounting modules, then any data fixes required that could have been prevented from training will be an additional charge.

Users MUST have full rights to the "Accounting Setup Screens" in Accounting Security . Users with “Accounting Security Supervisor” rights will automatically have access.

Accounting Pre-Installation

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 #5262 .

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.

1.2. Access Levels

1.2.1. Prerequisites for Access Level

The Department Names (ManEx, Sales, Administrative Departments) and Work Centers (ManEx, Production, Production Work Centers & Activities) must have been entered prior to using this module.

To allow access to ManEx Accounting System, the attached worksheet has been provided for you to complete. When ManEx is first installed at your facility, user access security database tables are empty, except for the original ManEx password. If you need assistance in obtaining this master password, please email support@manex.com.

The attached worksheet will help you to organize the information that needs to be entered at a Security Manager level (i.e. ManEx system administrator) to populate the necessary security tables before ManEx is ready to be used.

Note: Make sure that once a password is issued, the System Administrator records and maintains these passwords in a secure location. There is NO way to view a password in MmanEx. All information relating to the actual passwords is encrypted and even the ManEx Systems cannot determine a password once it has been entered into the system. So, it is very highly recommended that the System Administrator record and maintain the passwords in a secure location.

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 1-a" before continuing the setup.

1.2.2. Introduction for the Access Level

When ManEx is first installed at your facility, user access security database tables are empty, except for the generic ACCT1 login to the system that has the Accounting Supervisor Security rights. If you need assistance in obtaining this master password, please email support@manex.com

An Accounting Supervisor person has the authority to control the access to ALL ACCOUNTING screens, including their own. They also have access to Accounting setup modules, accounting security and any speical accounting utilities. This person can assign someone else to also be an Accounting Security Supervisor and can assign rights only to accounting screens and no other screens. They do NOT have access to any of the production modules or the Security module for the production modules (unless individually assigned rights by a Production Supervisor ).

Any individual user granted access to both areas (Accounting and Production) will have the same login screen, and will be able to open screens for both areas simultaneously without having to open a new ManEx License.

The same person cannot be both a Supervisor and an Accounting Supervisor. The reason for this is if the controller of a business is paranoid about who sees accounting, they can monitor the access of the ManEx System Supervisor, and to whom the Accounting Supervisor privileges have been granted.

1.2.3. Fields & Definitions for Security System

1.2.3.1. Acct Security - Users

Description of fields:

User ID	This user ID is used by the system for tracking purposes (8 characters)
User Initials	This initial is used to display as a stamp when a user changes or adds information within a module. (3 characters)
Last Name	Users last name (15 characters)
First Name	Users first name (15 characters)
Mid Name	Users middle name or initial (15 characters)
E-mail Address	This is the e-mail address for this employee

SPA (Secure Password Authentication)

User ID	e-mail address
Password

Work Center	This is the work center to which an employee is assigned.Production employees should be assigned to Work Center (pop-up menu)
Department	This is the Department to which an employee is assigned.Administrative or support personnel should be assigned to a Department (pop-up menu)
Password	Each user needs to be assigned a password (number of characters will be based on Security Setup maximum of 10 characters). The password used will identify the user and include their initials on each transaction processed. (number of characters will be based on Security Setup)
Verify Password	This field is where the password is re-entered, to verify that the password entered is correct. (10 characters)
Home Screen	A “Home Screen” can be assigned to a specific user so that the preferred module will open once the user types in his/her password
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 expires	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.
Exempt	This field is for future use. Right now all it does is carry forward to the user shift setup screen, but does not affect any data.
Supervisor	If this box is checked this user has full rights to all the system modules (except for the accounting modules). This field is only editable in the Security System module
Accounting Security Supervisor	By clicking your mouse on this field, you automatically assign full supervisory rights to all the accounting modules and it is not necessary to assign access rights

The module list settings will be set at no access by default when assigning a new person to the password system. This default setting can be changed to give user access rights as indicated above. We strongly suggest that the system manager have two passwords and access rights just in case the supervisor is locked out of one password. Then there is an alternate way to log in and manually log out your other password.

Note: There is NO way to view a password in ManEx. All information relating to the actual passwords is encrypted and even ManEx System cannot determine a password once it has been entered into the system. So, it is recommended that the System Administrator record and maintain the passwords in a secure location, as odds are nearly 100% that ueach user will forget their password, sooner or later.

There are Options available within some of the Security Line Items.

1.2.3.2. Acct Security - Assign Rights

To assign a user access to all modules, depress the "X" located at the top of the screen this will populate all checks

Group	Group where module is located
Screen	Screen Name

Screens

View	View module
Add	Add data to module
Edit	Edit data in module
Del	Delete data in module
Copy	Copy data in module
All	Full right to data in module

Reports

View/Print

Rights to view or print reports

1.2.4. How To ..... for Security System

1.2.4.1. Setup for Security Module

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.

1.2.4.2. Add New User

Select the SQLACCTSETTING.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 be displayed. 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 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.

Exempt This field is for future use. Right now all it does is carry forward to the user shift setup screen, but does not affect any data.

Accounting Security Supervisor (aka ASS) By clicking your mouse on this field, you automatically assign the user full supervisory rights to all accounting modules in the system and the assign rights tab will be disabled). The same user cannot be a Supervisor and an ASS. An ASS can assign someone else to be an ASS also, and can assign accounting rights to other users.

Click on the Assign Rights screen tab with the mouse and click your mouse on the square corresponding to the module and the amount of permission that is being given to an employee. If you do not select a square on a module, the user will have no access rights to that section of ManEx. Also, be sure to give printing rights to users who need to be able to print from a certain 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:

Accounting Security Supervisor	Choosing this function from the user screen will automatically allow access to every accounting module and all functions within the module and give the user rights to assign accounting rights to other users.
Access Rights for Module or Sub-Module Screens	Available screen access securities are:View, Edit, Copy, Add, and Delete. Choose one or more for a level of screen security
Access Rights for Module or Sub-Module Screen Reports	Available report access securities are: View/Print. Choose for a screen security.

See Article #3612 for more information on the options available within some of the Security Line Items.

1.2.4.3. Find Existing User

Select the SQLACCTSETTING.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.

Select Access Level and 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

Depress the Find action button 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.

1.2.4.4. Delete a User

Find an Existing User

Depress the Delete button and the following messge will appear:

Depress "Yes" to continue or "No" to abandon changes.

Removing a user should NOT affect the transfer history in SFT or the inventory transaction reports. The initials will remain intact after the removal of a user.

1.2.4.5. Change Users Security Rights

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.

1.3. General Ledger

1.3.1. Fiscal Year Calendar

1.3.1.1. Prerequisites for the Fiscal Year Calendar

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 2-a" before continuing the setup.

See Article #4342 for the prerequisites required.

1.3.1.2. Introduction for the Fiscal Year Calendar

This is the section to enter fiscal year calendar information. The setup screen will allow user to setup Fiscal Years with any number of periods from 1 to 13, this will accommodate a short year if the users have to change their Fiscal Year ending. Multiple years may be entered in advance (ManEx suggests a Min/Max of 2 years). Once the required information is entered, the system calculates all necessary tables and enters months and ending dates for each month for all periods. Systems will automatically assign the FY year when beginning date and number of periods are selected. System will also assign the period description (January – December) if 12 periods is selected. Descriptions for each period must be entered if 13 periods are used. If your company uses a 4-4-5 week calendar, check the Irregular Ending Dates box and then you’ll be able to manually enter the month end dates.

The system will allow users to edit any future fiscal years as long as there are no postings to it, but if they have posted anything to the current fiscal year, then the system will not allow the changing of ending period dates for any period that have posting to or the period after it because some transactions may fall on the other side of the ending date.

User will be allowed to change the description of the periods for ANY of the Fiscal Years even if it is open. These fields are text only and are not used within any calculations throughout the system.

1.3.1.3. Fields and Definitions for Fiscal Year Calendar

CURRENT PERIOD

Fiscal Year	The fiscal year of the current period
Accounting Period	The current accounting period

Fiscal Year	The Fiscal Year
Number of Periods	Total # of periods in the Fiscal Year
Beginning Date	Beginning Date of the Fiscal Year
Ending Date	Ending Date of the Fiscal Year
	Enter Fiscal Year Notes

Fiscal Years in System

Fiscal Yr	Displays all the Fiscal Years Setup in System
Periods	Displays how many periods are in the that specific Fiscal Year
Beg Dt	Displays the beginning Date of that specific Fiscal Year
End Dt	Displays the Ending Date of that specific Fiscal Year
Closed	This check box is for reference only and does not affect any other modules. It displays if this specific Fiscal Year is Closed.
Current	This check box is for reference only and does not affect any other modules. It displays if this specific FIscal Year is Current.

Fiscal Year Detail

Period	Displays the Periods of the Highlighted Fiscal Period being Viewed
Description	Displays the Descriptions of the Periods for the Highlighted Fiscal Period being Viewed
End Date	Displays the Ending Date of the Periods for the Highlighted Fiscal Period being Viewed
Quarter	Displays the Quarter the Period falls in for the Highlighted Fiscal Period being Viewed

1.3.1.4. How To ......

1.3.1.4.1. Setup Fiscal Year Calendar

Enter SQLACCTSETTING.EXE (within the ManEx root directory)

This action will then prompt the user for a password

The following screen will be displayed: Select G.Ledger/Fiscal Year Calendar

The following screen will be displayed:

Clicking the ADD button activates the screen, and prompts for the beginning date and number of periods. Once entered, ManEx completes the rest of the fields. These may then be edited, if necessary, to match the worksheets. Notes may be added by pressing the NOTES button, and once added, the button will show red.

After Add or Edit is complete, depress the Save button to save the changes made or depress the Abandon Changes button to abandon the changes made. Repeat for as many years as needed.

For a 4-4-5 week calendar, click the Irregular Ending Dates box. You’ll then be able to edit each month for the desired month end date.

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

After completing this section;Mark as Completed in RoadMap in Section C Item 2-a»

1.3.1.4.2. Change Fiscal Period

Enter SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed: Enter G.Ledger/Fiscal Year Calendar

The following screen will be displayed:

Depress Edit and the Fiscal Year and Accounting Period will become editable:

Select a previous Fiscal Year from the pull down:

Select a new Accounting Period:

Depress the Save and the following Warning will appear:

Depress "Yes" to continue and the changes are saved.

Exit Screen and the following message will appear:

Depress "Yes" to continue and the Trial Balance will be Recalculated.

1.3.2. General Ledger Account Types and Ranges

1.3.2.1. Prerequisites for the GL Account Types & Ranges

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 2-b" before continuing the setup.

See Article #4342 for the prerequisites required.

1.3.2.2. Fields and Defintions for GL Account Types & Ranges

Type	Enter a 2 or 3 character alph abbreviation for the type of account, such as CAS for Cash.
Description	Enter a type of description for the account, such as Cash, etc.
Lower Limit	This is the lowest account number (1^st 7 digits is account, next 2 digits is Division, last two digits is Department), for example: you would enter in 1000000-00-00 for the lowest range for Cash.
Upper Limit	This is the highest account number (1^st 7 digits is account, next 2 digits is Division, last two digits is Department), for example: you would enter in 1199999-00-00 for the highest range for Cash.
Appears on	Select from the pull down if this account should appear on the Balance Sheet or the Income Statement.
Normal Balance	Select from the pull down if this account is a Debit or Credit.
Note	This is for any notes you want to enter regarding the account range.

1.3.2.3. How To ......

1.3.2.3.1. Setup GL Account Types and Ranges

Enter the SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed: Enter the G.Ledger/G/L Account Types and Ranges

The following screen will be displayed:

Selecting the Add button allows the user to begin entry.

Prepare the General Ledger account types (current assets & long term assets) by establishing lower and upper ranges of the account numbers. For example, cash is a current asset and all current assets are within a range of accounts from 1000000-00-00 to 1199999-00-00. Therefore create the title “Cash”. This will be helpful later when searching for accounts in the accounting module. What will happen is that ManEx will display the account types clicked on, the type of account desired, and then it will list all the accounts under that classification. Once the ranges are created ManEx does NOT allow editing or changing the ranges. Also, user cannot create a range that is within another range. So, in setting up account ranges, it might be a consideration to leave some room between ranges in case there is a need for more at a later date (instead of setting it up so all possible account numbers are in some account type range, even if they are not yet created).

Selecting the Edit will allow the user to only modify the type of report in which it is included (Balance, Income) and the account signage (normally credit or debit) can be changed.

Chart of accounts are setup in the GL Account Setup module. In order for the sub-total Net Income Before Income Taxes to work correctly, a separate range must be set up and the Normal Balance must be defined as Credit, define the account as a CLOSING. This rule also applies to Total Revenue, Gross Margin, Total Other Income/Expense, Net Income Before Taxes and Net Income.

Once the changes have been completed, depress the Save button to save changes, or the Abandon Changes button to abandon changes.

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

After completing this sectionMark as Completed in RoadMap Section C Item 2-b»

1.3.3. General Ledger Divisions/Departments

1.3.3.1. Prerequisities for the G/L Divisions/Departments

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 2-c" before continuing the setup.

See Article #4342 for the prerequisites required.

1.3.3.2. Introduction for the GL Divisions/Departments

This section is to setup the Divisions and Departments if you are going to be using more than one independent ManEx system. For example one for the Main Company and one or more subsidiaries. There is a Consolidation system which must be Division 00. The Main Company would be Division 01, the Subsidiaries, Division 02, 03, etc. This information MUST be setup before using the GL Consolidation Export and GL Consolidation Import modules.

This section is to setup Divisions and Departments to be used with account numbers. If desired, account numbers can be assigned to each department with multiple divisions. This also can be used as a means of tracking Non Recurring Expense charges or rework charges by assigning an account number to a Non Recurring Expense or Rework department. This will aid in account tracking in revenue analysis.

1.3.3.3. Fields and Definitions for GL Divisions

1.3.3.4. How To ......

1.3.3.4.1. Setup the GL Divisions for Headquarters

Enter SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the G.Ledger/G/L Divisions

The following screen will be displayed:

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:

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

AR Accounts

Bank Accounts

Inventory Default Accounts

After completing this section: Print the Chart of Accounts to be sure that all of the accounts desired were added. There should be account numbers xxxxxxx-00-00 for all of the accounts. Then there should be account numbers xxxxxxx-01-xx for all of the accounts created for the Headquarters division and xxxxxxx-02-xx for all of the accounts created for the Secondary divisions, etc.

Where Used: This Setup is required to be completed prior to establishing a Chart of Accounts.

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

1.3.3.4.2. Setup the GL Departments for Secondary Divisions

To setup the Secondary ManEx System you can follow the steps in Article #288 along with the steps described below.

Enter SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the G.Ledger/G/L Departments

The following screen will be displayed:

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 the Division Number and name for the Headquarters division in the fields provided. When setting up the Headquarters Division in the Secondary ManEx System "This is the local division" or "This is the Headquarters division" boxes are NOT to be checked.

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.

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:

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

AR Accounts

Bank Accounts

Inventory Default Accounts

Where Used: This Setup is required to be completed prior to establishing a Chart of Accounts.

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

1.3.4. General Ledger Account Setup

1.3.4.1. Prerequisites for the GL Account Setup

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 2-d" before continuing the setup.

G/L Account Types and Ranges must be completed before using this section.

See Article #4342 for the prerequisites required.

1.3.4.2. Introduction for the GL Account Setup

This section is for preparing all general ledger account numbers for MANEX. If accounting is currently running within another software program, it may be helpful to print out the chart of accounts from the existing system. The “Txt and “Amt” columns are for the financial statements. This data is used to determine at what location on the page the Title of the account and the Amount of the account are to print out. The higher the number, the further to the right the information will be printed. You can leave these two boxes blank and set the report spacing up in the G/L Reports Setup.

1.3.4.3. Fields and Definitions for GL Account Setup

GL Number	General Ledger Number. Defaulted in from the GL Acct Types & Ranges.
Description	GL Account Description. Defaulted in from the GL Acct Types & Ranges.
Account Type	2 or 3 character alpha abbreviation of the account sort, such as CAS for Cash. Account Types in the pull down are setup in GL Acct Types & Ranges.
Type Description	Sort of accounts that are in this type, such as Cash, etc. Defaulted in from the GL Acct Types & Ranges.
Lower Limit	Is the lowest account number (1^st 7 digits is account, next 2 digits is Division, last two digits is Department), for example you would enter 1000000-00-00 for the lowest range for Cash. Defaulted in from the GL Acct Types & Ranges.
Upper Limit	Is highest account number (1^st 7 digits is account, next 2 digits is Division, last two digits is Department), for example you would enter 1199999-00-00 for the highest range for Cash. Defaulted in from the GL Acct Types & Ranges.
	View notes entered in from the GL Acct Types & Ranges.
Account Number	The account number is 7 digits. The Div and Dept. numbers are per General Ledger Division/Department Setup, and are two digits each. If no Div or Dept, use zeros. The account number must be between the Lower and Upper ranges as defined in the General Ledger Account Ranges design. In this field you would enter a number in-between the lowest and highest range.
Class	The class is either: Posting, Heading, Total, Closing or Title. Set up year to date income, gross margin, total other income/expense, income before taxes and net income after taxes as closing accounts. Note that all of the General Ledger defaults must be classified as posting, except for the Current Earnings account which must be a Balance Sheet Equity account, classified as a closing account, in the GL Acct Types & Ranges.
Status	Status is either active or inactive.
Account Title	This is what will be displayed in the description column
Long Title	The GL Account Description.
Account Notes	Enter notes during Account Setup.
Statement	This tells the user whether this account type has been setup as a Balance Sheet or an Income Statement. Defaulted in from the GL Acct Types & Ranges.
Normal Balance	This tells the user whether this account type has been setup as a Debit or Credit. Defaulted in from the GL Acct Types & Ranges.

1.3.4.4. How To .........

1.3.4.4.1. Setup the GL Account Setup

Enter the SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the G.Ledger/G/L Account Setup

The following screen will be displayed:

Depress the Add action button.

Select an Account Type for the pull down:

Once the Account Type has been selected, the Type Description, Lower Limit, Upper Limit, Statement, Page, and Normal Balance fields will default in:

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.

Make sure the Status is Active.

Enter a Short Account Title and a Long Title. Enter any notes required for this account.

Depress the Save button to save changes, depress the Abandon changes button to abandon changes.

The completed entry will appear as follows:

After establishment of one or more accounts, user may Edit or Delete the account Note: The user won’t be allowed to delete any account which is used in any of the setup screens in System Setup or Accounting Setup. If it is necessary to delete 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 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.

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:

Depress Yes to continue, depress No to abort.

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.

Where Used: This Setup is required to be completed prior to establishing General Ledger numbers to inventory setups.

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

1.3.5. General Ledger Post Defaults

1.3.5.1. Prerequisites for the G/L Post Defaults

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 2-e" before continuing the setup.

General Ledger Accounts must be completed before using this section.

See Article #4342 for the prerequisites required.

1.3.5.2. Introduction for the GL Post Defaults

All GL default posting defaults for sales, inventory, earnings, etc. are set up here. User has three options to release and post records.

The first option is to Manually Release after Review and Manually Post after review for all items.

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.

1.3.5.3. Fields and Definitions for GL Post Defaults

Retained Earnings	Assign an account to the Retained Earnings from the pull down.
Current Earnings	Assing an account to the Current Earnings from the pull down. This is the account the current earning are reported on for the balance sheet until the fiscal year is closed.
Suspense Account	Assign an account to the Suspense Account from the pull down.
Prior Fiscal Year	Select the appropriate radio to either allow posting to Prior Fiscal Years or NOT to allow posting to Prior Fiscal Years
Prior Periods	Select the appropriate radio to either allow posting to Prior Periods or NOT to allow posting to Prior Periods
Future Periods	Select the appropriate radio to either allow posting to Future Periods or NOT to allow posting to Future Periods
Immediate Auto Release & Post to G/L without Review	This means that when the transaction is saved or approved in the originating screen it is automatically posted to the General Ledger without having to go through any release or posting screen for review. If posting to Prior Fiscal Years, Prior Periods or Future periods is set to NO, then no types of transactions can be set to Immediate Release/Immediate Posting. If any types of transactions are set to Immediate Release/Immediate Posting, then no restrictions can be placed on posting to Prior Fiscal Years, Prior Periods or Future periods.
Auto Release & Manual Post after Review	This means that when the transaction is saved or approved in the originating screen, the transaction is automatically released and placed in the released tables and then has to go through the posting routine to be posted to the General Ledger manually.
Manual Release after Review & Manual Post after Review	This means that the transaction must be manually released and then manually posted as two separate activities.

If users change the Posting Defaults they will receive a warning that they should make sure that ALL records have been released and posted before changing the posting default. ManEx strongly suggests NOT changing the Posting Defaults once they have been setup.

NOTE: Changing the Posting Defaults could result in loss of records.

1.3.5.4. How To .........

1.3.5.4.1. Setup the GL Post Defaults

Enter the SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the G.Ledger/G/L Post Defaults

The following screen will be displayed:

The user may modify this data by use of the Edit button. At the conclusion of any EDIT activity, the user must depress the Save button to save the changes or depress the Abandon changes button to abandon the changes.

If posting to Prior Fiscal Years, Prior Periods or Future periods is set to NO, then no types of transactions can be set to Immediate Release/Immeditate Posting. If any types of transactions are set to Immediate Release/Immediate Posting, then no restrictions can be placed on posting to Prior Fiscal Years, Prior Periods or Future periods.

If users change the Posting Defaults they will receive a warning that they should make sure that ALL records have been released and posted before changing the posting default. ManEx strongly suggests NOT changing the Posting Defaults once they have been setup. NOTE: Changing the Posting Defaults could result in loss of records.

Note: That the Retained Earnings and Posting Suspense Posting accounts defined above must have the class of posting as determined in General Ledger Account Setup. The Current Earnings must be the YTD Net Income account from the Balance Sheet Equity section and must have the class of Closing.

Where Used: This Setup is required to be completed prior to posting accounting activity. ManEx strongly suggests not changing the Posting Defaults once they have been setup. Changing the Posting Defaults could result in loss of records.

After completing this section Mark as Completed in RoadMap in Section C Item 2-e»

1.4. A/R-A/P Setup

1.4.1. Sales - A/R Setup

1.4.1.1. Prerequisites for the Sales - AR Setup

General Ledger Accounts must be completed before using this section.

See Article #4342 for the prerequisites required.

1.4.1.2. Introduction for the Sales - AR Setup

This is where user sets up the default Sales and A/R General Ledger numbers, and the ranges for the A/R Aging screen. By setting up default account numbers for Sales and A/R here, each time an entry is created for Sales or A/R, the accounts will already be assigned for posting.

Note: that the accounts selected as defaults must have the class of posting in the General Ledger Account Setup screen. If you have the Multi-Plant version of Manex, prepare defaults for each division set up previously in G/L Divisions /Departments screen.

1.4.1.3. Fields and Definitions for Sales A/R Setup

General

Force Deposit Totals	When entering the total deposit having this option checked will ensure that the details of the deposit items equal the deposit total entered. The default is checked to "Force Deposit Total". ManEx DOES NOT recommend that users uncheck this option. If this option is unchecked errors in entering the details of the deposit may result in the deposit not being balanced. As an example: user may enter $360.00 as the total of the deposit, but enter $306.00 in the detail and then save it. No message would appear and it would not be noticed until the bank reconciliation and may require corrections.
Enforce Credit Limit at Shipment	If the user has elected “Enforce Credit Limit at Shipment” feature, the following message will appear within the Packing List module if a non-supervisor attempts to ship: The Credit Limit check takes place within the Packing List. The program gets the total Accounts Receivable (AR Aging) + Not Posted Invoice (invoice not printed out of the Admin/Invoice module) + Open SO Amounts. Compares it to the Credit Limit setup in the Customer Information module. This is based on having the "Include Open Orders for Credit Approvals for Shipping" option checked, (within the Print PL/Invoice setup module) (if you do not want to include open Sales Orders you would want to uncheck this option) and the "Enforce Credit Limit at Shipment" option checked, (within the Sales-A/R setup module)(uncheck this option if you do not want to Enforce the Credit Limit at Shipment). You also have the ability, to authorize a user to approve the credit limit exceed message or not (within the Security module, Packing List option screen). Make sure that these options are marked properly to get the results you are expecting.
Force Print Date as Transaction Date	If the user has elected "Force Print Date as Transaction Date" this will force the date of invoices to match the day they were printed.

Sales - G/L No. Defaults

Freight Charge	The GL Account setup for the Freight Charge will be defaulted in. This is the account that the freight charged to the customer will be assigned to.
Finanace Charge	The GL Account setup for the Finance Charge will be defaulted in. This is the account that a finance charge to the customer will be assigned to.
Discount Taken	The GL Account setup for the Discount Taken will be defaulted in. This is the account that a special sales discount given to the customer will be assigned to.

A/R - G/L No. Defaults

Accounts Receivables	The GL Account setup for the Accounts Receivables will be defaulted in. This is the account that the Balance Sheet account for Trade Receivables will be assigned to.
Allowance for Bad Debits	The GL Account Setup for the Allowance for Bad Debits will be defaulted in. This is the account that the contra account for A/R – Trade is assigned to. It’s the provision for any accounts which may have to be written off, due to un-collectability.
Customer Deposits	The GL Account Setup for the Customer Deposits will be defaulted in. This account should be the SAME default as Accounts Receivables since all customer prepaids or credits post as a reverse to A/R Trade.
Bad Debt Expense	The GL Account Setup for the Bad Dept Expense will be defaulted in. This account is the Income statement account set up for customer bad debts.

Accounts Receivable Aging Setup

Current	The current column lists amounts to be received which are equal to or less than the scheduled due date.
Due Later than Current Date	Amount of Days Due Later than the Current Date
Range	Enter the number of days user wants to see displayed in the AR Aging. Range 1: 1-30 column lists amounts to be received which are 1 to 30 days past the scheduled due date. User may decrease or extend the number of days past the schedule due date.
Days Overdue	Days overdue is for all balances which are one day or more past the scheduled receipt date

1.4.1.4. How To ...........

1.4.1.4.1. Sales/Accounts Receivable Setup

Enter SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the A/R-A/P Setup/Sales - A/R Setup

The following screen will be displayed:

The user may Edit information on this screen. At the conclusion of any modifications, the user must Save or Cancel to leave the screen.

When in Edit Mode user can select different GL Account Numbers from the pull downs, and/or setup the Ranges for the A/R Aging module. The GL Account Numbers MUST be setup in the GL Account Setup module.

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

After completing this sectionMark as Completed in RoadMap in Section C Item 3-a»

1.4.2. Purchases - A/P Setup

1.4.2.1. Prerequisites for the Purchases - A/P Setup

General Ledger Accounts must be completed before using this section.

See Article #4342 for the prerequisites required.

1.4.2.2. Introduction for the Purchases - A/P Setup

This is where user sets up the default associated with Accounts Payable General Ledger numbers, and the Ranges for the AP Aging module. . By setting up default account numbers for Purchases and A/P here, each time an entry is created for Purchases or A/P, the accounts will already be assigned for posting.

1.4.2.3. Fields and Definitions for Sales A/R Setup

Consume and Advance Next Check Number	Default to Consume and Advance to next Check number.
Accounts Payable	The GL Account number for the Accounts Payable – Trade will be defaulted in.
Prepayments on Accounts Payable	This field will be blank. User MUST setup a GL Account number used for Pre-Payments on an Accounts Payable transactions.
Discounts Earned	The GL Account number where the user has earned an early payment discount from the Supplier will be defaulted in..
Sales Tax Expense	The GL Account number for the Sales Tax expense will be defaulted in.

Accounts Payable Aging Setup:

Current	The current column lists amounts to be received which are equal to or less than the scheduled due date.
Due Later than Current Date	Amount of Days Due Later than the Current Date.
Range	Enter the number of days user wants to see displayed in the AP Aging. Range 1: 1-30 column lists amounts to be received which are 1 to 30 days past the scheduled due date. User may decrease or extend the number of days past the schedule due date.
Days Overdue	Days overdue is for all balances which are one day or more past the scheduled receipt date.

1.4.2.4. How To ...........

1.4.2.4.1. Purchase-Accounts Payable Setup

Enter SQLACCTSETTING.exe (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter A/R-A/P Setup/Purchases - A/P Setup

The following screen will be displayed:

The user may Edit information on this screen. At the conclusion of any modifications, the user must Save or Abandon Changes to leave the screen.

When in Edit Mode user can select different GL Account Numbers from the pull downs, and/or setup ranges for the A/P Aging module. The GL Account Numbers MUST be setup in the GL Account Setup module.

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

After completing this section «Mark as Completed in RoadMap in Sect. C Item 3b»

1.5. Bank Setup

1.5.1. Prerequisites for the Bank Accounts Setup

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 4-a" before continuing the setup.

General Ledger Accounts must be completed before using this section. It is very important that the Bank Account number is unique. Same BANK ACCOUNT NUMBER CAN NOT be assigned to more than one bank name. This could cause incomplete or duplicate transactions.

See Article #4342 for the prerequisites required.

1.5.2. Introduction for the Bank Accounts Setup

Enter all checking, savings, and other accounts where funds are deposited and disbursed. Each Bank account must have an individual general ledger number assigned to it. The Interest and Bank Charges from the bank accounts can be the same for each bank, if desired.

When setting up a new Bank Account the beginning balance will be 0.00. If the Bank Account being setup in the ManEx system carries a Balance the Bank Balance within the setup will be 0.00. Then, the user will be required to generate a so called "OPENING" Journal Entry which will Debit the Bank Account General Ledger number. Once the Journal Entry is posted to the General Ledger, both the Bank Setup Balance and the General Ledger Account number Balance will be updated and should match.

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

1.5.3. Fields & Definitions for the Bank Accounts Setup

Bank Accounts

Bank	The name of the bank.
Account Title	The exact same as the G/L account title
Type of Account	Checking, Savings, Money Market, etc
Account Number	The Bank’s account number, not the G/L account number.
Balance	The bank balance is maintained in a real-time mode by ManEx. This balance is updated for deposits to or checks written from the account even though the data is not yet posted into the General Ledger. The balance will also pick up any Journal Entry into the bank account once the Journal Entry is posted.

Name of the Bank	The name of the bank.
Inactive	This will allow the users the ability to mark a Bank Account as Inactive. Any Bank Account with an Inactive status will no longer be available for selection when processing new records throughout accounting, yet the data associated with this Bank Account will still be available for transaction history purposes.
Virtual	used in currency transfer and check module (if FC installed) Only the banks that are not virtual can be selected in currency transfer, Check Batch Scheduling and Check maintenance
Preferred	Not used at this point in time
Preferred for Deposits	Not used at this point in time
Preferred for Withdrawal	Used in currency transfer and check module (if FC installed). Only the banks that are preferred for withdrawal can be selected in currency transfer and Check Batch Scheduling.

Account Title	The exact same as the G/L account title
Account Type	Checking, Savings, Money Market, etc
Account Number	The Bank’s account number, not the G/L account number.
Bank Account G/L Number	The General Ledger number as assigned in the General Ledger Account Setup screen.
Bank Charges G/L Number	The General Ledger number as assigned in the General Ledger Account Setup screen.
Interest Earned G/L Number	The General Ledger number as assigned in the General Ledger Account Setup screen.
Check Numbering	Select whether or not you want the Manex system to automatically assign the check number.
Last Check Number Used	Type in the last check number used.
Bank Balance	This field is NOT editable, even when setting up a new Bank Account. When setting up a new Bank Account that has never been used by the user, the Bank Balance needs to be 0.00 at initial setup and any Deposits or Checks written from this account (even though the data is not yet posted into the General Ledger) from this Point forward processed through the ManEx System will properly update the Bank Setup Balance at the same time it updates the General Ledger Account number balances, keeping the two balances in sync. If the Bank Account being setup carries a balance, but has never been used in the ManEx system before, the Bank Balance within the Setup needs to be 0.00. Then the user will be required to generate an "OPENING" Journal Entry which will Debit the Bank Account General Ledger number. Once the Opening Journal Entry has been posted to the GL, both the Bank Setup Balance and the GL Account number Balance will be updated keeping the two balances in sync.

e-Bank Information	will open screen that will allow you to populate the e-Banking information for the Highlighted Bank. See Article #5979

1.5.3.1. eBank Setup Directive Button

Fields and Definitions for eBank Setup

Originator (Name on Account)	This would be the your name associated with your Bank Account
Address	The bank institution address information
City	The bank institution City
State	The bank institution state
Postal Code/Zip	The bank institution zip code
Country	The bank institution country
Phone	The bank institution phone number
Fax	The bank institution fax number
Attention	Person or department at bank institution
E-Mail	email address for the bank institution
Originator Bank Name	This is the Bank name carried forward from the prior screen for highlighted record.
Originator Bank Account Number	This is the bank account number carried forward from the prior screen for the highlighted record
Bank Branch	The bank institution branch
Bank Routing	The bank institution routing number
Bank ID/SWIFT	international bank code that identifies particular banks worldwide. It's also known as a Bank Identifier Code (BIC). CommBank uses SWIFT codes to send money to overseas banks. A SWIFT code consists of 8 or 11 characters
Country Code	The bank institutions country code
Default Payment Type	Choose from the following options:
	CHECK WIRE TRANSFER ACH ONLINE BANKING CREDIT CARD, BANK DRAFT
Next E-Reference #	The next desired reference number that will be assigned to the next e-record
Automatic Number	if checked the system will assign the next reference number automatically

1.5.4. Fields & Definitions for the Bank Accounts Setup - Foreign Currency

Bank Accounts

Bank	The name of the bank.
Account Title	The exact same as the G/L account title
Type of Account	Checking, Savings, Money Market, etc
Account Number	The Bank’s account number, not the G/L account number.
Balance	The bank balance is maintained in a real-time mode by ManEx. This balance is updated for deposits to or checks written from the account even though the data is not yet posted into the General Ledger. The balance will also pick up any Journal Entry into the bank account once the Journal Entry is posted.

Name of the Bank	The name of the bank.
Inactive	This will allow the users the ability to mark a Bank Account as Inactive. Any Bank Account with an Inactive status will no longer be available for selection when processing new records throughout accounting, yet the data associated with this Bank Account will still be available for transaction history purposes.
Virtual	used in currency transfer and check module (if FC installed) Only the banks that are not virtual can be selected in currency transfer, Check Batch Scheduling and Check maintenance
Preferred	Not used at this point in time
Preferred for Deposits	Not used at this point in time
Preferred for Withdrawal	Used in currency transfer and check module (if FC installed). Only the banks that are preferred for withdrawal can be selected in currency transfer and Check Batch Scheduling.

Account Title	The exact same as the G/L account title
Account Type	Checking, Savings, Money Market, etc
Account Number	The Bank’s account number, not the G/L account number.
Bank Account G/L Number	The General Ledger number as assigned in the General Ledger Account Setup screen.
Bank Charges G/L Number	The General Ledger number as assigned in the General Ledger Account Setup screen.
Interest Earned G/L Number	The General Ledger number as assigned in the General Ledger Account Setup screen.
Check Numbering	Select whether or not you want the Manex system to automatically assign the check number.
Last Check Number Used	Type in the last check number used.
Bank Balance	This field is NOT editable, even when setting up a new Bank Account. When setting up a new Bank Account that has never been used by the user, the Bank Balance needs to be 0.00 at initial setup and any Deposits or Checks written from this account (even though the data is not yet posted into the General Ledger) from this Point forward processed through the ManEx System will properly update the Bank Setup Balance at the same time it updates the General Ledger Account number balances, keeping the two balances in sync. If the Bank Account being setup carries a balance, but has never been used in the ManEx system before, the Bank Balance within the Setup needs to be 0.00. Then the user will be required to generate an "OPENING" Journal Entry which will Debit the Bank Account General Ledger number. Once the Opening Journal Entry has been posted to the GL, both the Bank Setup Balance and the GL Account number Balance will be updated keeping the two balances in sync.

Currency	Bank Currency
Home Bank Balance	Same as the Bank Balance but it would be for the Home Bank currency
Exchange Rate	Exchange Rate
Last Update	Would be the last time the Exchange Rate was updated

e-Bank Information	will open screen that will allow you to populate the e-Banking information for the Highlighted Bank. See Article #5979
Add Cash Book Records	Calculates and generates Summary records of all checks, deposits, and currency transfer transactions for each FY/period for each bank. It shows the beginning balance, end balance of each period for all banks. Usually, when user close a period, the cashbook record will be updated to save the end balance for this period and create a new record for next period. But sometimes, the user adds a new bank, the new bank won't have all the cashbook records (even the balance should be 0). Click this "Add cashbook records", the system will add new cashbook records for this new bank if it any period is missing.

1.5.4.1. eBank Setup Directive Button

Fields and Definitions for eBank Setup

Originator (Name on Account)	This would be the your name associated with your Bank Account
Address	The bank institution address information
City	The bank institution City
State	The bank institution state
Postal Code/Zip	The bank institution zip code
Country	The bank institution country
Phone	The bank institution phone number
Fax	The bank institution fax number
Attention	Person or department at bank institution
E-Mail	email address for the bank institution
Originator Bank Name	This is the Bank name carried forward from the prior screen for highlighted record.
Originator Bank Account Number	This is the bank account number carried forward from the prior screen for the highlighted record
Bank Branch	The bank institution branch
Bank Routing	The bank institution routing number
Bank ID/SWIFT	international bank code that identifies particular banks worldwide. It's also known as a Bank Identifier Code (BIC). CommBank uses SWIFT codes to send money to overseas banks. A SWIFT code consists of 8 or 11 characters
Country Code	The bank institutions country code
Default Payment Type	Choose from the following options:
	CHECK WIRE TRANSFER ACH ONLINE BANKING CREDIT CARD, BANK DRAFT
Next E-Reference #	The next desired reference number that will be assigned to the next e-record
Automatic Number	if checked the system will assign the next reference number automatically

1.5.5. How To ...........

1.5.5.1. Bank Accounts Setup

Enter SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Bank Setup

The following screen will be displayed:

Banks may be added by pressing the Add button.

NOTE: The GL account fields must be populated, if left blank this could cause incomplete transactions. Same GL account numbers cannot be used in more than one Bank account. NOTE: The accounts selected as defaults must have the class of posting in the General Ledger Account Setup screen.

Depress the Save button to Save the New Bank Account, depress the Abandon Changes button to abandon the Changes.

This field is NOT editable, even when setting up a new Bank Account. When setting up a new Bank Account that has never been used by the user, the Bank Balance needs to be 0.00 at initial setup and any Deposits or Checks written from this account (even though the data is not yet posted into the General Ledger) from this Point forward processed through the ManEx System will properly update the Bank Setup Balance at the same time it updates the General Ledger Account number balances, keeping the two balances in sync.

If the Bank Account being setup carries a balance, but has never been used in the ManEx system before, the Bank Balance within the Setup needs to be 0.00. Then the user will be required to generate an "OPENING" Journal Entry which will Debit the Bank Account General Ledger number. Once the Opening Journal Entry has been posted to the GL, both the Bank Setup Balance and the GL Account number Balance will be updated keeping the two balances in sync.

The bank balance is maintained in a real-time mode by ManEx. This balance is updated for deposits to or checks written from the account even though the data is not yet posted into the General Ledger. The balance will also pick up any Journal Entry into the bank account once the Journal Entry is posted.

Once one or more banks are entered, they may be edited or deleted by selecting the bank and pressing the Edit or Delete button. After using Add, Edit or Delete, the user must Save or Abandon changes.

User may inactivate a Bank, by selecting the bank and pressing the Edit button, then check the Inactive box. This will filter out the inactive bank accounts on all pulldown screens except for the pulldown located on the check register screen. User may view the check register for an inactive bank.

Where Used: This Setup is used in Accounts Payable, Check writing, Deposits and as the balance used in the Bank Reconciliation module.

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

1.6. Inventory Setup

1.6.1. Prerequisites for the Inventory Setup

Complete the attached worksheet and "Mark as Completed RoadMap Section C Item 5-a" before continuing the setup.

General Ledger Accounts must be completed before using this section.

See Article #4342 for the prerequisites required.

1.6.2. Introduction for the Inventory Setup

This is where user sets up the default Inventory General Ledger numbers. Enter the default accounts associated with Inventory and these numbers will be available during routine entry of data.

The inventory account should be an Asset account, normally under Current Assets. The Cost adjustment account should be an Income/Expense account, normally under Cost of Goods or Inventory Adjustments. Asset Accounts are Balance Sheet accounts and are shown on that statement, Income/Expense accounts are on the Income statement.

So if you have a cost adjustment to reduce inventory by $500 you are saying that you have $500 less than you should so that has to be expensed and recognized in the Profit and Loss, the transaction would be:

Debit Credit

Cost Adjustment 500.00

Inventory 500.00

The Inventory account would be reduced by $500.00, the total of all of the inventory accounts (Raw Goods, Finished goods, etc) would be reduced by $500, the total Current Assets would be reduced by $500 and the Total Assets would be reduced by $500, Current earnings would be reduced by $500 and Total Liabilities would be reduced by $500.

On the income statement, the Cost adjustments would be increased by $500, depending what category the put the account, the sub total of that group would increase by $500, gross income would be reduced by $500 and total income would be reduced by $500.00

Please note:

You should not use the same GL Account numbers in the Inventory Setup

That you are using within the Sales Types.

We have had a case where a customer happen to have the same GL account for COGS - Direct Labor that was associated to a Type also loaded within the Inventory Setup Labor field. This would causing their COGS to be $'s short.

Also make sure that all of the Inventory Handling GL Defaults are using Overhead Cost GL Accounts instead of GL account for COGS as well.

1.6.3. Fields & Definitons for the Inventory Setup

Instore Inventory Account	This G/L account is used if a Supplier has inventory stored at your site but title to that inventory has not yet passed. ManEx strongly suggests setting this up as a Liablility Account. The IPS inventory does not carry any value until pulled to a kit. This is why it needs to be a Liability GL account. Because at the time you pull the inventory to a Kit, is the first time a transaction is created in the system and at that point in time the IPS stock that you issued to the kit becomes a liability that you owe to the Supplier per contract. See Article #3268 for further detail.
Raw Material Inventory	This G/L account is used for inventory purchases.
Work in process inventory	This G/L account is used for all components once the kit has been issued until the final assembly reaches the Finished Goods Inventory Work Center.
Unreconciled Receipt	This G/L account is used for all purchase orders that have been received but not reconciled and/or transfered to Accounting.
Finished Goods Inventory	This G/L account represents a completed assembly – ready to ship.
Labor	This G/L account is for labor configuration when product is transferred into FGI.
Overhead	This G/L account is for overhead configuration when product is transferred into FGI.
Other Costs	This G/L account is for other costs configuration when product is transferred into FGI.
User Defined	This G/L account is for user defined configuration when product is transferred into FGI.
Purchasing Variance	This G/L account is where the Purchase Order Price differs from the Standard Cost per the Inventory Master. Indicate the General Ledger account where you want the differences posted. The Purchase Price Variance is a Balance Sheet account classified under Inventory, Raw Materials.
Configuration Variance Account	This G/L account is where the sum of the components listed in the Bill of Materials is not equal to the Standard Cost per the Inventory Master for the Product. Indicate the General Ledger account where you want the differences posted.
Manufacturing Variance Account	This G/L account is where more components are used in the assembly than called for in the Bill of Materials. Indicate the General Ledger account where you want the differences posted.
Shrinkage/Scrap Account	This G/L account is the account you want to use when items have to be scrapped or they were shop worn, broken, etc.
Rounding Variance Account	This G/L account is would be the difference between the standard cost calculation and the actual kit issuance. Note that the Rounding Variance for any given component cannot exceed the standard cost of the component, because the rounding would bring the component to the next higher quantity. This variance may seem small (non-existent in the case of large lots) but does add up over time to significant values. This field MUST be setup before the users can close a Kit.
Inventory Adjustment Account	This G/L account gathers information from the Cycle Count, and Physical Inventory modules. The values entered are the offsets of the values actually made to inventory accounts. When user changes the value of inventory by adding or removing value (by change in inventory counts), we have to record the other side of that transaction somewhere, and it goes to this account.
Inventory Standard Cost Account	This G/L account gathers infomation from the Std Cost Adj module. When user changes the value of inventory by adding or removing value (by change in standard cost), we have to record the other side of that transaction somewhere, and it goes to this account. If this field is left blank any transaction made from the Std Cost Adj module will default in the same GL account number that is already used within the Inventory Adjustment account so no data will be lost if the users neglect to populate this field with a new GL account number.

For further detailed explanation on the variances please see Article #3053 and Article #913

1.6.4. How To ..........

1.6.4.1. Inventory Setup

Enter SQLACCTSETTING.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, enter the Inventory Setup

The following screen will be displayed:

This screen is similar to the Sales-A/R and Purchases-A/P Setup screens. Enter the default accounts associated with Inventory, and these numbers will be available during routine entry of data.

If you have the Multi-Plant version of Manex, prepare defaults for each division set up previously in G/L Divisions /Departments .

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

Depress Edit , to change the defaults or setup new account number for the Labor, Overhead, Other Costs, and/or User Defined.

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:

For further detailed explanation on the variances please see Article #3053 and Article #913

It is up to the users to establish a G/L account for the Inventory Standard Cost account. This gives the user the option to have the Cost adjustment and Inventory adjustment broken out to hit two seperate G/L accounts. If this field is left blank any transaction made from the Std Cost Adj module will default in the same GL account number as the Inventory Adjustment account, so no data will be lost if the users neglect to populate this field with a new G/L account number.

Once changes have been made depress the Save button to save changes or the Abandon Changes button to abandon changes.

The InStore Inventory Account should be a Liability Account. The IPS inventory does not carry any value until pulled to a kit. This is why it needs to be a Liability GL account. Because at the time you pull the inventory to a Kit, is the first time a transaction is created in the system and at that point in time the IPS stock that you issued to the kit becomes a liability that you owe to the Supplier per contract. See Article #3268 for further detail.

The inventory account should be an Asset account, normally under Current Assets. The Cost adjustment account should be an Income/Expense account, normally under Cost of Goods or Inventory Adjustments. Asset Accounts are Balance Sheet accounts and are shown on that statement, Income/Expense accounts are on the Income statement.

Cost Adjustment 500.00

Inventory 500.00

1.7. FAQs - Accounting Setup

Facts and Questions for the Accounting Setup Modules