The Company file contains general information and system settings that determine what files are required by the system during setup.
General Information Tab
The General Information window contains the company address and tax identification numbers. The system defaults to the General Information window whenever you are performing Company maintenance. To access the General Information tab from another window in Company maintenance, click on the General Information tab, or press “Alt G”.
When the Company option is selected, the system will display the Company’s General Information window as follows:
Enter or edit the information on the Company’s General Information window according the following specifications:
Company Number
The Company number is a two-character alphanumeric field used to identify the Company within the system. The system does not allow the use of duplicate codes. This field is controlled by the system.
Company Name
Enter the name of the Company. The field allows for up to thirty-five alphanumeric characters. This field is controlled by the system.
Address 1
Enter the first line of the address for the company. The field allows for up to thirty-five alphanumeric characters.
Address 2
Enter the second line of the address for the company. The field allows for up to thirty-five alphanumeric characters.
City
Enter the official city or township for the above address. The field allows for up to twenty characters.
State
Enter the U.S.P.S. code for the state for the above address, or click on the Lookup button to select the state from the browse window.
Zip Code
Enter the U.S.P.S. zip code for the above address. The system provides for the required standard five-digit code, along with the four-digit extension.
Federal Tax Identification Number
Enter the company’s federal tax identification number. The field allows for nine digits.
State Tax Identification Number
Enter the company’s state tax identification number. The field allows for nine digits.
To save and exit the Company Information window, press Page Down, click on the OK button, or press “Alt O”. To exit without saving the Company Information window, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
To access online help, click on the Help button, press “Alt H”, or press F1.
Settings Tab
The Company Settings window contains controls specific to the company. These settings determine how the system processes transactions for the company. To access the Company Settings window, click on the Settings tab, or press “Alt E”.
The system will display the Company Settings window as follows:
Enter or edit the information on the Company Settings window according to the following specifications:
Divisions?
Enter a check in the box if you want to track profit and loss by division within the company. If you do not want to track profit and loss by division, leave the box unchecked. To place a check in the box, click on the Divisions? box, or press “Alt D”, or press the Space Bar when the selection box is positioned over the Divisions field.
Allow Divisions on Balance Sheet?
You must have checked the Division box in order to have access to this field. Enter a check in the box if your company with use divisions to track balance sheet accounts. If you will not use divisions to track balance sheet accounts, leave the box unchecked. To place a check in the box, click on the Allow Divisions on Balance Sheet? box, or press “Alt W”, or press the Space Bar when the selection box is positioned over the Division on Balance Sheet field.
Use Divisions as Remote Offices?
You must have checked the Division box in order to have access to this field. Enter a check in this box if your company uses divisions as remote offices. To place a check in the box, click on the Use Divisions as Remote Offices? box, or press the Space Bar when the selection box is positioned over the Use Divisions as Remote Offices? field. With this option checked divisions will have the following capabilities:
1. Separate ticket list in Enter/Edit Tickets
2. Separate ticket list in Generate Settlements
3. Separate check list in Print Checks
4. Filtering producers, owners, tracts, and/or vendors by division
NOTE: Please contact Automated Accounting Systems before checking this option!
Filter Producers
You must have checked the Use Divisions as Remote Offices? box in order to have access to this field. Enter a check in this box if your company filters producers by divisions. To place a check in the box, click on the Filter Producers box, or press the Space Bar when the selection box is positioned over the Filter Producers field.
Filter Owners
You must have checked the Use Divisions as Remote Offices? box in order to have access to this field. Enter a check in this box if your company filters owners by divisions. To place a check in the box, click on the Filter Owners box, or press the Space Bar when the selection box is positioned over the Filter Owners field.
Filter Tracts
You must have checked the Use Divisions as Remote Offices? box in order to have access to this field. Enter a check in this box if your company filters tracts by divisions. To place a check in the box, click on the Filter Tracts box, or press the Space Bar when the selection box is positioned over the Filter Tracts field.
Filter Vendors
You must have checked the Use Divisions as Remote Offices? box in order to have access to this field. Enter a check in this box if your company filters vendors by divisions. To place a check in the box, click on the Filter Vendors box, or press the Space Bar when the selection box is positioned over the Filter Vendors field.
Departments?
Enter a check in the box if your company will use Departments to track income, cost of sales, and expenses. If you will not use Departments to tract income, cost of sales, and expenses, leave the box unchecked. To place a check in the box, click on the Departments? box, or press “Alt P”, or press the Space Bar when the selection box is positioned over the Departments field.
Display Reference?
Enter a check in the box if you want to display the reference field on the ticket entry window. If you do not want to display the reference field on the ticket, leave the box unchecked. To place a check in the box, click on the Display Reference? box, or press “Alt R”, or press the Space Bar when the selection box is positioned over the Departments field.
Require Reference?
You must have checked the Display Reference? box in order to have access to this field. Enter a check in the box if you want the system to require an entry in the reference field during ticket entry. If you want the entry of a reference field during ticket entry to be optional, leave the box unchecked. To place a check in the box, click on the Require Reference? box, or press “Alt Q”, or press the Space Bar when the selection box is positioned over the Require Reference field.
Disable G/L Module?
Enter a check in the box if you do not want the system to update the general ledger transaction file. If you want the system to update the general ledger transaction file, leave the box unchecked. To place a check in the box, click on the Disable G/L Module? box, or press “Alt G”, or press the Space Bar when the selection box is positioned over the Disable G/L Module field.
Allow 13 Accounting Periods?
Enter a check in the box if your company has thirteen accounting periods. If your company does not have thirteen accounting periods, leave the box unchecked. To place a check in the box, click on the Allow 13 Accounting Periods? box, or press the Space Bar when the selection box is positioned over the Allow 13 Accounting Periods field.
Do Not Allow Reprint of Checks
Enter a check in the box if your company does not allow the user to reprint checks. To place a check in the box, click on the Do Not Allow Reprint of Checks box, or press the Space Bar when the selection box is positioned over the Do Not Allow Reprint of Checks field.
To save and exit the Company Information window, press Page Down, click on the OK button, or press “Alt O”. To exit without saving the Company Information window, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
To access online help, click on the Help button, press “Alt H”, or press F1.
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