Setting Up Your Company and Key Staff

Setting Up Your Data

Before you can begin entering any transactions for your business, you will need to set up some basic information about your company, your customers and suppliers, and the products that you sell. As you go to the various screens, you will notice that some fields already contain data. This data is used as place holders for some of the data sets and can be replaced by your own information.

Let's begin by setting up your company information.

Setting Up Your Company And Key Staff Information

The best place to begin setting up your database for use is with Company and Key Staff Information. This section is accessed from the MAIN MENU by the navigation button on the top left hand side of the screen.

You will notice that their are four tabs at the top of the window: Company and three tabs titled Staff. The first window, COMPANY , is obviously where you will enter your business name, address and telephone number. If you are planning to use letterhead paper when printing the forms and letters included in the application, you should not, enter your company name or address in this section. If you are not using letterhead, by adding the company name and address, your return address will be printed on these documents.

The second field from the top, just below the company name field, is for your tax exempt number for your business if you have one.

You will notice that the last two data fields on the form are SENIOR EXECUTIVE and EXECUTIVE TITLE . These two fields are reserved for the individual who owns and/or runs your company. For example: John Smith, President or Susan Johnson, CEO. These fields could also be used to name the General Manager or Owner/Operator of the business, depending on the structure of your company and the Titles assigned.

The three STAFF tabs allow you to enter up to six additional key staff members. Of the six staff members allowed on these forms, three are designed by default:

• The individual who takes care of your Accounts Receivables should be entered in the Accounts Receivable section.
• Your Purchasing Agent should be entered in the Purchasing section.
• Your Sales Manager or Representative should be entered in the Sales section.

These default positions are linked to the business letters and forms related to their particular job functions. So, in order to give these letters and forms that professional look, these three positions should be filled in. If your business is small and the same individual fills all the job functions, it is perfectly fine to enter the individual’s name in all the fields.

You can use your mouse to select the fields to enter data in, or you can -tab- through the fields.

Instructions For Entering Company And Key Staff Information:

1. Only enter your company name and address if you are not planning to use letterhead to print the form letters supplied with this module.
2. Enter your tax exempt number, if you have one, in the COMPANY EXEMPT # field. This number will then be placed in the appropriate field of all your Purchase Orders.
3. Fill in the names of the Senior Executive, Accounts Receivable Manager, Purchasing Manager, and Sales Manager. These names will then be inserted in the appropriate form letters provided in the database.
4. Optional: Select the final STAFF tab and enter information for two additional key staff members, if you wish.

In order to help you set up the Sales modules, we’ve included a Setup Guide. The Setup Guide consists of a list of key areas that need to be set up in order to get your database operational. To the left of each item on the list is a navigation button that will take you to the particular area listed. And to the right of each item is a check box to check off each item as you complete the set up.

The Setup Guides can be accessed from the Sales Menu Guide.