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This tutorial will allow you to setup a new company after the MSDE 2000 has been installed, the IIS has been configured, the Web-Services installed, the client application installed and a new company has been created. When you start this process you have an empty database with only a sample Chart of Accounts on it (if that option was selected in the create company function). When you finish this tutorial you should be able to do functions like purchases and sales.
1. After you have logged in BSC Software, go to the main menu and click on Setup/Accounting/Banks
2. Click on the Search button to the right of the Interest Account and select the right Account. This account reflects all the Interest Income that you have received from your banks. This account usually carries a Credit Balance and at year's end its balance goes to the Retained Earnings.
3. Click on the Search button to the right of the Miscellaneous Deposit and select the right Account. This should be an asset account and it should carry a debit balance
4. Click on the Search button to the right of the Miscellaneous Withdrawal and select the right Account. This is an expense account and it should carry a debit balance.
5. Click on the Search button to the right of the "Other Charges" textbox and select the right Account. This is an expense account and it should carry a debit balance
6. Click the search button to the right of the "Finance Charge" text box to select the right account. This is an expense account and it should carry a debit balance
7. Click the search button to the right of the "Service Charges" text box to select the right account. This is an expense account and it should carry a debit balance.
8. Enter in the "Bank Annual" field the APR for the current account if applicable (This is done by erasing the entire box and entering the desired percentage in decimal format. Use the method for changing the Bank Minimum Finance and Bank Monthly Charge fields as well.)
9. Enter the "Minimum Balance" required on the current account. This is very common for accounts that carry an interest rate
10. Enter the "Monthly Charge" that your bank debits to your account for any concept
11. Check the "Finance Charge" checkbox if this is a credit account and finance charges are assessed
12. Check the "Interest" check box if this is a Savings account and the interest is credited every month
13. Press the "Update" button in the lower left portion of the form
14. Press the "New" button to the right of it to add a new bank account to this company.
15. COA Number: Select the GL Account that will be tied to this bank account. You can only assign one GL Account to one bank account
16. Account: Enter here the Account number that was assigned by your bank
17. Enter a meaningful "Bank Name" and try to enter as much extra information as you can about the Address, Phone and contact information of your bank in the respective fields. This will later be used in the bank reconciliation tasks.
18. Next Check/Deposit: Enter here the next check number that you have. The system will not allow you to repeat check numbers. Therefore, you have to be careful to enter the appropriate number. The information entered will be reflected when you are printing the AP checks in the Pay Many Vendors, Pay One Vendor, Receiving and Voucher.
19. Bank Balance: This text box will reflect the balance of this bank account taking into consideration all posted transactions. In order to make this number agree with your bank statement, we recommend you do bank reconciliation every month.
20. Unposted: This text box will show all of the unposted transactions that will eventually affect the balance of the Bank Account.
21. Enter any relevant notes about this bank account.
22. Press the "Update" button to save the Bank information
1. Go to the main menu click on Setup/Accounting/General Ledger
2. Make Sure the "Post to GL" option is checked
3. Enter 1 for System Date or 2 for Transaction Date as the default date for the transaction postings
4. Enter the Fiscal year you will use and make sure the Start and End Dates show the right information
5. Hit the "Update" button and the "Close" button to exit the form
6. Go to the main menu and click on Setup/Accounting/Periods
7. Enter First day of the Fiscal Year
8. Enter the last day of the Fiscal Year.
9. Based on your company's historical information, decide what periods you are going to use. Monthly or Quarterly periods are the most popular choices. However, the system allows you to have any number of periods from 1 to 13.
10. Press the Auto Setup button. This button will automatically setup the periods on the left side according to the First and Last day of the year and option selected in the period selector
11. Press the "Update" button to save your changes to the database.
1. Go to the main menu click on Setup/Inventory/Warehouse/Bins
4. Enter the Address, Contact and Phone Information. Even though this information is optional, you should enter the most accurate address and contact information if you will have POs being sent to this warehouse. This address will show in the PO/Receiving documents.
5. Press the "Update" button. This will create a default Bin (A1).
6. To create a new Bin, Click the "Add Bin" button and the system will add an empty line at the end of the Bin List. Enter a Bin ID that reflects its relative position in the Warehouse. For Example many companies use Bin Locations that Express a combination of Line, Location, Level (A10C). The Description should be less than 50 Characters including any special comments in the remarks. Furthermore, you can activate this bin by checking the box in its Active Column. You can also make this Bin a bin where you will accept receiving by checking the box in its Receive column.
7. Click "Update" to save to the database.
1. Go to the main menu click on Setup/Company.
2. Enter the company Id, Name, Address and telephone Numbers. This information will appear in the header of most of the reports
3. Enter "Days to Retrieve" Information. This field represents the number of days back information will be retrieved from by default
4. Select the default Warehouse (Required) by clicking on the corresponding Search button (the button with a picture of a folder on it) and selecting from the list
5. Select the default Bank Account from the list (Required) by clicking on its corresponding Search button and selecting from the list
6. Select the Default POS account by clicking on its corresponding Search button and selecting from the list. This is required if the company will use the POS Module
7. Select the Default Account by clicking on its corresponding Search button and selecting from the list. The system will use this account to post all cash receipts before they are deposited to the bank
8. Check the "Use Sales Tax (Y/N)" box if some customers will pay taxes in your system
7. Check the "Use Numeric UPC's" boxes to allow ONLY Numeric Item Ids in the system
8. Check the "Use Passwords" box to make some areas of your system more secure from non-administrator users
9. Check the "View All Customers (Y/N)" box to open the "Customer Account Status" Lookup showing all clients with outstanding balances in the system
10. Enter in the "Name for Expiration Date" Field any other name you want to show in your system
11. Enter optional Notes about your company in the space provided. The notes are for reference only and they do not show on any reports
12. Use the Reset User log button to see all the users that are concurrently logged in the system. If you esteem that some users already exited the system and the list is longer than usual we advise to tell all the users to exit the system and press the "Reset" button.
13. Press the "Update" button to save your changes
14. Press the "Edit" button inside the "Application Setup" frame to access additional settings for the company
15.Check the "Order by Bin Y/N" option to Sort Items by Bin Location in the Inventory Adjustment and Receiving form
16. Check the "View Categories with Descriptions y/n" box to show the Item Categories followed by a comma and its description in all item search forms.
17. Check the "Make Standard Cost=Real Cost" option to update the standard cost on every receiving according to the calculated real cost.
18. Check the "Use Standard Cost instead of Real cost in Sales Transactions" box to base the cost of all invoices/returns on the standard cost of the items. Therefore, the profitability and commission reports will be affected by this cost too.
19. Check the "Use Bill Back on Real Cost" option if you want the Bill Backs that are entered on the receiving of merchandise to affect the real cost of the items they have been assigned to only.
20. Check the "Include SO Items with 0 Qty in Invoice Y/N" box if you want to show on the invoice the items the customer ordered that were not fulfilled.
21. Check the "Use Category Surcharges Y/N" option to charge monetary amounts to items in specific categories if the customer Tax Group allows for it (See Item Category Setup).
22. Check the "Mark Items to be Ordered in the Sales Order by Default" box to check the "to be ordered" option whenever a new Item is added to the Sales Order.
23. Check the "Do not Allow Backorder" option to Eliminate all On order quantities associated with a specific sales order once it has been fully or partially shipped. This option also makes it impossible to ship a Sales Order more than once.
24. Check the "Print Invoices on Special Form Y/N" option to print the invoices on special forms that go directly to the default printer
25. Check the "Print Second Invoice" option to prompt the user to print an alternative type of invoice form.
26. Check the "Use Nw as Temporary Item" option so that all items which Id starts with "Nw" are treated as temporary and will not show in the price lists and profitability reports.
1. Go to the main menu click on Setup/Inventory/Item Categories
3. Enter Item Category Id and Description
4. Check the "Exclude from Sales Analysis Report" box to mark this Item Category as Non-Profitable. When the user is preparing a Sales Analysis, he can opt to include this Item Category or not if necessary.
5. Check the "Cigarettes" box to mark the Item Category as special Cigarette category. This will differentiate the category in some sales analysis according to the customer's needs.
6. Enter in the "Tax Percentage" the system will add to the items in this category. This percentage is used to markup your real cost and determine the final selling price. You can leave this value as $0.00.
7. Enter the "Order" of picking of this category in the "Picking Tickets".
8. Enter the "Code" of this Item Category. This number is used in the Salesperson Commission Report as a way of differentiating the Item Categories
9. Special Percentages: This percentage is use in the Special Percentage Report. This number has no other applications through the system. This is an optional feature
10. Enter the default Market Price for this category of Items. This option will only be valid if Price Lists that use market Price are used.
11. Select the General Category of this Item from the dropdown list
12. Select if this Item is "Dry", "Frozen" or "Chill." This will help to print separate Picking Tickets by these categories.
13. Enter a monetary surcharge you would like to assess to the prices of all items in this category
14. Press the "Update" button if you want to update all Cost-Markup Price lists and the Tax Percentage is greater than Zero.
1. Go to the main menu click on "Setup/Shipping/Shipping Methods/
2. Press the "Add" button to create a new Shipping Method
3. Enter the Alphanumerical information
1. Go to the main menu click on Setup/Payment/ Payment Methods/
2. Press the "Add" button to create a new Payment Method
1. Go to the main menu click on Setup/Payment/ Payment Terms
3. Enter the Terms Description. We recommend that to use a descriptive name. A descriptive name is something along the lines of 2% 10 Net 30, or anything else that thoroughly and succinctly describes the payment terms. In this example, 2% 10 Net 30 means that if the bill is paid within ten days, it will be discounted by two percent; the entire bill (net) is due within thirty days. If they do not pay the entire bill by the discount date, then they must pay the entire invoice (i.e. no discounts) within thirty days.
4. Enter Net Days. This specifies how many days the customer has to pay the bill in total.
5. Enter in the "After" field the day of the week that the net days start being counted. If you want to start counting the Net days from the moment of the transaction posting, leave this field blank
6. Enter Discounts- Discount % - this tells what discount you are willing to give the customer if he or she pays the bill within the number of days specified. Change this field by selecting the entire contents of the box and replacing it with the desired percentage in decimal format then click tab or enter
7. Enter Discount Days - this is the number of days the customer has to pay the bill before the discount expires.
1. Go to the main menu click on Setup/Employee/Employee Setup
1. Press New to Create a New Employee
2. Enter the Employee Id. The employee id should be an identifier for this employee/user of the BSC system. You can enter numbers, letters and spaces but we do not recommend the use of any special characters.
3. Enter the Employee Name, Address and Phone. The employee name is used in the system as the Login Name of the user. This field has to be carefully selected as it will show in many reports and lookups through out the system. The rest of the contact information for this user(such as Address and phone) is optional.
4. Hire Date. Select the employee hire date. This information is optional
5. Social Security Number. This information is also optional
7. Select the Group that this employee is part. The company is created with one default general group (000, Administrator). If you want to create more groups you need to add them the system(Group Setup) and assign the rights employees assigned to that group will have(Groups and Rights)
8. Select the Department. This Optional Feature allows you to select what in what department this employee is in.
9. Location. This allows you to associate the employee to one of the companies Locations/Warehouses.
10. Pay Type. Select "Salary + Commission" if this employee is a Salesperson. Otherwise, select the most accurate choice from the list.
11. Pay Frequency, Annual Salary, Hourly Rate, Overtime Rate. All of these fields are for informational purposes only as the BSC Software software does not include a Payroll Module at the time
12. If the employee was assigned to the "Salary + Commission" Pay type, you need to enter the Commission (%). This commission will be assigned to the salesperson based on his/her sales or profit. This percentage can be changed at any time. (See commission Report).
13. If the employee was assigned to the "Salary + Commission" Pay type, you need to enter the Disc Commission (%).This commission percentage will be assigned to the salesperson if he/she sells any items below the Minimum Profit Level (See Customer Type Setup) based on his/her sales or profit. This percentage can be changed at any time. (See commission Report)
14. Check the appropriate ratio button to decide if the commissions will be paid based on Gross Sales or Profit.
15. Check the "Warn if Items Below Reorder Point Y/N" option to show a window of all items that are below reorder point to this employee when he/she logs in the system.
16. Enter any notes that are related to this employee. These notes will remain in his/her employee file for as long as you want and they will not be reflected on any other area of the system.
17. Press "Update" and you will get a confirmation message saying that Your changes were saved.
1. Go to the main menu click on Setup/Customers/Customer Types
2. Press New to clear the fields to enter a new Customer Type
3. Enter the Customer Type Id. Enter a Unique Identifier. Use a combination of letters and numbers with less than 50 characters
4. Enter a meaningful description for the price lists in question. This Description should never be more than 100 characters
5. If you decide to make this Customer Group into a Cost Driven Price List Check the "Cost Markup" Checkbox. In addition to this, enter the percentage that will be used to calculate the prices based in the real cost of the items in the "Cost Markup" Text Box. Change this field by selecting the entire contents of the box and replacing it with the desired percentage in decimal format then click tab or enter
6. Enter in the "Min Profit" text box the minimum profit percentage management has decided to assign to this customer group. If the salesperson sells the merchandise below this percentage he/she will get a warning and the commission for that sale will be affected. Change this field by following the instructions from step 5
7. Enter in the "Group Commission %" Text box a percentage that will be added to the salesperson commission percent. This is used to entice sales to specific customer groups. Change this field by following the instructions from step 5
8. Check the "All Items" checkbox if you want any new item added to the system to be added to this price list automatically. If this is a manual price list, the items will be added at regular price. If this is a "Cost Markup"price list the Items will be added according to the Item's Real Cost and the Price List "Cost Markup %"
9. If this customer group has customers with excellent payment histories or significant size, you might want to entice your salesperson to increase your sales to them by paying them commission right after the sale and not when payment is received. Check the "Assume Invoices Paid (Y/N)" checkbox to pay commission on any posted invoices to this Customer Type.
10. Click the "Update Prices" button to recalculate all the Prices based in the updated Markup Percentage Information if this is s Cost Markup Price List. If this is a manual price list, this action will open a lookup of all the items that are part of the price list. The user then can modify any of the listed prices and press Save.
11. Click the "Add all Items" button Add All Items to add all items in the company to this price list if they are not already part of it. If this is a manual Price list all items will be added at regular Price. On the other hand if this is a "Cost Markup" price list, the items will be added to this price lists using the real cost of the item and the Cost markup % on this form.
12. Press the "Remove All Items" button if you want to take all the items from this price list leaving it empty. Therefore, any customers that were already assigned to this price list will get regular prices until this price list is again populated. This button will prompt the user for confirmation
Setup Customer Discount Levels
1. Go to the main menu click on Setup/Customers/Customer Discount Levels/
2. Press the "Add" button to add a new discount level
3. Enter the Discount Level Id. Enter a Unique identifier. Even though you can enter numbers or letter in here try to enter a meaningful description
4. Enter the "Discount Percentage." Enter the percentage of the final price that you want to affect. For instance a Discount percentage of 100% will mean no changes to the final price. A discount percentage of 105% will mean the customer will get a 5% increase over his price. A discount percentage of 99% will mean that the customer will get a 1% discount over his best price before that price gets inserted in the Quote, Sales Order or Invoice. Follow the same method as mentioned above to change the percentage.
5. Press the "Update" button to save your changes.
1. Go to the main menu click on Setup/Tax/Tax Authorities
4. Enter the "Percent" amount for this tax.
5. Press the search button to the right of the "Account" textbox to select the tax liabilities account where taxes will be posted
1. Go to the main menu click on Setup/Tax/Tax Group
2. Press "New" to add a new Tax Group to the database.
5. Press "Update" to save your changes
6. Press the "Add Tax Authority" button. This will open a lookup of all Tax authorities in the system
7. Select the Tax Authority that you want to add to the Tax Group and Press the "Select" button.
8. Close the "Tax Authorities" lookup form
9. Press the "Update" button to save your the new additions.
1. Go to the main menu click on Setup/Sales
2. Select the "Sales AR Account" by clicking the search button to the right of it.
3. Select the "Sales Cash Account" by clicking the search button to the right of it.
4. Select the "Cost of Sales" Accounts by clicking the search button to the right of it. The actual cost of the sale goes into this account. This is the amount of cost associated with the sale that takes place. It is calculated by Average cost. This account is used only if the corresponding account on the Item is blank.
For original help illustrations and legacy formatting, see original documentation.