Core Accounting Setup

Consultation & Setup of HQ Company Setup

Consultation & Setup of HQ Groups

"Info Tab"

• Email, Steward, Trello Email are custom UD Fields disregard
• Fill in everything that you can up to the Federal Tax ID, if you have anything beyond that, you can add that for extra detail

"Addl Info"
Typically "Group Assignments" will match the Company #
Special Circumstance is if multiple companies within the same large company want to share their AR Customers, AP Vendors, Etc, in that case you'll modify the company numbers as needed

Inter Company Assignments is for the Materials Sales module for the 'Create Intercompany Invoices' to be processed

For the Logo the developer completes that task

"Workflow" is a purchase order and subcontracts process handled separately

Consultation & Setup of GL Company Parameters

We only come in here and change Max # of Open Months as needed

"Last Month Closed" - This is from GL Month End Close

We check Consolidated Company if it's the Kangaroo Company we are creating, otherwise leave unchecked

Allow Unbalance Entries - always leave unchecked

Consultation & Setup of GL Fiscal Years
Definition of Fiscal Year

"Grid"
Put in Fiscal Year Ended, Beginning Month, MR Fiscal Year

In the case a Fiscal Year is different make sure the above are correct, see June example below

Consultation & Setup of GL Chart of Accounts - add any new accounts
At this point you already have the basic mapped chart of account

Grab the excel that is finalized
Manually delete on the grid the ones that need to be removed
Open the excel add a new tab
Create these columns to match
Create IM Template GL Chart of Accounts Template to match the excel
Design your excel tab to bring in the additional GL's not listed 
Import the GL's using the IM Template with the additional excel tab
Go back into GL Chart of Accounts and review that everything was correctly brought in

Consultation & Setup of JC Dept Master

What want JC Department Number and Description
Open Rev Acct

Closed Rev Acct

Cost Types

Bring in all Cost Types and Connect Correct GL's
These will need to be the same Open and Closed WIP Acct

We do not use Phase Overrides

Liability Types

These are setup for Burden and Fringe

Earnings Types
No setup needed as it's direct labor

Consultation & Setup of JC Phase Master
Importing Phases

Verify Phases look correct

"Cost Types"
You'll connect the correct Cost Types into each phase, sometimes it's clear. If it's unclear, just add all cost types.

Consultation & Setup of CM Company Parameters

Ensure CM and GL Company Match

Everything on this image should be on the company with correct CM Company and GL Co numbers

Consultation & Setup of CM Accounts
Review Chart of Account and see what CM Accounts need to be set up (bank accounts, savings, credit cards, line of credits)
If they will be doing any ACH/Payroll have them coordinate with their bank to get the credentials to produce a NACHA File

If we are doing the blank check stock these UD fields need to be filled
If they will be cutting check off of blank check stock we must have the Bank Account and Routing Number 
Info needed for bank accounts that will be printing checks using blank check stock 

Set up custom check in AP Company Parameters


Verify this tab matches in Company

"GL Payment Posting

Verify this tab matches in Company 

"Pay Types"

Consultation & Setup of AP Payable Types

Verify this tab matches in Company
Discount Taken GL Account - we need to know that GL is, if this is unknown put to suspense and get this information to update this

Subledgers
Verify this looks correct, CM Account is typically the one you're cutting checks from

Audit Options

Verify this looks correct

Invoice Options

Verify this looks correct

Payment Reports

Review this tab with developer and make sure the details are accurate to the reports needed and overflow lines (maximum lines per check stub)

Payment Services
This is relevant for things like Corpay

Consultation  & Setup of AP Payable Types
Go to the Grid

These are defaulted, update the GL Accounts
Verify if they have any separate GL Accounts

Consultation & Setup of AP Vendor Compliance
We don't set this up with companies, we review this with them during discovery
Reviewed during training and customers can maintain setup

Consultation & Setup of AP Recurring Invoices
We don't set this up with companies, we review this with them during discovery
Reviewed during training and customers can maintain setup 

Consultation & Setup of AR Company Parameters
Info

Verify this looks correct, Last Invoice Number is specifically to be updated at Go Live

Under Report Overrides - Open Items select F4 Default to the +AR Account Statement Usually 10059

Some items may need to be changed based on discovery

Invoices
Verify Checked the same as the template Company

Verify Checked the same as the template Company

Verify Checked the same as the template Company 

Update CM Account to main account cash is received

Verify company numbers are correct and transaction line is selected

Verify this looks correct

Email Settings
This From Address: Requires a business domain
This can be setup once we have the email and if it is needed


Consultation & Setup of AR Receivable Types
Review that these GL Accounts are setup correctly, Accounts Receivable Types Revenue usually just goes by this
if they don't have retainage we leave this as accounts receivable
If they don't have discount or write offs we leave blank

Consultation & Setup of AR Misc Distribution Codes
We typically check this off without doing anything
We have only used this one time
We have used this for invoice commissions, you can put a description and a rate here

This would then added to a job

See reports attached with setup

Consultation & Setup of AR Customers
We review that the AR Customers look good from Developer imports, and we add any additional setups found from discovery (statement delivery, material sales, etc)

Consultation & Setup of HQ Tax Codes

If they are not a WA state company, you can go into SQL and delete these out, the get the companies state tax code needs and figure out if they need to be single or level. Then you'll get them imported once you have the appropriate list.

Consultation & Setup of HQ Reason Codes
This usually stays with this setup, these are currently used in (AP, AR, MS)

Consultation & Setup of HQ Reviewers

See article for instructions [AP] Setting up AP Approver Groups and Linking to Online Portal

Consultation & Setup of HQ Reviewer Group
See article for instructions [AP] Setting up AP Approver Groups and Linking to Online Portal

Set up Auto AP in team.viewpoint.com
 team.viewpoint.com
If you don't have a login go to Admin Center

Go into User Management

This will show if we are in here, or we have the company setup our account first, then we can go in and edit as needed once setup as an admin

Now you can log in

Once logged in 

Go into Accounts Payable 

Go into a new batch and verify that the companies are in there


When it shows these - it requires a support ticket


The last step would be if we want any inboxes setup for the AP invoices

Press this gear button to setup the inbox

Go into Invoice Settings
Switch to Inbox Settings


Click add inbox and add inbox name and what forward to email address (usually just do the test) setup

Once setup it will show up in the main inbox tab

If there are multiple companies go into company settings


Toggle the Multi Company Settings

Select your user and edit companies

Then you can select the companies they have access to