Company options (tutorial)

The Options window allows you to set options for a company's database. This tutorial will show how to changing these options for the tutorial database.

 

Open the tutorial database Learn how.

 

 

Step 1: Database properties  (See Also)

 

Open the Administration options window by selecting the Options command on the Administration menu.

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The Database properties tab allows you to set general options for the company. The Database title holds the company name, which is printed on reports to identify the company. This will be particularly useful if you maintain databases for multiple companies and need to be able to tell their reports apart.

 

Change the Database title from 'Your organisation name' to 'Tutorial company', and click OK to save the change and close the Administration options window.

 

image\bm1.gif  To save any changes you make to the Administration options window click the OK button. Closing the Administration options window with the Cancel button instead will cause you to lose any changes you've made.

 

Then print or preview one of the reports (the Groups report - under Lists on the Reports menu - is a good candidate). You'll notice that the new company name appears at the bottom left of the page. Close the report and open the Administration options window again.

 

The Start month allows you to specify a start month for any new financial years created in the Calendar. The calendar has been automatically set up for this company already, so there's no need to change it.

 

image\bm1.gif  The next section in this tutorial covers use of the calendar.

 

 

Step 2: Default settings (See Also)

 

The Default settings tab allows you to set defaults to be used when new assets and groups are created.

 

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The Branch, Department and Major group fields specify the default groupings for new assets. These are selected from the existing groupings.

 

image\bm1.gif  In a small organisation you might only have one major group, branch, or department. In this case, these will be selected automatically.

 

The Depreciation methods are used as defaults whenever you create a new minor group.

 

 

Step 3: Data entry rules (See Also)

 

The Data entry rules tab allows you to set options specifying what changes to assets are permitted. These affect the New asset and Asset transactions commands.

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When the database is first initialised, the Setup mode option is set. This allows you to create assets which were purchased both in the current financial year (new assets) or in previous financial years (existing assets).

 

Setup mode also overrides all other settings and allows virtually any changes to assets, and should be turned off once your company is fully set up.

 

image\bm1.gif  If you are running strict monthly reporting, you will have these rules unselected.

 

Step 4: Depreciation rules (See Also)

The depreciation rules are used to control asset transactions, and enforce country options for relevant tax legislation (Australia and New Zealand) These will usually default to the appropriate settings.

 

 

What next?

 

This tutorial has shown how to use the administration options for a company. The next section, General ledger posting, shows how to extract asset and depreciation information and move it from Fixed Assets to external accounting programs.

 

 

See also

Asset transactions tutorials