Creating a New Company

In the following instructions for creating a new company, you use an existing company as a template when you set up the application defaults for the new company. To do this, you must reference the system defaults for the existing company as you specify the system defaults for the new company. The easiest way to do this is to capture each system default screen (called a screen capture), and paste each into a new Microsoft Word document, which is explained in steps 1-4 below.

To create a new company/division

1   In Microsoft Word, create a new document.

2   In eCMS, on the Main Menu, click System Administration, select Application Installation, and then click Set Up Default Values.

3   On the Application Installation screen, select the appropriate applications, and then click OK.

4   As each screen displays, press ALT+PrtScn, and then in Microsoft Word, on the Edit menu, click Paste.

The example below shows a screen capture from the initial Payroll defaults screen.

Alternatively, you can print the default values, but because a single company and division creates a report that is approximately 130 pages long, we do not recommend this method. To print default values, on the Main Menu, click System Administration, select Application Installation, and then click Print Default Values. When you click Print Default Values, a report is generated.

Note   For a single company and division it will create approximately a 130 page report.

5   In Microsoft Word, mark any changes on the screen captures that will be different for the new company.

Important   In the next step, you must have All Company/All Division security. To do this, click the Security buttonon the Main Menu, specify the security code, press OK, and then in the Process All Companies and Process All Divisions boxes, enter Y, and click OK.

6   With All Company/All Division security, on the Main Menu, click System Administration, select Application Installation, and then click Set Up Default Values.

7   On the Application Installation screen, perform the following:

a   In the Com and Div boxes, enter the company and division number for the new company.

b   Select Company Name, and then click OK.

8   On the Company Name screen, specify your new company’s information, and then click Segment Definition.

Important   On the Standard Segment Definition screen that displays, if you click OK (or press ENTER), the default values are locked (that is, the values are permanently saved in eCMS). you should not change the size, segment type, justification, fill character, and so on without the help of Computer Guidance Customer Support.

If you’re not ready to enter the Job Cost segment definitions, click Back, and then click Exit.

9   On the Standard Segment Definition screen, perform the following:

a   In the Short Heading column, specify the short heading for the appropriate segment.

b   In the Long Heading column, specify the long heading for the appropriate segment.

c   In the Size column, specify the size for each segment.

The sum of all the segment sizes cannot exceed fifteen characters.

d   In the Segment Type column, perform the following:

•   Enter A if the values set up for this segment are alpha (A-Z) characters only.

•   Enter N if the values set up for this segment are numeric (0-9) characters only.

•   Enter B if the values set up are both use alpha and numeric for this segment.

e   In the Justify Segment column, perform the following:

•   Enter R if the segment is to be right justified.

Leading blanks/zeros will be inserted by the system.

•   Enter L if the segment is to be left justified.

Trailing blanks/zeros will be inserted by the system.

f   In the Fill Char column, perform the following:

•   Enter Z to insert leading and trailing zeros for numeric segments only.

•   Enter B to insert leading and trailing blanks for alpha segments only.

Note   For segments that have a segment type of B (alpha or numeric), you can select a Z or B as the fill character. You must set up a blank or zero record in the Segment Description file if you use them.

g   In the Seg Desc column, perform the following:

•   Enter Y to validate your entries when adding to the Job Cost Master.

you must set up the descriptions in the Segment Description File.

•   Enter N if you are not required to set up your descriptions in the Segment Description File.

Your entries will not be validated.

h   In the Proj Ctl column, perform the following:

•   Enter Y to display Project Control detail options on the Segment Description File Entry screen.

•   Enter N to not display Project Control detail options.

i   In the Job Cost Master column, perform the following:

•   Enter Y to display Job Cost Master File detail options on the Segment Description File Entry screen.

•   Enter N to not display Job Cost Master File detail options.

j   (Optional) If you have alternate segment definitions to set up, click Alt Seg, and then specify the appropriate information.

you can create up to three alternate segment definition default screens.

k   Click OK.

10   On the Company Name screen, click OK.

11   On the second Company Name Defaults screen, enter the appropriate short and long-term descriptions and responsibility descriptions, and then click OK.

12   On the third Company Name Defaults screen, in the Item Number Length box, specify the appropriate item number length, and then click OK.

When you click OK, you return to the Application Installation screen.

13   On the Application Installation screen, select General Ledger, and then click OK.

14   On the General Ledger Defaults screen, perform the following:

a   Specify the appropriate information.

b   In the Intercompany G/L Numbers area, leave the Receivable and Payable boxes blank.

c   Click OK, and then click Exit.

15   On the Main Menu, click General Ledger, select File Maintenance, and then select one of the following:

•   Click Chart of Accounts, and then create a new chart of accounts.

•   Click Copy Chart of Accounts, and then copy the new chart of accounts from an existing chart of accounts.

16   Return to Set Up Default Values and enter the rest of the default information as appropriate for the new company.

Note   Because each application has some file maintenance setup that may be required, go to the File Maintenance menu of each application and review what is appropriate for the new company.

Note   For the following procedures, iSeries (AS/400) access is required.