Company Set Up

INTRODUCTION

This document describes the process and the required screens to be used in setting up the information for the Company running the warehouse. Other guides describe the set up of the warehouse, owners, etc.

This is a generic guide based on the version of the SCE system at the time of writing.

Note that fields marked ‘**’ are mandatory and are needed to ensure correct set up of the system.

SYSTEM REGISTRY (ULF0030)

In order to create a company, you must be given the authority to do so.

In system registry, against your user id, move the cursor to the right hand side of the browser and click on the ‘+’ icon. This will show you the box below. Enter the text exactly as shown (without spaces.)

In order to create a department (required) you also need to take the same steps, but entering a description of DepartmentSuperUser and a data value of 1.

COMPANY MAINTENANCE (CASN5010)

Main Tab

Ensure that the company code and name are entered, the company address is entered and the tel/fax/telex numbers if required are entered with no spaces in between the numbers.

If a password is entered then this must be also entered if ever enquiring on or updating the company before the execute enquiry is selected.

Field Name	Description	Options	Generic Value
Company Code **	This is the 3ch code used to define the company all warehouses and owners will be under	Any 3ch code	Defined by the client
Password	Used to restrict users from accessing the company maintenance screen	30 character field or left blank	Blank
Accounting Package **	Used to defined ledger and accountancy information	Agresso, Coda, SCE, Other	Other
Address **	The address of the company	4 x 30 character free text fields or left blank	Defined by the client
Phone	Phone number of the company	15 character free text field or left blank	Defined by the client
Fax	Fax number of the company	14 character free text field or left blank	Defined by the client
Telex	Telex number of the company	14 character free text field or left blank	Defined by the client

Accounts Tab

Ensure that the currency is entered, even though no currencies exist for this new company yet, then enter a tax number for the company.

The expense position must be before the debt position although without financial integration these numbers do nothing.

An information message will be generated by the system 'FWL-04534' "Enter the year and period, N/L processing is to begin." Click OK.

The Nominal Ledger start period will automatically be put to the current year followed by 01. (A)

Field Name	Description	Options	Generic Value
Currency **	Base currency of the company	Pre defined in currency maintenance normally ISO standard – LOV available	EUR
Ccy Rates **	Determines the method of updating currency codes – will default to ‘Stand Alone’	Master, Update, Stand Alone	Stand Alone
Tax Number **	Unique Tax reference number for the company	20 character free text field	Defined
P&L	Purchase and Ledger reference number	30 character free text field or left blank	Blank
Consolidation Company	If the client has multiple company codes, the consolidated or master company code is entered here	Must have been created in company codes maintenance or left blank	Blank
Expense Position **	The expense code’s numerical position within the nominal ledger code – used for accounts	01-Oct	1
Dept Position **	The dept code’s numerical position within the nominal ledger code – used for accounts	01-Oct	3
NL Start Position **	The year and month the company’s accounts will start from	YYYYMM	Defined by the client
Late Payment Text 1	A text box to dictate what should appear on the invoice	40 character free text field or left blank	Blank
Late Payment Text 2	An additional text box to dictate what should appear on the invoice	40 character free text field or left blank	Blank
Late Payment Percent	The percentage at which the company can accept late payment	0 – 100.00	Blank
Late Payment Period	The period in which late payment is allowed	Per month, Per year	Blank

Warehousing Tab

If the owner defined keys are set to ‘Y’ then all customers/suppliers will only be available for the owner that they are set up with. If set to ‘N’ then the customers/suppliers will have ‘+’ placed in their owner fields and will be be seen and available by all owners.

Ensure the warehouse code length is set to 3.

Ensure Multiple Warehouses , Multiple Branches are set to Yes.

Ensure FulfillmentSystemSCE installed is set to yes.

Ensure that the top 3 modules installed are set to yes.

Field Name	Description	Options	Generic Value
Held Over VAT code	Zero rated vat rate of the company	Predefined in Vat Rates maintenance or left blank	Blank
Sender Ean	The European EAN number of the edi owner	Defined by the client or left blank	Blank
Owner Defined Keys **	Used to specify if the owners within the company are allowed to see/use each others’ suppliers anc customers	Y or N	N
Warehouse Code Length **	The length of the warehouse code to be set up	Numerical value between 1 and 9 – but if using RDT, has to be no longer than 3	3
Costing by Location **	Used for accounting if charging by location	Y or N	N
Multiple Warehouses **	Defines whether there will be more than one warehouse under the company	Y or N	N
Multiple Branches **	Defines whether there will be more than one warehouse under the company	Y or N	Y
Shipping Company Functionality **	Determines whether the company will use shipping functionality as well as WMS	Y or N	N
Fulfillment SCE system installed? **	Determines whether the company will be using the freight functionality	Y or N	N
Modules Installed (all) **	Defines which parts of the WMS functionality the company will be utilising	Y or N for all options	Y for all

Accounting Options Tab

Not relevant for the implementation of WMS

OFFICE/DEPARTMENT SET UP (PFS1025)

Note that only a few defined fields are required for warehousing. These are detailed below. All other fields can be ignored.

Before attempting to create a department ensure the user being used has the registry setting DepartmentSuperUser is set to 1. (See above - System Registry)

The screen requires the entry of a new department, enter a new department and description that will be used for warehousing with this company.

Next enter the company code that you have just created.

Next enter a partner code this does not have to already exist.

Choose a service, these can be set up in service maintenance but are irrelevant to warehousing.

The only other field to enter is Region, an LOV is available so just enter the nearest region to the company main office, once again this is irrelevant to warehousing.

Field Name	Description	Options	Generic Value
Company Code **	The company code you have created which you wish to assign a department to	3 character free text field	Defined by the client
Department **	The department code and department description that will be assigned to the company	3 character free text field	Defined by the client
Partner Code **	The partner code to be associated with this department	10 character free text field (no validation)	Defined by the client
Region **	The region the country is situated in	Must have been set up in region maintenance	Defined by the client

USER MAINTENANCE (FXMUSER)

Add the new company code and department code to your current user.

Change Company (HYFX0040)

Select the company you have just created and added to you user.

Common Values (COMMDISP)

To call the screen - Select Help / Display Common from the toolbar.

Ensure that the company has actually changed, if not set the new company as the default in the User Maintenance screen and log out and back in again to re-set the company.

CODE TYPES MAINTENANCE (CASN5150)

Although the following screens are not used by the WMS, they still need to be created in order to use the company code. The following steps are needed in order to create the nominal master.

To set up the nominal master you need to create a minimum of 4 records in code types maintenance - codes 1 to 4 all with length 1.

Four different code types need to be set up. The Code Type (A) needs to run from 1 to 4. The Nom Sub Code Description (B) can be Type * where * is the number. The Nom Sub Code Size (C) must always be 1.

Field Name	Description	Options	Generic Value
Code Type **	The numerical code given in order to create the code	1 digit field	Defined by the client 1
Nom Sub Code Name **	The name given to the code type	15 character free text field	Defined by the client ??
Nom Sub Code Size **	The size of the code type	1 digit field Defined by the client	1

CODES MAINTENANCE (CASN5040)

For each code type you just created go into codes maintenance – the code in the 2nd block will make up part of the nominal code in the following way:-

Code type 1 code = 1 Code type 2 code = 2 Code type 3 code = 3 Code type 4 code = 4

The nominal code will now be 1234

For types 2 – 4 only the code information and description need entering.

Field Name	Description	Options	Generic Value
Code Type **	The code type the code will be set up against	Must have been created in code types maintenance – LOV available	Defined by the client
Code Size **	The size of the code type	Will default to the size entered in code types maintenance	Defined by the client
Code **	The code to be created	Defined by the required setup (you will need to repeat this for numbers 1,2,3 and 4)	1
Description **	The description for the code to be created	25 character free text field	Defined by the client
Acc Type **	The type of account this code relates to	P & L Account	P&L Account
Debit/Credit **	Determines whether the code is to be used for credit or debit purposes (not used by the wms)	Credit	Credit
Ccy Bals **	Are currency balances to be recorded?	Y or N – will default to Y	Y

NOMINAL ACCOUNT MAINTENANCE (CASN5120)

Nominal code maintenance create record 1234

Enter a nominal code (A) of ‘1234’, the rest of the information should default in, and save.

Field Name	Description	Options	Generic Value
Nominal Code **	The nominal code for the company	1234	1234
Nominal Description **	The description for the nominal code	35 character free text field	Defined by the client
Account Status **	The status of the account	Open	Open
		Closed
		Closed by Segment Close
Consolidation Nom Code **	The nominal code used when consolidating accounts	1234	1234
Alt Currency Code	The alternative currency code for this nominal master	Display only – will default to blank	Blank
Reconciliation Tick **	Determines whether this nominal code will be used for accounting reconciliation (not migrated)	Y or N – display only	N/A
The remaining fields are display only and will default to those previously setup

LEDGER MAINTENANCE (CASN5020)

Possible Error 1

From this point on most of the screens set up need to have the user set up fully to enter more information. This is mainly the ledger information under the new company but it will shortly include the owner and warehouse information as well. The following error screen will show that the user now needs to be completed fully.

Before this can be completed to ledgers PL1 and SL1 may need to be added.

Enter the purchase ledgers PL1 and SL1 as above and save.

Field Name	Description	Options	Generic Value
Company **	The company code you need to assign the ledger codes against	Must have been created in company codes maintenance – LOV available	Defined by the client
Ledger Code **	The ledger codes to be assigned to the company (note, you will need to set one record up for each of the following ledger codes)	PL1, SL1, SYS, ACC, REV	PL1, SL1, SYS, ACC, REV
Start Batch No	The starting control number for this ledger code	P00001, S00001, S00001, A00001, R00001	P00001, S00001, S00001, A00001, R00001
Period	The period the ledger code will run from	YYYYMM format	Defined by the client
Cleardown Period	The period a cleardown will run for (not used by the wms)	0	0
Auth Invoices	Does this ledger code need authorisation during invoicing?	Y or N – will default to N	N

The remaining fields are not required by the WMS.

CURRENCY MAINTENANCE (CASN5060)

Ensure that the first currency that you enter for the new company is to be the base currency as this is the way that it will be saved becoming the default currency for the company.

Enter the company Ensure the Relation position is Base Unit Currency and description Nominal account

Then tab through the rest of the fields until the record is created

Field Name	Description	Options	Generic Value
Company **	Company code the currency will apply to	Predefined in company maintenance	Predefined 3 ch code
Currency **	Currency code and name denoting specific currencies	3 ch text field followed by 30 character currency description	Various
Relation Preference **	Denotes whether the currency code will be a base unit or currency unit	Base Unit or Currency Unit	Currency Unit
Bank Acct	Pulled in from company maintenance if setup	Prepopulated	Defined by client
Exch Gain **	Based on the nominal ledger setup – the nominal code entered here will define the exhange and gain rate	Predefined in nominal master maintenance	1234
Exch Loss **	Based on the nominal ledger setup – the nominal code entered here will define the exhange and gain loss	Predefined in nominal master maintenance	1234
Rate Change Tol **	The tolerance at which an exchange rate can be changed	0 – 100	Defined by the client
Exchange L/G	The loss and gain rate that can be applied to the exchange rate	0 – 100	Defined by the client
Mother Currency	The parent currency code for this currency	Blank	Blank
Date Entered	The date the currency code was created	Must be a valid date or left blank	Blank
Valid Until	The date the currency code will be valid til	Must be a valid date or left blank	Blank
Delete Flag	Is this currency code marked for deletion? (If checked, this currency code can no longer be used)	Checked or left blank	Blank
ISO Code	The standard ISO code for this currency	3 character free text field or left blank	Defined by the client
Unit Factor **	The factor by which the currency will be divided by (not used by the wms)	1, 10, 100, 1000, 10000	1
No. of Decimals (EDI)	The number of decimal places the exchange rate for the currency code will be displayed in within the edi message (not used by the wms)	2 digit numerical field or left blank	Blank
Date	The date of the exchange rate	Must be a valid date – once entered, cannot be amended	Defined by the client
Base Unit	The base exchange rate for the currency	Will default to the exchange rate set up against the company	Display only
Currency Unit	The rate by which the exchange rate will be multiplied for each unit	0 – 99999999.9999999999	Defined by the client

ISO COUNTRIES MAINTENANCE (PFS1004)

Ensure all required countries are set up on the ISO countries file, if one you require is missing then add it.

Field Name	Description	Options	Generic Value
ISO Code	Two-letter country code as defined in ISO 3166 Standard alpha-2	Can be manually maintained, though the original file will be created as part of the system delivery	As specified in the ISO 3166 Standards
Three-letter country code	Which allow a better visual association between the codes and the country names than the alpha-2 codes	Can be manually maintained, though the original file will be created as part of the system delivery	As specified in the ISO 3166 Standards
Name	Name of the country associated to the code	Can be manually maintained, though the original file will be created as part of the system delivery	As specified in the ISO 3166 Standards

COUNTRIES MAINTENANCE (PFS1002)

Once the country has been entered in to the ISO countries code, it is necessary to create a country maintenance record.

This is done as below.

Next enter the warehouse, users, customers, suppers, owners, stock and update the menus.

Field Name	Description	Options	Generic Value
Country Code **	ISO country code – normally 2 chs in length – allows up to 3	Predefined by the client as to which countries they need to set up – must have been created as an ISO country code	Defined by the client
Local Name **	Country name	Max 30ch country description	Defined by the client
Currency **	Currency code of the country	Predefined in currency codes maintenance	Defined by the client
Region Type 1 **	The region type for this country (not used by the WMS)	None, State, County, Province	None
Region Type 2 **	The 2nd region type for this country (not used by the WMS)	None, State, County, Province	None
Tax Level Validation **	The base level at which tax is applied	Country, Department	Country
Customs Col OK **	Is customs consolidation allowed?	Y or N	No
Buttons
Time Zones	Takes the user to an additional screen to assign a time zone to the country (see below)	n/a	n/a
WH Relations	Takes the user to an additional screen to enter client specific invoicing and export information (see below)	n/a	n/a

VAT CODES MAINTENANCE (CASN5130)

Field Name	Description	Options	Generic Value
Vat Code **	The code used to determine what VAT rate will be applied	2 character free text field	Defined by the client
Vat Description	The description of the vat code	25 character free text field or left blank	Defined by the client
Vat Rate **	The percentage to be applied against this vat code	0 – 999.99	Defined by the client

NEXT STEP

Once the above set up has been completed it will be possible to create the required warehouse, customers, suppers, owners, stock, users etc for the company.

Document History

Version	Date	Status	Reason	Initials
Version 1	08/03/2011	Complete	User Guide	LBW

Copyright OBS Logistics © 2008

The information contained herein is the property of OBS Logistics and is supplied without liability for errors or omissions. No part may be reproduced or used except as authorised by contract or other written permission. The copyright and foregoing restriction on reproduction and use extend to all media in which the information may be embodied