4.1 Company
Choose Company under the Payables menu selection or use the keyboard shortcut
< cmd-Y> to access the company parameters dialog window.
4.1.1 Adding A New Company
A new company file can be created only when an existing company file is
not open. If a company is open, its banner window will be displayed below
the menu bar at the top of the screen. Close the company file, if necessary,
by selecting Close from the File menu or by typing the keyboard shortcut
< cmd-W >, until the banner window is no longer displayed.
Create a new company template file by either using the keyboard shortcut
< cmd-N > or by selecting New from the File menu. Then select a directory
in which to place the file and enter a name for the file. When this is done,
click the 'Save' button or press the 'Return' key.
Figure 4.1.1.1 -- New File Dialog
APCap will open a company parameters window, as shown in Figure 4.1.1.2.
The window will contain default values of 'Your Company Inc.' for company
name, 52 for pay periods per year, and 1 for the current period number.
Figure 4.1.1.2 -- Default Company Parameters Dialog Window
Complete the Company Parameters dialog window as follows:a) Access Password
Enter password to be used to access the company file. This field may be left blank if no password will be used.
b) Company Name
Enter the company name which is to appear on all cheques, reports, etc.
c) Address Line 1/Address Line 2
Enter the mailing address, street address and/or telephone information desired.
d) Pay Periods/Year
A minimum value of 1 and a maximum value of 65 is allowed in this field. If a value of less than 1 is entered, the default value of 1 is substituted. If a value of more than 65 is entered, the default value of 65 is substituted.
The value entered in this field does not have to match what is used in the GL. The number of pay periods/year is used when determining which items will be paid at a particular point in time. For example, a batch of invoices may be split into three different pay periods (37, 38 & 39). Then only those invoices which were entered as pay period 38 can be paid, leaving the rest unpaid.
e) Prov
Click anywhere in this field and select the appropriate province designation.
f) GST GL No.
Enter the General Ledger account number that is to be used for GST. This account number is used in posting from the payables to the General Ledger. The General Ledger account number may be left blank if no posting is to be done to the GL. However, if left blank, you will only be able to print cheques, aged payables analyses and other payables reports.
g) Bank GL No.
Enter the General Ledger account number that is to be used for the Bank. This account number is used in posting from the payables to the General Ledger. The General Ledger account number may be left blank if no posting is to be done to the GL. However, if left blank, you will only be able to print cheques, aged payables analyses and other payables reports.
h) Payables GL No.
Enter the General Ledger account number that is to be used for Accounts Payable. This account number is used in posting from the payables to the General Ledger. The General Ledger account number may be left blank if no posting is to be done to the GL. However, if left blank, you will only be able to print cheques, aged payables analyses and other payables reports.
i) Current Period
1. Period No.
Enter the current period number.
2. From Date
Enter the current period start date in the format YY/MM/DD. The date
may also be entered as YY.MM.DD
3. To Date
Enter the current period end date in the format YY/MM/DD. The date
may also be entered as YY.MM.DD
Figure 4.1.1.3 -- Completed Company Parameters Dialog Window
In order to edit a value in any field in the Company Parameters Dialog window,
either tab to or click on the appropriate field and make the desired changes.Once all Company Parameters have been entered to your satisfaction, select 'OK'. The Company Parameters dialog window will close and you will be returned to the menu.
In conjunction with the building of a new Company, you must do the following:
- Set up Cost Centres (Section 4.4)
- Set up General Ledger Accounts (Section 4.5)
Note: The Chart of Accounts may be imported from GLCAP.
4.1.2 Editing An Existing Company
Choose Company under the Payables menu selection or use the keyboard shortcut
< cmd-Y > to access the Company Parameters dialog window.
Figure 4.1.2 -- Company Parameters Dialog Window
In order to edit a value in any field in the Company Parameters dialog window,
either tab to or click on the appropriate field and make the desired changes.
Once all Company Parameters have been edited to your satisfaction, select 'OK'. The Company Parameters dialog window will close and you will be returned to the menu.
