10.1. First Time Using Accounting Module

Note

After PostERP's database backup file is restored, pre-entered list of account# becomes available.

Tip

PostERP has an exclusive advanced design:

  • PostERP does not enforce segmented general account codes. It manages single segment general account codes. Multiple levels of sub-accounts or detail accounts are not required. Here are some examples of general account codes:

    1111 (raw material), 1141 (accounts receivable). Please refer to the shipped general accounts on screeen [M4F2].

    PostERP was designed to run single-segment general account codes system since year 2007 by leveraging our innovation mechanism - tag: A single segment of account code 1111 (raw material) is able to track site#, item#, lot#, quantity, and cost. A single segment of account 1141 (accounts receivable) is able to track customer# or vendor#, and amount.

    This simplicity brings obvious advantages: (1) Users will not be confused by the general account code system they invent. (2) The overall system performs in high speed. (3) It easy for programmers to write SQL text to extract records from accounting journal entries to produce statistic reports.

  • Some ERP systems demand their users construct general accounts system with varialbe number of segments. For example,

    Table 10-1. How Inadequately Designed ERP Systems Treat General Accounts

    General Account CodeMeanings
    1226-EXDH3883HAgeneral account: 1226(raw material); item#: EXDH3883HA
    1141-C-00001234general account: 1141(accounts receivable); C indicates: The following segment is a customer# rather than a supplier# or employee#; customer#: 00001234

    Total number of segments can reach 5 or 6!

Follow this order to enter fundmental data for accounting module:

  1. [M4F1], [M4F2], [M4F3], [M4F4], [M4F5], [M4F6], [M4F7], [M4F8], [M4F9], [M4Fa], [M4Fb], [M4Fc], [M4Fd]

  2. Assuming today is 2012/12/15 and 2013/1/1 is the first day start using finance management module, please do the following tasks for every company:

    1. Enter on screen [M4P1] one opening journal whose transaction date being any day in December 2012. This must be done before 2013/1/1. This journal records the balances of all general accounts.

    2. Have every user get off line from PostERP and run business logic processor CloseBook before any transaction is entered by any user on or before 2013/1/1 and provide the following parameters to this business logic processor:

      Year: 2012

      Month: 12

      After business logic processor CloseBook finishes, an initial journal will be created whose journal date being 2013/1/1 00:00:00. This system is now welcoming its users' data entries to be started at 2013/1/1 09:00.