New Client Setup

A. Accounting System

B. User

1. Client Record

1. User Group

2. Project Record

2. Accounting User(s)

3. Task Records

3. User Setup

4. Billing Setup

4. Data and Data C

5. Work Authorizations

5. Create Dataset

6. Triggers Journal

6. Email to Controller

7. Invoice
8. Receipts Journal

A1) Client Record

Projects Clients Insert Given Client Code

Fill in all given information from invoice pertaining to Tabs 1 and 2

A2) Project Record

Projects Projects Insert Next Project Code

Tab 1 Project Name, Project Manager, Start Date; Active for Costs, Billing, Reports
Tab 2 Client Code, Administered By, Contract Date
5 digit Project Code represents the beginning of each associated Task #

A3) Task Records

Projects Tasks Insert 7 Seven Tasks Per Client
1)
2)
3)
4)
5)
6)
7)

00000.000.00.000 Rollup / A/R

00000.000.00.100 SaaS / Revenue
00000.000.01.100 SaaS / Timekeeping
00000.000.02.100 SaaS / Expense Reports
00000.000.03.100 SaaS / Management Reports
00000.000.09.100 SaaS / Miscellaneous
00000.001.00.100 Consulting

*Follow same process for Tabs 1 & 2 as Project Code

xxxxx Project
xxx Task
xx Sub Task
xxx Cost Center
SaaS Software as a Service
7 Reports to 1
3-6 Reports to 2

A4) Billing Setup

System Projects Billing Setup Set 7 Task Functions

Look off previous task entry to complete the fields needed

Fill out first 3 tabs for each task
Make Next Invoice # Next Sales Journal Entry
For discounts Add a credit account for the deduction of half the service
3 Services: SaaS, Timekeeping, and Expense Reports
For prorated time Calculate the corresponding amount due
Make sure descriptions are filled in completely

A5) Work Authorizations

System Time and Expense Work Authorization by Task

On Task 000.001.00.100 Add Frank, Renee, Luke, Mary

Look off previous task to complete the fields needed

A6) Triggers Journal

Accounting General Journal Triggers Journal

Insert new Transaction for current date

Set Description for Client Code + Setup
Follow previous setup entry to complete fields needed
o Line 1 SETA # of Accounting Users Setup
o Line 2 SETT Timekeeping & Expense Reporting Setup
Post entry

A7) Invoice
Accounting Sales/Receipts Calculate Revenue

Current Time Period Beginning and Ending

ASP Billing Format
Task Range XXXX1 XXXX2
Print Invoice # Ok
Check for:
o Correct Amount
o Matching Invoice #s
o Filled in Descriptions
Print PDF Email for the S Drive Label and Send

Accounting Sales/Receipts Create Sales Journal Transactions

Select Current Date + OK

A8) Receipts Journal

Accounting Sales/Receipts Receipts Journal

Look up receipt journal entry where the payment was received

Update Client Code, Task #s, and Transaction #s

B1) User Group Setup

Directory PROCAS Users Create New User Group (Top)

Create new user group with client code space users

B2) Accounting User(s) Setup

Directory PROCAS Users _PROCAS Template User

Copy the _PROCAS Template User at the top of the list

Create same number of users as matches invoice
Title Accounting user client code + number associated
Make password project code + client code + # associated
Add new user to the appropriate user group

B3) User Setup

Directory PROCAS Users

Copy all accounting users associated with the client and add them to PROCAS Support
o Do not need to include the user group
Once in there, follow the same process for each accounting user:
o Log into Remote Desktop Connection as the user
o Theme Resolution: Right Click Personalize Windows Classic Theme
o Best Performance Setting: Explorer Computer System Properties
Advanced System Settings Performance Adjust for Best Performance
o Setup Mail: My Computer C Drive Program Files x86 Windows Mail
Winmail ---- noreply@procasasp.com same mail mail
noreply@procasasp.com no password finish
Move accounting users back to PROCAS Users

B4) DATA and DATA C

P Drive DATA _DATAC Copy 6 Files
C Drive Users Paste files in each Accounting User for the Client
Under Accounting User DATA Enter F9 Add Company Access as well as Path

Path Ex. P:\DATA\CLIENTCODE

Do for each Accounting User

Under Accounting User DATAC Same Insert for each accounting user
P Drive Program Search for DATA Select most recently updated table

Add Company and Path

F9 + INSERT

B5) Create Dataset

P Drive DATA Copy Standard Rename to Client Code
Right Click Client Folder Properties Security Edit Add User Group Modify Check
Apply
Right Click Client Folder Advanced Change Permissions Edit Delete Subfolders and
Files Apply ---- Same for Network Service in Time
DATA Client Folder Reports Need to Set Location for all Reports

Can only open 15 at a time

Database Set Location Set Location Select Client Folder Ok Ok Done
o If Client Folder doesnt show up select Data then search for it

B6) Email to Controller

Email Frank asking for timekeeping setup for new client