Fasttrack MobiDMS
Enterprise Setup
Setting up Client(s) and Organization(s)
Initial Client Setup
| Note: You must be logged in as System Administrator.
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Go to General Setup || Client || Initial Client Setup
- Complete the form:
- Công Ty: "Cty Thông Tin Di Động Mobifone"
- Client Username: "MobifoneAdmin"
- Mật Khẩu & Xác Nhận Mật Khẩu: "xxxxxx"
- Tiền: "VND" (Việt Nam Đồng).
- Include accounting: unchecked .
- In the "Reference Data" the items are selected:
- "Pre-configured collection of standard ERP roles - Standard Roles - English(USA)".
- "Standard document types for orders, invoices, etc. and settings - Core - English (USA)".
- "Reference Data for Initial Data Load - Initial Data Load - English (USA)".
- "Document types and default algorithm for bank statement auto matching - Advanced Payables".
- Click on the "OK" button to complete.
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| Note: Log into Cty Thông Tin Di Động Mobifone, using the MobifoneAdmin.
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Go to General Setup || Client || Client
- Complete the form:
- Base Currency: enter as "VND".
- Ngôn Ngữ: "Vietnamese".
- Allow Negative Stock: "Checked".
- Check Shipment Organization and Check Order Organization: "Uncheck".
- Default Your Company Document Image, Your Company Menu Image, Default Your Company POS Login Image and Default Your Company Big Image: " Logo Mobifone".
- Click on the "Save" button to complete.
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Initial Organization Setup
Go to General Setup || Enterprise Model || Initial Organization Setup
- Complete the form:
- Chi Nhánh: "Cty CP Truyền Thông VIOLET"
- Organization Username: "Violet"
- Mật Khẩu and Xác Nhận Mật Khẩu: "xxxxxx"
- Loại Chi Nhánh: "Legal with accounting".
- Parent Organization: Select "Cty Thông Tin Di Động Mobifone".
- Location/Address: "MM18, Đường Trường Sơn, P.15, Q.10, TP. HCM".
- In the Accounting section:
- Include accounting: checked.
- Accounting File: Chọn Tệp Tin "US_COA.csv".
- Currency: Select VND (Việt Nam Đồng).
- In the Chiều Phân Tích Kế Toán section:
- Check "Đối Tác", "Sản Phẩm" and "Địa Bàn Kinh Doanh".
- Click on the "OK " button to complete.
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Setup Warehouse
Go to Warehouse Management || Setup || Warehouse and Storage Bins
- Click New and complete the form:
- Select Chi Nhánh as "Cty CP Truyền Thông VIOLET".
- Enter "Từ Khoá", "Tên" and "Diễn Giải" as "Kho VIOLET".
- Click on the Địa Điểm/Địa Chỉ icon and enter: "MM18, Đường Trường Sơn, P.15, Q.10, TP. HCM".
- Click Save button.
- Move to the Khu Hàng – Khu Mua Bán VIOLET tab and Click New and complete the form :
- Từ Khoá: enter "Khu Mua Bán VIOLET".
- Hàng(X), Cụm, Mức(Z), Quyền Ưu Tiên Tương Đối: enter 10, 10, 10, 10
- Click Save button to finish.
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Creating a Fiscal Calendar and Periods
Go to Financial Management || Accounting || Setup || Fiscal Calendar
- Click "New" and complete the form: .
- Chi Nhánh: select "Cty Thông Tin Di Động Mobifone".
- Tên and Diễn Giải: enter "International Calendar".
- Click on the "Save" button.
- Move to sub-tab "Năm" and Click "Tạo Mới".
- Năm Tài Chính: enter "2014".
- Click on the "Save " button.
- Click on the "Tạo Các Kì" button and following:
- Languages: select "Vietnamese".
- Click on the "OK" button to finish.
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Setting the Organization as "Ready"
Go to General Setup || Enterprise || Organization
- Select "Cty CP Truyền Thông VIOLET" Organization.
- Allow control period: Checked.
- Lịch: "International Calendar".
- Lược Đồ Kế Toán: select "Cty CP Truyền Thông VIOLET US/A/Dong".
- Click on the "Set as Ready" button.
- Check "Cascade" and click "OK" to finish.
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"Open Period" Control
Go to Financial Management || Accounting || Setup || Open/Close Period Control
The "Kiểm Soát Mở/Đóng Kì KT" window and Click on the Funnel Icon:
- Select all the records and click on the "Open Close" button.
- Select the Action: "Open Period" and click "OK".
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Import Master Data
Step 1: Exporting to CSV
Before the collected data can be imported into MobiDMS, it first needs to be exported into CSV files from IDL_Import_Template Mobifone.xlsx, one for each entity, hence:
- 1. Products.csv
- 2.1. Pricelists Bán.csv
- 2.2. Pricelists Mua.csv
- 3. Business Partners.csv
Use the Microsoft Excel or OpenOffice Spreadsheet Save As functionality to save each sheet of the template:
Save As CSV options in Open Office
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Step 2: Defining default values
Go to Master Data Management || Initial Data Load || Setup || Entity Default Values
- Select the All Entities and following grids below:
- Country: enter Viet Nam
- Currency: enter VND (Việt Nam Đồng).
- Select the Product and following grids below:
- CostType: enter Average.
- PriceListSchema: enter LƯỢC ĐỒ BẢNG GIÁ.
- Product type: enter Item.
- Purchase, Sales, Stocked: enter TRUE (default).
- Select the Business Partner and following grids below:
- InvoiceTerm: enter Immediate .
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Step 3: Import
Products
Configuration (Manual Input)
The following items MUST BE CONFIGURED before the products can be imported:
- Attributes and Attribute Sets.
- LƯỢC ĐỒ BẢNG GIÁ
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Validation and Process
Go to Master Data Management || Initial Data Load || Process || Import
- Select the Entity as "Product".
- Select the File as "Products.csv".
- Press Validate button to complete.
If the validation is successful :
- Press Process button to complete.
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What has been Created
After the import of Products.csv is successfully completed, the following items will have been created:
- Products
- Product Categories
- Units of Measure --> manual update EDI Code
- Tax Categories --> manual update Tax Rate
- Default Sale Price List for sales products with prices specified
- Default Purchase Price List for purchase products with prices specified
Pricelists
Configuration (Manual Input)
Validation and Process Pricelists
Go to Master Data Management || Initial Data Load || Process || Import
- Select the Entity as "Pricelists".
- Select the File as "2.1. Pricelists Bán.csv".
- After that Validate and Process, similar to "Import Product".
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What has been Created
After the import of "PriceLists.csv" is successfully completed, the following items will have been created:
- Price List(s) with its version and the underlying products with prices.
Business Partner
Configuration (Manual Input)
References to section "3.3 Business Partners".
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Validation
Go to Master Data Management || Initial Data Load || Process || Import
- Select the Entity as "Business Partner".
- Select the File as "Business Partner.csv".
- Similar as Validation and Process of Product.
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What has been Created
- Business Partners and all its belonging data in located in subtabs .
- Business Partner Categories .
- a 'User' for each Contact of any Business Partner .
- Payment Methods.
- How to create more than one Location, Contact and Bank Account
- Duplicate the row.
- Modify the fields:
- Location:
- address 1st line, address 2nd line, postal, city, region, country, phone, alternative phone, fax.
- Contact.
- Bank Account.
Manual Input
Products
Configuration
PriceListSchema
Go to Master Data Management || Pricing || Price List Schema
- Complete the form:
- Organization: "Cty Thông Tin Di Động Mobifone"
- Name and Description: enter "LƯỢC ĐỒ BẢNG GIÁ"
- Click Save button to finish.
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Unit of Measure
Go to Master Data Management || Product Setup || Unit of Measure
- Complete the form:
- Organization: *
- EDI Code: enter "B"
- Name: enter "Bộ"
- Standard Precision: enter "0"
- Costing Precision: enter "0"
- Click Save button to finish.
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C - Cái similar as B - Bộ.
After finish, we have image below:
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After Import
Tax Rate
Go to Financial Management || Accounting || Setup || Tax Rate
- Complete the form:
- Organization: "Cty Thông Tin Di Động Mobifone"
- Name: enter "Thuế VAT 0%"
- Description: enter "Created using default values"
- Click Save button to finish.
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- "Thuế VAT 10%" Similar as "Thuế VAT 0%"
- After successfull, we have the picture belows:
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Price Lists
Configuration
The following items MUST BE CONFIGURED before price lists can be imported:
Business Partners
Configuration
The following items MUST BE CONFIGURED before the business partners can be imported:
- Payment terms.
- Price Lists.
- Financial Accounts.
The following items will be CREATED AUTOMATICALLY if they have not been configured previously and referenced accordingly:
- Business Partner Category(s).
- Payment Method(s) .
Before Import
PaymentTerm
Go to Master Data Management || Business Partner Setup || PaymentTerm
- Click New and Complete the form:
- Organization: "Cty Thông Tin Di Động Mobifone"
- Search Key, Name and Description: enter "Thanh Toán Ngay"
- Offset Month Due: "0"
- Overdue Payment Days Rules: "0"
- Click Save button to finish.
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- Click New and Complete the form:
- Organization: "Cty Thông Tin Di Động Mobifone"
- Search Key, Name and Description: enter "7 Ngày"
- Offset Month Due: "0"
- Overdue Payment Days Rules: "7"
- Click Save button to finish.
- Click New and Complete the form:
- Organization: "Cty Thông Tin Di Động Mobifone"
- Search Key, Name and Description: enter "30 Ngày"
- Offset Month Due: "1"
- Overdue Payment Days Rules: "0"
- Click Save button to finish.
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After input, we have the picture below:
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PaymentMethod
Go to Master Data Management || Business Partner Setup || PaymentTerm
- Click New and Complete the form:
- Organization: "Cty CP Truyền Thông VIOLET"
- Name and Description: enter "Chuyển Khoản"
- Click Save button to finish.
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- "Tiền Mặt" similar as "Chuyển Khoản".
- After manual input successfull both of them, we have the picture below:
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SOFinancialAccount and POFinancialAccount
Go to Financial Management|| Receivables and Payables|| Transaction || Financial Account
- Manual input SOFinancialAccount:
- Click New and Complete the form:
- Organization: "Cty CP Truyền Thông VIOLET"
- Name : enter "Sổ Quỹ Tiền Mặt"
- Currency : enter "VND"
- Type : enter "Cash"
- Credit Limit : enter "0"
- Initial Balance : enter "1500000000"
- Click Save button to finish.
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- Manual input POFinancialAccount:
- Click New and Complete the form:
- Organization: "Cty CP Truyền Thông VIOLET"
- Name : enter "TK VIOLET - NH VIETCOMBANK"
- Currency : enter "VND"
- Type : enter "Bank"
- Credit Limit : enter "0"
- Initial Balance : enter "0"
- Click Save button to finish.
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Title Name
Setup Products
Create a Price List Schema
Go to Master Data Management || Pricing || Price List Schema
- Select the Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Name as "LƯỢC ĐỒ BẢNG GIÁ"
- Click Save button to finish.
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Create Price Lists
Go to Master Data Management || Pricing || Price List.
- Click New and complete the form:
- Select Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Name as ""BG SHOP VÀ ONLINE VAT CHƯA VAT"".
- Select Currency as "VND".
- Sales Price List is checked.
- Click Save button .
- Move to Price List Version tab and Click New and complete the form:
- Enter Name as "BG SHOP VÀ ONLINE VAT CHƯA VAT".
- Select Valid From Date as "01-01-2014".
- Select Price List Schema as "LƯỢC ĐỒ BẢNG GIÁ".
- Click Save button to finish.
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Create Product Categories
Go to Master Data Management || Product Setup || Product Category
- Click New and complete the form:
- Select Organization as Cty Thông Tin Di Động Mobifone.
- Enter Search Key and Name as ""COLBAN "".
- Click Save to complete.
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Create Products
Go to Master Data Management || Product
- Click New and complete the form :
- Select Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Search Key as "4640060".
- Enter Name as "Bàn Xếp 2000007821".
- Select UOM as "Cái".
- Select Product Category as "COLBAN".
- Select Tax Category as "VAT 10%".
- Select Product Type as "Item".
- Purchase, Sale and Stocked are all selected.
- Click Save button.
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- Move to the "Price" tab
- Click New and select "BG SHOP VÀ ONLINE VAT CHƯA VAT" in the field Price List Version.
- Enter Unit Price as "20000".
- Enter List Price as "20000".
- Click Save button to finish.
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Setup Business Partner
Create Business Partner Categories
Go to Master Data Management || Business Partner Setup || Business Partner Category
- Click New and complete the form :
- Select Organization as Cty Thông Tin Di Động Mobifone.
- Enter Search Key as "Ban Si".
- Enter Name as "Bán Sỉ".
- Click Save button to finish.
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- Click New and complete the form :
- Select Organization as Cty Thông Tin Di Động Mobifone.
- Enter Search Key and Name as "NCC".
- Click Save button to finish.
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Create a Payment Term
- Click New and complete the form:
- Select Organization as Cty Thông Tin Di Động Mobifone.
- Enter Search Key as "30 Ngay".
- Enter Name as "30 Ngày".
- Enter Offset Month Due as "1".
- Enter Overdue Payment Days Rule as "0".
- Click Save button.
- Move to the "Lines" tab
- Click New and complete the form:
- Enter Percentage Due as "100".
- Enter Offset Month Due as "1".
- Click Save button to finish.
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Create Business Partners
Go to Master Data Management || Business Partner
- Click New and complete the form:
- Select Organization as Cty Thông Tin Di Động Mobifone.
- Enter Search Key as "2007".
- Enter Name as "Huỳnh Bửu Gia".
- Enter Location - 1st line as "13 Vũ Chí Hiếu, Phường 13, Quận 5, TP. HCM".
- Select Business Partner Category as ""Bán Sỉ".
- Enter Tax ID number as "302650924".
- Click Save button.
- Move to the Customer tab and complete below information:
- Customer is checked.
- Select Price List as "BG GT GIẢM 3%".
- Select Payment Method as "TM".
- Select Payment Term as "Thanh Toán Ngay".
- Realize that "Sổ Quỹ Tiền Mặt" is automatically populated in the field Financial Account.
- Select Invoice Terms as "Immediate".
- Enter Credit Line Limit "0".
- Click Save button to finish.
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- Click New and complete the form:
- Select Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Search Key as "NB012".
- Enter Name as "Công Ty LEGAMEX".
- Enter Location - 1st line as "15 Trường Sơn - Phường 15 - Quận 10, TP. HCM".
- Select Business Partner Category as ""NCC".
- Enter Tax ID number as "0300734844-1".
- Click Save button.
- Move to the Vendor tab and complete below information:
- Vendor is checked.
- Select Purchase Pricelist as "Bảng Giá Mua".
- Select Payment Method as "CK".
- Select Payment Term as "30 Ngày".
- Select PO Financial Account as "83240229 - VND, tại Ngân Hàng Á Châu, Nam Sài Gòn, TP.HCM".
- Select PO Tax Category as "VAT 10%".
- Click Save button to finish.
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Setup Payables & Receivables
Create Payment Methods
Go to Financial management || Receivables & Payables || Setup || Payment Method
- Click New and complete the form:
- Select Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Name as "CK".
- Double click to show Payment Method information in form view.
Within the section "Defaults Payment IN":
- Payment In Allowed is checked.
- Select Execution Type as "Manual".
- Select Upon Receipt Use as "In Transit Payment Account".
- Ensure that the field "Upon Deposit Use" is left blank
- Select Upon Reconciliation Use as "Cleared Payment Account".
Within the section "Defaults Payment OUT":
- Payment Out Allowed is checked.
- Select "Manual" as Execution Type
- Select Upon Receipt Use as "In Transit Payment Account".
- Ensure that the field "Upon Deposit Use" is left blank
- Select Upon Reconciliation Use as "Cleared Payment Account".
- Click Save button to finish.
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Create a Financial Account
Bank Account
Go to Financial management || Receivables & Payables || Transactions || Financial Account
- Click the Toolbar icon New Form and complete the form with the following information:
- Select the Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Name as "Cty Thông Tin Di Động Mobifone"
- Select VND as Currency
- Select Type as Bank.
- Click the Location/Address button and complete the mandatory fields.
- Enter an "Initial Balance" that is the current balance of your bank account
- Enter a "Generic Account Nº" and/or the "IBAN" number of your account and the "SWIFT Code" of the bank.
- Select the Country of the bank that implies the definition of a domestic bank account or a foreign bank account.
- Select the "Bank Account Format" to use in reports and/or processes, for instance "Use Generic Account Nº"
- Move to Payment Method tab. Click New and then select Bank Transfer.
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Cash Account
The creation of a "Cash" type account is very simple as requires just to:
- Enter the "Name" of the cash account "Cash Account".
- Select "VND" in the Currency field and "Cash" in the field "Type"
- and enter the "Initial Balance" of the account, for instance 1.000,00
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Do After
Setup Users and Roles
Create Users
Go to General Setup || Security || User
- Click New and complete the form :
- Select Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Name as "VietLien".
- Enter Username as "VietLien".
- Enter First Name as "Việt"
- Enter Last Name as "Liên"
- Enter Password as "xxxxxx".
- Move to the "User Roles" tab.
- Click "Create One" and select the "Cty Thông Tin Di Động Mobifone".
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Creating Roles
Go to General Setup || Security || Role
- Click New and complete the form:
- Select Client as "VietLien".
- Select Organization as "Cty Thông Tin Di Động Mobifone".
- Enter Name as "Finance"
- Select User Level as "Client+Organization".
- "Manual" check-box is checked.
- "Client Administrator" check-box is checked.
- Select Default Language in WebPOS as "VietNamese".
- Click "Save" button.
- Click the "Grant Access" button and complete the form:
- Select Module as "Finance Management"
- Select Access as "All".
- Click "OK" button.
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Go to the Org Access tab and click Create one, then:
- Select Organization as Cty Thông Tin Di Động Mobifone.
- Click "Save" button.
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Go to the User Assignment tab.
- Click "Create one" and select "VietLien".
- Click "Save" button.
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Create the Physical Inventory
Go to Warehouse Management || Transactions || Physical Inventory
- Click New and complete the form :
- Select Organization as "Cty Thông Tin Di Động Mobifone".
- Enter "01-01-2014" as Movement Date
- Enter "Initial Stock" in the field Name
- Select "Main Warehouse" in the field Warehouse
- Click the Create Inventory Count List button and complete the form with the following information:
- Storage Bin: Select Khu Hàng Bán-10-10-10
- Inventory Quantity: Enter the inventory quantity, for example 0
- Press OK
- Move to the Lines tab.
- You will have one line with the product you created above.
- Complete the Quantity Count by entering for instance "100" in the field Quantity Count
- Enter the unit cost of the product in case it is desired to calculate the costs, for example 10,00.
- Move back to the Header and click the Process Inventory Count button.
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Create and validate a Costing Rule
Go to: Warehouse Management || Setup || Costing Rules
- Click New and complete the form with the following example data:
- Select Organization as Cty Thông Tin Di Động Mobifone.
- Select "Average Algorithm" as "Costing Algorithm"
- "Warehouse dimension" unchecked.
- Leave the field "Starting Date" blank.
- Click on the Validate Costing Rule button to process and validate the rule.
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In the "Costing" tab of the products as described below:
- Select the Organization as Cty Thông Tin Di Động Mobifone
- Select the value "Standard" in the field "Cost Type".
- Enter the standard cost in the field "Cost"
- Enter a Date Range
- Enter the quantity available of the product in the field "Quantity"
- Finally, select the checkbox "Manual" and "Permanent" and enter the Warehouse if you want to calculate transaction costs besides by warehouse.
- Save.
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Payments
Configuration
The following items MUST BE CONFIGURED before the pending payables can be imported:
- G/L Item.
The following items will be CREATED AUTOMATICALLY if they have not been configured previously and referenced accordingly:
- Payment Method(s).
What has been Created
- One Payment Line.
- Payment Methods (see "Financial Management || Receivables & Payables || Setup || Payment Method || Payment Method " window)
Assets
Configuration
The following items MUST BE CONFIGURED before the assets can be imported:
- Products.
The following items will be CREATED AUTOMATICALLY if they have not been configured previously and referenced accordingly:
- Asset Category.
What has been Created
After the import of Asset.csv is successfully completed, the following items will have been created:
- Assets (see "Financial Management || Assets || Assets" window)
- Asset Categories (see "Financial Management || Assets || Assets Group || Asset Category" window)
- Asset Amortization (see "Financial Management || Assets || Amortization" window)
Standard Cost
Configuration
The following items MUST BE CONFIGURED before the standard cost can be imported:
- Products used inside the StandardCost.csv
What has been Created
- one Cost for each product described.
- Each Cost will be created with the field Production unchecked, the field Manual checked and th field Permanent checked.
On hand quantity / Stock
Configuration
The following items MUST BE CONFIGURED before the On hand quantity can be imported:
- Products used inside the OnHandQuantity.csv
- Costs for each Product used.
The following items will be CREATED AUTOMATICALLY if they have not been configured previously and referenced accordingly:
- Warehouses
- Locators referenced as part of the Warehouse defined
What has been Created
- One Physical inventory per On Hand Quantity record that describes it and posts it to the general ledger.
- Each Physical inventory record will be created with the Organization value of the field TransactionalOrg.
- Each Warehouse and Locator record will be created with the Organization value of the field Organization.
Automatically created items
| Be careful with the search key, it is case sensitive and if a letter is wrong capitalized the application will try to create a new object.
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