1. The fastest and easiest way to set up a new company is to use the
Initialize Data screen. This screen pops up automatically when you first
start a new company. You can always access this screen from the System menu.
And when you don't need it anymore, turn off the Show This Screen on Startup
checkbox located at the left bottom of the screen. There is a tree of major
system lists on the left portion on the screen.
The lists with at least one
entry are tagged with a green checkmark icon. The lists with no entries are
tagged with a yellow plus sign icon. Click on the icon and add at least one
entry to a list.
2. There are two types of lists: detailed and simple. The detailed lists
display a single record per screen. The simple lists display multiple
records in a spreadsheet-like format. The detailed lists have many more
fields than the simple ones.
There are four detailed lists: Suppliers, Customers, Carriers, and Company
Locations. All other lists are considered simple ones.
3. The lists can be also separated into two other groups: dynamic and
static. The dynamic lists change on a daily basis. The static lists change
on a rare occasion or don't change at all. There are only three dynamic
lists: Suppliers, Customers, and Carriers. The rest of the lists are pretty
4. When initializing a new company try to populate static lists first. Start
with your company locations. The company record is important. Without this
record ACS cannot function properly. You have to enter at least one company
location. If your company has only one location, make sure all four
checkboxes are turned on. In other words, your company location should be
Bill to Address, Ship to Address, This Location, and Warehouse.
5. There are about thirty static lists in ACS. Chances are you will never
use all of them. Besides the Company Locations, there are only six lists
which you certainly want to populate. The reason for this is simple. These
lists are widely used throughout the system. Even if you are not going to
use some of them, add at least one entry into each such list anyway. The
list names and sample entries are as follows:
|List Name||Sample Entry|
| Warehouse Locations||DOCK|
| Packages || Box |
| Units of Measure || Each |
| Categories || Generic |
| Ship Via || As Agreed |
| Payment Terms || On Receipt |
6. All ACS transactions and most detailed lists reference list entries in
them. To speed up data entry you need to setup the defaults for these
references. After you have populated the six lists mentioned above, select
Options from the System menu tab. When on the Options
screen, click on the Defaults tab and select a default for each list. Do not
close the Options screen yet.
7. ACS, in part, is an order entry system. Each ACS order has a unique
reference number which separates it from other orders. Each purchase order,
shipping order, work order must be numbered in a unique way for future
reference. With ACS you can follow your traditional company order numbering
conventions. But if you are starting a new business, you can use ACS default
order numbering. If you are still on the Options screen switch back to the
Numbers tab. Otherwise, just reopen the Options screen. There are nine rows
of fields, which we call auto-numbers. All auto-numbers work the same way.
Therefore we will explain the idea behind them using Shipping Order Numbers
as example. Each auto-number consists of two fields: style and next number.
a) The next number is pretty much what it says. It is the number to be used
for the next shipping order. There is one exception though. If the next
number is set to -1, ACS will not allocate the order number automatically
but will rather prompt you to manually input one. This is used when you have
another computer system which allocates the numbers and you are forced to
use them in ACS. A sample of such configuration could be a corporate
headquarters order entry mainframe. So if you want ACS to ask you for the
next order number, set the Next Number to -1. Otherwise, input a positive
number to start order numbering with.
b) The style in the most generic way consists of three parts: [Prefix]
[Suffix]. The prefix and suffix are optional. If you are at liberty of
defining your styles we recommend you use one letter for the prefix and skip
the suffix. The prefix letter will serve as a designator for an order type.
You can use P for purchase orders, S for shipping orders, etc. Below we list
various styles and corresponding results for auto-numbers. We used 1 for the
|Style||Next Order Number|
| #######|| 0000001|
Each pound sign (#) in the style represents zero in the number. Be
reasonable with the zeroes - the shorter the better. Just allocate enough
zeroes to cover the orders you wish to keep in history. If you are planning
to have 100 shipping orders a day and you want to maintain a two-year
then you can accumulate as many as 250 * 100 * 2 = 50,000 orders. It means
you need use only 5 zeroes. In four years, you will hit 99,999 but then
orders from 1 to 50,000 will be gone and you will be able to reset the next
number to 1 again.
After you finished changing the auto number, click the OK button to save and
close the Options screen.
8. If you have customer and supplier information saved somewhere else you
can just import it into ACS. ACS understands any comma-delimited file
format, which is common to all spreadsheet programs. In Microsoft Excel use
the File/Save As menu and select CSV in the Save as Type field. In the ACS,
go to the Data menu tab, Import, select Customers or Suppliers in the Import
Database field, load the file, designate each column, and click the Import
button. After a file is loaded you can see all its data on screen. This data
is saved in a temporary place. You can modify, delete, or add records at any
time before you click the Import button. After the Import the actual data
transfer occurs. In case there are any problems, a descriptive message is
displayed and the system scrolls to the offending record. You can fix the
problem by modifying data in the record or by just deleting it and adding it later
9. If you don't have customer and/or supplier lists saved somewhere, add a
few most referenced records to each database manually. You can always add
more records at a later time. Both screens can be accessed from the
Initialize Data screen or directly. To access these screens directly, go to
the Purchasing menu for Suppliers and to the Shipping menu for Customers.
Close the Initialize Data screen if you have not yet done so. Your Almyta
System is ready to be used.