Create a company file

When you make entries in your AccountEdge software, that information is stored in a file called a company file.

You can create a company file using the New Company File Assistant. This assistant is a series of interactive windows that guide you through the process of creating a new company file.

Note that creating a company file is slightly different for AccountEdge Network Edition.

note : Do you already have a company file?

If your accountant or consultant has provided you with a company file, or if you want to use a file that you created with a test drive version of this software, you don’t need to create a company file.

Before you start:

You need to know…

Description

Your current financial year

This is the financial year for which you want to start recording transactions in your company file.

Note that a financial year is represented by the calendar year in which the financial year ends. For example, if your financial year ends in June 2009, your financial year is 2009.

The last month of your financial year

This is the month in which your financial year ends. For most businesses the last month is June.

Your conversion month

This is the earliest month for which you want to record transactions. For example, if you want to enter transactions dated 1 September or later, your conversion month is September.

You cannot enter transactions dated before the conversion month.

The number of accounting periods in your financial year

You can choose to have 12 or 13 accounting periods. A 13th period is a period for recording entries which you do not want included in the accounting figures for a particular month. For example, you can use it to record year-end adjustments that are attributed to all months. If in doubt, choose 13 periods.

The default list of accounts that you want to start with

Accounts are the categories that you will allocate each of your transactions to. When you create a company file, you need to select a default list of accounts. You can:

•	start with an accounts list provided by AccountEdge. You can select a predefined accounts list suitable for your business.

•	import a list of accounts. You can import an accounts list from another company file or from one that has been provided by your accountant or Certified Consultant.

•	build your own list. You can start with an accounts list that has the minimum accounts required by your AccountEdge software and then add to it.

Note that you can modify your accounts list after creating your company file.

To create a new company file (Network Edition)

Perform this task on the host computer.

For more information about setting up your network, see the Network Implementation Guide provided with your software.

1	In the Finder, locate the AccountEdge installation folder. This is the folder that was created when you installed AccountEdge.

2	For example, if you installed your software in the default location, the folder location will be Applications\ AccountEdge NE v11.

3	Double-click the AccountEdge NE icon. The Welcome to AccountEdge window appears.

4	Click Create new company file. The AccountEdge New Company File Assistant appears.

tip :

If you need help while you are using the Assistant, click the Help icon at the bottom of any window.

5	Enter your business contact and registration details. If available, also enter your AccountEdge software serial number.

6	Click Next. The Accounting Information page appears.

7	Enter your financial year details and conversion month.

tip : Current financial year

Remember that this is the financial year for which you want to start recording transactions in your company file. It does not need to be the financial year that your business is currently operating in.

8	Click Next. A confirmation page appears.

9	Check the financial year and conversion month and then click Next. The Accounts List page appears.

10	Select the default accounts list you want to start with.


If you choose to...	Continue with...
start with an accounts list provided by AccountEdge	step 11
import a list of accounts	step 13
build your own list	step 13

11	Click Next. An accounts list selection page appears.

12	Select the type of industry and business that best matches your own business.

A suitable accounts list for the business type you selected appears. If you want to print the list, click Print. Later you can tailor the list to meet the needs of your business.

13	Click Next. The Company File page appears. In this window, you will choose the name and the method of identifying your company file on the network.

14	Click Browse. The New Company File Browser window opens.

15	Select a method for identifying the location where you will store your company file on the host computer.

For more information about identifying the host computer, see the Network Implementation Guide.

16	If you want to identify the host computer using Bonjour:

a	Click Bonjour. The name of the host computer appears in the Hosts list.

b	Click the Host name to select it.

17	If you want to identify the host computer using the IP address:

u	Click IP Address and enter the IP address and port number of the host computer in the IP Address and Port # fields.

18	Enter a name for your company file in the Save As field.

19	Click Save. The Create your company file window reappears, displaying the name or IP address of your host computer along with the name of your company file.

20	Click Next. The company file is saved on the host computer to the Macintosh HD\Library\Application Support\AccountEdgeNE\Databases folder.

21	If you want to continue setting up your company file, click Setup Assistant. You can use the Easy Setup Assistant to help you through the main company file setup tasks.

22	If you want to set up your company file later click Command Centre.

To create a new company file (non-network)

1	Start your AccountEdge software. A welcome window appears.

2	Click Create new company file. The introduction page of New Company File Assistant appears.

3	Click Next. The Company Information page appears.

4	Enter your business contact and registration details. If available, also enter your AccountEdge software serial number.

5	Click Next. The Accounting Information page appears.

6	Enter your financial year details and conversion month.

tip : Current financial year

7	Click Next. A confirmation page appears.

8	Check the financial year and conversion month and then click Next. The Accounts List page appears.

9	Select the default accounts list you want to start with.


If you choose to...	Continue with...
start with an accounts list provided by AccountEdge	step 10
import a list of accounts	step 12
build your own list	step 12

10	Click Next. An accounts list selection page appears.

11	Select the type of industry and business that best matches your own business.

A suitable accounts list for the business type you selected appears. If you want to print the list, click Print. Later you can tailor the list to meet the needs of your business.

12	Click Next. The Company File page appears.

13	If you want to change you company file name and location:

a	Click Change. The New window appears.

b	Select the required location.

c	If necessary, type a new file name.

d	Click Save. The Conclusion page appears.

e	Continue with step 15.

14	Click Next. Your company file is created and the Conclusion page appears.

15	Click Command Centre to display the Command Centre window.

Next task: Easy setup assistant