IQMS Accounting Setup

EnterpriseIQ
Accounting Setup
Version: 15.3
Copyright © 1989-2017 IQMS All rights reserved.

Contents
Accounting Setup 2
GL Account Setup and Maintenance ............................................................................................................ 4
Account Structure .............................................................................................................................. 4
Creating Account Types .................................................................................................................. 10
Using Account Type Maintenance .................................................................................................. 11
Building Your Chart of Accounts .................................................................................................... 14
Defining the GL Year / Periods .................................................................................................................. 17
Defining GL Years .......................................................................................................................... 18
Creating Periods .............................................................................................................................. 19
Change the Period Status ................................................................................................................. 20
Reference Codes ......................................................................................................................................... 22
Creating a reference Category ......................................................................................................... 23
GL Defaults Setup ...................................................................................................................................... 24
Multi-Currency Setup ................................................................................................................................. 30
Example Multi-Currency Transactions ............................................................................................ 44
Account Revaluation Setup ............................................................................................................. 49
Bank Manager and Multi-Currency ................................................................................................. 52
Bank Manager ............................................................................................................................................. 54
Bank Account Reconciliation .......................................................................................................... 57
Reconcile Suspense Account ........................................................................................................... 64
Non GL Checks ............................................................................................................................... 65
Terms Table ................................................................................................................................................ 66
Tax Codes ................................................................................................................................................... 69
Salesperson(s) ............................................................................................................................................. 73
Assigning Salesperson(s) to Inventory Items or Customers ............................................................ 78
Assigning Salesperson(s) to a Sales Order ...................................................................................... 80
Generating Commissions ................................................................................................................. 84
Paying Commissions ....................................................................................................................... 87
Viewing Commission History ......................................................................................................... 93
Beginning Balances .................................................................................................................................... 95
Creating Beginning Balances .......................................................................................................... 96
Accounts Receivable Prior Entries ............................................................................................................. 98
Entering a Prior AR Invoice ............................................................................................................ 99
Accounts Payable Priors ........................................................................................................................... 101
Creating Accounts Payable Priors ................................................................................................. 101
Index 105
Accounting Setup Page i

CHAPTER 1
Accounting Setup
Getting Started
EnterpriseIQ includes a comprehensive accounting and general office management system,

which is fully integrated with manufacturing. EnterpriseIQ conforms to all generally accepted
accounting principles. As with all accounting packages, a fundamental understanding of
accounting practices is useful.
This chapter will discuss setting up your Chart of Accounts, Defining Periods and Years, Account
Types, and assist in setting up the Default GL Accounts, Terms, Tax Codes, and
Salesperson(s). There is also a section providing details on entering Beginning Balances,
Accounts Payable (AP) Priors and Accounts Receivable (AR) Priors. This chapter also
discusses the use of Multi-Currency within EnterpriseIQ. Setting up this information correctly will
help provide the foundation for accurate financial reporting.
Overview of the General Ledger

The General Ledger (GL) portion of the system is the first module that should be set up. This
section describes the features and uses of the GL system.
Some of the key features include:

 Flexible Chart of Accounts structure - The user can define the structure of the Chart of Accounts,
including the account, division, department, and other segments.
 User defined Account “Types” - Account types are used to group the accounts for reporting
purposes. EnterpriseIQ supports the creation of major and minor account groupings to any
level required.
 Quick Replication of Accounts - Once a basic chart is created, individual accounts can be
“replicated” at a divisional or departmental level with minimal data entry.
 Multiple GL Periods and Years - EnterpriseIQ supports unlimited financial years, and each year
can be divided into 13 periods.
 Reference Codes - Unlimited reference groups and codes can be created within each group.
The codes are applied to General Journal, Accounts Receivable (AR), and Accounts Payable
(AP) postings. This provides a powerful way to link activity to an individual, work center or
any other user defined category without creating unique accounts for each.
The GL module of EnterpriseIQ also supports the following:
 General Journal Entries - Complete Journal entry functionality, with recurring, reversing and
free form entries. Account activity can be readily displayed and analyzed using drill down
capabilities provided by EnterpriseIQ.
 Budgets can be created for present and future periods.
 Trial Balances - Trial balances can be generated on-line at any time.
Accounting Setup Page 2 of 109

 Financial Reporting - Tools are available to create standard and user-defined reports.
The GL module receives entries from the AR and AP modules.
The accounting system of EnterpriseIQ is batch orientated. Therefore, it allows the user to post a
single transaction or post all transactions to the GL as a batch. Each batch is available for review
at any time.
Period Maintenance
EnterpriseIQ supports very powerful period maintenance capabilities, including:
 Unlimited open periods and years.
 Individual opening and closing of AR, AP, and GL modules by period.
 Four types of period status: Open, Closed, Never Open, and Final.
 Restrictions on posting to future periods until their status is properly set.
In This Chapter
GL Account Setup and Maintenance ........................ 4
Defining the GL Year / Periods ................................. 17
Reference Codes ..................................................... 22
GL Defaults Setup .................................................... 24
Multi-Currency Setup ................................................ 30
Bank Manager .......................................................... 54
Terms Table ............................................................. 66
Tax Codes ................................................................ 69
Salesperson(s) ......................................................... 73
Beginning Balances.................................................. 95
Accounts Receivable Prior Entries ........................... 98
Accounts Payable Priors .......................................... 101

GL Account Setup and Maintenance
IQMS recommends that the steps listed below, in the order listed, are followed in setting up the
GL and Chart of Accounts for the first time.
 Establish an Account Structure - The account structure determines definition and
appearance of the GL account number. Careful planning is important to minimize the need to
make modifications to the account structure once it is established. Up to 50 characters can
be used to define the account. The account number can be broken down into segments
Typical account segments are as follows:
Account Code
Division Code
Department Code
User Defined (Example: Multi-Currency)
EnterpriseIQ allows complete freedom in defining the number and order of characters to be
used to define this structure.
 Define the Account Types for Financial Reporting - EnterpriseIQ supports an unlimited number
of summary types. These are used in financial reporting to create summary groups.
 Enter in the Chart of Accounts - Create the Basic Chart, including divisions and departments.
 Define the GL Year(s) and Default Periods—EnterpriseIQ uses the GL Years and Default
Periods in many places as the defaults for posting transactions.
 Set up the EnterpriseIQ System Parameters—EnterpriseIQ uses default accounts when
specific information is not available during some posting routines. The system requires
proper entries before becoming operational.
 Set up the Tax Codes/Tax Elements, Cost Elements and Shipping companies—EnterpriseIQ
links the GL accounts to these elements for posting purposes.
The above steps for setting up the Chart of Accounts are explained in detail in the following
pages.
Account Structure
The first step that must be completed when setting up the GL is to define the account structure.
The account structure should not be changed once it is established. However, it can be changed
when required. Careful planning is important to minimize the need to make changes to the
account structure once it is established.
EnterpriseIQ GL Account Setup

EnterpriseIQ GL Chart of Accounts consists of the following three fields
Account Number The user-defined GL account Number.
Description Text-based description of the account.
Account Type A grouping mechanism designed to assist in combining “like” accounts for financial
reporting purposes.

All fields shown above are required when creating your Chart of Accounts.
The screen below shows a partial layout of a sample Chart of Accounts. In addition to knowing
what accounts to have, you will also want to know how you want the reports to appear. The
accounts you set up here are posting accounts only.
The Chart of Accounts for your company will likely differ from the layout shown in the example
we have provided and will therefore, require some modification to fit the EnterpriseIQ system.

The first step in building the account number structure is done from within the GL Account
Maintenance screen using the following steps.
 Select Chart of Accounts from the EIQ Launcher Bar.
 From the menu under Chart of Accounts, click on File/Account Structure...
The following screen will be used to set up the account structure. The Account, Division, and
Department descriptions are defaults provided by EnterpriseIQ. These default accounts do not
have to be used in your account structure, however, it is recommended.

The following discussion is based upon using the default descriptions to generate an account
structure. To generate other user-defined segments, click on the [+] button on the Navigator bar
and a blank line will appear. When entering the description the only special character allowed is
an underscore(_). If another special character is used such as @, the user will get an 'Invalid
Character' error.
To set up the Account Structure, follow these steps:
Account Code
At Seq. 1 (ACCOUNT)
 Set the cursor in the field entitled “Start.” Enter a one (1) in this field to denote the starting
position of the account code.
 Press [TAB] to move the cursor over to the “Length” field. Enter in the number of digits that
will make up the account code. We entered “4” in this field. Your entry may be different
depending on how you have decided to structure your account numbers.
 Press [TAB] twice to accepts the defaults provided for the Filler and Separator fields. See
note below for additional information on these two fields.
NOTE: The field entitled ‘Filler’ is used to create the digit place marks for the various fields.
During initial creation, zeros are used as the system default place marks. The ‘Separator’ field
indicates what symbol (usually a “hyphen” or a “slash”) is used to separate the different codes
within the account number.

Division
At Seq. 2 (DIVISION)
 The cursor should now be sitting on the Sequence 2 field (Division). Press [TAB] to move to
the “Start” field. The starting position for the division is “6.”
 Press [TAB] to move the cursor over to the “Length” field. Enter “2” to make the Division
code two characters.
 Press [TAB] twice to bypass the Filler and Separator fields, as above.
Department
At Seq. 3 (DEPARTMENT)
 Follow the same steps as mentioned above for setting up departments, entering “9” for the
“Start” and “2” for the “Length.” At the separator field, press the backspace key to remove
the hyphen. An example of a completed account structure is shown here.
This structure allows the creation of 9999 accounts, 99 divisions, and 99 departments within
each division.
If the account structure appears to be correct, press [OK]. Upon doing so, the following prompt
will appear:

 Press [OK] to continue.
Sample Account Structure Output

The GL account structure in the note table below is based upon the structure defined above.
This setup allows for tracking of costs by account on both a divisional and departmental basis.
The sample company is tracking electricity used (account code 5310) in two divisions (10 and
20) with multiple departments (01, 02, and 03) in each division.
Description Account Division Department
Mfg Elect Use - PR 5310 10 01
Eng Elect Use - PR 5310 10 02
Acctg Elect Use - PR 5310 10 03
Mfg Elect Use - AG 5310 20 01
Eng Elect Use - AG 5310 20 02
Acctg Elect Use - AG 5310 20 03
In this way, the user can post electricity costs to its own unique account, but maintain
departmental and divisional separation.
Changing the Account Structure

The account structure tool can be used to create additional codes, modify field lengths, or
remove the separators. Experimenting with the Start and Length fields will create different
account formats. EnterpriseIQ will not change the account structure until the user completes the
process. Again, the account structure should not be changed once it is established. Careful
planning is important to minimize the need to make a change to the structure.

Creating Account Types
Major Account Types
EnterpriseIQ supports unlimited account types and sub-types. Each account type must be
assigned to one of six major account types. These six major types are integral parts of the
accounting system and cannot be edited, deleted or added to. They are used by EnterpriseIQ to
assign the account to a financial report. The six major types are:
 Assets - Current Assets, Fixed Assets and Others
 Liabilities - Current Liabilities, Long-Term Liabilities and Others
 Revenue - Revenue, and Other Income.
 Expense - Cost of Goods Sold accounts and Other Expenses.
 Owner’s Equity - Owner’s Equity, and Retained Earnings.
 Statistical - Statistical accounts can be used to track non-financial information such as
number of employees, square feet, production quantities, etc. Statistical accounts can
appear on reports to show their relationship with the financial activity of the organization. For
example, it would make the Payroll expense balance more meaningful to know how many
employees, or the Overhead expense might seem more reasonable when you know the
square footage of the facility. Statistical journal entries are used with statistical accounts and
allow entry of single sided transactions.
EnterpriseIQ provides the ability to create unlimited sub-account types. Because each account
type is assigned to a major account type or sub-account type, EnterpriseIQ understands where to
include or group the account in the basic financial reports.
EnterpriseIQ supports even lower level groupings, sub-account types of sub account types. This
type of structure creates another summary group for more detailed financial statements. The
reports can be set up to show sub-account types as subtotals within the major account types.
Once the account types are created, they will be available to be attached to a posting account
within the chart. Performing this function is discussed in the next section, Building Your Chart of
Accounts.
Note for Spreadsheet Server users: If in EIQ, there are Account Types that contain a ‘-‘ such as
‘Current – Assets,’ the default settings of Spreadsheet Server will cause the balances to display
as zero when those accounts are brought in Spreadsheet Server and the rows are expanded.
To have the balances display correctly when rows are expanded the user has two options:
1 Do not use ‘-‘ when naming Account Types in EIQ
2 Go into Spreadsheet Server> Settings> Segment Delimiter> Select Forward Slash “/” option
or Equals “=” option.
Additionally, if Statistical Account numbers are intermingled with financial GL account numbers it
is recommended to exclude Statistical accounts when running Spreadsheet Server. To do this
add ‘[/STATISTICAL]’ in the MAJORTYPE column when building templates.

Using Account Type Maintenance
Setting up or editing the account types is done from the GL Account Maintenance screen using
the following steps.
 Select Chart of Accounts from the EIQ Launcher Bar. The Account Type Maintenance Screen
will be displayed.
 To create a sub-account type, click on Options|Account Type Maintenance and highlight one of
the five major categories.
 Right click with the mouse. A pop-up menu with various options will appear.
 Select Add Sub-Account Type. Enter a description of the new sub-account type.
 Click on [OK] when finished. Note that the new entry will now be shown below the Main type
on the TreeView.
 Continue the same steps to create as many types as you may want. In the screen shown
here, note that the main type ASSET includes an account type called CASH, which itself
includes three lower levels (sub-account types).

With this scenario, the user can link one or more account numbers to the sub-account types,
which are linked to the CASH Type, which is linked to the ASSET type. Given this structure, the
user could create reports that summarize or provide detail on the asset, cash or bank account
levels.
Note: When creating accounts, if this screen is open the user can highlight the Type/Sub Type to
be added to the new account and then click on the Select button.
Why Use Sub-Types?

Sub-types provide the best way to help summarize 'like' accounts on a lower level. For example,
the user may create a sub-account type called SALES REVENUE. This would provide the ability
to break the sales out by region, under the SALES REVENUE account type, the user might
create sub-types called “Western Region”, “Mid-West Region” and “Eastern Region.” Adding the
various sales revenue accounts under these headings allows the P&L (Profit and Loss)
statement to display a total for SALES REVENUE, and a summary by region. This could also be
used to group several GL accounts by product line or division. EnterpriseIQ also provides the
capability to drill down to the actual contributing to each of these sub-types.
Multi-Currency
The system allows you to link an F/X account to an account type. This is used to link multiple
F/X accounts per currency, and to correspond to different type of transactions.
 Highlight the account type and click on File|Add/Change FX Account. The default GL Account
may be specified at the Account Type level, i.e. the user can assign one default to be used
for Revenue, one for Liabilities, and so on.
 Select an account from the GL Account pick list.
 Next, click on [Select] to return to the Account Type Maintenance screen to link another
account.
To DELETE an FX Account, simply highlight the account that shows the link and select
File|Delete FX Account. This automatically removes the account that was assigned to this
Account Type.
Note: The system will plug on EPlant and currency if the accounts exist in the Chart of Accounts.
See Multi-Currency Setup for more information.

Building Your Chart of Accounts
Once the Account Structure has been determined, the Chart of Accounts can be entered. The
Chart of Accounts setup is done under the GL Account Maintenance screen. The system must
have a Chart of Accounts in order to post any transactions to the GL.
Creating New Accounts

To CREATE new Chart of Accounts or edit existing accounts:
 Select Chart of Accounts from the EIQ Launcher Bar located under the GL Tab.
 Select the ADD [+] function key from the menu bar, or click on Chart of Accounts from the
main menu and select “New” from the submenu.
NOTE: The following explanation is based on creating an account structure of 0000-00-00-00.
Field Listing
Account Number Enter the Account Number using the format presented on the screen above (this
is the format defined Account Structure).
Note: The account number must be numeric, alpha characters are not
supported.

Description Enter in a Description. Descriptions can be up to 40 characters in length and can
be typed in either upper or lower case lettering.
Account Type There are two methods available to enter the Account Type (required).
 Use the down arrow button found next to the Account Type field and select from
the drop down list, or
 Display the Account Type Maintenance screen (Options|Account Type Maint.)
and highlight the Type you want then click on the Select button.
Note: If users attempt to change an account type from Statistical to

Accounting, or from Accounting to Statistical, if there is already existing
account activity a warning will appear, 'Account has activity, cannot
change major type'.
Supplement Reporting The Supplement Reporting Type is an informational field and can be used for
Type reporting. The list is hard coded and cannot be edited.
EPlant The EPlant will automatically populate with the EPlant the user is logged into but
can be changed using the Assign Plant button. Note: The income statement GL
accounts should be associated to an EPlant in order to roll up to retained
earnings. If you are using corporate income statement GL accounts with no
EPlant association these GL accounts should not carry a balance.
Other Options:
Exclude from If this box is checked, the system will not include the current account in the
replication account replication process. Replicating accounts can be found under
File|Replicate.
Hide From Pick lists If checked, this feature will not show the particular account in the GL Account
number Pick Lists found throughout the system.
Hide from GL This will hide the account from the Pick Lists in the general journal entry module.
Transaction Pick lists
Hide from Purchase This will hide the account from the Pick Lists in the PO and AP modules, including
Order/Accounts Vendor Maintenance.
Payable pick lists
Hide from Sales This will hide the account from the Pick Lists in the SO and AR modules,
Order/Accounts including Customer Maintenance.
Receivable pick lists
Cost Source Required In all modules where the system allows the entry of a Cost Source (such as: AP,
PO, AR, and SO), if the GL Account specified has this option checked, then a
Cost Source Must be entered. If the user tries to save the entry without a cost
source a message will appear stating, ' GL Account requires entry of a Cost
Source.'

Note: When creating a Statistical type account, these check boxes will not be visible with the
exception of Exclude from Replication. On the Tabular view users can still see these check
boxes however they cannot uncheck them.
Save your Changes

After entering the account number, description, and type, press the SAVE function key (the
check mark) located on the Navigator bar at the top of the screen. This will post the changes
made. At this point, the program checks to see if that account number is already in use. If the
account has already been entered, an error message will appear stating that a unique key has
been violated and a different account number must be entered.
Changing an Account
You can change the account number once it has been created. All history for that account will
change to the new account. The Description and Account Type fields may also be edited.
To EDIT account information, follow the steps below.
 Select the account that requires modification from the Chart of Accounts pick list.
 Highlight the information and make the changes.
 SAVE the record before exiting.
NOTE: If you changed the account number, all existing history attached to the previous account
number will now be attached to the new account number. This will leave no audit trail to the
previous account number.
Deleting an Account
To DELETE an account:
 Click on the Delete [-] function key located on the Navigator bar. A prompt will appear
asking: “Delete Record?”
 Press [OK] to continue or [CANCEL] to quit.
If [OK] was selected, the account number will be checked for validity and to see if there is a
current or YTD balance. If there is a balance, the account cannot be deleted. If there are any
unposted entries for this account in any of the temporary working journal databases the account
cannot be deleted. This is for your protection. If an account is deleted (or series of accounts), it
is entirely possible that when those temporary journals are posted, the system will try to post an
entry to a non-existent account. That would leave the accounting system out of balance.
When all deletions are complete, the main entry screen will return. If no transactions exist, the
account can be deleted.
NOTE: An account cannot be deleted if there is posting activity against it.

NOTE: When an account has been replicated and the 'Trial Balance As Of' report has been run
users can select the 'Delete activity from C_TRIAL_BALANCE_AS_OF' right click option prior to
deleting the replicated account. If this is not selected an error will display. ‘Master has detail
records. Cannot delete or modify...'.
User-Defined Form
A User-Defined form can be created for the Chart of Accounts to provide additional information
for reporting purposes. Select the 'Enable User-Defined Form' option (Options menu) to activate
the form. The Define Structure button will then become available to create the form. Please see
User Defined Forms for details on how to create the form.
Defining the GL Year / Periods

Once the basic chart has been created, the GL years and periods should be defined. EnterpriseIQ
supports unlimited GL years and each year can be broken into a maximum of 13 periods.
Defining GL years and periods is done from the GL Account Maintenance screen by selecting
Options|Define Periods. A pick list of existing GL Year Periods will appear (soft filtered for the
logged in EPlant and null EPlants). If no GL years have been created select the New button on
the pick list and a blank record will appear.

NOTE: The first time this screen is accessed, all fields shown will be blank.
Defining GL Years
Financial years within EnterpriseIQ can begin and end on any selected date.
 To create a new GL Year select the ADD [+] function key from the Navigator bar in the upper
right hand corner, or the New button on the pick list.
 Place the cursor in the Start Date of the GL Year field. Select the date using the drop down
calendar. Or manually enter the Starting Date for that year using the following format
“MM/DD/YYYY”.
Select the End Date of the GL year using the same method described above.
 Enter a GL Year Description. This description will display in all Fiscal Year pick lists and in the
header section of the Trial Balance and the GL Batch Log Reports.
NOTE: This exact description is required when printing financial reports, so it is suggested that
you make it a simple description to avoid errors.
 EPlant - If the GL Year is for a specific EPlant that will be using a unique GL year definition,
select the EPlant using the ‘Assign Plant’ button. (The usage of a separate GL Year for an
EPlant is set up in Sys Setup->System Parameters->Enterprise->Miscellaneous tab). Note:
Users will not be able to create a new GL Year for EPlants that are not marked for ‘Separate
Fiscal Year’. In determining the period to post to, the system will always work off the EPlant
the user is logged into. Where a separate Fiscal Year is indicated for an EPlant the GL period
will be specific to that EPlant and must exist for posting to continue.
FRx Notes: If a separate GL year is defined for an EPlant, then the option 'Use Separate Entities
per EPlant' must be checked when populating the FRx tables.
In Define GL Year / Periods:
For a given FRL Fiscal Year - The G/L Year must be defined for the Corporate/Default year
before posting to a separate G/L Year for a specific EPlant.
e.g. Default fiscal year 2007 is 1/1/2007 through 12/31/2007
Eplant 2 fiscal year 2007 is 9/1/2006 through 8/31/2007
In this case, two G/L Years will be created, but they will both have the FRL Fiscal Year of 2007.
The Default fiscal year for 2007 (without a specific EPlant) must be defined before posting to the
specific Eplant 2 or an error will result when populating the FRL tables.

Creating Periods
To create periods for the GL year, click on the button entitled “Create Periods.” The following
box will appear:
 Enter in the number of periods and click on [OK]. This will automatically create the start and
end dates for each period by evenly dividing the Calendar days.
Editing Period Dates

 The user can easily modify the dates the system generated to more closely match the actual
starting and ending periods dates. To change a date click on the date field until the pop up
calendar appears, then choose the desired date from the calendar.
Add an Additional Period

To add an additional period:
 Arrow down to the bottom of the periods list.
 Click on the ADD [+] tool and type in the period, select the starting and ending date ranges.
 Press [OK] when all changes are complete.
NOTE: To create 13 periods, enter 12 periods when first creating the Fiscal Year so that the start
and end dates are logical. Then manually adjust the end date for Period 12 and manually add a
period 13. The Start Date of period 13 must be one day greater than the End Date of the Prior
period.

Change the Period Status
Complete the following steps to change the period status.
 Display the GL Year / Periods Maintenance screen.
 Select the GL Year to be changed.
 Find the period of interest and click on the AP, AR, or GL status columns and the list of
statuses will appear.
Open Periods cannot be posted to until they are opened. To open the AP or AR journal, you
must first open the GL.
Closed Select this option to close a journal within the period. The AP and AR journals must be
closed before the GL can be closed. Closed periods may be re-opened if necessary.
Final This designation is used when no further adjustments will be made to the period. Final
periods may not be re-opened.
N/O Never Opened. This option appears when a period is first created or if a period was
never opened.
INV Status The INV Status field allows users to prevent inventory transactions such as manual
Ins/Outs, dispositions, and receiving transactions from posting to the inventory
transaction log when the transaction date falls within a period that has been marked
closed. The system looks at the transaction date to determine the period not the
system date. If a user attempts to do a transaction when the Inventory Status is closed
they will receive an error message similar to the following: “ORA-20500: Inventory
Status of GL period for the transaction date 08-JAN-10 is closed - transaction aborted.”
Note: For Miscellaneous and Non-Material items only, when the System Parameters >
‘Post Non Inventory to Accrued Receipts’ is selected, the only place this warning will
display is in PO Receiving. For example, it will not display when creating a packing slip.
Select Closed from the drop down list to mark the period closed for inventory postings.
If it is necessary to revert back to open, clear the Closed value from the field.
For EPlant users the system will look at this setting for the specific GL year associated
to an EPlant.

Form View
The lower section can be toggled to Form view by clicking on the toggle button to select the
statuses using radio buttons.

Open a Period
The user must OPEN a period before attempting to post to it.
To OPEN a period for posting:
 Double click on the period to be opened and a drop down list will appear. Change the status
column from N/O (Never Opened) to Open by selecting Open.
Close a Period
Periods may be closed at any time. The system does not require that periods be closed. An
unlimited number of periods may be open at one time. Also, there is no system year end close
procedure. When closing a period the following rules must be taken into consideration:
 You must close the AP and AR journals before you can close the GL.
 If you need to re-open a period, you must re-open the GL first before you can re-open the AP
and AR journals.
NOTE: The GL Status must be open before the AR and AP status codes may be opened.
NOTE: For guidelines for month end closing refer to the Month End Closing Procedures section in
the Costing section.
Reference Codes
The user can create as many reference categories and codes within the categories as required.
Reference codes can be assigned to postings within the General Journal, AR and AP Invoice
modules to assist with financial reporting and to be able drill down for additional account
information. The reference codes can be EPlant specific.
Example:
In tracking expenses, a GL account might be set up for Meals, AirFare, Hotel, Rental Car,
and equipment. If you want to track travel expenses for each employee, currently GL
accounts might have been set up as Meals-Tom, Meals-Beth, Meals-John.
Under the Reference Code section, set up Reference Codes as TC=Tom Curry, BD=Beth
Dawson, JB=John Brown, etc., thus reducing the number of different GL accounts you need,
yet still being able to track expenses linked to each person.
The Category column is used in further grouping the reference codes. The example used
above might be placed in the category called 'Employees'.

Creating a reference Category
To set up Reference Categories, complete the following:
 Select Chart of Accounts from the EIQ Launcher Bar.
 Select the Options|Reference Codes from the main menu option. The following screen will be
displayed.
 Use the upper portion of this screen to enter in the Categories that the reference code will fall
under, such as people, equipment, office supplies, machinery repairs, etc. An EPlant can be
assigned to a Reference Code by selecting it from the pop up form accessed by clicking on
the ellipsis button. Users will only see reference codes associated to the EPlant they are
logged into, or reference codes without an EPlant assigned.
 Post the changes prior to going onto the next section.
 Next, enter in a Reference code and Description. This section can be sorted by either column
by selecting the column header.
If you have additional categories and reference codes to enter, complete the same steps as
mentioned previously. Make sure to save any changes made prior to exiting this screen.
Reference Codes can be marked Inactive by checking the box. If checked the Reference Code
will not be in the Reference Code pick lists.

GL Defaults Setup
EnterpriseIQ requires that several default accounts be created and assigned before becoming
operational. Without this information, various posting routines cannot be completed. Default GL
accounts will be used by the system in activity postings if individual GL accounts are not
assigned elsewhere. Click on the GL Setup tab and the following screen will appear.
PLEASE NOTE: Upon first entering this screen, no information will be contained in the Description,
Account, or Type fields.

EnterpriseIQ pre-defines several default GL account categories. The Chart of Accounts must be
setup prior to assigning the account information. All accounts listed here are posting accounts.
To ENTER the account information:
 Place the cursor on the description or account number field and double click.
 Click on the pick list function key .
 Select the appropriate account from the pick list and choose [Select] when finished. Upon
selecting the account number from the pick list, the Description and Type fields will
automatically fill in. If the user is logged into an EPlant the 'EPlant Account' column is
displayed which shows the plugged Default account numbers.
 Continue entering the GL account numbers until all default categories have been assigned an
account number. These account numbers will be used by EnterpriseIQ to make postings to
the General Ledger. Each field must contain a valid account number. Once an account is
populated, the field cannot be made null again but a different account can be assigned.
Default GL Setup Descriptions

The accounts set up in the GL Setup screen are default accounts that can often be overridden
throughout the system. Below is a listing of the accounts and if applicable where the user can
over-ride the default GL accounts:
AP This is the default Accounts Payable account that will be used when posting
an AP Invoice. It can be changed at the time of preparing an AP invoice by
clicking on the search button in the AP Account field in the header section.
AP Discount This is the account that the AP discount will post to by default. It can be
changed at the time of preparing a Cash Disbursement by selecting a
different account from the drop down list in the 'Discount GL Account' field
found in the bottom section.
AR This is the default Accounts Receivable account that will be used when
posting an AR Invoice. It can be changed at the time of preparing an AR
invoice by clicking on the search button in the AR Account field in the header
section.
AR Discount This is the default AR Discount account. It can be changed at the time of
preparing Cash Receipt by selecting a different account from the pick list in
the 'Disc. Account' field found in the bottom section.
Accrued If the Option 'Use accrued commissions when posting' is selected in the
Commissions Salesperson(s) module this is the default account that the accrued
commissions will post to. A specific accrued account can be associated with
the sales person that will override the default. Select the account from the
drop down list in the 'Accrued Account' field in the Salesperson(s) module.
Accrued Freight This is used in the Allocated Freight module for posting freight paid for
customer shipments. See Accrued Freight for Customer Shipments for
details.
Accrued Receipts This is used for posting Accrued Receipts. It can be overridden in the Cost
Elements Table > Accrued Receipts GL Account column. (This is the same
field listed on the Inventory Setup tab in System Parameters, if it is changed
in one place, it will be changed in the other).

Amortization This default account is used in AR Invoicing. Users can create an item detail
for amortizations by right clicking in the detail section of an AR invoice and
selecting 'Add Amortization Item'. This account will populate the Sales GL
Account but it can be overridden by choosing another account from the drop
list in that field.
Cash The default cash account. It can be changed at the time of preparing Cash
Receipt or Cash Disbursement by clicking on the search button next to the
Bank Account field in the first section of the forms.
Cost of Goods Used when posting inventory transactions. It can be overridden in the Cost
Elements Table in the Ship GL Account column.
Customer Pre- This is used when checking the 'On Acct' box on the Charge Card form
Payments when charging from a sales order. A prepost Cash Receipt will be made On
Account for the charge using this account. Please see the Credit Card
documentation for more information.
Disposition Labor and Used when posting inventory transactions. It can be overridden in the Cost
Overhead Elements Table in the Recv / Dispo GL Account column.
Extra Charges Used in conjunction with miscellaneous line items on AR Invoice; change
this account at the time of preparing an AR invoice in the item detail section
> Sales GL Account column.
Finance Charges When a Finance Charge invoice is generated in Customer Maintenance
(Options menu), the GL account for the invoice detail line uses this GL
account. It can be overridden by choosing another account from the drop list
in the Sales GL Account field. If a default account is not specified the system
will use the Sales account.
Finish Process WIP This GL Account is used to post variances that occur when using a
Variance Substitute BOM during Final Assembly. When a substitute BOM is used for
an ASSY1/2/3 BOM, upon reporting Final Assembly, the variance will be
forced to the default Finish Process WIP Variance GL account in System
Parameters. If this account is not filled in, the default Production Variance
Account is used.
Foreign Exchange The system uses this account as a default account during posting AR, AP,
CR, and CD foreign exchange transaction amounts. This account must first
be created in the Account Type Maintenance and then assigned as the
default account. Please note, however, if you specify a default FX account at
the Account Type level, then it will override the one that was initially set up
when you specified a default G/L FX Account. See Multicurrency for more
information.
Freight This is the default account for freight on AR and AP Invoices. This can be
overridden in the Ship via Maintenance list (in the GL Account # field for AR
and the GL Account AP # field for AP).
Freight Revenue A revenue GL account for shipping charges based on percent of freight cost.
This account will be used in AR Invoicing if the FOB on the invoice has the
check box ‘Subject to Freight Revenue’ checked and the Ship To address
has a ‘Freight revenue %’ filled in. The account can be changed in the
Freight Revenue GL Account field in the AR Invoice detail section. If a
default account is not specified the system will use the Freight Variance
Account.

Freight Variance This is the freight variance account used when posting AP invoices for
freight costs,paid by your company for shipments made to your customers
from the Allocated Freight module. See Accrued Freight for Customer
Shipments for details.
InterPlant Sales This is the default account used for InterPlant Inventory Transfers. It can be
overridden in the Inventory Module/Options/Inventory Accounts.
Note: If this GL Account is not assigned an error message ‘Default InterPlant
Sales GL Account not assigned. Please assign in System Parameters.’
surfaces upon entering the Intercompany Transaction module and the user
is prevented from accessing the module.
Inventory This is the default account used when posting inventory transactions. For
Manufactured items is can be overridden in the Inventory
Module/Options/Inventory Accounts/Inv. Acct. column or go to the Pricing
Tab and click on the Modify GL Accounts button. For Raw Material Items the
override is in the Cost Elements Table in the Recv / Dispo GL Account
column.
Inventory Cost This is used when posting standard cost changes. The account can be
Revalue overridden on the General Journal entry.
It is also used in AR invoicing if there is a difference between the standard
cost at the time of shipment and the time of invoicing. The difference
between the old and new std cost at the time of AR Invoicing is posted to
this account.
If a default account is not specified the system will use the RM Usage
Variance Account.
Inventory Return RMA This account will be used in PIT->Receiving transactions when the Tr.
reason is Vendor RMA. It is also used when creating a debit memo from
Vendor RMA. If this field is empty the system will use the current GL
accounts.
If a default account is not specified the system will use the following
accounts: PIT uses a WIP Usage Account, and Debit Memo uses a RM
Inventory Account from PO.
Note: This should be the Accrued Receipts account for standard cost and
actual cost users.
Inventory Scrap This account is the default account used when a manufactured item is
manually removed from inventory and the 'scrap' check box is selected. This
is used in conjunction with standard costing and the Scrap transaction type
in post inventory transactions. The account can be overridden on the
General Journal entry.
Note: If this GL Account is not assigned an error message displays upon
posting a scrap (scrap box is checked) transactions in the Remove From
Locations form, ‘Default Inventory Scrap GL Account not assigned. Please
assign in System Parameters’. The user will not be able to continue and they
must cancel the transaction.
Mfg Production This is the default account for variance between Actual vs Standard WIP
Variance Item usage. To override it go to the Inventory Module/Options/Inventory
Accounts/Prod. Variance Account column or go to the Pricing Tab and click
on the Modify GL Accounts button.
bringing in a PIT Transaction in the Post Inventory Transactions at Standard

module, ‘Default MFG Production Variance GL Account not assigned.
Please assign in System Parameters’.
Physical Inventory Default Account for Physical Inventory Gain/Loss. If this is populated it will
Variance be the default account used for Physical Inventory valuation in the PIT
module, otherwise the Production Variance account will be used.
Production Variance This is the Default account for Variance between Actual vs Standard on Raw
Materials/Labor/Overhead. It can be overridden in the Cost Elements Table
in the Prod Variance GL Account column.
bringing in a PIT Transaction in the Post Inventory Transactions at Standard
module, ‘Default Production Variance GL Account not assigned. Please
assign in System Parameters’.
Purchase Price This is the account used for the difference between the A/P voucher price
Variance and the Standard Cost except when ‘Realize PPV at time of Receipt’ option
is checked in System Parameters/Inventory Setup. When ‘Realize PPV at
time of Receipt’ option is checked, the difference between the A/P voucher
and the PO price is used and the PPV between the PO price and the
Standard Cost is processed through PIT. The account can be overridden in
the Inventory Module/Options/Inventory Accounts in the PPV Acct. column.
This account is not used unless Standard Costing is turned on.
RMA Credit Memo This account will be used to populate the Sales GL Account field on the AR
Invoice when creating a credit memo from the Customer RMA module. It can
be changed in the detail section of the AR Invoice. If a default account is not
specified the system will use the Sales account.
Sales Default Account for Sales. It can be overridden in the Inventory
Module/Options/Inventory Accounts in the Sales Acct. column or Pricing Tab
and click on the Modify GL accounts. button.
Sales Tax Default sales tax account. Tax Codes Maintenance list should be created to
define the specific tax codes. Specific GL accounts can be set up for the tax
codes. See Tax Codes for details.
Sample Cost of For Items on sales orders that have the 'Sample' box checked, when the
Goods item is invoiced the system will use this account as the offset to inventory GL
Account. All cost elements will go to this Sample COGS account instead of
the cost element COGS GL account.
Sample Sales For Items on sales orders that have the 'Sample' box checked this sales
account will populate the sales order GL Account
(ORD_DETAIL.GL_ACCT).
Shipments Pending This is the default account used when posting shipments awaiting invoicing
Invoicing using the 'Shipments' transaction type in Post Inventory transactions. The
system will look for Packing Slip - Out transactions. This can be overridden
by the Shipments GL account associated to the manufactured item. If a
default account is not specified the system will use the FG Inventory Acct as
the Debit and Credit.
Use Tax Use tax can be associated to AP Invoices. The system will use this account
as the offset to the AP Invoice detail expense account like sales tax.

WIP Process This is used for items associated to ASSY BOMs. As items are reported
complete for a certain process they will go into inventory and post to this
WIP Process account. It can be overridden from the Inventory
Module/Options/Inventory Accounts or Pricing Tab and click on the Modify
GL accounts button.
Please Note: In order to have this account affected by ASSY3 items, the
‘Backflush Each Process’ option must be checked within the Manufacturing
Type.
 Default Year - This is the default year used for posting purposes. This can be overridden at
the time of posting.
 FRx Reports exe - If you have FRx software enter in the path to the executable then the
speed button on the GL tab in EnterpriseIQ will take you directly to FRx.
 Account Structure - This will open the Account Structure form. See Account Structure for
details.
 Define Periods - This will open a pick list of GL periods. See Defining the GL Year / Periods for
more information.

Multi-Currency Setup
The Multi-Currency FxRate function enables the user to conduct international transactions and
handle financial information in both native and foreign currencies. The Multi-Currency FxRate
function is based upon setting up separate General Ledger accounts for the different currencies
and then using spot rates to make transactions between the different GL accounts when
currency exchanges.
For users utilizing the EPlant functionality, different native currencies can be set up for each
EPlant. Multiple Multi-Currency combinations may be set up to calculate the conversions based
on the EPlant's native currency relative to the foreign currency associated with the vendor or
customer. The spot rate is what the selected currency is worth relative to the native currency.
EnterpriseIQ provides the capability of tracking historical changes in the spot rates to allow for
accurate financial history information.
This Multi-Currency FxRate function affects Sales Order, Purchase Order, Accounts Receivable
and Accounts Payable transactions, Bank Manager, and Quoting (with changes in currency
being reflected in the Quote Letter). When account revaluation is set up the system performs
automatic postings upon 'settlement of a transaction' to record the realized gains/losses from the
currency exchange.
Setup for Multi-Currency

 Add Currency Segment to Account Structure
The first step in setting up Multi-Currency is to add a new segment to the G/L Account Structure
to be used to designate the Currency. If the account structure already has a currency
specification segment, skip to the next section. Once the currency segment is created, G/L
accounts must be set up for each of the foreign exchange G/L accounts.
If a currency segment does not exist, follow the steps below to create a segment.
 Go to System Setup|System Parameters located on the EIQ Launcher Bar.
 Click on the G/L Setup tab. The Default G/L Accounts screen will appear.
 Click on the Account Structure.
 Determine which segment of the G/L Account Structure will be used to designate currency
and modify the structure to include the new segment. In the example below, the currency
field is two digits and begins in position 12.

 Press [OK] when finished.
 Enabling Multi-Currency
Once the G/L Account Structure is set, the next step is to enable Multi-Currency. Enabling the
Multi-Currency FxRate function will add the Multi-Currency capability throughout the system.
Follow the steps below for setting up Multi-Currency in EnterpriseIQ.
Step 1 - Defining the currencies to be used by the system

During this step the user will set up a currency code and native currency combination which will
include the spot rate for determining the conversion. All possible Multi-Currency combinations
will need to be created.
 Click on System Setup|System Parameters located on the EIQ Launcher Bar.
 Click on the Regional tab.
 Place a check mark in the box near the field “Enable Multi-Currency.”

 Next, click on the Multi-Currency Maintenance button. Select New from the pick list and the
following screen will appear:

Initialize Multi-Currency
When multi-currency is enabled for the first time, the user must ‘Initialize Multi-Currency’. This
can be done through the options menu within the Multi-Currency Maintenance module. When
this is selected, confirmation message ‘This option would populate certain tables with the default
CURRENCY_ID and rebuild the C_SHIP_HIST table. Do you wish to continue?’ appears with
‘YES’ or ‘NO’ options. When clicking on ‘YES’, another confirmation will pop up if this option has
been ran once before. The confirmation message states: 'It seems that this option has been run
at least once before or that CURRENCY_IDs were initialized otherwise. Do you still wish to
continue?'. This too will have a ‘YES’ or ‘NO’ option. When initializing is complete a confirmation
message stating: ‘Initializing complete’ will appear. The Package update_currency_id is ran
during this process. Security can be placed on the ‘Initialize Multi-Currency’ option once it has
been ran if needed.
Note: This should only be done once when a customer is setting up multi-currency to begin use
From the Multi-Currency screen, you will be setting up your native currency in addition to all
currencies for foreign countries you will be doing business with. The ability to work in an
unlimited number of currencies gives the user flexibility in how they manage business
transactions.
 Currency Code - To select the desired Currency Code, click on the arrow down button to
access a predefined currency list based on ISO Codes. (Note that the Description field fills in
automatically upon selection of the Currency Code).
 Symbol - Enter the Currency Symbol corresponding to the selected currency.
 Spot Rate - Enter the Spot Rate. The Spot Rate is what the selected currency is worth relative
to the native currency (with the Spot Rate for the native currency always being 1). The Spot
Rate may be changed as often as necessary (see the Maintaining Foreign Currency
Exchange Rates section for additional information).
 GL Value - The GL Value (plug value) is used by the system to determine the currency
corresponding to the currency segment setup in the GL Account Structure. The GL Value
must be different for each currency to allow this segregation. Once the GL Value is entered,
click on the check mark located on the Navigator bar to save the entry.
In the examples below the GL Values specifying the currency are the last two digits of the
account number (00 for U.S. dollars (USD), 10 for Canadian dollars (CAD), and 20 for Mexican
pesos (MXN).
Example:
Account # Description Account Type
1130-00-00-00 Accounts Receivable - USD Accounts
Receivable
1130-00-00-10 Accounts Receivable - CAD Accounts
Receivable
1130-00-00-20 Accounts Receivable - MXN Accounts
Receivable

Once the GL Value is set and assigned to G/L accounts, the system uses this value during
transaction preparation to determine which G/L accounts to use.
 Native Currency Field - The Native Currency field is used in conjunction with the Currency
Code selected when calculating the currency conversion. When converting, the system will
first get the native currency based on company, then find the currency of the
customer/vendor and use the appropriate spot rate. For example, if the Native Currency is
USD and the Customer/vendor is CAD, the system will find the multi-currency record with
USD as the Native Currency and the CAD as the Currency code and use the corresponding
Spot Rate to calculate the conversion. These conversion factors should never be added to
customers or vendors. This information is only used for behind the scenes calculation
purposes.
For standard costing, postings to inventory and COGS accounts are based on the native
currency of the EPlant.
To specify the Native Currency, click on the drop down list near this field and select the native
currency from the list of currencies.
Note: The user will need to set up every possible combination (native to foreign) of multi-currency
scenarios in the Multi-currency form. To add more combinations click on the ADD (+) button and
enter the information in the fields described above.
The system will not allow the same Currency Code / Native Currency combination to be entered
multiple times.
Users must also add records for each currency to be used with a spot rate of 1. The currency
code and the native currency are the same. This is to identify the unique currencies being used
in the system. The unique currencies are what the system uses for the currency drop down lists
in customers and vendors.

 Use Daily Spot Rate table for transactions - With this option checked, users can enter in a daily
spot rate in the Spot Rate History table (Options menu) which will be used for posting. Based
on the date of the AP or AR invoice, the system will post using that days spot rate instead of
the balance sheet rate (balance sheet rate must be empty) or the global spot rate. Cash
disbursements also uses this daily spot rate based on the date of the check run. This option
also applies when posting an adjusting entry on a foreign bank account reconciliation. Note:
If this option is checked and you back date a receipt, the system uses the spot rate in effect
at the time of receipt. If this is not checked, the system will use the current spot rate if it's in
the current period or balance sheet rate if you backdated to a period that is found in the
balance sheet rate.
 Balance Sheet Rate - Optionally the user can enter in a Balance Sheet Rate. If you enter a
Balance Sheet Rate the system will use the balance sheet rate instead of the spot rate when
you post to the specific period. It will also use the Balance Sheet Rate for financial reporting
and history purposes. This is so that every invoice posted will have used the same rate
during posting throughout the period. Each period can have a different balance sheet rate.
The system will not allow users to create multiple Balance sheet rates for the same period. If
attempted a unique constraint error will surface.
 Language tab - Users can specify the language associated to the currency code. This is
currently just for informational purposes but may be used in future development.
Note: The rates used in the 'Foreign Currency Rates' speed button found throughout the
system only uses the Spot Rate. For more information, see the Maintaining Foreign Currency
Exchange Rates section.
Trace - users can right click and trace changes from the Multi-currency screen.
Step 2 - Specifying the Native Currency

This Native Currency is the default native currency for the entire system. If you are using EPlant,
a specific Native Currency should be set up for each plant (See below).
 To set up the default Native Currency, from the Regional tab in System Parameters, click on
the arrow down button next to the Native Currency field and select the native currency from
the list of currencies created in Step 1.
 To set up the specific Native Currency for each EPlant, go to the Enterprise tab in System
Parameters.

Select the appropriate Native Currency Code from the drop down list in the Company section.
Note: If a Native Currency Code is not selected for an EPlant the system will use the Native
Currency code set up on the Regional tab in System Parameters.
Step 3 - Specifying the G/L Account Structure Foreign Currency Segment Name
 To select the Foreign Currency Segment Name, from the Regional tab in System
Parameters, click on the arrow down and select the currency segment from the Account
Structure screen. It will be used by the system to determine the currency corresponding to
the currency segment setup in the GL Account Structure based on the country. Once a GL
Value is set and assigned to G/L accounts, the system uses this value during transaction
preparation to determine which G/L accounts to use.
Step 4 - G/L Account Set Up
In addition to default GL accounts the user must set up G/L accounts for every Foreign Currency
you will be working with.
Example: This example shows accounts receivable accounts. The last segment is the currency
segment.
Account # Description
1130-00-00-00 Accounts Receivable - USD
1130-00-00-10 Accounts Receivable - CAD
1130-00-00-20 Accounts Receivable - MXP
Users will need to add foreign GL accounts for Accounts Receivable accounts, Accounts
Payable accounts, and if using foreign bank cash accounts you will need to set up foreign cash
accounts also.
Note: For EPlant users an account will also have to be created for each EPlant as well as for
each EPlant and Currency combination even if that plant does not transact with all currencies in
order for the plug on both EPlant and currency to happen. EPlant users will need a default GL
account, plus the EPlant plugged default account, plus the EPlant and currency plugged GL
account. If all of these accounts are not available the system cannot plug on both EPlant and
Currency.
Account # Description
1130-10-00-00 Accounts Receivable - USD for E-Plant 10
1130-20-00-00 Accounts Receivable - USD for E-Plant 20
1130-10-00-10 Accounts Receivable - CAD for E-Plant 10
1130-20-00-10 Accounts Receivable - CAD for E-Plant 20

Inventory Pricing and Multi-Currency
Typically all Inventory pricing (Buy and Sell Prices, Standard Item price, etc.) is entered in the
native currency associated with the Company or EPlant however the currency the pricing is
entered in can be specified by choosing the correct currency from the drop down list available in
both the Buying and Selling sections.
 In Inventory | Buy/Sell Pricing tab:

 Purchased Item - If you choose to enter pricing in native and you are purchasing this item
from a Vendor which is using a foreign currency, the system will do the pricing conversion for
you in the Unit Price field using the spot rate on the purchase order.
 Selling Item - If you are selling an item in a foreign currency, you will need to enter in that
currency and the appropriate selling prices in the price breaks on the buy/sell tab in
inventory. The system does not convert native to foreign on selling prices.
Notes:
If you have a Balance Sheet Rate specified the system will still use the spot rate for the unit
price conversion; however, it will make the necessary adjustments at the time the AP/AR
Invoices are posted.
The conversion from native to foreign price is only on the purchase order and sales order. The
Cost field in inventory transactions is always kept in native. For example, Native is US dollars
and the currency associated to the vendor is Canadian dollar. The price in the Buying section in
inventory is $4.75. The Unit Price on the PO is converted to Canadian dollar with a spot rate of
0.944822 to 5.027402 (4.75/0.944822). When the product is received it will populate the cost
field in Inventory Transactions as $4.75.
 Another option you have is to enter your price breaks on the AKA Buying/AKA Selling tabs.
This will override the pricing on the Buy/Sell tab when purchasing or selling to a specific
vendor/customer. You can also specify a Currency for these AKA price breaks. If you do not
specify a currency, the system will use native. If the customer / vendor is foreign, the
system will convert using the spot rate found in the currency conversion chart. The foreign
exchange adjustments will still take place during postings as usual using the balance sheet
rate if specified.
Note: For EPlant users only - In the unusual circumstance where the currency of the 'sale of
inventory' GL account is the currency of the customer instead of the EPlant native, the system
will not post to the Fx account. There would be no offset for sales foreign or AR foreign.
Inventory Pricing Hierarchy

1 AKA - The system first looks for the customer/vendor in the AKA section with the
corresponding currency.
2 Buy/Sell tab in inventory - The system looks for the currency associated with the
customer/vendor and uses that price.
3 If no currency is associated with the customer/vendor, the system considers the
customer/vendor to be working in the native currency. No conversion is done. Note: It is
highly recommended that all customers and vendors have the currency selected.

4 If no price breaks at all, the system uses the Std Item Price and converts it using the spot
rate.
Inventory Costing: All costing is done in the native currency. Standard costs entered should be in
the currency associated with the company or EPlant the user is logged into.
Note: EPlant users do not need to setup special cost elements for different currencies. The
system will plug on both EPlant and currency segments in the GL account when doing postings
for EPlants using multi-currency.
Setting up Foreign Currency Customers and Vendors

As part of the setup process, foreign currency customers and vendors must have the proper
currency assigned. If this field is left blank the system will use the default Native Currency.
To set up foreign currency on Customers:

 From the EIQ Launcher Bar, click on AR|Customer Maintenance.
 Select the foreign customer from the pick list that will appear. Press [Select] to continue.
 From the Customer / Credit Data screen, go to the Currency field and select the designated
currency by clicking on the drop down list.
 Click on the Post/Edit button located on the Navigator bar before going on to the next
customer.

To set up foreign currency on Vendors:
 From the EIQ Launcher Bar, click on AP|Vendor Maintenance.
 Select the foreign vendor from the pick list that will appear. Press [Select] to continue.
 From the Vendor Information screen on the Accounting tab, go to the Currency field and
select the designated currency by clicking on the drop down list.
 Click on the Post/Edit button located on the Navigator bar before going on to the next
vendor.

Note: For EPlant users only: The currency associated with the customer or vendor will be
displayed regardless of the EPlant the user is logged into.
Maintaining Foreign Currency Exchange Rates

Recording currency fluctuations and maintaining a Spot Rate history is done through the Multi-
Currency Maintenance screen under System Setup. The Spot Rate may be changed as often as
necessary. In the lower portion of the Multi-Currency Maintenance screen, the different Balance
Sheet Rates are recorded along with their corresponding GL Period to “fix” a particular rate to a
particular period. This rate is then used for all transactions posted to the period.
Note: During posting, if the Balance Sheet Rate is not specified for the period being posted to,
then the Spot Rate will be used. Therefore, an accurate Balance Sheet Rate history is
imperative in maintaining an accurate accounting of all transactions.
If the user has the ‘Use Daily Spot Rate table for transactions’ option checked then it is
imperative to maintain an accurate spot rate history under the Options menu ->‘Spot Rate
History’ table, and the Balance Sheet Rate must be empty.
If a Balance Sheet Rate is found for the period it is used when posting A/R Invoices, A/P
Invoices, and Cash Disbursements.
If you have a Balance sheet rate specified, the system will still use the Daily Spot Rate when
using the exchange rate conversion throughout the system. For example, if you go to
Purchasing, in the middle section you can click on the Foreign Currency Rates speed button
to check what the amount would be worth in your native or any other currency.
To record Balance Sheet Rate changes and/or to change the Spot Rate:
 Select System Setup|Maintain Multi-Currency button.
 Select the desired currency.
 Go to the Spot Rate field and change the Spot Rate to the new Spot Rate.
 Next, click on the Add [+] function key on the Navigator bar at the bottom of the screen to
record the previous Spot Rate.
 Enter the previous Spot Rate in the Balance Sheet Rate field.
 In the GL Period field, click twice and then once on the browser button. From the pick list,
select the correct year and period. Both the Start and End Date fields automatically fill in with
the date range of the selected G/L period.
To Exit out of the Multi-Currency Maintenance screen, click on File|Exit located at the top of the
screen.
Spot Rate Conversion

With the multi-currency feature enabled the user will see currency conversion buttons in many
areas of the software. At any time the user can select this button to see what the value
would be in another currency.

This procedure takes place everywhere there is a currency conversion button. For example:
 Quote - Calculate
 Sales Orders (3 places - line item, releases and order total.
 Purchasing (Line item and order total)
Click on the conversion button in a form where it is available. A pop up box will appear
displaying the current currency and the corresponding pricing information. To view the pricing
information in another currency, select the currency from the drop down list. Below is an
example from the purchase order module for an item purchased in CAD and the conversion to
USD:
When converting, the system will first get the native currency (based on EPlant) then find the
combination of native/foreign currency and use the appropriate spot rate. For example, if the
Native Currency is USD and the invoice is in CAD, the system will find the multi-currency record
with USD as the EPlant Native Currency and the CAD as the Currency code and use the
corresponding Spot Rate to calculate the conversion (the daily and balance sheet rates are not
used).
Spot Rate Examples:

Native Currency is US Dollar. You want to convert to Canadian Dollars. The exchange rate is as
follows:
1 USD = 1.477 CAD Spot Rate is 1/1.477 =.68
Native Currency is Canadian Dollar. You want to convert to US Dollars. The exchange rate is as
follows:
1 CAD =.677 USD Spot Rate is 1/.677 = 1.48
Additional Setup Parameters for Multi-Currency

In addition to the required system setup parameters when enabling Multi-Currency, EnterpriseIQ
offers the following optional features.
Specifying a Default G/L FX Account

The system uses a G/L F/X (foreign exchange) Account as a default account during posting AR,
AP, CR, and CD foreign exchange translation amounts. This account must first be created in the
Account Type Maintenance and then assigned as the default account. Please note, however, if
you specify a default FX account at the Account Type level, then it will override the one that was
initially set up when you specified a default G/L FX Account.

You can have a different FX account per AR and AP account and for each foreign currency if
using. It is recommended that you create the FX account as a Balance Sheet account and that
you store it near the corresponding AR, AP, and cash account.
For example:
Account # Description Account Type
1130-00-00-10 Accounts Receivable - CAD Accounts Receivable
1132-00-00-10 Accounts Receivable - CAD A/R FX account
 To add the new G/L FX account:

 From the EIQ Launcher Bar, click on the GL|Chart of Accounts.
 Select the ADD [+] function key from the menu bar.
 Enter the information on the new G/L Foreign Exchange Account.
 To assign the new G/L F/X Account as the system default account:
 Click on System Setup|System Parameters|G/L Setup located on the EIQ Launcher Bar.
 Find the “Foreign Exchange” category in the Default G/L Accounts screen.
 Specify the G/L Foreign Exchange Account. Click on [OK] when finished.
 Linking a Default G/L Account to an Account Type
The system allows you to link an F/X account to an account type. This is used to link multiple
F/X accounts per currency, and to correspond to different type of transactions.
 From the EIQ Launcher Bar, click on the GL tab.
 Next, select Chart of Accounts.
 From within the Chart of Accounts screen, select Options|Account Type Maintenance. The
Account Type Maintenance screen will appear.
 Highlight the account type and click on File|Add/Change FX Account. The default GL
Account may be specified at the Account Type level, i.e. the user can assign one default to
be used for Revenue, one for Liabilities, and so on.
 Select an account from the GL Account pick list.
 Next, click on [Select] to return to the Account Type Maintenance screen to link another
account.
Depending on which Account Type you linked your foreign exchange account to; your screen
should resemble the one shown above.
To DELETE an FX Account, simply highlight the account that shows the link and select
File|Delete FX Account. This automatically removes the account that was assigned to this
Account Type.
Note: The system will plug on EPlant and currency if the accounts exist in the Chart of Accounts.

Example Multi-Currency Transactions
 Native Currency is USD invoicing a Peso Vendor. Invoice in Pesos in the amount of $5000
which converts to $400 USD with spot rate of .08
 Accounts Payable Invoice:
Debit Credit
Debit Expense $ 400
Debit AP Fx $4600
Credit AP $5000
 Cash Disbursement:
Debit Credit
Debit AP $5000
Debit Cash Fx $4600
Credit Cash $5000
Credit AP Fx $4600
 Native Currency is USD invoicing a USD Customer. Invoice in USD in the amount of $8000.
 Accounts Receivable Invoice:
Debit Credit
Debit AR $8000
Credit Sales $8000
 Cash Receipt is in USD but deposited in a Peso Bank. Spot rate is 12.50
 Cash Receipt:
Debit Credit

Debit Credit
Debit Cash $100000
Credit AR $8000
Credit AR Fx $92000
 Native Currency is USD invoicing a Canadian customer. Invoice in CAD in the amount of
$362 CAD which converts to $420 USD with spot rate of 1.16.
 Accounts Receivable Invoice
Debit Credit
Debit AR – $362
CAD
Debit AR FX $58
Credit Sales $362
Credit Sales $58

FX
Note: If the header of the invoice is foreign and the sales account in the body of the invoice is
also foreign, the system will look to see if each of the accounts has an Fx association. If so, the
system will post to A/R, A/R Fx, Sales, Sales Fx all in foreign currency with offsetting fx
amounts. If the sales account is foreign but with no Fx, the system will convert the sales amount
to native and only have Fx on A/R.
Debit Credit
Debit AR – $362
CAD
Debit AR FX $58
Credit Sales $420
 Accounts Receivable Invoice with Standard Costing turned on

Debit Credit

Debit Credit
Debit AR – $362
CAD
Debit COGS $104
Debit AR FX $ 58
Credit Sales $420
Credit FG Inv. $104
 Customer pays in CAD but deposit into USD account, therefore enter Cash Receipt as USD
currency.
 Cash Receipt
Debit Credit
Debit Cash $420
Credit AR - $362
CAD
Credit AR FX $ 58
 Customer pays in CAD but deposit into USD account AND the spot rate has changed to
1.2.
 Cash Receipt
Debit Credit
Debit Cash $434
Credit Gain $ 14
Credit AR - $362
CAD
Credit AR FX $ 58
 Receive Cash in CAD into a Canadian Bank and spot rate is 1.16.
 Cash Receipt
Debit Credit

Debit Credit
Debit Cash FX $ 58
Debit Cash $362
Credit AR $362
Credit AR FX $ 58
Note: Upon transfer from Canadian bank to USD bank you will have to do a Journal Entry and
clear out Cash FX
 Native Currency is USD invoiced by a Canadian vendor. Invoice in CAD in the amount of
$260 CAD which converts to $302 USD with spot rate of 1.16.
 In Cash Receipts when On Acct invoices are created for foreign customers if the AR GL
Account is selected as the Adj/Dep Acct. the system will use the Fx associated to that AR GL
account. If the user selects any other GL account for the Adj/Dep Acct. the system will use
the default Fx account from System Parameters.
 Accounts Payable Invoice
Debit Credit
Debit Expense $302
Credit AP FX $ 42
Credit AP $260
 Accounts Payable Invoice with Std Costing turned on

Debit Credit
Debit Accrued $302

Receipts
Credit AP $260
Credit AP FX $ 42
Note: Users may see a rounding issue when posting an AP invoice where the spot rate is
different today than at time of receipt. Due to fx changes, where costs are out to 5-decimal
precision, the system will round up/down based on current calculation(s) and it may not always
match 100%. If ‘Enable selection by receipts only’ is unchecked, at time of AP Invoice creation
the system will debit Accrued Receipts at current spot rate rather than spot rate at time of
receipt. If ‘Enable selection by receipts only’ is checked then system will debit Accrued Receipts
at spot rate that was in effect at time of receipt.

 Pay vendor in USD and enter Cash Disbursement as USD currency.
 Cash Disbursement
Debit Credit
Debit AP $260
Debit AP FX $ 42
Credit Cash $302
 Pay vendor in USD and enter Cash Disbursement as USD currency AND spot rate changed to
1.2.
 Cash Disbursement
Debit Credit
Debit AP $260
Debit AP FX $ 42
Debit Loss $ 10
Credit Cash $312

Account Revaluation Setup
Use this feature to change the value of a balance based on the fluctuation of currency exchange
rates. Once these entries are set up, any postings which result in 'settlement of a transaction' will
calculate and post the final gain/loss on the FX Exchange aspects of the transaction. For cash
disbursement and cash receipt transactions the user has the option of using the historical rate or
the rate tied to the original invoice. For liability type GL accounts the account revaluation
postings to FX and gain/loss are based on the FX spot rate increase/decrease. This option is set
up in the Options menu of the Account Revaluation form.
Note: Account Revaluation needs to be set up to capture the settlement to your Gain/Loss GL
account at the time your Cash Receipts and Cash Disbursements are posted.
The first step is to set up the templates for the Revaluation process.
Step 1 - Setting up the Templates

 From the EIQ Launcher Bar, click on the GL tab and select the Account Revaluation button
. (This can also be accessed from the Chart of Accounts->Options menu).

 Next, select a Currency from the pick list. The following screen will appear. The first time you
enter into this section, the screen will not contain any entries.

To set up templates for Account Revaluation, the user must make sure to complete the following
steps first.
 Specify a G/L Account to use as a basis (i.e. A/P Canadian, etc.).
 Specify the FX G/L Account which is linked to the base account.
 Next, specify the Gain and Loss GL Accounts to post the offset amount to.
 Enter the new exchange rate to use.
Revalue based on transaction level detail - With this option checked when the user selects Prepare
while selecting an AP or AR account, the system will calculate using the APINVOICE or
ARINVOICE Fx revalue rate if populated. If not, it will use APINVOICE or ARINVOICE Fx rate. If
this option is checked when attempting to revalue a cash account, an entry will not be generated
since the AR/AP Invoices do not directly tie to the cash account.
Note: When creating a template, the 'Old Rate' column must be filled in by the user. This rate
should equal the exchange rate used for the last revaluation. From that point on, the user
specifies the New Rate only and upon posting, the Old Rate will be replaced by the New Rate.
This routine may also be used to tie a 'historical exchange rate' to any G/L Account.
Additional Notes on Account Revaluation

When the 'Revalue based on transaction level detail' is checked, the system compares the
Apinvoice and Arinvoice Fx_rate to the New Rate in account revaluation. It compares what the
rate was when posted to the new rate. If the invoice has already been revalued, the system will
look at invoice revalue rate. It does not compare account revaluation Old Rate to New Rate. Any
invoice that has not been paid will be included in the calculation. So depending on the spot rate
used in invoice posting, you could get a credit on a liability or a debit when compared to new
rate. Each invoice is calculated separately.
When the ‘Revalue based on transaction level detail' is not selected, then the system compares the
old rate to the new rate as if all invoices were posted at the same old rate. The Revalue option
should be checked if you are using 'Daily spot rate' in regional settings as this could make each
invoice a different rate.
Settle Transactions at Historical Rate

In account revaluation: If the 'Settle transactions at historical exchange rate' is selected under
options, this controls the rate used during cash receipts and cash disbursements (settlements).
For example, when an AP invoice is posted, the system uses the spot rate from system
parameters-> regional settings currency setup. The system will use the daily spot rate if it is
setup (based on the date), or the balance sheet rate if that is filled in, finally going to spot rate.
The system stores this rate with the invoice. Then when the invoice is paid, the system again
compares fx rates.
If the Settle at historical is checked, the system will use the daily spot rate found again in
regional settings based on date (or balance sheet rate or spot rate) and compares this rate with
the invoice fx_rate to determine gain / loss.
If the Settle at historical is not checked, the system uses the general ledger old spot rate which
is stored with the account number and is updated each time you post your account revaluation.
Step 2 - Performing Month-End Revaluation

Even though this is referred to as 'Month-End Revaluation,' this task can be performed multiple
times during the month, or not at all.
To perform Month-End Revaluation:

 Select the Account Revaluation from the GL tab on the Launcher Bar, or from within the
Chart of Accounts screen, click on Options|Account Revaluation.
 Select a Currency from the pick list. The Account revaluation screen will appear. If a
template was setup, the different account information will be present in each field.
 Go to the New Rate field and enter the new rate. Save the entry.
 Next, click on the Prepare button. During the preparation process, the system takes all the
transactions at the old rate and compares them against the new rate that was entered. If
there is an offset, that difference will be shown at the bottom of the Account revaluation
screen. The lower section includes details for the New Rate, Old Rate, Original Invoice Rate,
Last Revalue Rate, GL Account Description, AP Invoice Number, and AR Invoice Number.
These will populate with invoice details when revaluing based on transaction level detail. If
not revaluing based on transaction level detail, the new and old rates will be populated from
the header. There are right click options to jump to the AR/AP Invoice, as well the ability to
export the Account Revaluation JE details to Excel.
 To post the difference to the G/L, select File|Post or the click on the Post button at the
bottom of the form.
 Enter the G/L Batch Date or accept the default date shown. Press [OK] to continue.
 A prompt will appear confirming that the posting process has completed and a prompt to
print the post report will appear.
 Click on [OK]. This clears out the entries shown at the bottom of the screen. The account
information shown above (i.e. old rate, new rate and YTD balance), will remain unchanged.
 Click on File|Exit to close out this screen and return to the GL Account Maintenance screen.

Bank Manager and Multi-Currency
A currency and foreign exchange G/L account can be assigned to each bank account. If a FX
G/L account is stated, then the system will perform an automatic posting upon 'settlement of a
transaction' to record the realized gains/loss from the exchange in currency.
Follow the steps below for assigning these account numbers to each bank account.
 From the EIQ Launcher Bar, click on the Sys Setup tab.
 Select the Bank Maintenance button. The following screen will appear:

 Select a Bank Account you will be assigning a currency and FX GL Account to.
 To assign currency to the account, place your cursor in the currency field and click on the
arrow down. Select the currency from the list that will be shown.
 Next, place your cursor in the GL Acct FX field. Click on the arrow down button to assign a
foreign exchange account number.
 When finished, click on the Post/Edit function key located on the Navigator bar in this
section.
 Click on File|Exit to return to the GL Account Maintenance screen.
Note: AP checks can be printed in Spanish. The bank must have the Country of MEXICO, the
default MXN to MXN currency must be set-up, and the Vendor must have a currency ID
assigned. Then, any check written to any bank account in any currency belonging to that bank
will get printed in Spanish. This translation is written to the column in v_cdprepost.
Check_Amount_words_bank.

Bank Manager
The Bank Manager allows you to store all of your banking information for an unlimited number of
accounts, reconcile your banking accounts, browse GL batches made during reconciliation,
perform a forecast/analysis and review the check register.
Entering Your Banking Information

EnterpriseIQ allows the entry of an unlimited number of banks and banking information. For each
bank, basic information includes the bank name, address, contact, phone numbers, and routing
information.
To access the Bank Manager:
 From the EIQ Launcher Bar, click on the Sys Setup tab and select the Bank Maintenance
button. This can also be accessed from within the GL Chart of Accounts screen under
Options|Bank Manager. Upon selecting this function the following screen will appear:

The upper portion of this screen is used for the entry of general banking information, contacts,
and routing information. The bottom portion of this screen is used for entering the bank account
number and GL account information. Use the field listing to assist with setting up the banking
information.
Bank Information
Bank The name of the bank.
Address 1 The primary mailing address.
Address 2 Additional mailing address line.
Address 3 Additional mailing address line.
City The name of the city.
Region/State A two digit State code.
Post/Zip The zip code.
Country The country where the bank is located. Select from the drop down list.
Inactive If a bank itself is marked inactive, then it is hidden from pick lists and all the
associated bank accounts are marked inactive by default and hidden from pick lists.
Just a bank account can be marked inactive which will hide it from pick lists.
Contact Information
Contact The name of the primary contact at the bank.
Title The title of the contact.
Phone The main phone number.
Fax The fax number.
EC (Electric Commerce) Information
ABA Transit The bank number used for identification purposes, direct deposits, etc.
Routing #
Immediate This information is supplied by the bank. It is used for identification purposes,
Destination direct deposits, etc.
Immediate Origin This information is supplied by your bank. It is used for identification purposes,
direct deposits, etc.
Company This is your Company ID used by the bank - usually the company’s EIN.
Identification

Bank This is a standard format of Bank Identifier Codes approved by the International
Identification/ Organization for Standardization. These codes are used when transferring money
Swift# between banks, particularly international transfers.
The SWIFT address is an 8 or 11 alphanumeric international standard uniquely
identifying the financial institution. The SWIFT address is also known as BIC
(Bank Identifier Code).
Bank Account Information

EnterpriseIQ allows the entry of an unlimited number of accounts for each banking institution. The
following field listing explains the fields listed in this section.
Bank Account # The bank account number.
Description A description of the account here, i.e. checking, savings, etc.
GL Account # Select the GL Account number associated with this bank account from the drop
down list.
Last Check # The number of the last check processed against the account. This is when
checks are printed, but the initial check number can be entered here when first
starting up the system.
Last Reconciled The date that the account was last reconciled. This is automatically updated
when a reconciliation is done.
Currency The currency used in this bank account. (Only required for Multi-Currency).
For EPlant users: The currency associated with the bank account will be
displayed regardless of the EPlant the user is logged into.
GL Account FX The foreign exchange GL Account to be used when revaluing the account for
currency fluctuations. (Only required for Multi-Currency)
EFT This box may be checked to designate a certain bank account to be used for
Electronic Funding Transfers (EFT). With this box checked, when a cash
disbursement is created using this account it will default to EFT. When a cash
disbursement is created it can be overridden to create checks instead of an
electronic file by un-checking the EFT box on the cash disbursements form.
(Please see the Electronic Funding Transfer (EFT) section for additional
information).
Suspense GL A suspense account can be linked to the bank account to prevent the funds from
Account being immediately subtracted from the cash account. This is used because it can
typically take many days for the bank to process the EFT. By utilizing a suspense
account the user can keep track of ‘payments on the way'. Later, when the bank
confirms that the money was actually transferred, the amount is debited from the
suspense account and the cash account is credited. (This is done through the
Reconcile Suspense Account in Bank Manager). If the suspense GL account is
left blank, the system will post directly to the cash account specified on the cash
disbursement.
IBAN International Bank Account Number associated with the bank account.

EPlant ID The EPlant associated with the bank account. Only bank accounts that are
associated with the EPlant the user is logged into or ones that are not associated
to an EPlant will display.
Inactive A bank account can be marked inactive which will hide it from pick lists.
Exclude from If this is checked the Bank account will be excluded from the Cash Analysis
Cash Analysis Module.
Bank Account Reconciliation

The bank reconciliation module provides the functionality necessary to quickly reconcile account
balances to bank statements.
To RECONCILE an account:
 From within the Bank Manager screen, click on the Reconcile Account button located at the
bottom of the screen, or select File|Reconcile from the menu. The reconciliation form can
also be accessed directly from the Bank Reconciliation button on the GL tab in the EIQ
Launcher bar. When accessing from the GL tab a pick list of Bank Accounts will appear first.
 The following screen will appear:

The upper portion of this screen is used for entering the account Balance and displaying other
information on the account. The bottom portion of this screen is used for clearing deposits and
checks and entering any adjusting entries.
All deposits from the Accounts Receivable module and checks from the Accounts Payable
module flow into the Bank Reconciliation module. Reconciling a cash account is accomplished
by clicking on checks and deposits that have cleared and by making any adjustments necessary
to clear up the out of balance amount. Totals must match or the user will be unable to post the
reconciliation.
Display Entries Cleared during Reconcile - This option is available from the Options menu. When it is
checked the system will write a row to the Bank_Reconcile_tmp table as an entry is cleared, and
the entry in the temp table will continue to display even when you have the filter set to “Show
non-cleared checks/deposits/GJ entries.” The purpose is to be able to view only the records that
you are currently working with (if you change the filter to 'Show all cleared and non-cleared
checks/deposits/GJ entries', then the system just provides a list of everything that has ever been
posted). If it is not checked, cleared entries will not display when the filter set to 'Show non-
cleared checks/deposits/GJ entries'. When the Bank Reconciliation is posted, the tmp table will
be cleared.
The following field listing explains the fields listed in this section.
Reconcile as of: The date of the reconciliation usually the end date of the period being reconciled. If
the date entered is the same as or prior to any existing bank reconciliation dates a
warning will appear stating, 'Date of reconciliation must be greater than
MM/DD/YYYY.'
This field must be populated.
This date will populate in the cash_rec.date_cleared field.
Last Reconciled The date of the previous reconciliation.
Out of Balance The amount that the account is out of balance between the Book Total and the Bank
Total.
Bank Balance The account balance from the bank statement.
Deposits in The total amount of un-reconciled deposits. This value is based on what is showing in
Transit the GL for Cash Receipts for the period. It will decrement based on clearing of
deposits. When deposits that were checked reconcile are unchecked, their deposit
amount will automatically be added to this field. The amount of the deposit that had
been cleared will be subtracted from the 'Deposits Cleared' field.
Outstanding The total amount of un-cleared checks.
Checks
GJ Entries The amount of the uncleared General Journal Entries (GJE). This amount is
subtracted from the Balance, if the GJE is a credit (negative number), and affects the
Total. If the GJE is a debit (positive number) then the amount will be added to the
Balance and affects the Total.
Bank Total The sum of the Bank Balance plus the Deposits in Transit minus the Outstanding
Checks plus the GJ entries.

Deposits Cleared This is the sum of all Cash Receipts with check status = 'CLEARED' and Date Cleared
greater than the Last Reconciled date and less than or equal to the Reconcile as of
Date.
This field is read only and is updated in real-time as the user marks deposits cleared.
Checks Cleared This is the sum of all checks with check status = 'CLEARED' and Date Cleared
greater than the Last Reconciled date and less than or equal to the Reconcile as of
Date.
This field is read only and is updated in real-time as the user marks checks cleared.
Book Balance The account balance indicated by the system.
Adjusting Entries The total amount of any adjustments made.
Future Voids The amount of checks which are now void, but were not voided as of the reconcile
date.
Book Total The sum of the Book Balance plus/minus the Adjusting Entries plus future voids.

Book Balance and Cash Account Balance
The bank information is displayed on the left side of the screen. Enter the ending balance found
on your bank statement. The system calculates the bank balance plus any deposits in transit
less any outstanding checks for the total. This total should match the “Book” balance on the right
side of the screen which is the calculated EnterpriseIQ Cash Account balance. If these two
amounts balance the Out of Balance amount will be zero.
Differences between the two balances

Things to look for when these two balances do not match:
 Check Date - The EnterpriseIQ system uses the check date when displaying the outstanding
checks. Checks dated in one period and posted with a “Batchdate” of another period.
 Batch Date - EnterpriseIQ uses the batch Dated when querying to calculate the book
balance. An entry can be made to Period 4 (April), but posted with a batch date of 3/31. This
would be included in the Book Balance calculation for the Month ending 3/31/2000. The book
balance would not match the trial balance ending balance.
 Service charges unposted to the Cash Account side but included in the Bank balance.
NOTE: Any transaction in EnterpriseIQ that affects the cash account must have a batch date that
corresponds to the period posting to and the actual date of the CD, CR or GJ.
Bank Reconciliation Menu and Icon Functions

From within this screen, the user can complete the following functions. Note: To mark a record
cleared or uncleared requires a double click on the check box.
Clear AP/Payroll Checks:

The Clear Checks tab shows all checks written against the bank account in Cash
Disbursements, along with the Check number, the Date written, the Amount, the Payee, and
whether the check has Cleared. To clear the checks, click on the check box in the Cleared
column. The Date Cleared field will populate with the same date listed in the ‘Reconc. as of’ field
but it can be changed by selecting a different date from the drop down calendar in the Date
Cleared field.
Note: The date cleared field on all the tabs can never be greater than the Reconcile as of date. If
attempted a warning will appear stating, 'Date Cleared cannot be greater than the Reconcile as
of date.'
Several options for displaying the checks are available, as summarized below:
Show All Checks - Shows a listing of all checks written on the account (cleared and non-
cleared).
Show Non-Cleared Checks - Shows a listing of all checks not cleared.
Clear Multiple Checks - Press Ctrl and left click with your mouse on those items that you wish
to clear. This feature allows multiple records to be cleared at one time.

Show PR Checks Only - Shows only Payroll checks written from the Payroll module.
Show AP Checks Only - Shows only AP checks written through Cash Disbursements.
Show All Checks - Displays both payroll and AP checks.
A search button is available to search for a specific check.
View Posted Check - This right click option will jump to the Payroll check (for pay checks), and if it
is an AP check or a posted non-GL check it will jump to the Cash Disbursement.
Note: Payroll Direct Deposits do not need to be reconciled as they are essentially 'auto-clearing',
as they are grouped together as a single payment and are immediately taken from the bank
(basically there is not anything left to clear in bank reconciliation). The Direct Deposit details can
be viewed by selecting the Direct Deposit button on the Payroll tab. This module will display
information about a particular payroll run and how much went in as direct deposit.
Clear Deposits
The Clear Deposits tab shows all deposits received in Cash Receipts for the bank account,
along with the Deposit Date, the Amount Applied, the Discount Applied, and whether the deposit
has been cleared, and the Date Cleared. To clear deposits, click on the check box in the
Cleared column. The date cleared will post as the 'Reconcile as of' date.
Several options for displaying the deposits are available, as summarized below:
Show All Deposits - Shows a listing of all deposits.
Show Non-Cleared Deposits - Shows a listing of all deposits not reconciled.
Clear Multiple Deposits - Press Ctrl and left click with your mouse on those items that you wish
to reconcile. This feature allows multiple records to be cleared at one time.
A search button is available to search for a specific deposit.
Adjusting Entries
Use this section to make any adjustments needed to the account if there is a difference between
what your statement shows and what your books show (i.e. out of balance, etc.).
(For Multi-Currency users: If the adjusting entries’ GL account is a different currency than the
bank account GL it will post to Fx).
To make an adjusting entry:
 Click the ADD [+] key on the top navigator bar

 Enter the amount of the debit or credit, the reason for the entry, and the offsetting GL
account. The GL Account can be selected from the drop down list, or right click and select
'Assign Acct# via pick list' to access the pick list of accounts.
 Save the entry. The Adjusting Entries total in the upper portion of the screen will reflect the
total of the adjusting entries entered.
GL Activity
The GL Activity tab displays all the GL activity for the GL account associated with the bank
account. Information displayed includes the Source, Batch #, Batch Date, Period, UserID, and
Debit and Credit information.
Voided Checks
The Voided Checks tab shows all voided checks written against the bank account, along with
the Check number, the Date written, the Amount, the Payee, and the voided check reason.
Several options for displaying the voided checks are available, as summarized below:
Show Voided PR Checks Only - Shows a listing of only the voided payroll checks.
Show Voided AP Checks Only - Shows a listing of only voided AP checks.
Clear All AP and PR Voided Checks - Shows a listing of all the voided checks.
Clear GJ Entries
This will display the journal entries with a source of GJ. The Date Cleared field will populate with
the same date listed in the ‘Reconc. as of’ field but it can be changed by selecting a different
date from the drop down calendar in the Date Cleared field. This tab functions similar to the
Clear Deposits tab with the same options for displaying the GJ Entries, as summarized below:
Show All GJ Entries
Show non cleared GJ Entries
Clear multiple GJ Entries
Direct Deposit Activity

This tab lists all payroll checks paid through direct deposit. This section can be sorted by
Amount or Check Date. The system will total all the direct deposits based on the check date.
(Individual check amounts are not displayed). Select the Filter button to filter by Amount or Date
range. Select the Remove Filter button to remove the filter settings.
Posting the Reconciliation

To post the reconciliation of the bank account, select File|Post Reconciliation from the menu and
click on [Yes] at the prompt. Verify the Batch Date to be used and click [OK] to proceed.

 If the Batch Date selected does not fall within the Period date of the transaction then a
warning message surfaces stating: "The Batch date (mm/dd/yyyy) does not fall within the
Period dates (mm/dd/yyyy – mm/dd/yyyy), Continue posting?".
 When 'No' is selected the warning message is closed and the user is brought back to the
reconciliation to either change the Date of the reconciliation or Post again to select a different
Batch Date.
 When 'Yes' is selected the reconciliation is posted.
 The warning has a 'Do not show next time' box that when checked the warning will not
display.
A prompt will also appear that will allow the printing of the after post report. Click on [Yes] to print
the report summarizing the activity and account distribution from the reconciliation.
Bank Reconciliation Historic Records

Posted reconciliations can be viewed from the Bank Reconciliation Historic Records module on
the GL tab of the EIQ Launcher Bar. A pick list of historic reconciliations will appear to select
from. Once selected the Reconciliation screen will display. No modifications are allowed, the
form opens in read only format. On the Clear Checks, Clear Deposits, and Clear GJ Entry tabs
when the 'Show All...' button is selected the system will only display the records that were
cleared with that reconciliation. This is a snapshot of what was done during that one
reconciliation.
Note: The Bank Reconciliation History ID is included in the pick list for the Bank Reconciliation
Historic Records module. If, for example, companies need to repost a reconciliation after
additional adjustments are made, the latest reconciliation for the given bank account and
Reconciliation as of Date will have the highest Bank Reconciliation History ID.
Delete Reconciliation
Select this option from the File menu to delete the current reconciliation. This will set the
'Reconcile as of' to today’s date and clear the ‘Balance’ field.

Reconcile Suspense Account
This option is used to reconcile the suspense account. To access this, select the Reconcile
Suspense Account button on the Bank Manager form.
Select the period using the search button. This will default to the current period. When the bank
confirms that the money was actually transferred, it can be marked as cleared. Select the Post
Cleared button. The amount is debited from the suspense account and the cash account is
credited.

Non GL Checks
When first entering information into EnterpriseIQ, it is sometimes necessary to enter checks
written previously into the system to allow for accurate tracking of the checks against the bank
balance. This is done by entering the checks as Non GL checks.
To enter a Non GL Check:
 From within Bank Reconciliation, select File|Non GL Check from the menu. The following
screen will appear:

 Enter the date the check was written and a due date (if applicable), and the remaining
header information will fill in automatically. The bank account, GL account and period can be
modified. Assign the check to an EPlant and associate with a currency, if appropriate. The
Group# will be assigned by the system when the entry is saved.
 Next, Click on the ADD (+) button, then fill in the name and address of the payee. (Do not
enter the check number until the amount has been entered).
 Enter the amount of the check and a reference or invoice number, if appropriate.
 Enter the check number from the previous system.
 When all information has been entered, click on the Post Group button or select File|Post
Group from the menu to enter the check into the system.
NOTE: Posting a group from the Non GL Check screen will NOT affect the general ledger.
Terms Table
EnterpriseIQ allows an unlimited amount of terms to be pre-defined. To create or edit a user-
defined term, complete the following steps:
 Select File|System|Terms from the EIQ Launcher Bar main menu bar.
NOTE: The terms table is also accessible from several other modules within EnterpriseIQ.

 Select the ADD [+] function key from the Navigator bar to begin adding in the Terms.
Description Enter a Description of the Terms (i.e. Cash on Delivery, Net 30 Days, Net Due
Upon Receipt, etc.). NOTE: Descriptions must be unique from one another.
Days Enter the Days (the number of days until the net payment is due). This can be
zero for 'due upon receipt' terms.
Discount Enter a Discount percentage (if applicable).
Discount Days Enter the Discount Days for the discount to apply. This field must be at least 1
(it cannot be zero).
Based On  Select the Based On for the term: Invoice Date, Custom, or Specific Date.
 Invoice Date (I)- The invoice date basis adds the number of days to the
invoice date in order to determine the due date.
 Custom (C) - This option calculates by taking the customer statement date, if
populated, adds the Days and then goes to End of Month or Day of Month if
populated. If the statement date is not populated, it is calculated invoice date
plus days.
Custom example:
Invoice Date = 1/9/09 (January 9, 2009); Statement Date = 25th; Days is 90
Statement Date + Days = 1/25/09 + 90 days = Calculated Due Date =
4/25/09
If End of Month = Y = 4/30/2009
End of Month = N = 4/25/2009
Day of Month = 5th = 5/5/2009
 Specific date (S) - Calculates due date based on a specific day of the month
(i.e. payable on the 10th). In Customer/Vendor Maintenance screen there is
a field called “Statement Date”. The user would fill this in with a day of the
month (for example 25, 25 always represents the last day of the billing
cycle). This day determines whether the due date will be a day in the
following month or the month after.
Specific Date Example: An invoice is dated 03/20/00 with the term chosen
that has an 'S' in the “Based On” field and 10 in the “Days” field (payable on
the 10th). The system looks to the customer/vendor record where 25 is in
the “Statement Date” field. The due date is calculated as 04/10/00 since the
invoice date is before statement date. If the same invoice were dated
03/26/00, the due date would calculate as 05/10/00 since the invoice date is
after the statement date.
Note: If a discount percentage is added to terms with the Specific Date selected
the discount will be determined based on the invoice date and not the statement
date.

End of Month Terms can be set up to be due at the end of a month. Set the End of Month
option to Y using the drop down list. The system will look at the number of days
associated with the Terms and then find the next end of month date after the
number of days. For example: The Days = 45 and End of Month = Y, if an
invoice is created on 4/28 the due date will be 6/30. Using the same scenario
but the days field = 20, the due date would be 5/31.
Day of Month The user can specify a specific day of the month for a due date. Enter a value
(1 - 31) in the Day of Month field. The system will look at the number of days
first and then find the next day of the month based on the Day of Month value.
For example: The Days = 20 and the Day of Month = 22, if an invoice is created
for 4/28 the due date would be 5/22. Using the same scenario but the days field
= 45, the due date would be 6/22.
These two fields can be used in combination. With both options filled in the
system will first look at the Days then find the next End of Month and finally the
next Day of Month. For example: The Days = 20, the End of Month = Y, and the
Day of Month = 22, if an invoice is created for 4/28 the due date would be 6/22.
Using the same scenario but the days field = 45, the due date would be 7/22
Inactive Terms can be marked Inactive by selecting 'Y' from the drop down list in this
field. This will hide the term from lists throughout the system.
Cash in Check this box to indicate the Term is Cash in Advance (CIA), where
Advance prepayment of the order is required prior to shipment. Once cash is received
shipments can be made.
On Sales Orders, if a term is selected where CIA = Y then the Customer # will
be highlighted pink. When items are added, the Ship Hold boxed is
automatically checked and the line is highlighted yellow.
Two invoices are created: one at quick invoice time, the other at
shipment/invoice time. The AR Invoice must be created from the Sales Order.
The AR invoice posting Debits AR and Credits the 'Customer Pre-Payments' GL
acct in System Parameters. When an invoice is created from a packing slip
(after CR posted), the header of the invoice is the Customer Prepayment GL
Acct and the Line items is the Sales/Cogs acct. The Customer Prepayment is
Debited, Sales is Credited, Inventory Credited and COGS Debited.
Note: If users have term(s) with this option checked any custom reports that
are for agings or use the arinvoice table will need to be modified to exclude
invoices with Cia_invoice = ‘Y’ or there will be two invoices for every sales
order.
See the Cash in Advance Invoicing section for more information.
NOTE: There is no error checking in the system that matches the description of terms to the
Days Field. For example if the description is ‘Net 10’ and 20 is entered in the days column, the
system calculations will be based on ‘20’

NOTE: To edit Terms that have already been entered, place the cursor on the field to edit and
begin typing. Use the arrow keys or tab over to make additional changes. Post the changes
before exiting this screen.
Tax Codes
Use this option to create the Tax Code table. You may setup an unlimited number of tax codes
in the system. Each rate within the tax code allows the entry of a valid GL account number. To
track tax amounts going to the various agencies, enter an appropriate GL account number.
Note: The Tax Codes can be updated via IQAlert using a licensed tax update service. For more
information please contact IQMS Support.
Setting Up Tax Codes

To set the tax code table, complete the following:
 Select the File|System|Tax Codes from the EIQ Launcher Bar. The following screen will appear.
Unlike the screen shown, the first time that this screen is accessed, the database will not
contain any information.

 Select the tab entitled “Tax Elements”. Your screen will look exactly like the screen shown
above (except no entries will be present).
NOTE: Set up the Tax Element information first prior to setting up the Tax Codes.
 Place the cursor in the Description field and enter a description of the individual tax (i.e. State
tax, County tax, Local tax or District). Press [Tab] to go onto the next field.
 Enter the individual tax percentage rate. The rate entered here is an individual breakdown
percentage that is used in building the main tax rate. Press [Tab] to go onto the next field.
 Enter the GL account number to apply the rate towards. This account number is used for
tracking amounts going to the various agencies.
 Next, press the arrow down key on the keyboard or use the ADD [+] function key on the
Navigator bar to create additional entries. When finished, select the tab entitled “Tax Codes”
to continue with the setup process. The following screen will appear:

 Enter a Tax Code. Use up to 20 characters for this unique code. Press the [Tab] key to go
onto the next field.
 Enter a description (area--such as Los Angeles, Santa Barbara, etc.) for this code i.e. LACO
= Los Angeles.
 Enter the 2 character State code and a county code if applicable. These are used for the
IQAlert Tax Code Sync.
 Use the arrow down key on the keyboard or the ADD [+] function key on the navigator bar to
create additional codes.
 Include Freight - Check this box if the freight should also be taxed on AR and AP Invoices.
When a tax code with this option checked is associated to a line on an invoice and there is
freight also on that line, the sales tax calculation will include the freight amount.
 When finished with these entries, link the codes with the Tax Elements. The Total Rate field
will populate with the sum of the rates associated to the elements.
To link the codes, follow these steps:
 Place the cursor on the Tax Code to link. There will be a black arrow to the left of the code
that was selected.
 Place the cursor in the Description field under “Linked Elements” as shown here:

 Click on the arrow down to gain access to the Tax Elements selection menu.
 Select an Element from the menu. Notice how the Sequence, Rate and Account number
fields fill in. This information comes from the Tax Elements information that was previously
entered.
 Designate whether this tax element is a VAT (Value Added Tax) by clicking on the drop down
arrow in the field and selecting Y (Yes) or N (No). Certain countries have value added taxes
where they need to keep track of the difference between what was paid and what was
collected. (Please see the Value Added Tax http:/ / m y.iqm s.com / cfs-
file.ashx / __key/ Technote/ ValuedAdded_2D00_Taxes_2D00_VAT.pdf TechNote for
additional information).
Note: If the Tax Element of the Tax Code has VAT set to Y, the GL account associated to the
Tax Element will be used in AP Invoices. If it is not set to Y, the AP Invoice account will be used.
Also for Non VAT tax code, if the AP Invoice line item utilizes Accounts Split, the use tax amount
will distribute towards the GL accounts used in the Accounts Split.
Note: After updating to version 2011 the system will not indicate any VAT taxes, users will have
to manually update the Vat Paid column in the tax element.
 Continue to link as many elements as needed to that particular tax code or go on to the next
tax code to link. When finished linking the two together, press the save button to assign the
Tax Code to the Tax Code field for this customer.
Avalara Tax Web Service

The Avalara Tax Web Service can be set up to enable users to calculate taxes via the service
for Sales Quotes, Sales Orders, and AR Invoices. By subscribing to the web service the latest
tax information is available from these modules.
The following is a summary of setup steps:

1 Sign up for Avalara Tax Service through Avalara and obtain an Account #, License Key, and
Company Code
2 Contact IQMS to receive and import Avalara Tax Service License
3 Set up System Default and EPlant(s), if applicable, configuration(s)
4 Populate Customer Usage Types codes and Inventory Tax Classes codes
5 Assign applicable Customer Usage Types and/or Exemption #s to Customers
6 Assign Applicable Tax Class codes to Inventory records
7 Taxes can be calculated in Quotes, Sales Orders, and AR Invoices
 Please see the Avalara Tax Web Service TechNote http://my.iqms.com/cfs-

file.ashx/__key/Technote/avalara_2D00_tax_2D00_web_2D00_service.pdf for details.

Salesperson(s)
EnterpriseIQ has the capability of automatically generating and tracking commissions for
salesperson(s) through the normal flow of creating a sales order and invoicing a customer. The
salesperson(s) may be set up as vendors or as employees. Setting salesperson(s) up as
vendors provides the full functionality of the EnterpriseIQ Vendor Maintenance module, including
the automatic generation of 1099 forms. Setting up salesperson(s) as employees uses the
EnterpriseIQ Payroll module to provide the full capability of paying your employees their
commissions.
This section describes how to set up and implement the Commissions functionality within
EnterpriseIQ.
Setting up Salesperson(s)
The first step in using the Commissions functionality in EnterpriseIQ is to input salesperson(s).
EnterpriseIQ allows the user to configure the commission setup based upon individual
salesperson or Commission Groups (for split commissions). Further, the salesperson(s) may be
set up as vendors or employees depending upon how they are paid.
Setting up Individual Salesperson

From the EIQ Launcher Bar, select the Sales/Distribution tab and click on the Salesperson(s)
button. Select a salesperson from the pick list or select the 'New' button and the following screen
will appear.

From this screen, you will be setting up your salesperson(s). Note that the information in the
bottom half of the screen will be generated by the system once commissions are to be paid.
Sales Code Type in a Code that will be used to define the sales person. The Code may also be
thought of as a vendor or employee number. The code must be unique starting with
version 2015.1.
Note: The unique code requirement is not retroactive, so if users already have non-
unique codes, they will remain. This is for new records only.
Name Enter the First, Middle, and Last Name of the salesperson.
Vendor Code or Select whether the salesperson is an employee (paid through payroll) or a vendor
Employee (paid through Cash Disbursements). Note that the salesperson must first be set up
as either an employee in Payroll Employee Maintenance (this functionality requires
the EnterpriseIQ Payroll Module) or as a vendor in Vendor Maintenance. (Note: All
employees will be displayed in the pick list, it is not filtered on Pay Group).
Once created in the appropriate module, select from the arrow down list. Depending
upon how the sales person is set up, the screen will reflect posting to AP (accounts
payable) for vendors or PR (payroll) for employees.
Close Fill in the percent that you want to Close Commissions Short Within%. The system
Commissions short will automatically close all commissions paid within this percentage. The
Within% commissions may however be reopened and paid in full, if desired.
Commission Specify the Commission Percent normally paid to this sales person. This is the
Percentage default that the system will use, but the default may be changed when required.
Note: If the commission percentage is changed for the salesperson here, it will also
need to be changed in the lower section of the Group Commission Setup form for the
individual salesperson group, and any other groups if applicable.
Accrued Account If the Option 'Use accrued commissions when posting' is selected users can
associate a specific accrued account with the sales person. The account entered
here will override the default accrued commissions account in System
Parameters/Default GL Accounts. To select an account click the search button next
to the field and select the account from the pick list.
Expense Account If the Option 'Use accrued commissions when posting' is selected users can
associate a specific expense account with the sales person. The account entered
here will override the default expense account associated with the vendor. To select
an account click the search button next to the field and select the account from the
pick list.

Inactive Check this box to mark the salesperson as inactive. When the inactive box is
checked and the user posts the edit, a pop-up will appear with the message 'Marking
salesperson inactive – it is recommended salesperson/group is removed from
customer record and from commissions group. Continue?'. If the user selects 'Yes',
the sales person will be inactive. If 'No' is selected the system will not post the
inactive status.
From the Options menu users can choose to view all, active, or inactive salesperson
records.
When a salesperson is marked Inactive, if the customer has sales orders assigned to
the sales person a pop up form will appear with choices for updating the customer's
existing sales orders that have the assigned salesperson.
There are three options:

 Replace commissions group on Sales Orders - This will replace the commissions
group on the Sales Order(s) with the selected salesperson. After selecting a sales
person from the pick list, a confirmation will display stating, 'Replace the
commissions group on all Sales Orders for this customer? You will not be able to
undo this action.' If the salesperson group has only one person and the commission
percent on the group is 0.00 the system will ask the user to enter a 'Commission %'.
The sales order(s) and customer will be updated with the new percentage. The sales
person group will not be updated.
 Clear commissions group on Sales Orders - This action will clear the commissions
group on Sales Orders(s).
 Proceed with no changes to Sales Orders - This will not replace the commissions
group on the Sales Order(s). The Cancel button will also proceed with no changes
to the sales order(s).
Note: Sales orders created prior to updating to the 2015.1 version will not be
prompted.

Documents - Select the Documents tab to access Internal and External documents, and Email
Correspondence associated to the sales person.
Setting up Sales Groups (Split Commissions)

This step is necessary if you are splitting commissions among multiple salesperson(s).
From the Salesperson(s) screen, select Group Commission Setup from the File menu. The

Note: All individual salesperson(s) are listed in the Sales Group screen automatically. Any
individuals will be highlighted green indicating a one sale person commission group. (For older
versions of EnterpriseIQ users need to select 'Assign Salespeople to Commission Groups' from
the Option menu. This function writes the individual record to the Group list).
 To set up a Sales Group, click on the Add (+) button and type in the description of the
commission group.
 The salesperson(s) set up previously will be listed in the lower left portion of the screen.
Assign the available salesperson(s) to the commission group by highlighting the sales person
then clicking on the arrow over key. A Search pick list is available to locate a specific sales
person.
 To remove a sales person from a group, click on the arrow back key.
 Enter the Commission% or a ratio to be paid to each member of the group. The commission
assigned to the individual sales person will automatically carry over from the left section to
the group but can be changed.
 Save your changes before exiting.
Note: If the commission percentage is changed for the salesperson on the main form, it will also
need to be changed in the lower right section of the Group Commission Setup form for the
individual salesperson group, and any other groups if applicable. The system does not
automatically change the percentage in the group form as there may be different commissions
earned based on a specific group assignment, (i.e. as individual receives 25% but as a Western
States Group receives 11%).
Note: If the Name of an individual Salesperson is edited, then the corresponding individual
Commission Group name will also need to be edited in the Group Commissions Setup in order
for the changes to take effect throughout system.

Assigning Salesperson(s) to Inventory Items or Customers
To automatically assign a salesperson when creating a Sales Order, the next step is to assign
the salesperson(s) to either a customer, an inventory item, or to an AKA Selling item. In cases
where a different sales person or commission rate is assigned to an inventory item and a
customer, the sales person or commission rate assigned to the inventory item will be used.
If the sales person should not automatically be assigned to a Sales Order, this step may be
skipped. Salesperson(s) can be added manually to sales orders.
Assigning Salesperson(s) to Customers

From the EIQ Launcher Bar, access the Customer Maintenance module from the AR or Sys
Setup tab or the drop down menu.

Select the Salesperson(s) to be assigned from arrow down menu. The Commission % will fill in
automatically. This can be edited for an individual sales person, but if a sales group is attached
and the commission % is changed a warning will appear stating the Commission % specified by
the user (X%) does not amount to the total commissions in the ‘Group’ (Y%). It can be changed
but the system will always use the percentages assigned to the group as that is the only way to
determine the correct split.
Assigning Salesperson(s) to Inventory Items

From the EIQ Launcher Bar, access the Inventory module from the Mfg tab or the drop down
menu.
Select the Buy/Sell Pricing tab to show the following screen.

Select the Salesperson(s) to be assigned from arrow down menu in the Commission field. The
Commission % will fill in automatically, but can be edited.
Assigning Salesperson(s) to AKA Selling Items

Salesperson(s) can be assigned to an AKA Selling item which is the highest level of the sales
person hierarchy. From the Inventory module select the AKA Selling tab. Select the Salesperson
from the drop down list in the Commissions field. A commission percentage can also be entered
at this level.
Assigning Salesperson(s) to a Sales Order

When an item is added to a sales order the salesperson and commission rate will fill in
automatically based on the commission hierarchy:
1 AKA Ship To – if it matches
2 AKA
3 Inventory
4 Ship To
5 Customer

The flowchart below explains this hierarchy:
NOTE: If a Commission Group is selected for the Commission field the Commission % field
cannot be edited. The system will always use the commission split from the group. For example,
the group is John 5% and Tim 2% if you put in 10% in the commissions field, the system cannot
determine how much of the 10% would go to each salesperson in the group.
Commissions Flowchart

The salesperson may be manually entered/edited for each line item entered on the Sales Order.
To modify the Salesperson, change the commission % for a particular order, or to create a
Group Commission, click on the Salesperson field and then click on the ellipsis . This will bring
up the following screen.
The Commissions Split screen allows the user to select multiple salesperson(s) or groups to
assign commissions. If a split commission is to be used, the Salesperson field on the order entry
screen will display SPLIT instead of the sales person's name.
To change the salesperson(s) highlight and delete the incorrect one(s). Select the Commission
Split Group button to select a group from the pick list, or select the One Salesperson button
to enter an individual salesperson. Once the list type is chosen select the ADD (+) button
and select the correct salesperson or group from the pick list.
NOTE: If an individual salesperson is selected the user must enter the Commission % manually.

Generating Commissions
The commissions assigned to the Sales Order is carried through to the invoicing process once a
packing slip is created against the sales order or a Quick Invoice is created from the Sales Order
Entry screen. Once the AR Invoice is created for the item the Sales Person is automatically
attached. The following screen shows the AR Invoice.
Once the invoice is posted, the amount to pay on the commission is automatically listed on the
Sales Person, as shown below. When posting a credit memo associated to a sales person, a
negative commission is generated and will display as well.
Note that the Amount applied to Invoice is $0.00 indicating that the invoice has not been paid.
This allows a review of commissions to be paid based upon whether the customer has paid their
invoice.

Once the invoice is paid, the Amount applied to Invoice will fill in automatically indicating that the
commission is due to be paid.
Recalculate Commissions
This option re-evaluates all open commissions and updates the commission percentage and
amount based on the current percentages. The system looks at the commission hierarchy (AKA
-> Inventory -> Ship To -> Customer) for the commission group to determine the commission
percent. This is compared to the commission on the AR Invoice. If there is a difference and the
option to post to accrued commissions is on, a GJ entry will be created for the difference
between what was originally posted and what was recalculated. The system also will update the
commission field on the AR Invoice with the new percentage if the salesperson is a match. Note:
The system takes the commission percentage from the Group and not the individual
salesperson.
Select this feature from the Options menu. A list of salespersons will appear. Select the
salesperson(s) using the toggle buttons on the form or the Shift and Ctrl keyboard buttons.
Select OK and a confirm message will appear stating, 'This routine re-calculates and updates
commissions payable for selected salesperson(s). Do you wish to continue?' Select Yes to
continue.
Date Range Filter

The information in the lower section of the form can be filtered for a specific date range. Select
the desired dates from the drop down calendars in the From and To fields. Click on the Apply
button to filter the commissions based on the date range.
Field Listing for Commissions Section:

Amount to Pay This is the amount that will be paid to the sales person. This amount can be manually
entered or automatically entered by clicking on the Assign Amounts to Pay speed
button. (See Paying Commissions below for more information).
AP or PR Posted This is the dollar amount of the commission that has been added to an AP Invoice or to
Total Payroll and posted.
AP or PR Prepost This is the dollar amount of the commission that has been added to an AP invoice or to
Total Payroll but not posted yet.
Closed Records will be marked closed automatically if the 'Paid so far' field is within the close
short within %. If a value is not entered in the Close Commissions short Within % field
users must manually mark a commission closed by double clicking the box. Closed
commissions can be hidden by selecting the 'Hide Closed Commissions' option. Note: If
the amount to pay is zero based on commission percent or unit price being zero, the
system will automatically check the closed box.
Commission % This is the commission percent paid on the specific invoice.
Note: When trying to change the commission % for a Vendor, a warning message pops
up stating, 'Cannot modify Commissions % on a posted AR invoice for a 'Vendor'
Salesperson when Use Accrued Commissions When Posting is checked.'
Customer # This is the Customer number associated with the commission record.

Invoice Discount This is the total amount of discounts that was applied to the AR invoice when paid by
Applied the customer. This is informational only.
Invoice Amount This is the dollar amount of the invoice that has been paid.
Applied
Invoice Date This is the date of the AR Invoice.
Invoice Total This is the total amount of the invoice including tax.
Invoice # This is the Invoice number associated with the commission record.
On Hold If the On Hold option is checked the commission will not be processed until un-
checked.
Paid in Full Date This field will populate with the last paid date once the left to apply = 0.
Paid so far This is the amount of commission paid so far.
Quantity This is the quantity of items invoiced that are associated with the commission record.
Still to Pay This is the amount of commission left to pay.

Total Commissions This is the calculated total commissions based on the commission percent and invoice
line item amount.
Total Rebate This is an informational only field that will display the rebate amount the customer will
receive. Users can use this to determine if they want to adjust the commission.
Right Click Options

Right Click in this section to access additional information:
Invoice Info - This will bring up a box displaying the AR Invoice details:
Payment History - A form will appear showing the additional details about the commission.

Paying Commissions
EnterpriseIQ has several options for paying commissions. These options are accessed from the
options menu in the Salesperson(s) screen, as shown below.
 Pay Salesperson when paid in full from customer will not allow posting of the commission before
full payment on the invoice is received from the customer. If the user tries to post
commissions for unpaid invoices a pop up form will appear stating the invoices that cannot
be processed.
 Calculate based on Invoice Amount Applied (exclude discounts) - If 'Pay Salesperson when paid in
full from customer' option is checked, then this option can also be checked. The assign
amounts to pay calculation will use this dollar amount instead of the current Invoice total
when calculating what the salesperson is to be paid. The original invoice may have sales tax
and freight that are not included in commission calculation so this recalculation will look at
what the original total commission would have been and then multiply back by amount paid.
Example: Invoice was $5100 with a commissionable amount of $5000. Comm% = 4.5. Total
commission would be $225.00. If the customer only paid 4500.00 the calculation would be:
225 / 5100 = .044118, .044118 * 4500 = $198.53 is the commission amount.

 Pay Salesperson before receiving payment from customer will allow posting the commission before
payment is received.
Additional Options:
 View - Select View All, View Active, or View Inactive to filter the salesperson that is displayed
based on their status.
 Hide Closed Commissions - This option will hide commissions that have been marked closed.
 Assign salespeople to commission groups - This option was used in older versions of
EnterpriseIQ to add the individual sale people to the group list. This function is automatic in
later versions of EnterpriseIQ.
 One Line per invoice - If this is checked the information in the commissions section will be
listed per invoice instead of per line item. If it is not checked commissions will display based
on individual line items from the AR Invoice. When One Line per Invoice is selected many of
the columns, such as Paid so Far and Still to Pay are not visible because when using this
option you cannot pay a partial; you have to pay in full so the other columns are not needed.
NOTE: If this option is selected and there is more than one sales person on the AR Invoice,
when closing commissions for one of the salesperson(s), the other sales person’s
commissions will be closed also. This option can be toggled to off when paying.
 Use accrued commissions when posting - Available when paying commissions to a vendor
through AP (this does not apply to salesperson(s) that are employees and are paid through
payroll). If this option is selected the commission is posted to the Accrued Commission
account at the time of posting the AR Invoice. The Accrued Commissions account can be
assigned to the sales person or the system will use the accrued commission account in the
Default GL Accounts in System Parameters. If this option is not selected the commissions
will be posted when the AP Invoice is created. The GL account used will be the GL Account
assigned to the Vendor. If no GL account is assigned to the Vendor the system will use the
default Cost of Goods Sold account. When this option is checked, users cannot make
changes to the Sales Person, Sales Code, Commission % or Commission Amount, or Add a
line on a posted AR Invoice.
 Multi-Rep Processing - This option allows the user to pay multiple salesperson(s) at one time.
Select this option and the following form will appear:
Highlight the salesperson(s) to pay using the toggle buttons or the Ctrl/Shift buttons on the
keyboard. Next, select the Assign Amounts to Pay speed button. This will assign the amounts
of commission to be paid for all invoices within the selected date range.

Select the Post Commissions button to post the commissions based on the selected payment
method (when customer has paid invoice in full or prior to receiving payment) for
commissions within the date range.
 Recalculate Commissions - See the Generating Commissions section for details.
GL Distribution
Posting accrued commissions (1 & 2)
The commission amount is posted to the accrued commission account assigned to the sales
person or the default, and the GL account (expense) assigned to the sales person or the Vendor
record at the time of posting the AR invoice. When the AP invoice is generated for the
commission amount, the commission will come out of accrual and move into AP.
NOT posting accrued commissions (3)
The expense is not recognized until the posting of the AP invoice.

When an AP invoice is created to pay commissions to a salesperson, it will use the AP GL
account associated to the vendor if applicable, otherwise it will use the default AP account.
Generating AP Invoices or Payroll Time Cards for an Individual Sales Person

 Fill in the Amount to Pay field (note that the Amount to Pay must not exceed the Still to Pay
amount) or highlight the desired records and click on the Assign Amounts to Pay speed
button to assign the amounts to pay automatically for all the commissions to be paid.
 Next, select the specific commissions to be paid by highlighting the desired records
(highlight multiple items using the toggle buttons or by holding down the Shift key or Ctrl
key), and click on Post Selected Commissions.
 A notification that an AP Invoice has been generated or payroll time cards were created will
appear and the commission will be automatically closed if the amount paid is within the
Close Commissions Short Within %.
Below is an example of an AP invoice generated from commissions:

The Comment field automatically fills in with the invoice and customer information.
Multi-Currency Note for when vendors are different currency than customer: Commissions
posted from salespeople to AP with accrual on will use the Fx rate currently in affect. If the rate
then changes, the AP invoice accrued receipts will be affected. Changes to Fx rates should be
done in the A.M. before processing for the day as they can affect unposted invoices dated that
day.
Opening and Closing Commission Records

Once an AP Invoice or Payroll timecard information is generated and the still to pay is within the
close short %, the commission record will be marked closed. If the closed commission needs to
be reopened, highlight the line item to be opened (or multiple items) and click on the Open
Selected button to reopen the line items .
To close commission records, highlight the line item to be opened (or multiple items) and click
on the Close Selected button to close the line items .
Paying AP Invoices for Salesperson(s) that are Vendors

If the Sales Person to be paid is a vendor, the system will automatically create, but not post, an
AP Invoice. If the Vendor is marked Taxable, the AP invoice that is created to pay the
Salesperson Vendor will have each line flagged taxable and then the tax is included on the
invoice.
To pay the invoice:
 From the EIQ Launcher Bar, select AP Invoices from the AP tab and find the invoice.
 Click on the Post Invoice speed button.
 From the EIQ Launcher Bar, access the Cash Disbursements module from the AP tab or the
drop down menu.
 Create a new group, select the sales person/vendor to be paid, select the invoices to be
paid, and create a check.
(For more detail on the AP Invoice and Cash Disbursement process, please refer to those
sections in the Accounting Manual).
Paying Payroll Time Cards

If the Sales Person to be paid is an employee, the system will automatically create a Payroll
Time Card entry.
To view the entry, select Time Card from the Payroll tab and highlight the employee. The
following screen will appear.

For more detail on paying the employee, please refer to the Payroll Manual.

Viewing Commission History
All commissions paid to a Sales Person are maintained in the system to allow viewing of
commission payment history.
To view the history of commissions paid, from the options menu in the Sales Staff List screen,
un-check the Hide Closed Commissions. The lower section of the form will show all
commissions associated with the sales person.
Payment History - For additional information the user can right click and select Payment History. A
form will appear showing the additional details about the commission.
This form will display the AP invoice or Payroll timecard information about the highlighted
commission. All Pre-posted AP Invoices and Payroll Timecards will display in the top grid.
Posted Invoices and timecards will display in the bottom grid.
The AP Commission Invoices will display the amount, Invoice #, Invoice Date, and Due Date.
The Commission TimeCards displays the TimeCard Date and Amount.
Invoice Summary - To view summary information for an invoice, right click and select Invoice
Summary.

Beginning Balances
With the basic Chart of Accounts and the majority of the static data entered (information that
does not normally change on a day-to-day basis), the next step is to begin entering starting G/L
balances and priors for AR and AP. This section summarizes these three procedures.
The first part of this section describes entering starting account balances. Then, the Prior
function is used to enter outstanding invoices so that the Customer Ledger/Aging matches the
starting balances.
Entering and posting a Prior does not affect the GL. It affects only the Customer Ledger/Aging.
The prior routine creates an open invoice for a specific amount. It will be visible within the
Customer Status screen.
What is a Beginning Balance

Each account number must be entered into the system from either an existing computer system
or from a manual system. Most of these accounts carry a balance at the time the system is
started. Therefore, these balances must be entered into the EnterpriseIQ system through journal
entries.
The best procedure is to enter the beginning balances from a completed GL printout from the
month preceding start-up. If adjustments are still being made to the preceding period when
EnterpriseIQ is started, IQMS suggests that entering the beginning balances be postponed until
the adjustments are completed.
General Journal Entries

General Journal entries are the most common types of journal transactions. These entries are
used to post transactions to currently open periods. Entering beginning balances is completed
using the General Journal module found under the GL tab on the EIQ Launcher Bar or by selecting
File|Accounting|General Ledger|Journal Entries located on the main menu bar of the EIQ Launcher
Bar.
This is the same screen used to input free form, recurring and reversing entries. Starting
balances use the Free Form method.
This module first creates a GL group which is numbered and stored with the unposted
information. A group may contain as many entries as needed. EnterpriseIQ allows for multiple
unposted groups to be open at the same time. In fact, the user may choose to build several
groups, then post them whenever convenient.
Groups do not have to balance when being entered or edited. For example, the user may enter
several transactions that do not balance, leave the General Journal entry screen, then come
back at a later time to complete the transactions. The transactions must balance before the
system will allow posting.
Once a group has been posted, the information can be accessed through the Account Activity
function, found on the GL tool bar or from the Accounting menu.

Creating Beginning Balances
Upon selecting General Journal from the EIQ Launcher Bar under the GL Tab, a pick list will
appear showing previous, unposted, journal activity.
 To enter beginning balances, press the New button to open an empty Journal screen.
 Upon selecting “New,” the Create New Group dialog box will be displayed. Select the type of
entry (select Free Form for beginning balances), the GL Year and the appropriate Period.
Press [OK] to continue.

Once the General Journal Entries screen displayed, accounts, entry dates, optional transaction
description information, and debit or credit amounts may be entered.
When first entering an account number, use the arrow drop down list near this field to select the
number from the Chart of Accounts or place the cursor in this field and type the first few digits of
the account number. The system will perform a search for the nearest match and bring up the
account number for you.
The group cannot be posted until the Balance to Distribute is zero. Be sure to press the Save
button on the navigator bar to store the new entry and update the running balances.
Posting the Group

The only way for a transaction to affect the GL and the financial statements is for it to actually be
posted to the GL. After entering and editing the journal entries (the Balance to Distribute value
must be zero), the entries must be posted to their appropriate GL accounts. The posting function
will also update the account balances as well and the GL detail.
To Post the entries, select the Post Transactions button on the tool bar or select the same function
from the File|Post Transactions menu option. Select the correct date from the pop up calendar.
Note: Any transaction in EnterpriseIQ that affects the cash account must have a batch date that
corresponds to the period posting to and the actual date of the CD, CR or GJ.
Note: When first entering information into EnterpriseIQ, it is sometimes necessary to enter
checks written previously into the system to allow for accurate tracking of the checks against the
bank balance. This is done by entering the checks as Non GL checks. Please see the Non GL
Checks section for more information regarding these cash disbursements.

Accounts Receivable Prior Entries
Entering AR Priors is accomplished by using a screen that mimics the standard Invoice screen.
Access this screen from the EIQ Launcher Bar menu - File|Accounting|Accounts Receivable|Prior. The

Customers who are using the EnterpriseIQ accounting software package generally already have
receivables outstanding. Since the balance of these invoices should be included in your
beginning account balances and posted to the GL through journal entries, it is then necessary to
put the invoices on the current aging so that you may receive money against them. To do this,
you must set up your prior receivables.
Entering a Prior AR Invoice

The procedure for entering a prior allows the user to enter general information about outstanding
AR invoices. Invoices that are entered in this manner do not have amounts posted to the GL, the
information entered here is strictly to build the aging.
To ENTER a prior you only need to enter the Customer, Invoice Number, Invoice Date, Due
Date, Change the GL Period, and the Amount:
 Begin by pressing the ADD [+] function key located on the Navigator bar to display a
customer list.
 Highlight a Customer and press [Select]. To view or change information regarding this
customer, right click to “jump” to the Customer Maintenance module. The user may also
view documents attached to this customer by following the same procedure.
 Enter an Invoice number and post (Save) the entry before entering the line item details.
 The date defaults to the system date, but should be changed to the original invoice date.
This date change will recalculate the Due Date automatically. The data used to populate this
field is retrieved from the terms field in the Customer Maintenance module. If this field is
blank, use the arrow drop down list to select the Terms.
 The GL Period will default to the period associated with the Invoice date, however, you
should change it to a period that is currently open or the priors will not post. Otherwise all of
the periods for all of the various invoice dates would need to be open. This is not necessary
because the prior invoices entered here do not effect the GL.
Under Invoice Details:
 Press the ADD [+] function key to add a line item. The Quantity will default to one.
 Place the cursor in the Quantity field. Enter the amount of the invoice. You can enter a
quantity and unit price to total the invoice amount but it is not necessary because Priors do
not reference an actual item.
 Accept the default Sales GL Account shown - again Priors do not post to the GL so the
account number is not important here.
 Continue entering additional line items if needed. Each invoice can contain unlimited line
items. At the minimum, a typical Prior invoice line item should contain the following
information:
 A quantity

 A unit price
NOTE: Prior entries are not sales history entries. A Prior does not reference an actual item - just
the quantity, unit price, and totals. This provides greater detail in the batch reports.
Each prior may also contain a free form note. To enter a comment, place the cursor in the box
near Invoice Note and begin typing. Post this entry when finished.
 Save all entries by selecting the post edit check box located on the Navigator bar in this
section.
Posting the Prior Invoice

When a Prior invoice is complete, it can be posted immediately or multiple priors may be created
and then posted at the same time. Use the File|Post Invoice / Post All Invoices menu option or from
the main menu bar of the Prior invoice screen, click on either the Post Invoice or Post All Invoices
button to post. Selecting Post Invoice will post the current invoice only. Selecting Post All Invoices
will post all invoices waiting in the temporary file.
Posting Prior invoice(s) only affects the AR aging. Posted Prior AR invoices do not affect the
General Ledger. Once posted a confirm message will state 'Invoice Posted'.
AR Prior Menu Functions

EnterpriseIQ provides the ability to enter or edit Ship Via information, Terms, Tax Codes, and
Invoice Codes. Use the Options menu to access these screens. Also under Options is a function
called “external exe.file.” This function is for exporting invoice information to other Accounting
systems. Current Customer Status as well as the Customer Ledger/Aging, may be viewed by
selecting the File|Status option. Under the File|Status, the user may also view posted invoices,
voided invoices and browse GL batches.
When this toggle is depressed the customer information will carry over to the next invoice.
This speeds up the entry process if you have a lot of repeat entries.
The user can also place the prior On Hold. This prevents the prior from being posted during the
Post routines.

Accounts Payable Priors
Like AR, the user can input prior payables as well. AP invoices that are currently outstanding
must be placed on the aging in order to begin writing checks for them with the EnterpriseIQ
system.
Creating Accounts Payable Priors

This screen can be accessed from the File|Accounting|Accounts Payable|Prior menu option located
on the EIQ Launcher Bar.

 Enter the Invoice Number
 Select a Vendor. Upon selecting a vendor, the Terms and Date Due fields will automatically fill
in with the data residing in the Vendor Maintenance module. If these fields are blank, use
the arrow drop down list to select the Terms for this vendor.
 The Date field will always contain the date that you are entering this prior on. Change the
date to the date that the invoice was received or the date on the actual invoice. To make
changes to this field, use the drop down calendar and choose the correct date. The Date
Due field will automatically update itself based on the Terms for this vendor.
 Enter the invoice amount in the header section.
 An optional comment may also be added.
 Click on the box near the field “Include on 1099” if this amount is to be included on that
vendor’s 1099.
PLEASE NOTE: The field “Include on 1099” IS NOT valid unless the Tax ID field is filled in under
Vendor Maintenance.
Change the Period to a period that is currently open in your GL. The period does not have to
correspond to the period associated with the invoice date because no amounts actually get
posted to the GL.
 Confirm the discount and discount date prior to posting this section. If there is a discount to
be applied, that amount will not show up until this section has been posted (saved). Once
posted, this field will fill in with the discount amount.
 To enter an amount, select the ADD [+] function key located on the Navigator bar within the
GL Distribution section, enter the amount in the amount field.
NOTE: The balance to distribute MUST equal zero before you can post the invoice. Invoice totals
are displayed along the bottom of the screen, allowing a quick check for accuracy.
 When all invoices have been entered, they should be posted to the aging. As with the AR
Priors, no dollar amounts will be posted to the GL. Only invoice information will be posted to
the aging. The dollar amounts of the invoices should have been included in the beginning
balances entered either through the General Journal or Prior period entries.
 Press the Post Invoice or Post All Invoices tool bar button when ready to post.
Note: A Debit memo created from an AP Prior invoice is not marked as a prior so a transaction is
created upon posting.
AP Menu Functions
Vendor Carry-Over
The user can lock in the current vendor for expedited repeat entries. Two options are available.
 Press the Vendor Carry-Over tool bar button , or Select Options|Vendor Carry-Over from the
main menu. Each time a new prior is entered, the previous vendor information will be
automatically entered.
Replicate Invoice
Allows the user to replicate the invoice for any number of times for a certain day of each month.
Replicating invoices is often used for rent payments or notes payable.
Vendor Status
The current Vendor Status as well as the Vendor Ledger/Aging, may be viewed at any time by
selecting the File|Status option.
Under the File, the user may also view posted invoices and voided invoices.
The user can also place the prior On Hold. This prevents the prior from being posted during the
Post routines.
Browse GL Batches
A search function is available making it easier to search for a particular batch within a particular
year or period.
 Click on File|Browse GL Batches and select a GL Year and Period.
 The View GL Batches (Source AP) screen will appear:

Use the arrow keys on the Navigator bar to scroll through the batch details.
Note: When first entering information into EnterpriseIQ, it is sometimes necessary to enter
checks written previously into the system to allow for accurate tracking of the checks against the
bank balance. This is done by entering the checks as Non GL checks. Please see the Non GL
Checks section for more information regarding these cash disbursements.

105
Index
Building Your Chart of Accounts • 14
A Changing an Account • 14
Account Code • 4 Changing the Account Structure • 4
Account Revaluation for Multi Currency • 49 Changing the Period Status • 20
Account Revaluation Setup • 49 Creating Account Types • 10
Account Structure • 4 Creating New Accounts • 14
Account Code • 4 Default Year • 24
Changing the Account Structure • 4 Defining GL Year/Periods • 17
Department • 4 Deleting an Account • 14
Division • 4 Department • 4
Sample Account Structure • 4 Division • 4
Account Type Maintenance • 11 Exclude from Replication • 14
Creating Account Types • 10 General Ledger • 4
Major Account Types • 10 GL Defaults • 24
Sub-Types • 11 Hide from PickLists • 14
Using Account Type Maintenance • 11 Major Account Types • 10
Accounting Setup • 2 Reference Codes • 22
Account Code • 4 Sales People
Account Structure Sample • 4 Groups • 73
Accounts Payable Sub-Types • 11
Priors • 101 Tax Codes • 69
Accounts Receivable VAT • 69
Prior Entries • 98 Terms Table • 66
Bank Manager • 54 Day of Month • 66
Beginning Balances • 95
End of Month • 66
Creating Beginning Balance • 95
Specific Date • 66
Using Account Type Maintenance • 11
Accounts Payable
Priors • 101
Accounts Payable Priors • 101
Accounts Receivable
Prior Entries • 98
Posting the Prior Invoice • 98
Accounts Receivable Prior Entries • 98
Assigning Salesperson(s) to a Sales Order • 80
Assigning Salesperson(s) to Inventory Items or
Customers • 78
B
Bank Account Reconciliation • 57
106 Index
Bank Manager • 54 Changing the Period Status • 20

Bank Account Information • 54 Editing Periods • 19
EC (Electric Commerce) Information • 54 Opening Periods for Posting • 20
EFT • 54 Deleting an Account • 14
Entering the Banking Information • 54
IBAN • 54 E
Non GL Checks • 65 End of Month, Terms • 66
Reconcile Account Example Multi-Currency Transactions • 44
Menu & Icon Functions • 57 Exclude from replication • 14
Suspense GL Account • 54 External exe.file • 98
Bank Manager and Multi-Currency • 52 F
Beginning Balances • 95
Creating Beginning Balances • 95 FRx Reports exe • 24
General Journal Entries • 95 G
Post the Group (Beg Bal) • 95
What is a Beginning Balance • 95 General Journal Entries
Building the Chart of Accounts • 14 Reference Codes • 22
Building Your Chart of Accounts • 14 General Ledger
Account Structure • 4
C Beginning Balances • 95
Cancel AP Checks • 57 Creating • 95
Change the Period Status • 20 Building the Chart of Accounts • 14
Changing an Account • 14 Change the Period Status • 20
Chart of Accounts Changing an Account • 14
Account Code • 4 Closing Periods • 20
Building the Chart of Accounts • 14 Creating Account Types • 10
Changing an Account • 14 Creating New Accounts • 14
Changing the Account Structure • 4 Default Accounts Setup • 24
Deleting an Account • 14 Default Year • 24
Department • 4 Defining the GL Year/Periods • 17
Division • 4 Deleting an Account • 14
Hide from PickLists • 14 Exclude from Replication • 14
Commissions Hide From PickLists • 14
History • 93 Reference Codes • 22
One Line per Inv. • 87 Setting up the GL • 4
Paying • 87 Using Account Type Maintenance • 11
Paying Payroll Time Cards • 87 Generating Commissions • 84
Split • 73 GL Account Maintenance
Commissions Flowchart • 80 Changing an Account • 14
Creating Account Types • 10 Deleting an Account • 14
Creating New Accounts • 14 GL Account Setup and Maintenance • 4
Creating Periods • 19 GL Defaults Setup • 24
D I
Day of Month • 66 IBAN • 54
Default Year • 24 INV Status • 20
Defining the GL Year / Periods • 17
M
Major Account Types • 10
Index 107
Multi Currency • 30
Account Revaluation • 49
T
Bank Manager • 52 Tax Codes • 69
Default G/L FX Account • 30 VAT • 69
Maintaining Foreign Currency Exchange Terms Table • 66
Rates • 30 Day of Month • 66
Set Up • 30 End of Month • 66
Setting up Foreign Currency Customers & Specific Date • 66
Vendors • 30
Spot Rate Conversion • 30 U
Multi Currency and Inventory • 30 Using Account Type Maintenance • 11
Multi-Currency Setup • 30
Multi-rep Processing • 87 V
VAT (Value Added Tax) • 69
N
Viewing Commission History • 93
Non GL Checks • 65
P
Paying Commissions • 87
Period Status
Changing • 20
R
Reconcile Bank Account
Adjusting Entries • 57
Cancel AP Checks • 57
Cancel Deposits • 57
GL Activity • 57
Menu & Icon Functions • 57
Voided Checks • 57
Reconcile Suspense Account • 64
Reference Codes • 22
Creating a Reference Category • 22
Revalue based on transaction level detail • 49
S
Sales Groups • 73
Sales People
Commission History • 93
Groups • 73
One Line per invoice • 87
Paying Commissions • 87
Payroll Time Cards • 87
Salesperson(s) • 73
Settle Transactions at Historical Rate • 49
Specific date, Terms • 66
Split Commissions • 73
Spot Rate Conversion • 30
Sub-Types in GL • 11
Suspense GL Account • 54

IQMS Accounting Setup

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IQMS Accounting Setup

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EnterpriseIQ

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Accounting Setup Page i

EnterpriseIQ includes a comprehensive accounting and general office management system,

Overview of the General Ledger

Some of the key features include:

Accounting Setup Page 2 of 109

Accounting Setup Page 3 of 109

EnterpriseIQ GL Account Setup

Accounting Setup Page 4 of 109

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 Select Chart of Accounts from the EIQ Launcher Bar.

 From the menu under Chart of Accounts, click on File/Account Structure...

Accounting Setup Page 6 of 109

To set up the Account Structure, follow these steps:

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Accounting Setup Page 8 of 109

Sample Account Structure Output

Description Account Division Department

Mfg Elect Use - PR 5310 10 01

Eng Elect Use - PR 5310 10 02

Acctg Elect Use - PR 5310 10 03

Mfg Elect Use - AG 5310 20 01

Eng Elect Use - AG 5310 20 02

Acctg Elect Use - AG 5310 20 03

Changing the Account Structure

Accounting Setup Page 9 of 109

Accounting Setup Page 10 of 109

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Why Use Sub-Types?

 Select an account from the GL Account pick list.

See Multi-Currency Setup for more information.

Accounting Setup Page 13 of 109

Creating New Accounts

NOTE: The following explanation is based on creating an account structure of 0000-00-00-00.

Accounting Setup Page 14 of 109

Note: If users attempt to change an account type from Statistical to

Accounting Setup Page 15 of 109

Save your Changes

To EDIT account information, follow the steps below.

 Highlight the information and make the changes.

 SAVE the record before exiting.

 Press [OK] to continue or [CANCEL] to quit.

NOTE: An account cannot be deleted if there is posting activity against it.

Accounting Setup Page 16 of 109

Defining the GL Year / Periods

Accounting Setup Page 17 of 109

In Define GL Year / Periods:

e.g. Default fiscal year 2007 is 1/1/2007 through 12/31/2007

Eplant 2 fiscal year 2007 is 9/1/2006 through 8/31/2007

Accounting Setup Page 18 of 109

Editing Period Dates

Add an Additional Period

 Arrow down to the bottom of the periods list.

 Press [OK] when all changes are complete.

Accounting Setup Page 19 of 109

 Display the GL Year / Periods Maintenance screen.

 Select the GL Year to be changed.

Accounting Setup Page 20 of 109

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To OPEN a period for posting:

Accounting Setup Page 22 of 109

 Select Chart of Accounts from the EIQ Launcher Bar.

 Post the changes prior to going onto the next section.