Before You Start

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FRED+ is like any other accounting software package in that it need to be configured for your use BEFORE you start using it. This can only be done by a user with the correct permissions on the system. Logged on with the necessary permission granted go to My - Preferences

Expand Accounts Setup (click on the next to Accounts Setup

Each of these areas has its own settings. Some of these settings must be completed before you can use the system. Others can be set later. Most of the settings can be changed later. The settings required are provided here in the recommended order of application

Chart of Accounts

Click On then click on

If there are no Nominal Codes listed here then the screen will look like this:


If this is the case click on [Import Default Nominals] and then this message will appear:


If you leave this screen and return to it or refresh it in your browser you will see the default set of Nominal Codes available for you to configure:



The Processes available here are:

Add Nominal        

There is one of these buttons for each section of the Chart of Accounts. Use the once that is in the section you want to add a Nominal to. This is the form that appears at the top of the screen when [Add Nominal] is clicked in the Sales/Income Area

Enter the required information:

NOMINALID        4 digit number (in this case between 4001 and 4999) unique to your Chart of Accounts

Name        Descriptive name useful in your organisation

Notes        Explanation or notes

Overdraft Permitted        Only used with Bank Accounts

LastRef        Last Cheque or Voucher Number – only used with Bank Accounts

Nominal Type        Pre-set by the System

Once you have completed the screen press [Save] and the system will complete the process

The Chart of Accounts has also been updated:


Edit a Nominal

Many of the Nominal Codes will have names/description that you may wish to alter. To do this Click on the [Edit] button on the Nominal Row

Alter the values then press [Update]

You can alter the description of a Nominal Code at any time. You cannot alter its NOMINALID once it has been used. If you need any unused Nominal Codes removing then please contact support

Bank Accounts

Click on

This screen shows the Bank Accounts available. Note that as far as FRED+ is concerned the Petty Cash Tin and Credit Cards are bank accounts

You can add a new Bank Account from here by pressing [Add New], this takes you to the Chart of Accounts, where you will find the Bank Accounts in the Current Assets section

You can also set the default Bank Account here for receipts and Payments. Setting this does not prevent you from using other accounts but it does provide an opportunity to set the one used most frequently and thus save some time. Setting default is easy- select from the drop down, then press [Update]. This can be set at any time and takes effect straight away. The setting is “global” to your subscription and will therefore affect all users in your organisation.

Supplier Bills

There is nothing that MUST be set in this area before using supplier bills. You do have the opportunity of setting the default Payment Terms if you wish. To do this go to My – Preferences – Accounts Setup and expand

Enter the Default Payment Terms then press [Update]. The system will respond with at the top of the page

Customer Settings

There is nothing that MUST be set in this area before using Customers. You do have the opportunity of setting the some parameters if you wish. To do this go to My – Preferences – Accounts Setup and expand



The three parameters are:

Default Customer Type                Here you can set the default source for Customers – Organisations or People. To set: select your preference then press [Update].

Default Terms’ Update                When an Invoice is saved the terms set for the Invoice can be saved as the default terms for that customer. To set/unset: Check or uncheck the box then press [Update]

Default Income Nominal        When an Invoice is saved the Income Nominal set for the Invoice can be saved as the default Income Nominal for that customer. To set/unset: Check or uncheck the box then press [Update]

{IMPORTANT:        These can be set at any time and take effect straight away. The settings are “global” to your subscription and will therefore affect all users in your organisation.}

Invoice Settings

There is only one setting that MUST be set in this area before using Invoices: Payment Terms. You also have the opportunity of setting the some other parameters if you wish. To do this go to My – Preferences – Accounts Setup and expand



Payment Terms                The system permits multiple Payment Terms options from which a setting is selected for an Invoice. Clicking on [Payment Terms] opens the Terms screen:

[View]                Opens the setting for the selected option and allows you to alter the setting – press [Save] to store the changes. [Add New] enables the setting of an additional option if required. Note that the description appears on the Invoice, but the term in days is used for Credit Control reporting and the Business Rule Engine

{Important: at least one Payment Terms option is required before creating an Invoice}. Failing to set this up will produce an error message on the Invoice screen and log a CONFIG error in the system Log

Default Terms                Once you have set up some Payment Terms you can select one of them as the default setting- Press [Update] to store this setting. This setting is optional

Copy Previous                For systems where several invoices are repeats it is possible for the system to repeat a Customer Invoice when a new one is started. This setting is optional. Set the check box as required then press [Update]

{IMPORTANT:        The settings are “global” to your subscription and will therefore affect all users in your organisation.}

Members and Donors

There is nothing that MUST be set in this area before using Members and Donors. You do have the opportunity of setting some parameters if you wish. To do this go to My – Preferences – Accounts Setup and expand


Within FRED+ both Organisations and People may be set as Members and/or Donors. To make locating them easier the system can be set if these are mainly People or mainly Organisations

To set – select the preferred option from the drop down then press [Update]

{IMPORTANT:        The settings are “global” to your subscription and will therefore affect all users in your organisation.}

Financial Year

{Important: This setting should be applied before using the Accounts}

To do this go to My – Preferences – Accounts Setup and expand

Select  

Enter the date of the commencement of the Financial Year then press [Update]

Suppliers

There is nothing that MUST be set in this area before using Suppliers. You do have the opportunity of setting some parameters if you wish. To do this go to My – Preferences – Accounts Setup and expand

Within FredPlus both Organisations and People may be set as Suppliers. To make locating them easier the system can be set if these are mainly People or mainly Organisations

To set – select the preferred option from the drop down then press [Update]

{IMPORTANT:        The settings are “global” to your subscription and will therefore affect all users in your organisation.}

VAT Settings

{Important: These settings should be applied before using the Accounts}

To do this go to My – Preferences – Accounts Setup and expand

There are three settings that need to be attended to in this area if the accounts are for a VAT registered organisation. If the organisation is not Vat registered nothing needs to be set but it would be wise to set the VAT Rates in case future registration is required. The system normally expects VAT Rates to be in place.

If the organisation is registered for VAT then place a tick in the box, enter the VAT number then press [Update VAT Details]

To set the VAT Rates press [VAT Rates]

The individual Rate may be amended by pressing [Edit], updating the details then pressing [Save]

A new rate may be added by pressing [Add New], entering the details then pressing [Save]

The three fields are:

VATCode                A single (unique) letter for reference purposes

VAT Rate                The percentage to be applied

Detailed Description        Details of the Rate

{IMPORTANT:        The settings are “global” to your subscription and will therefore affect all users in your organisation.}




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