IBS Enterprise Help Centre 8.0Business Suite 2014/2015

Setting up IBS Financials

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The documents in this routine contain the activities to go through to prepare IBS Financials for usage after it has been installed on your computer.

Mandatory entries for the different files and tables are described, as well as the order in which the tables and files should be completed. For a more thorough explanation on how to complete the tables as well as the description of possible field values, see the Panel help.

Installation of the system

For a description on how to install the system on the iSeries, see the IBS Enterprise Technical Implementation Guide, available on the IBS Intranet.

Installation of a new company

For a description on how to generate a new company or how to copy one, see Company generation and the Panel help.

Setup

The following outlines the procedures for setting up base IBS Financials. Two different scenarios apply:

  • You are about to perform an entire new installation of IBS Enterprise.
  • You are already running IBS Enterprise, but without IBS Financials (e.g. running IBS Distribution only).

Entire new installation

The installation process and data set up for an entire new IBS Enterprise installation is divided into 3 major phases. They are:

  1. Install IBS Enterprise from media.
  2. Run a company generation and define the applications to be activated for the company.
  3. Establish mandatory data in IBS Financials tables/files.

For a description of the first two steps, see the IBS Enterprise Technical Implementation Guide available on the IBS Intranet. For a description of the third step, see Loading data.

Already running IBS Enterprise

The installation process and data set up for an installation of IBS Financials only is divided into 4 major phases. They are:

  1. Install IBS Financials from media.
  2. Activate IBS Financials in Work with companies.
  3. Pre-load tables for IBS Financials.
  4. Establish mandatory data in IBS Financials tables/files.

For a description of the first step, see the IBS Enterprise Technical Implementation Guide available on the IBS Intranet. For a description of steps 2 and 3, see the corresponding sections in this document. For a description of the last step, see Loading data.

Some of these steps are required to make the system operational and should be performed by a technician, while others can be completed by the user. It is, therefore, strongly recommended that you read the IBS Enterprise Technical Implementation Guide (available on the IBS Intranet) before and during system installation and setup. The technical steps are described in more detail in that document.

Activate IBS Financials

To perform the activation of the IBS Financials application as a separate task is only done if the IBS Enterprise software already is installed and a company (or several companies) is already generated.

For your information, when generating a company in IBS Enterprise for the first time, the applications to be used in the company are also activated. For more information, see the IBS Enterprise Technical Implementation Guide available on the IBS Intranet.

Activate the IBS Financials application in a company that is already installed

  1. Select the Work with companies menu item.
  2. Select the company in which IBS Financials should be activated and click Applications.
  3. You access Work with companies, All applications. Select the FIN application and click Activate.
  4. On the Work with companies, Application definitions panel, click OK.

IBS Financials is now activated, but you have to restart the company (via the Change company to work with menu item) to be able to continue with the next section Pre-load tables for IBS Financials.

Activate other functions

The following functions must be activated in order for the end-user to both see the fields (in some cases) and use the function:

Function Where activate Result
EU Reporting feature The EU Reporting field in Work with companies. Able to use the EU VAT sales report and Intrastat declaration functions.

Note: For detailed instructions about setting up the IBS Enterprise environment, see Setting up the EU Reporting functionality.
Reporting currency application/feature Three steps are involved:

  • You need a valid control code.
  • Activate the RCU application in Work with companies (on the Application/defn company maintenance panel).
  • Enter the applicable reporting currency in Work with companies.

Note: See About working with reporting currency for further information.

Able to retrieve some reports in transaction, system and reporting currency.

Able to have the report in IBS Report Writer in reporting currency.

Able to see the balances in reporting currency in the Balance enquiry.
Portfolio handling The Portfolio handling field in the A/R control file. Able to create portfolio documents (e.g. cheques, drafts and bills).

See the Function control file for FIN-related function controls to activate.

Pre-load tables for IBS Financials

Performing the pre-load of tables used in the IBS Financials application as a separate task is only done if the IBS Enterprise software already is installed and a company (or several companies) is already generated.

For your information, when generating a company in IBS Enterprise for the first time, the applicable tables are also pre-loaded. For more information, see Company generation.

  1. Select the Update pre-loaded application tables menu item.
  2. You access Application preload tables update. Do the following:
    • Enter the IBS Financials application code (FIN).
    • Perform update by clicking OK.

You are now ready to start manually loading data in tables and files. See Loading data.

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