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Data Preparation and K212 Setup Order
1. No BAS2000 data preparation is required, use data migration tool in the Schema Only mode.
2. By default – the system implements automatic synchronization for user records based on Active Directory; the synchronization process is triggered every hour, wait for 1 hour after using the migration tool.
3. Edit the configuration script.
•If a default administrative user exists in the database, please open the supplied Step 1 – User Exists Scenario.sql file and update settings for the following variables:
set @p_defaultUserName = '[user name]'
set @p_boardName = '[board name]'
set @p_defaultFiscalYear = [default fiscal year]
set @p_defaultLoactionCode = '[default location code]'
set @p_defaultLoactionCodeDescription = '[default Location description]'
•If there isn’t any user in the database, please open the supplied Step 1 – No User Scenario.sql file and update settings for the following variables:
declare @UserName nvarchar(50) = N'sql.server@craserv.ca';
declare @FullName nvarchar(50) = N'sql server';
declare @Email nvarchar(50) = N'sql.server@craserv.ca';
declare @DefaultLoactionCode nvarchar(5) = '000';
declare @DefaultLoactionCodeDescription nvarchar(50) = 'Default Location';
declare @BoardName nvarchar(50) = 'New DSB';
declare @DefaultFiscalYear smallint = 2016;
4. Save the above modified script file.
5. Open the above script file in Microsoft SQL Server Management Studio.
6. Connect to the target K212 database.
7. Execute the script, which will:
•Grant full security permissions to default user
•Create Board Profile records
•Create starting fiscal year records
•Create fiscal period records for the starting fiscal year
•Create Accounting Profile records
•Create default location records
•Set default currency records
•Create default PO Change Approval profile record
8. The empty K212 Finance database is now ready to be accessed through the application.
9. Log into the K212 Finance Application.
10. Configure Accounting Settings [no dependencies]:
•G\L Account
•Alias Format
•Bank Codes
•Invoice Type
11. Configure Accounts Receivable A/R Settings [no dependencies]:
•Account Type
12. Configure Purchasing Settings [no dependencies]:
•PO Change Approval
•Purchasing System
•Requisition Master
•PO Default
•Requisition Number
•Requisition Auto-Approval
•Requisition Approval Levels
13. Configure Tax Settings [no dependencies]:
•Tax Master
Note: After settings are complete, check data from database, make sure the Ids start from 1 and in sequence.
•Sales Tax GST/HST Settings
oCreate the required Sales Tax Code records, only enter these fields: Code, Internal Description, Vendor Description.
oAt this point leave Rate 1, Rate 2, Rebate 1, Rebate 2 to be 0.
oDo not enter any G/L Accounts at this point – no G/L Accounts exist yet, you will have to enter them after the required G/L Accounts are created.
IMPORTANT: Make sure to set one of the codes as Default – column in the grid
•Extra Rate Settings
14. Configure Vendor Settings [no dependencies]:
•Vendor Security Codes
•Vendor Type Code
15. Populate G/L and Alias dictionaries, either manually or through import.
16. Populate G/L Accounts, either manually or through import.
17. Create Batch Codes – manual process.
18. Review Accounting Settings.
•Make sure to specify Discount G/L Account [in case you’re going to claim discounts in you Accounts Payable].
19. Use configuration script Step 2 - Default Currency.sql to populate Currency Subscriptions Settings with a record for default currency [Canadian Dollar for Ontario boards].
20. Review Currency Subscriptions Settings.
•Make sure that Native Currency appears as follows in the Currency Subscription Settings page.
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•Make sure to add relevant currencies, based on the currencies of your foreign vendors (i.e. Euro, Us Dollar).
21. Add current Foreign Exchange rates in the ForEx Rates Settings.
22. Review A/R Settings>A/R Master.
•Make sure to specify the Prepayment G/L Account
23. Specify A/R Settings > Revenue Codes.
24. Specify A/R Settings > Revenue Category.
25. Review Board Global Settings.
•Make sure to select the Default Buyer Code
26. Review Purchasing Settings>Stock.
27. Review Tax>Tax GST/HST Settings.
•Make sure to assign correct Rate 1 and Rate 2, Rebate 1 and Rebate 2, related GL Accounts
28. Review Year End Settings.
29. Define A/R Accounts manually or through import.
30. Define Code Management > Commodity Codes.
31. Define Code Management > Location Codes.
32. Define Stocks manually or through import.
33. Define Code Management > Commodity Code G/L [combination of Commodity Code, Location Code, and G/L Account – to be used as default G/Ls in purchasing]
34. Define Vendors manually or through import; make sure foreign vendors are associated with proper foreign currencies:
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35. User should be able to create a requisition.