Accounting Companies

Accounting Company Notes

Accounting companies in WMS represent the company entities in the external Accounting system which is integrated to WMS.

These company entities may be actual company records in an Accounting system (e.g. Explorer CM) or they may represent physical accounting database locations, which themselves represent an Accounting company or entity (e.g. STO Accounting).

These Accounting companies contain all of the job information, supplier information, tax and job cost codes used in the Purchasing, Sales Pricing and Scheduling modules.

It is possible to make multiple Accounting companies available for use within a single WMS database.

There must be at least one Accounting company created in each WMS database. One Accounting company must be nominated as the Default Accounting Company. Each division will automatically use this default database until a different one is selected for that division

Each WMS division is assigned to an Accounting company. For more information on assigning Accounting companies to WMS divisions see Division Accounting Settings.

Multiple WMS divisions may be assigned to the same Accounting company. This enables the same accounting suppliers to be used in each division.

When multiple Accounting Companies are used, be sure the supplier number for the same supplier matches across all Accounting companies; for example, Supplier XYZ having supplier number 1000 in Accounting company A, needs to also have supplier number 1000 in Accounting company B.

Supplier numbers must also be unique across all Accounting companies (unless it's for the same supplier, as just explained).

Differences in appearance and function within the Accounting Integration Settings form based on the selected accounting type are noted as they apply in the topics below.

To add an Accounting Company:

To add a new STO Accounting company:

- From the Accounting Integration Settings menu, select New Company, Or click the click the New Company icon on the Accounting Integration Settings toolbar.
- Browse to the correct folder, click on the folder name to select it and click OK.

Note

This path should normally be set to a network folder such as T:\BuilderMT\ProductionData\AccountingData. If a UNC Path is required by the operating system, browse to the server using Network Places and select the appropriate shared folder.

If this path is not set to a valid STO Accounting database location, ODBC errors will display when attempting to interface with WMS.

- Click OK to accept the new Accounting company.
- Click the Save button at the top of the screen to save the changes.

To add a new Explorer CM Accounting company:
- From the Accounting Integration Settings menu, select New Company, Or click the click the New Company icon on the Accounting Integration Settings toolbar.
- Enter a valid Explorer CM Company Number (3 characters) into the Enter Company Code form.
- Click OK to accept the new Accounting company.
- Click the Save button at the top of the screen to save the changes.

IMPORTANT

It is up to the user to ensure the Explorer Company Codes and mappings are correct as there is no direct communication between Explorer Contract Manager and WMS to validate this information. Incorrect settings may result in failures in one or more points of the integration.

After adding a company to the list of Accounting companies, it is necessary to complete the tabs below to configure information for that company.

After installing WMS for the first time, Accounting and Estimating company settings are not yet established. It is required that the user manually change at least one setting for each active Accounting and Estimating company, then click the Save button in the toolbar. Clicking the Save button will cause these settings to be stored in these companies for use in WMS.

To Rename an Accounting Company:

Click in the Company Name field in the Accounting Companies grid and type the desired name.
Click the Save button at the top of the screen to save the changes.

To Change the location of a STO Accounting Company:

From the Accounting Integration Settings menu, select Change Company Location, Or click the click the Change Company Location icon on the Accounting Integration Settings toolbar.
If the database has not been assigned to a company or division, the Browse for Folder screen appears, allowing the user to browse to a new location.
If Accounting company being changed has already been assigned to a company or division, the warning below appears:
- Enter yes into the warning form and click Continue to proceed with changing the Company Location.

Warning

Changing the Accounting company database location may result in the deletion of supplier and Job Cost related data during the next replication, so be sure this is the desired result before proceeding.

Browse to the correct directory, click on the folder name to select it and click OK.
Click the Save button at the top of the screen to save the changes. The database location will change, however any settings changed within the tabs at the bottom of the screen for the previous database will be retained for the newly selected database.

To Change the Company Code of an Explorer CM Accounting Company:

From the Accounting Integration Settings menu, select Change Company Code, Or click the click the Change Company Code icon on the Accounting Integration Settings toolbar.
Enter yes into the warning form and click Continue to proceed with changing the Company Code.
Enter a valid Explorer CM Company Number (3 characters) into the Enter Company Code form.
Click the Save button at the top of the screen to save the changes.

To set an Accounting Company as the Default:

Select an Accounting company which is not the current default; i.e. the Default checkbox is unchecked.
From the Accounting Integration Settings menu, select Set Company as Default, Or click the click the Set Company as Default icon on the Accounting Integration Settings toolbar.
To make the database the default company database, highlight the database in the list and click the Make Default button. (See the following instructions if a warning message appears.).
Click the Save button at the top of the screen to save the changes.

To delete a non-default Accounting Company:

Select an Accounting company which is not the current default and is not currently assigned to a WMS division.
From the Accounting Integration Settings menu, select Delete Company, Or click the click the Delete Company icon on the Accounting Integration Settings toolbar.
Confirm the deletion by clicking Yes in the Confirm dialog
Click the Save button at the top of the screen to save the changes