Base On Existing Company

Use this option to copy the basic structural information of an existing general ledger into a new company. After selecting this option the following screen will appear:

Select the company you wish to base the new company on and click next.

Enter Company Name

Enter a short alpha-numeric code up to 8 characters in length that will serve as an identification code for your company. You will not be able to create data files in a company that already contains general ledger data. If the company does not yet exist a subdirectory will be created and a new set of empty data files will be placed within it.

If you intend to run the general ledger completely separate from CAPITAL Office (i.e., Because the companies are not in any way related) you should specify a subdirectory name that differs from any of the company names already on the system. If you intend to integrate CAPITAL Office with CAPITAL GL Controller, you should create a new set of general ledger data files for each of the CAPITAL Office companies that you wish to operate with a general ledger.

For Financial Year

Enter the year your financial period ends for your company data. For example, if you wish to create a set of files for the financial year 2007/2008, enter 08 here. Click Finished.

CAPITAL will create and sort a new set of empty data files for the company you specify. This process will take a few seconds. The newly created company becomes the currently selected company. The Financial Year Structure window will appear:

Start Date of Financial Year

Enter the financial year ending date. This might be January 1st, 2008 for example, if you wish to base your financial year on calendar year. The 1st of July 2007 or 08 would be more appropriate if you wished to work with a standard financial year. CAPITAL GL Controller assumes that you want a standard financial year and provides a default date such as 01/07/07 (depending on the year you enter when you first start this program).

Number of Accounting Periods

Most companies will run either a 12 period or 13 period financial year. Enter the appropriate number.

Next General Journal Number

This is the next general ledger batch number to be issued when creating journals. This starts at 1 and normally does not need to be changed. You may wish to change it, however, if you are moving across from another program or a manual system and want this number to correspond to the next unused batch to be entered. You can easily change this number at a later date if you need to.

Next Standing Journal Number

The next standing journal or accruals batch number to use. These numbers start with "st" to differentiate them from regular batch numbers. when a standing journal is copied to general journals for posting, the newly created batch will be issued the next general journal batch number anyway. As a consequence "st" numbers are not normally recorded in your general ledger audit trail.

Click Ok if you are happy with the starting and ending dates of each period, otherwise click on month, it will be duplicated at the bottom of the screen change the dates and click replace. You may also change the period name if you wish. In most cases changes to this table will be unnecessary. In certain circumstances you will need to make changes. For example, if you have specified thirteen accounting periods, or if you wish to start at the calendar year rather than financial year.

Several rules apply when doing changes to the period range table. The number of periods specified must add up to an entire year and there can be no date gaps between periods. That is, every date for the year must be covered by one and only one of the periods you specify.

Once you have finished with this table CAPITAL will spend a few moments updating data files.

The system will have copied the chart of accounts, GL sets and financial formulas into the new company.