To use the New Data File Assistant

  1. Once the New Data File Assistant is displayed on your computer screen, it might help you to become familiar with the components of the assistant. Read the introductory window of the assistant, then click the Next button at the bottom of the window to display Step 2 of the assistant.

    In Step 2 of the New Data File Assistant, you can enter some basic information that should be easy to provide -- your company’s name, address and phone number. The company name you enter will appear on documents you print with AccountEdge, if you choose to include that information.

    These entries are optional, and you can change them at a later time using AccountEdge’s Company Information window.

    When you’re finished with Step 2, click the Next button at the bottom of the window to continue.

  1. In Step 3, you can enter the tax identification numbers assigned to your company. As described in the assistant, you can enter any number that’s assigned to your company for tax purposes. (In other words, feel free to enter whatever you want in these fields; just be sure to remember exactly what you entered.)

    These entries are optional, and you can change them at a later time using AccountEdge’s Company Information window.

    When you’re finished with Step 3, click the Next button to continue.

  1. In Step 4, you need to enter some important information about the structure of your company’s fiscal year.

    In the Current Fiscal Year field, enter the fiscal year that you want to start recording your day-to-day accounting entries. The year you enter here isn’t necessarily the current calendar year. In AccountEdge, and according to the standard used by most accountants, fiscal years take the name of the calendar year in which they end. For example, your fiscal year might run from October 2000 to the end of September 2001. Since the end of the fiscal year falls in 2001, the fiscal year is referred to as “fiscal year 2001.” Be sure you enter the correct current fiscall year for your company.

    From the Last Month of Fiscal Year list, select the last month in your fiscal year. Most businesses’ fiscal years end in December, but if your company has a fiscal year structured like the example above, you’ll need to select another month, such as September.

Note: If you’re setting up your data file for use in a fiscal year that is not your current fiscal year

 If you’re setting up your data file so that you can start using AccountEdge to record your day-to-day accounting information at the beginning of the next fiscal year, be sure to enter that fiscal year in the Current Fiscal Year field.

If, on the other hand, you want to start recording accounting entries as of a previous fiscal year, be sure to enter that year in the Current Fiscal Year field.

    When you’re finished with Step 4, click Next to continue.

  1. In Step 5, you’ll make one very important selection -- your conversion month. Your conversion month is the month of the fiscal year you entered in Step 4 that you plan to start using AccountEdge to record your day-to-day accounting information. This month will be used as the starting point for all your financial activity in AccountEdge. The month you choose here doesn’t have to be the current month. If you want, you can start recording your day-to-day information as of the first month of the fiscal year or any other month in the fiscal year you entered in Step 4.

    From the Conversion Month list, select the month you want to start making day-to-day entries in AccountEdge.

    When you’re finished with Step 5, click Next to continue.

  1. In Step 6, you need to answer another question about the structure of your fiscal year: How many accounting periods do you plan to use in your fiscal year?

    In AccountEdge, you can have either 12 or 13 accounting periods in your fiscal year. If you select 12 periods, one period will be used for each month of the year. If you select 13 periods, you will still have 12 months in your fiscal year -- one period will be used for each month of the year, and you will have one extra period which can be used for year-end adjustments (adjustments that aren’t meant to affect any particular month’s accounting figures).

Note: Choose 13 periods if you’re not sure

 If you choose 13 periods, you won’t be required to use the 13th period if you don’t want to. However, if you choose 12 periods and later decide you wanted 13 periods, you won’t be able to add the 13th period until the next time you start a new fiscal year in AccountEdge.

    When you’re finished with Step 6, click Next to continue.

  1. In Step 7 of the New Data File Assistant, you get another opportunity to review -- and change, if necessary -- the entries you’ve made in the past few windows.

    Four of the entries you’ve made so far -- Current Fiscal Year, Last Month of Fiscal Year, Conversion Month and Periods per Year --are displayed in the window. Review these selections carefully, and make any necessary changes.

Warning: These entries MUST be correct!

Once you create your data file, these entries can’t be changed, and your company’s accounting information won’t be structured the way you want it if your entries here aren’t correct. Be especially careful when you review the answers you’ve provided here before you continue.

    When you’re certain that the answers you’ve given are correct, click Next to continue.

  1. In Step 8, you need to select the starter accounts list upon which you’ll base your own company’s accounts list.

    During the installation process, you installed a number of starter accounts list. The accounts list appear in the list in Step 8. From this list, review the choices of accounts list, then select the chart you wish to use as a foundation for your own business’s accounts list. Choose Build Your Own if you wish to select the chart with the least amount of accounts to use as a foundation.

Note: You can change these charts

    If you want to view the specific accounts in a specific accounts list before you select a chart, click the zoom arrow next to the chart you want to view. The Preview Accounts List window appears, listing all the accounts in the chart you selected. When you’re done viewing the accounts, click OK to return to the Step 8 window.

    To choose a starter accounts list, click once on the chart you want to use to highlight it, then click the Next button to continue.

  1. In Step 9, you’ll enter your user ID. This user ID will be used to identify you within the AccountEdge system and will be assigned to the transactions you enter. User IDs provide a way for you and your coworkers to keep track of who’s working in AccountEdge and who’s responsible for the transactions being recorded.

    You can enter up to 25 alphanumeric characters for your user ID. When you’re finished with Step 9, click Next to continue.

  1. In Step 10, you’ll select the type of file access that will be used when you open your data file for the first time. You can choose single-user access, in which only one person can access an AccountEdge data file at a time, or multi-user access, in which two or more people can work with the same data file at the same time. If you’re interested in AccountEdge’s multi-user capabilities, consult the brochure that was included in your AccountEdge package for information about purchasing the additional workstation licences that are required to run AccountEdge on a network.

    If you choose multi-user access, you’ll also select the networking protocol to use when sharing AccountEdge with other users in your office.

    You can choose between AppleTalk or TCP/IP.

    For more information on networking protocols, see Working with Your Data File on a Network Overview.

  1. In Step 11, you’ll give a name to your company’s data file and specify a location for it.

    To perform Step 11, click the Next button. A dialog box appears, allowing you to enter the name of your data file and determine where you’d like the file to be created. A default name and location appear in the window; make any changes you’d like to this information. This dialog box works the same way as standard “new file” dialog boxes work on your computer. If you need more help using this dialog box, refer to the documentation that you received with your computer.

Note: All workstations must be able to access this location!

 Keep in mind that your company’s workstations may need to have access to the location you specify in this step. When you choose a location, be sure you’re choosing a location that all the appropriate workstations can access. In addition, each workstation will need to be “mapped” to the location you enter here. For more information about mapping network drives, see Mapping network drives or refer to the documentation that accompanied your workstations.

You may also want to check to see that other users have full access to this location; in other words, be sure everyone who will be using AccountEdge is allowed to change and delete files within the location you specify here.

    When you’ve finished working in the dialogue box, click the OK button. The New Data File Assistant takes a few moments to create your data file.

  1. Once your data file is created, the final window in the New Data File Assistant appears. In this window, you have three choices:

    To quit the assistant and AccountEdge Click the Cancel button. The Welcome to MYOB AccountEdge window will appear; click AccountEdgeExit.

    To begin setting up your new data file Click the Setup Assistant button. The Easy Setup Assistant, described in the next chapter, will open.

    To begin working with your new data file immediately Click the Finish button. The AccountEdge Command Center window will appear, and you can begin working with your new data file. Keep in mind, however, that you’ll probably need to enter setup information before you can get very far with your new data file. If you want to start the Easy Setup Assistant after you click the Finish button, simply choose Easy Setup Assistant from the Setup menu at the top of your computer screen.

    Congratulations! You’ve created a new data file!

To use the New Data File Assistant