This checklist is intended for two audiences that are implementing Control 4.x and higher:

• Users upgrading from Control 3.1
• Users migrating to the accounting module in Control from another accounting system.

One of the most valuable sources of learning about Control is the online training classes available through www.cyrioussoftware.com. Both live and recorded training is available at no additional cost to most users on a paid support program.

Additional one-on-one training and consulting is available from the Implementation and Consulting department at Cyrious Software. For more information on this option, please send your request to implementation@cyrious.com. Please note that additional fees apply for one-on-one assistance (excluding technical support issues for customers on a support program).

Cyrious’ technical support team is available to help resolve technical difficulties encountered in the running of the software.

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If you are upgrading from Control 3.1, your company information is probably set up correctly, but we recommend you read this section anyway to understand (and possibly turn on) some of the new features in Control 4.x and higher.

If you are a new user or are migrating to full accounting in Control, it is important that you go through this entire checklist of items prior to entering orders and bills into the system.

• Create New Store Addresses Menu: Setup | System Setup | Address and Logo

Control supports multiple store addresses. If you are working from multiple locations, or just want a quick way to access a few common locations, you can create more store addresses for use as bill to/from and ship to/from.

• Set the default “Picked-Up” Store Address Menu: Setup | System Setup | Address and Logo

If you setup multiple addresses above, make sure you specify which one is the default location for orders to be picked up from (when that option is specified).

Control supports manual tax calculations and automated tax calculation. In either case, you will want to make sure your taxes are properly setup BEFORE entering orders into the system.

• Create Tax Accounts Menu: Setup | Accounting Setup| Chart of Accounts

A separate tax liability account is created for each municipality (federal, state/provincial, or local) for which you collect sales tax. You will enter the tax rate for that municipality in the tax account.

Note: If your entire state/province pays the same amount, you can setup only one tax liability account for the entire state.

• Create Tax Classes Menu: Setup | Accounting Setup| Tax Classes

Orders are ultimately taxed based on their tax classification. Create a separate tax class for each combination of taxes you charge and for special classifications of non-taxable customers.

For example: You can create a tax class for City X that includes the state tax, the country tax, and the city tax. You can also create tax classes for non-taxed groups (like Government, Charities, Resellers, etc.) to provide a breakdown of these sales in Control’s tax reporting. These tax classes will have no tax accounts associated with them.

• Set Default Tax Class Menu: Setup | Accounting Setup| Tax Classes

Set the default tax class. This is the tax class that will be used for new customers if you don’t manually change it. New orders use the customer’s tax class as its default.

• Create Additional Tax Accounts and Classes (for non-taxed groups) if Desired When using Avalara’s online tax service, there is very little to set up since all US and Canadian tax calculations are handled.

If you wish to create alternate tax accounts to track non-taxed groups (Government, Charities, etc.), you should do so at this time. Otherwise, all customers are assumed to be taxable, though you may override this setting in the customer setup.

• Review the taxation of your taxability codes. Set freight, installation, and service and other products to the correct taxability code. Menu: Setup | Accounting Setup| Taxability Codes

Different products have different taxability rules. Some products are tax exempt, some are fully taxed, and some might have special tax rules.

In Control, you setup taxability codes that will be used by products to determine their tax treatment. Be sure to review the default taxability codes and make sure they are set properly for your local.

Note for Control 3.x users: When upgrading, products that are taxed are set to Goods, those not taxed are set to Services, and any partially taxed products are associated with their own Taxability Codes. We recommend you take a minute and reassign Freight and Installation related products to the best Taxability Code for that product.

In Control there are two general classifications of payments:

• Customer Payments (a.k.a. Receipts) reflect money you receive from your customers.
• Vendor Payments (a.k.a. Bill Payments) reflect money you pay to your suppliers.

If you are not using Control’s A/P module, then you will only have Customer Payments. In either case, you will need to setup the valid types of payment methods you accept (Customer Payments) or use (Vendor Payments).

• Create and review your undeposited funds (asset) accounts. Menu: Setup | Accounting Setup| Chart of Accounts

When receiving payments from customers, you probably won’t want them recorded in your bank account individually. If you deposit at the bank once a day, you will want the payments to be posted into your bank account in similar fashion. In the interim, the customer payments will sit in an undeposited funds account. This way, the GL records in Control will match the banks statement – making reconciliation much easier!

Create an undeposited funds account for each “group” of payments deposited together. For example, normally cash and checks are deposited together, so they would be put into a single undeposited funds account. Similarly MasterCard and Visa could be put together, but American Express is usually its own deposit and hence its own undeposited funds account.

• Add Make All Deposits to your Daily Closeout Menu: Setup | Reporting Setup | Reports in Quick Reports | Daily Closeout Reports

If you are upgrading, you will want to make sure to add the “Make All Deposits” action to our daily closeout. This will execute the posting described above. For new users, this should already be in your daily closeout group.

• Setup Customer Payment Methods Menu: Setup | Accounting Setup| Payment Methods

Setup the types of customer payments you accept. Typically, this will be cash, check, and various credit cards. Each payment method will identify a GL account to record the payment into. If you are using undeposited funds, you should specify the appropriate account. Alternately you can choose to deposit the funds directly into a bank account.

Note for Control 3.x users: Control now separates bank accounts from the payment methods that deposit into them. When upgrading, a single bank account will be automatically created. (You can create more; see Setting up Your Chart of Accounts.) All of your payment methods will point to a default bank account. If you wish to use undeposited funds, you will need to set up these accounts and edit the payment method.

• Setup Bill Payment Methods Menu: Setup | Accounting Setup| Bill Payment Methods

If you are using the full accounting module in Control, you will need to setup the types of bill payments methods you will use. Typically, this will be cash, check, and possibly some credit cards. Each payment method will identify the bank account to record the payment from. If you have multiple bank accounts, you might wish to set up multiple bill payment methods (for example, BankOne Checking and BankTwo Checking).

Whether you are moving to Control accounting from another accounting package or just taking advantage of the new features introduced in Control 4, you will want to take the time to setup your General Ledger Chart of Accounts.

If you are migrating from another accounting application, you will typically setup your chart of accounts to match your existing chart of accounts.

• Create Bank Accounts for each of your established Checking and Saving Accounts Menu: Setup | Accounting Setup| Chart of Accounts

Bank Accounts are special current asset accounts tied into the following areas: vendor payments, customer payments, deposits, and bank reconciliation.

Note for Control 3.x users: When upgrading, one bank account (called Bank Account) will be automatically created. All payment accounts will be removed and converted to customer payment methods for that account. You will want to verify that both the bank accounts and payment methods are setup as you desire.

• Create Income Accounts Menu: Setup | Accounting Setup| Chart of Accounts

Income accounts are used to break down income on the Income Statement. You can create as many income accounts as you like. Each product is then assigned to an income account. In most cases, all of the products in a product category are assigned to the same account, though this is up to you to decide.

• Create Cost of Goods Accounts Menu: Setup | Accounting Setup| Chart of Accounts

If you are using Parts or full accounting in Control, you will want to set up your Cost of Goods Accounts. Normally, you will simply recreate the COGS accounts used in your existing accounting system, though users take the opportunity to realign their COGS based on their business breakdown.

Note: You will still need to setup your parts to know which COGS Account to use.

• Create Expense Accounts Menu: Setup | Accounting Setup| Chart of Accounts

Whereas COGS accounts are typically used for charges associated directly with production, expense accounts are used for other non-direct charges.

If you are using Parts or full accounting in Control, you will want to set up your Expense Accounts. Normally, you will simply recreate the Expense accounts used in your existing accounting system.

• Create Inventory Accrual Accounts Menu: Setup | Accounting Setup| Chart of Accounts

If you are using parts AND full accounting in Control, you will want to set up your Inventory Accrual (asset) Accounts. These accounts track the value of your raw materials inventory. You may create one account for all raw materials, or numerous accounts for tracking the inventory separately.

Note: You will still need to setup your parts to know which Inventory Accrual Account to use.

• Create Other GL Accounts Menu: Setup | Accounting Setup| Chart of Accounts

Print the Chart of Accounts from Cyrious and compare it to your existing Chart of Accounts. Create GL accounts for any other accounts that might be missing but needed.

If you are not using the full accounting in Control, but want to track the costs of your parts in an order, you will need to setup Computed Costs Accounts. These accounts are similar to GL accounts, but do not actually appear on any financials. They allow Control to track the costs associated with an order without actually recording them in the financial record.

• Create Computed Cost Accounts Menu: Setup | Accounting Setup| Computed Costs

Setup your computed cost categories like you would your COGS accounts. You may break the Computed Costs down into as many categories as you like; for example by lumping all materials into a single account or creating an account for each part category.

Note: You will still need to setup your parts to know which Computed Cost Account to use.

If you are using full accounting in Control, once you have setup your chart of accounts as you like, you are ready to enter a starting balance.

• Create Initial Balance Journal Entry Menu: Banking | New Journal Entry

For all of the asset and liability accounts you have created, you will need to enter a starting balance. Create a Journal Entry dated the month prior to using Control in which you enter all your starting balances. The offset account for these entries is retained earnings (or any of the other equity accounts you might have set up).

Note for Control 3.x users: Some of your accounts may already have balances from past use. In these cases, you will want to post the adjustment to set these to their new initial value.

Hint: The account register (under Banking | View Account Register) is a great place to see any current balance as well as recent transactions for that account.

For each part, you will need to decide and set up the following information:

• Track Inventory
• Accrue Inventory and Track Costs in General Ledger
• Don’t accrue Inventory and Track Costs outside the General Ledger

• Decide if you are going to Track Inventory in Control. Control can track the inventory for material parts and automatically deduct the quantity as orders are processed. If you are using Purchase Orders, Receiving Documents, and/or Bills, Control can adjust the quantities received or in inventory automatically from these.
• Decide if you are going to Accrue the Inventory Value in Control’s GL (financial records)

or if you just want to track the costs of materials for analysis purposes only. Control can track the value of inventory for material parts on the balance sheet. In this case, the value of inventory is Accrued until it is used, at which time it becomes an expense/cost of goods sold.

Other businesses expense their materials when they are purchased. In this case, you will NOT want to show the value of the inventory on your balance sheet or expense it when it is used (since this is done when it is purchased). In these cases, however, you still might wish to track the costs associated with these items for cost analysis purposes. The costs are then tracked as COMPUTED COSTS but not actual costs of goods sold.

• Set Product to Track Costs and Record Cost Menu: Setup Pricing | Parts |

Except in rare cases (used just for tracking), you will want to enable “Cost Tracking” and give a part a cost. This is the default setting, so you probably don’t need to do anything here.

• Set Product to Track Inventory Menu: Setup Pricing | Parts |

If you want to track inventory levels for this part, check this box. You can then specify the reorder point and quantity. You can adjust the on-hand inventory quantities after you save the part.

• If Accruing Inventory, enter Inventory Accrual Account and COGS/Expense Account Menu: Setup Pricing | Parts |

If you decide to accrue Inventory, enter the Inventory Accrual Account to record the value of inventory and enter the COGS/Expense Account to use when the material part is used.

• If Tracking Costs only, enter the Computed Cost Account and the COGS/Expense Account for Bill Menu: Setup Pricing | Parts |

If you decide NOT to accrue Inventory but want to track your costs for management purposes, enter the Computed Costs account to record these costs. Also enter a COGS/Expense account that will be used as the default for Bills and Purchase Orders when purchasing this part.

• Setup/Edit/Rearrange your Stations Menu: Setup | System Setup| Production | Station Setup

Control allows you to organize your workflow into stations and substations. (Top level stations are referred to as departments.) Create department level stations and sub-stations corresponding to the organization of your business.

Note for Control 3.x users: Control 4 merges dispositions, stages, and time clock statuses into a unified concept of Stations. You will need to reorganize these to match the workflow of your business.

• Enable Stations for Order, Line Item, and Time Clock Entry Not every station is usually appropriate for order-level station tracking, line item station tracking, and time clock status. Set each station as valid or not valid for these uses so that invalid choices are not displayed to the user.

• Set a station for each part Menu: Setup Pricing | Parts |

For production tracking purposes, each part in Control can specify the station where it will be used. Edit the parts and set the station where that part is normally used.

Note: This setting may be overridden when the part is linked to a product, modifier, or selection list. When the default value does not apply, you will need to override this value and set the appropriate station.

• Enable Auto-Creation of Material and Labor Usage Cards if desired Menu: System Setup | Production

Actual costs are associated with usage cards. Whenever a part is used, a usage card is created and the cost recorded. Control can be setup to automatically create usage cards when an order is Built, or depend on manually entered cards.

Note for Control 3.x users: Control 4 requires part usage cards for all tracking of actual costs. If you do not enable auto creation of part usage cards, only costs manually posted against an order will be recorded.

An old saying in the IT world goes something like this: “In the long run there are only two types of people in the world, those who back-up and those who wished they did!”

• Set the backup location Menu: Setup | System Setup | Backup Options

Cyrious recommends you backup to a computer somewhere else on the network. You can specify a network (UNC) path to another computer here.

• Set the backup options Menu: Setup | System Setup | Backup Options

You can have Control keep multiple copies of the backup. After that time, it will begin deleting the oldest copy.