Difference between revisions of "Agency Profile"
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[[File:Ic_info_black_24dp.png]] See: [[Security System]] for more information. | [[File:Ic_info_black_24dp.png]] See: [[Security System]] for more information. | ||
| + | |||
| + | == Create an Agency == | ||
| + | A new Agency Profile is only required for additional locations with separate client databases, or separate [[Report: Balance Sheet|Balance Sheet]] and [[Report: Income and Expense|Income & Expense]] report requirements. | ||
| + | |||
| + | Most clients only need a single Agency Profile, typically "01". To edit your existing Agency Profile, see [[#Edit an Agency|the section below]]. | ||
| + | |||
| + | #From the '''[[Main Menu and Tab Navigation|Main Menu]]''', select '''Setup''' -> '''Agency'''. | ||
| + | #Select '''Create New'''. | ||
| + | #Enter the desired two digit code. Capital letters and numbers are both available. (Examples: '''02''', '''WA''', '''TX''') | ||
| + | #Enter the name for the agency. | ||
| + | #Select the '''Agency Type''' as '''Retail''', '''MGA''', or '''Test'''. (See [[#Basic Info Tab|the section below]] for more information) | ||
| + | #Select '''Save'''. (Requires [[Security System|Security System: Profiles -> Agency -> Entry]] access.) | ||
| + | #Select '''Yes''' when prompted to initialize profiles. | ||
| + | #Exit Newton, and [[Log_in_to_Newton_by_Agency_Systems#Log_in_to_Newton_by_Agency_Systems|enter the new agency code and default operator at the login window]]. | ||
| + | |||
| + | The login window will automatically remember the most recent code used on the computer. To switch between agencies, enter the new Agency Profile code after starting Newton. | ||
| + | |||
| + | == Edit an Agency == | ||
| + | #From the '''[[Main Menu and Tab Navigation|Main Menu]]''', select '''Setup''' -> '''Agency'''. | ||
| + | #The Agency Profile [[Log_in_to_Newton_by_Agency_Systems#Log_in_to_Newton_by_Agency_Systems|entered at the login window]] will be automatically loaded. | ||
| + | #Select the [[#Basic Info Tab|Basic Info Tab]], [[#Forms/Numbering Setups Tab|Forms/Numbering Setups Tab]], or [[#Accounting Setups Tab|Accounting Setups Tab]]. | ||
| + | #Enter or select any desired changes. (Examples: [[#Basic Info Tab|Agency name and address]], [[#Forms/Numbering Setups Tab|print format options]], [[#Accounting Setups Tab|fiscal year month]], [[#Accounting Setups Tab|default banks for cash and checks]]). | ||
| + | #Select '''Save'''. (Requires [[Security System|Security System: Profiles -> Agency -> Edit]] access.) | ||
| + | #Select '''Exit'''. | ||
| + | |||
| + | Some changes may require restarting Newton. | ||
| + | |||
| + | == Delete an Agency == | ||
| + | Deleting an Agency is not typically required. To exclude the Agency Profile financials from the combined financial reports, change the [[#Basic Info Tab|'''Agency Type''' to '''Test''']]. | ||
| + | #From the '''[[Main Menu and Tab Navigation|Main Menu]]''', select '''Setup''' -> '''Agency'''. | ||
| + | #The Agency Profile [[Log_in_to_Newton_by_Agency_Systems#Log_in_to_Newton_by_Agency_Systems|entered at the login window]] will be automatically loaded. | ||
| + | #To select a different Agency Profile, select '''Find''', then select the correct code. | ||
| + | #Select '''Delete'''. (Requires [[Security System|Security System: Profiles -> Agency -> Global]] access.) | ||
| + | #Confirm '''Yes''' when prompted. | ||
| + | #Enter the password provided by [[Help:Contents|Agency Systems Support]]. | ||
== Agency Profile Interface == | == Agency Profile Interface == | ||
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*'''Exit:''' - Exit the profile windows. (ALT + X) | *'''Exit:''' - Exit the profile windows. (ALT + X) | ||
| − | == Basic Info Tab == | + | === Basic Info Tab === |
The first tab contains the '''Agency Name''', and '''Agency Address'''. This information will display at the top of the Newton system, and on any printed reports. | The first tab contains the '''Agency Name''', and '''Agency Address'''. This information will display at the top of the Newton system, and on any printed reports. | ||
The '''Agency Type''' can be configured as a '''Retail''', '''MGA''', or a '''Test''' agency. A test agency's financial transactions are not included in combined financial reports for all agencies such as the [[Report: Balance Sheet|Balance Sheet]], and [[Report: Income and Expense|Income & Expense]] reports. | The '''Agency Type''' can be configured as a '''Retail''', '''MGA''', or a '''Test''' agency. A test agency's financial transactions are not included in combined financial reports for all agencies such as the [[Report: Balance Sheet|Balance Sheet]], and [[Report: Income and Expense|Income & Expense]] reports. | ||
| − | == | + | === Forms/Numbering Setups Tab === |
The second tab contains print options for invoices and statements, and print formats for [[#Invoice Form Type|invoices]] and [[#Check Form Type|checks]]. | The second tab contains print options for invoices and statements, and print formats for [[#Invoice Form Type|invoices]] and [[#Check Form Type|checks]]. | ||
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*'''Statement Form Type -> Laser''' will use the legacy statements available prior to the [[:Category:Release_Notes|September 2015 release]]. | *'''Statement Form Type -> Laser''' will use the legacy statements available prior to the [[:Category:Release_Notes|September 2015 release]]. | ||
| − | == Accounting Setups == | + | === Accounting Setups Tab === |
The final tab controls when the '''Fiscal Year Begins''', and which [[General Ledger Profile|General Ledger Accounts are associated with certain ledger entries]]. | The final tab controls when the '''Fiscal Year Begins''', and which [[General Ledger Profile|General Ledger Accounts are associated with certain ledger entries]]. | ||
Revision as of 17:11, 6 March 2017
 Required Software Version: September 2017 |
 Legacy Instructions Available: Click Here |
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The Agency Profile screen is a list of codes which represent each of the datasets, separated by agency code, within a Newton database. When an operator first opens Newton, the Agency Code is the first field entered on the login screen.
Contents
Before You Begin
Access to view the Agency Profile requires the current operator to have Security System: Profiles -> Agency -> View access.
See: Security System for more information.
Create an Agency
A new Agency Profile is only required for additional locations with separate client databases, or separate Balance Sheet and Income & Expense report requirements.
Most clients only need a single Agency Profile, typically "01". To edit your existing Agency Profile, see the section below.
- From the Main Menu, select Setup -> Agency.
- Select Create New.
- Enter the desired two digit code. Capital letters and numbers are both available. (Examples: 02, WA, TX)
- Enter the name for the agency.
- Select the Agency Type as Retail, MGA, or Test. (See the section below for more information)
- Select Save. (Requires Security System: Profiles -> Agency -> Entry access.)
- Select Yes when prompted to initialize profiles.
- Exit Newton, and enter the new agency code and default operator at the login window.
The login window will automatically remember the most recent code used on the computer. To switch between agencies, enter the new Agency Profile code after starting Newton.
Edit an Agency
- From the Main Menu, select Setup -> Agency.
- The Agency Profile entered at the login window will be automatically loaded.
- Select the Basic Info Tab, Forms/Numbering Setups Tab, or Accounting Setups Tab.
- Enter or select any desired changes. (Examples: Agency name and address, print format options, fiscal year month, default banks for cash and checks).
- Select Save. (Requires Security System: Profiles -> Agency -> Edit access.)
- Select Exit.
Some changes may require restarting Newton.
Delete an Agency
Deleting an Agency is not typically required. To exclude the Agency Profile financials from the combined financial reports, change the Agency Type to Test.
- From the Main Menu, select Setup -> Agency.
- The Agency Profile entered at the login window will be automatically loaded.
- To select a different Agency Profile, select Find, then select the correct code.
- Select Delete. (Requires Security System: Profiles -> Agency -> Global access.)
- Confirm Yes when prompted.
- Enter the password provided by Agency Systems Support.
Agency Profile Interface
From the Main Menu, select Setup -> Agency.
- Agency Profile Toolbar
- Find: - Find an agency code.
- First: - Skip to the first agency.
- Previous: - Skip to the previous agency.
- Next: - Skip to the next agency.
- Last: - Skip to the last agency.
- Create New: - Create a new agency.
- Print List: - Print a list of agency profiles.
- History: - View agency profile history.
- Delete: - Delete agency profile.
- Wiki: - Wiki Help Documentation.
- Save: - Save the current profile item. (ALT + S)
- Exit: - Exit the profile windows. (ALT + X)
Basic Info Tab
The first tab contains the Agency Name, and Agency Address. This information will display at the top of the Newton system, and on any printed reports.
The Agency Type can be configured as a Retail, MGA, or a Test agency. A test agency's financial transactions are not included in combined financial reports for all agencies such as the Balance Sheet, and Income & Expense reports.
Forms/Numbering Setups Tab
The second tab contains print options for invoices and statements, and print formats for invoices and checks.
Invoice Form Type
- Invoice Form Type -> Laser will print without prompting the operator for comments.
- Invoice Form Type -> Laser with Comments will prompt the operator for three comment lines when printed.
Check Form Type
- Check Form Type -> Laser will print in the middle of the page. (Legacy format)
- Check Form Type -> Quicken will print at the top of the page in the Quicken check format.
Statement Form Type
- Statement Form Type -> Default will use the default statement introduced in 2015.
- Statement Form Type -> Laser will use the legacy statements available prior to the September 2015 release.
Accounting Setups Tab
The final tab controls when the Fiscal Year Begins, and which General Ledger Accounts are associated with certain ledger entries.
In addition, the default Cash and Check bank profiles can be configured.
