2BizBox® Self Implementation Guide                                v3.0.1                   2BizBox® ERP                   ...
NoticeThis document contains proprietary information of 2BizBox. Possession and use of thisdocument shall be strictly in a...
Table of ContentsDatabase Configuration......................................................................................
This guide will help you setup 2BizBox for your company without outside help. 2BizBoxsoftware downloaded from this website...
   Change configuration file. Open file             <install-path>/server/jboss/server/default/deploy/mysql-ds.xml. Find ...
Check following steps to learn how to complete company setup wizard.SETUP COMPANY ADDRESSESFirst step is to setup address ...
The default local currency is US dollar, name is USD and symbol is $.SETUP TIME ZERO2BizBox gives a user-friendly program ...
SETUP CHART OF ACCOUNTS2BizBox comes with a template of chart of accounts. These accounts have been setup in thisstep. Che...
For 2BizBox v3.0.0, fiscal year FY2010 and FY2011 have been created there.Secondly, more detailed settings are needed for ...
In this step, you can set chart of account for each category in editing category screen, suchas the amount of CASH ON HAND...
This step is used to setup password for user ‘admin’. Password is very important for user.More complex and periodical pass...
Wizard program only covers most important settings for the company which should be finelyconfigured before the company sta...
INITIALIZE DATAWhen the setup of the configuration of 2BizBox is completed, you can enter business data toget your company...
   Setup the initial balance for each account except Accounts Receivable (AR) and    Accounts Payable (AP).   Enter all ...
About 2BizBox   Our goal is to offer worldwide manufacturing businesses free ERP software and to give    them the ability...
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Free ERP 2BizBox Self Implementation Guide

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2BizBox ERP is a full functional, easy-to-use ERP software for manufacturing industry. It is FREE. www.2bizbox.com/download

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Free ERP 2BizBox Self Implementation Guide

  1. 1. 2BizBox® Self Implementation Guide v3.0.1 2BizBox® ERP info@2bizbox.com www.2bizbox.com
  2. 2. NoticeThis document contains proprietary information of 2BizBox. Possession and use of thisdocument shall be strictly in accordance with a license agreement between the user and2BizBox, and receipt or possession of this document does not convey any rights toreproduce or disclose its contents, or to manufacture, use, or sell anything it may describe. Itmay not be reproduced, disclosed, or used by others without specific written authorizationof 2BizBox.2BizBox and the logo are registered trademarks of Serva Software LLC. Other company,brand, or product names are trademarks or registered trademarks of their respectiveholders. The information contained in this document is subject to change without notice atthe discretion of 2BizBox.Copyright © 2010 2BizBoxAll Rights Reserved
  3. 3. Table of ContentsDatabase Configuration.................................................................................................................................1Company Setup Wizard .................................................................................................................................2 Setup Company Addresses .................................................................................................................3 Setup Company Currency ...................................................................................................................3 Setup Time Zero .....................................................................................................................................4 Setup Employee ......................................................................................................................................4 Setup Chart of Accounts ......................................................................................................................5 Set Account Parameters ......................................................................................................................5 Setup Account Categories ...................................................................................................................6 Setup Starting Balance .........................................................................................................................7 Setup Password ......................................................................................................................................7 Complete Wizard ....................................................................................................................................8 More settings ...........................................................................................................................................8More Company Configuration ....................................................................................................................9Initialize Data ................................................................................................................................................. 10Data Review .................................................................................................................................................... 11Copyright ○2010 2BizBox C i
  4. 4. This guide will help you setup 2BizBox for your company without outside help. 2BizBoxsoftware downloaded from this website has been preconfigured and is ready to run in a realbusiness. As you have noticed, two companies are available on the login screen, default andtest. The test company is used to test, practice and evaluate. Default company is for realimplementation. Test Company has been pre-configured and you can login the test companyand use it without extra configuration. Default company as the official database, should beconfigured more strictly before used. To simplify the configuration process, 2BizBox will runa setup wizard program when you first time login default company. The setup wizardprovides a step-by-step construction to guide you how to complete the essential settings foryour company. Once you complete the wizard, all configurations will be saved into thedatabase. Login again, you will able to login the system directly and configure more settings,or start to use.DATABASE CONFIGURATIONBy default, 2BizBox uses an embedded MySQL server as the database server. The easiestway to run 2BizBox is just to keep the default database configuration. However we suggestyou change the default root user’s password of MySQL database to keep it more secure, ifyou are ready to implement 2BizBox. You can also change the configuration to use differentdatabase server and database user. Change Database User & Password An embedded MySQL database has already been installed with 2BizBox server. By default, 2BizBox uses user of “root” to connect to MySQL. The default password is root. You can use a different database user and password by following steps:  Run embedded MySQL database. To do this, execute <install-path>/server/bin/run_database.bat. A command prompt window will display and MySQL is running at port 3307. Closing this window will stop MySQL server.  Change root user’s password. Go to <install-path>/server/db/bin, execute mysqladmin -u root password ‘new_password’. Replace new_password with your new password. Also you can go into mysql database, and execute “update user set password=password(‘new_password’) where user=’root’” command to update root user’s password.  Login MySQL database. Go to <install-path>/server/db/bin, execute mysql -uroot -p -P 3307 and input root user’s password in the coming line.  Create new MySQL user. See here to learn now to create new MySQL users: http://dev.mysql.com/doc/refman/5.1/en/adding-users.html. Make sure the new created user has full privileges for all databases starting with bb2_*.Copyright ○2010 2BizBox C 1
  5. 5.  Change configuration file. Open file <install-path>/server/jboss/server/default/deploy/mysql-ds.xml. Find <user-name> and <password> tags, replace value to the new user name and password. Change Database Server You can use the embedded MySQL database or change to another one running on the same server or another server. To use other MySQL database, you need to follow these steps:  Create databases on your MySQL server with sql script at <install-path>/server/db/database.sql.  Update file server/jboss/server/default/deploy/mysql-ds.xml. Find all <connection-url> tags; replace localhost and 3307 to your MySQL server IP address and port. By default MySQL runs on port 3306.  Find all <user-name> and <password> tags, set the user names and passwords to visit the new MySQL server.  Change startup file. The embedded MySQL server does not need to run anymore because another MySQL server will be used and running. Open file <install-path>/server/run.bat, remove the second line start db.bat. Make sure the MySQL server is running before starting 2BizBox server.COMPANY SETUP WIZARDBy default, there are two companies in 2BizBox – test and default. Each company has owndata and database. The test company is used to test, practice how to use 2BizBox, thedefault one is for official usage for your company. Like test company, default company alsohas been well configured but has no sample data. Before turning on the default company forreal use, you have to setup essential configuration according to your business. This can bedone by running a company setup wizard program when you login the default company atthe first time. With this wizard, setting up the essential configuration for your new companywill be easy.Wizard configuration needs to select “default” company in login screen. If the defaultcompany has not been initialized, the wizard program will appear after user login. Thiswizard guides you how to configure the new company step by step. Complete all inputs inthe wizard and check all the settings before you finish. You can save and exit the wizardprogram in any step. All changes will be saved into default company database. When loginthe default company later, you will back to the wizard again.When you finish the wizard, click “Complete” button to commit the configuration. Re-loginthe default company and you will enter into 2BizBox main screen directly.Copyright ○2010 2BizBox C 2
  6. 6. Check following steps to learn how to complete company setup wizard.SETUP COMPANY ADDRESSESFirst step is to setup address information for your company. 2BizBox Address Box managesall addresses of customers, vendors, and manufacturers. Meanwhile, your company itselfalso has address and will be identified as an address book entry. 2BizBox needs one primaryaddress to identify your company. You can setup more secondary addresses for other usage,for instance, billing address, shipping address, and printing address. If the secondary addressis not set separately, the primary address will be used for it.A recommended format of address ID is like “ABC001″ – three letters and three numbers.“SER001″, “WPT500″ are all good address IDs. If you want to set secondary addresses, putan extra letter in the tail is recommended. For example, “SER001A” is billing address ID,SER001B is shipping address ID, etc. Well-formatted address ID will be very helpful to makethe business data more understandable.For any address entry, ID and name cannot be empty. ID of these addresses should not beduplicated. Inputting all fields of the address is highly recommended.Check and fix any possible problems listed on the screen at the bottom, click “Next “buttonto next step.SETUP COMPANY CURRENCY`2BizBox supports multi-currencies. In this step, you need to give the local currency of yourcompany. Input currency name and symbol, for example, USD and $.More currencies can be added when you finish this wizard and get into 2BizBox. All othercurrencies will be considered non-local currencies.Copyright ○2010 2BizBox C 3
  7. 7. The default local currency is US dollar, name is USD and symbol is $.SETUP TIME ZERO2BizBox gives a user-friendly program to set the Time Zone. Select a Time Zone from thedrop down list, and then make a choice to check “Display Time Zone” box which will displayTime Zone on all related reports with time. With Time Zone, the format is like this:“2011-01-05 10:43:10 GMT-06:00”. Otherwise, it shows time like this: “2011-01-0510:43:10″.SETUP EMPLOYEEThis is the first employee of 2BizBox and it will be linked to admin which has all permissionsof 2BizBox. More employees of your company can be added after setting up wizard andentering into 2BizBox HR Module.For any Employee entry, ID and name cannot be empty. Employee ID should not beduplicated. Inputting all fields of the Employee is highly recommended.Copyright ○2010 2BizBox C 4
  8. 8. SETUP CHART OF ACCOUNTS2BizBox comes with a template of chart of accounts. These accounts have been setup in thisstep. Check these accounts and directly use them if these accounts meet your companyneeds. You can add, modify or delete accounts as your needs. Also you can edit Accountnumber by selecting one row and clicking “Edit ACCT#” button. However, the change mayaffect account parameters; you need to double check all account parameters in next step.2BizBox supports multi level chart of accounts. When using sub-chart, remember to setparent account number as the prefix of the sub-chart account number. For example, parentaccount number is 6250, sub-chart account numbers would be looked like 6250010,6250020, 6250030, etc.SET ACCOUNT PARAMETERSYou need to setup fiscal year and month periods firstly which are needed before theaccounting module can be used. The fiscal year is the accounting period and normally itspreads over 12 months. By default, 2BizBox creates fiscal year with 12 months for currentand next year according to calendar year. You can add new fiscal years and setup its monthperiods. You can name the fiscal year format as “FY2010″.Copyright ○2010 2BizBox C 5
  9. 9. For 2BizBox v3.0.0, fiscal year FY2010 and FY2011 have been created there.Secondly, more detailed settings are needed for accounting module. In this step, you needto specify many account numbers and let 2BizBox know how and where to keep accounts onthe daily business activities. In this step, check each sub steps on the list, and configure thevalues of each sub step carefully. By default 2BizBox has configured all parameters by usingdefault chart of accounts. So you need to check these parameters if you change the chart ofaccounts in previous step.SETUP ACCOUNT CATEGORIESAccount Categories is a template used to generate Balance Sheet. 2BizBox gives a standardsample template. Check these categories and find whether it is meet your company’s need.You can add, edit, and delete categories.2BizBox supports multi level categories and the total amount of parent category equals allamounts of its children categories. And it will show total amount of each parent categoriesin balance sheet report automatically.Copyright ○2010 2BizBox C 6
  10. 10. In this step, you can set chart of account for each category in editing category screen, suchas the amount of CASH ON HAND category coming from the balance”1010 Cash on hand”.2BizBox has already configured all of them and you should check once you change the chartof accounts.SETUP STARTING BALANCEAfter the chart of accounts has been established, the accounts balances must be initializedby entering dollar amounts as the starting balances.In this step, all accounts are listed with an editable cell with red color line where you caninput the starting balance amount. The balance field locating at debit or credit columndepends on the D/C direction. Select start month period on the top right corner. The startbalances will be initialized to that period with a transaction automatically generated by thiswizard. Debit and credit totals must equal and match the totals from your companyaccounting report.SETUP PASSWORDCopyright ○2010 2BizBox C 7
  11. 11. This step is used to setup password for user ‘admin’. Password is very important for user.More complex and periodical password changing are encouraged. The length of passwordmust be bigger than 6.COMPLETE WIZARDIt is almost finished. Check each step and fix all errors. Warnings will not stop you to gofurther but always try to fix all of them. “Complete” button should appear in this step.Remember after clicking the “Complete” button, this setup wizard will never show up again.Many settings can be changed again later inside 2BizBox, but the change may affect existedbusiness data. So the inside wizard is the best place to double check and configure allsettings for your 2BizBox.If you are ready to go to main screen, click “Complete” button to commit all changes to2BizBox server. Wizard program will exist and you will back to login screen. Input the newpassword you specified in wizard to login 2BizBox. If 2BizBox main screen shows up, 2BizBoxhas been configured and ready to use.MORE SETTINGSCopyright ○2010 2BizBox C 8
  12. 12. Wizard program only covers most important settings for the company which should be finelyconfigured before the company startup. After wizard has been completed, moreconfigurations can be done in 2BizBox Control Panel module. See following section to checkall further settings for your company.MORE COMPANY CONFIGURATIONAfter the wizard, all major configurations have been done. Complete following steps toconfigure more settings for 2BizBox. Or ignore these steps for now and configure thesettings later when you use them. Engineering Settings  Minimum part number digits. Default value is 3. This property specifies the minimum length for the part number in 2BizBox. This is used to control the part number length for your company. If it is set to 3, then “AB” will not be a legal part number because it is too short but AB1 or 1AB would work.  Maximum part number length default number is 20. This property specifies the maximum length for the part number in 2BizBox.  Mark to “engineering new part” for newly created part. Default value is “YES”. The newly added part will be marked as “engineering use only” if it is set to “YES”.  Default Shipping weight Unit of Measure (UOM). This is the default value for part shipping weight UOM. If you set “KG” for this parameter, the system will use this as the newly created part’s shipping weight UOM when a new part is created in 2BizBox.  Make or buy for new created part. Default value is “BUY”. Work Order Settings  Initial cost: This is a cost number used to control work order cost. Only when the Work Order cost is higher than this cost, it will be controlled by Work Order cost control process. Input 0 to make all parts under cost control.  Over percent: After setup of the “Initial cost” above, you can also setup the work order over a certain cost percentage limit. For example, 20% means if a part finished in a work order is 130% of its average cost, the work order will be reviewed and processed by work order cost control process.  Control By: The cost method used in 2BizBox. Currently 2BizBox supports Average Cost and Standard Cost. Select the one your company will use.Copyright ○2010 2BizBox C 9
  13. 13. INITIALIZE DATAWhen the setup of the configuration of 2BizBox is completed, you can enter business data toget your company up and running. Follow these steps to input all needed data in 2BizBox: Enter all of the customers and vendors in Address Box. You can also skip this step and enter the customers or vendors only when you need it, such as creating new sales order or purchase order. (It is recommended that the first 3 letters of a company name and 3 numbers such as 001 can be used for the ID of a company. For example Tomato Company will have ID: TOM001. If Tomato Company has a different shipping address ID, it would be TOM001A. The next company might be Potato Company and will have ID POT001 and shipping address ID would be POT001A.) Enter all parts including part number, part type, description, standard cost etc. You may have many parts which are needed to be entered. To make it simple, you can skip this step and create a part only when you need it, such as creating new sales order, purchase order, work order, BOM etc. Make sure you already have part numbers for each part and know how to number the parts. If you don’t have a preference for the format of the part number, you can setup 2BizBox to let the system generate part number for all newly created parts. Enter all Bill of Materials (BOM). Make sure the BOM already exists in Part Master module, and at least one part item is under the BOM list. Rollup standard cost for all parts. Enter all sales orders. Set up all sales orders that have not been approved or shipped. Enter all purchase orders. Include all purchase orders that have not been approved or received. Setup Chart of Accounts in accounting module.  Create company needed accounts or sub-accounts in Chart of Accounts.  Create sub-accounts for every bank of your company.Copyright ○2010 2BizBox C 10
  14. 14.  Setup the initial balance for each account except Accounts Receivable (AR) and Accounts Payable (AP). Enter all ARs  Enter all open ARs (Invoices in 2BizBox) that have not been received.  Run an open invoice or AR report to make sure the total amount of receivable is correct. Enter all APs  Enter all open AP that have not been paid.  Run an open AP report to make sure the total amount of payable is correct  Run an open AP or AP report to make sure the total amount of payable is correct. Setup inventory by Physical Inventory report and enter all current inventory quantities for all parts. Commit the Physical Inventory report and check that the inventory quantities are correct. Check the balance sheet report and make sure the balances of each account is correct. Close last month’s period.DATA REVIEWAfter entering all data above, go to engineering, sales, purchase, warehouse,accounting boxes and run reports to check that all numbers are correct. Run balancesheet, profit & loss statement, closing statement and other accounting reports to make sureall data is correctly entered.Now 2BizBox is startup-ready.Copyright ○2010 2BizBox C 11
  15. 15. About 2BizBox Our goal is to offer worldwide manufacturing businesses free ERP software and to give them the ability to setup ERP system with the lowest cost, and then to make the businesses more successful. Just download, install, setup and use 2BizBox software. All manufacturing businesses can utilize computer applications to improve manufacturing management. 2BizBox is an independent, privately held company located in Wichita Falls, Texas.Contact Information For general information - info@2BizBox.com Business Address: P.O. Box 8143, Wichita Falls, Texas, USA 76307

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