SetUp

Your product has been shipped with the necessary data already installed for you to start setting up your company immediately. To set up your new company you will need assistance from StoreReport personnel.

Type the characters 'UT' to go to the utility menu and take the option 'Company Header Maintenance UT04'. Tip: Use your browser's back button to return from these links. Set up your company as per the instructions on that page. Hint: Click on the link "Company Header Maintenance UT04" to view that page.

Setting Up Your Tax Parameters

You must set up tax parameters prior to adding profiles. You may set up as many states as you like, and you may add states, counties and cities later. Remember these rules:

 Every city must have a county, and every county must have a state.

 Every profile account must have a state, county and city tax ID number.

Follow the instructions on the link to TX09 on the Tax screen..

Setting Up Branches and Sites

Use the program IN12 on the Inventory Menu to set up branches and sites. These act as departments and inventory pools in your general ledger and inventory. Follow the instructions there and be certain you understand the concept of branches and sites before you move on.

Setting Up User Profiles

User Profiles (sometimes referred to as entities) are set up using PR01. When entering this program for the first time there will be no profiles set up for your company. You must setup a profile for all customers, vendors, employees and convenience stores. For all practical purpose, the number assigned is unimportant. Identifying type s of entities by groups of numbers is an antiquated way of solving a problem and does not conform to modern computer methodologies. I would suggest you simply use F6 to get the next available number as suggested by the program. No need to write down the numbers you assign- you won't need them. Follow the instructions you will find at that link.

Adding Customers

You must use AR08 to set up customers and convenience stores. Even when you own and run the convenience store yourself. For convenience stores, be sure that you assign a 'C Store Group Number' greater the '00' on the second screen. Simply putting a number greater than '00' opens all the convenience store programs to be used by this customer. Following the instructions at that link.

Adding and Editing General Ledger Accounts

Your system has been shipped with the necessary accounts you need to start posting with the following exceptions:

For every branch and site you have set up, you need to set up the following sets of general ledger accounts. BR = branch, SI = site, CL = Class (see previous paragraph):

General Ledger Account	Description (use your own description)
13CL-000-000-BR-SI	Inventory
30CL-000-000-BR-SI	Sales
3220-000-000-BR-SI	Less Hauling Expense
40CL-000-000-BR-SI	Cost of Sales
4080-0CL-000-BR-SI	Inventory Over/Short
4247-000-000-BR-SI	Less Transport Income

For tax accounts. ST = State ID number, ccc = county, yyy = city. Note: We will not cover county and city fuel taxes in this text. Call us for help on setting up these fuel taxes. (see TX09):

General Ledger Account	Description (use your own description)
1252-000-000-00-00	Gasoline FET Exempt
1252-000-001-00-00	Gasoline FET #2 Exempt
1252-000-002-00-00	Gasoline FET #3 Exempt
1252-ST0-000-00-00	Gasoline State Tax Exempt
1252-ST0-001-00-00	Gasoline State Tax #2 Exempt
1252-ST0-002-00-00	Gasoline State Tax #3 Exempt
1252-STc-cc0-00-01	Gasoline Seawall Tax Exempt
1253-000-000-00-00	Diesel FET Exempt
1253-000-001-00-00	Diesel FET #2 Exempt
1253-000-002-00-00	Diesel FET #3 Exempt
1253-ST0-000-00-00	Diesel State Tax Exempt
1253-ST0-001-00-00	Diesel State Tax #2 Exempt
1253-ST0-002-00-00	Diesel State Tax #3 Exempt
1254-000-000-00-00	Kerosene FET Exempt
1254-ST0-000-00-00	Kerosene State Tax Exempt
1255-000-000-00-00	Oil FET Exempt
1255-ST0-000-00-00	Oil State Tax Exempt
1256-000-000-00-00	LPG FET Exempt
1256-ST0-000-00-00	LPG State Tax Exempt
1258-000-000-00-00	Aviation FET Exempt
1258-ST0-000-00-00	Aviation State Tax Exempt
1259-000-000-00-00	Gasohol FET Exempt
1259-ST0-000-00-00	Gasohol State Tax Exempt
1260-ST0-000-00-00	Diesel State Farm Tax Exempt
1261-000-000-00-00	Jet A FET Exempt
1261-ST0-000-00-00	Jet A State Tax Exempt
1262-000-000-00-00	Grease FET Exempt
1262-ST0-000-00-00	Grease State Tax Exempt
1332-000-000-00-00	Gasoline FET Prepaid Tax
1332-000-001-00-00	Gasoline FET #2 Prepaid Tax
1332-000-002-00-00	Gasoline FET #3 Prepaid Tax
1332-ST0-000-00-00	Gasoline State Prepaid Tax
1332-ST0-001-00-00	Gasoline State #2 Prepaid Tax
1332-ST0-002-00-00	Gasoline State #3 Prepaid Tax
1332-STc-cc0-00-01	Gasoline Seawall Prepaid Tax
1333-000-000-00-00	Diesel FET Prepaid Tax
1333-000-001-00-00	Diesel FET #2 Prepaid Tax
1333-000-002-00-00	Diesel FET #3 Prepaid Tax
1333-ST0-000-00-00	Diesel State Prepaid Tax
1333-ST0-001-00-00	Diesel State #2 Prepaid Tax
1333-ST0-002-00-00	Diesel State #3 Prepaid Tax
1334-000-000-00-00	Kerosene FET Prepaid Tax
1334-ST0-000-00-00	Kerosene State Prepaid Tax
1335-000-000-00-00	Oil FET Prepaid Tax
1335-ST0-000-00-00	Oil State Prepaid Tax
1336-000-000-00-00	LPG FET Prepaid Tax
1336-ST0-000-00-00	LPG State Prepaid Tax
1338-000-000-00-00	Aviation FET Prepaid Tax
1338-ST0-000-00-00	Aviation State Prepaid Tax
1339-000-000-00-00	Gasohol FET Prepaid Tax
1339-ST0-000-00-00	Gasohol State Prepaid Tax
1340-ST0-000-00-00	Diesel State Farm Prepaid Tax
1341-000-000-00-00	Jet A FET Prepaid Tax
1341-ST0-000-00-00	Jet A State Prepaid Tax
1342-000-000-00-00	Grease FET Prepaid Tax
1342-ST0-000-00-00	Grease State Prepaid Tax
2109-ST0-000-00-00	State Withholding Taxes
2201-ST0-000-00-00	State Percentage Sales Tax Payable
2201-STc-cc0-00-00	County Percentage Sales Tax Payable
2201-STc-ccy-yy-00	City Percentage Sales Tax Payable
2202-000-000-00-00	Gasoline FET Payable
2202-000-001-00-00	Gasoline FET #2 Payable
2202-000-002-00-00	Gasoline FET #3 Payable
2202-ST0-000-00-00	Gasoline State Tax Payable
2202-ST0-001-00-00	Gasoline State Tax #2 Payable
2202-ST0-002-00-00	Gasoline State Tax #3 Payable
2202-STc-cc0-00-01	Gasoline Seawall Tax Payable
2203-000-000-00-00	Diesel FET Payable
2203-000-001-00-00	Diesel FET #2 Payable
2203-000-002-00-00	Diesel FET #3 Payable
2203-ST0-000-00-00	Diesel State Tax Payable
2203-ST0-001-00-00	Diesel State Tax #2 Payable
2203-ST0-002-00-00	Diesel State Tax #3 Payable
2204-000-000-00-00	Kerosene FET Payable
2204-ST0-000-00-00	Kerosene State Tax Payable
2205-000-000-00-00	Oil FET Payable
2205-ST0-000-00-00	Oil State Tax Payable
2206-000-000-00-00	LPG FET Payable
2206-ST0-000-00-00	LPG State Tax Payable
2208-000-000-00-00	Aviation FET Payable
2208-ST0-000-00-00	Aviation State Tax Payable
2209-000-000-00-00	Gasohol FET Payable
2209-ST0-000-00-00	Gasohol State Tax Payable
2210-ST0-000-00-00	Diesel State Farm Tax Payable
2211-000-000-00-00	Jet A FET Payable
2211-ST0-000-00-00	Jet A State Tax Payable
2212-000-000-00-00	Grease FET Payable
2212-ST0-000-00-00	Grease State Tax Payable
4230-000-000-BR-SI	Federal Excise Taxes Lost
4230-ST0-000-BR-SI	State Excise Taxes Lost

Setting Up Inventory Classes

Your system is shipped with the basic three - gasoline, diesel, oil. Using program CL01 on the Inventory Sub Menu, set up any additional class (maximum of 49) that you may require. Keep in mind that these are bulk plant inventory classes and have absolutely nothing to do with Convenience Store inventories. The exception being that Convenience Store fuel pulls from these accounts so leave the gasoline and diesel classes alone. Kerosene falls within the diesel class but if you sell LPG at the bulk plant or store, you should set up a class for that,

There is a discussion of classes at the CL01 link.

Setting up Inventory

Before a new inventory item may be set up, be sure you have set up a branch and site for the item you are creating:

Branches and Sites are like pools. Normally a branch is set up for a specified geographical area. For example: Branch 01 could be the city the main office is located in, and Site 01 could be the main warehouse in Branch 01. Many of our customers have used branches and sites in other ways. Since there can be as many as 9,801 combinations of branches and sites, Branch 63 Site 24 could be a warehouse or a convenience store. Branches starting with a '6' would give you the potential of having 999 convenience stores in a single area.

Think of branches and sites as departments in the General Ledger. You can pull profit and loss statements based upon a specific branch and site, or a range of branches and sites.

Branches and sites may also be used to separate inventory. For instance, you might have 9,801 pools of Chevron Supreme and 9,801 pools of Unbranded Phillips, etc. The concept of branches and sites is extremely flexible. One of our representatives will be happy to advise you on setting up branches and sites for your specific company.

In setting up fuel inventory, keep in mind that convenience stores pull from branches and sites. You may have one branch and site for all stores to pull from, each store may have a different branch and site, or you may set up something in-between. For instance, all Exxon locations in a specific center can make up a branch and site.

Another thing to remember about convenience stores, your own or consignment locations, is that they will pull from the main inventory system. This is how that works:

When you purchase fuel, you put it in a specific branch and site. When you drop fuel into the store's tanks using ST17, it remains in the pool but it is also added to the store's tanks. When the meters are read and entered through ST18, the fuel comes out of the store's tanks and the main pool simultaneously. Fuel adjustments at the stores using ST15, work the same way.

For oils, greases and TBA, branches and sites are generally used for physical warehouse. It will take some thinking on your part to decide on how you want branches and sites to work for you. But the payoff can be very rewarding.

When setting up an inventory item, you must choose a class, a line, an item code and a branch and site. Branches and sites must be set up using IN12 before you can add an inventory item to them. Gasoline should always be in Class 01. Diesel and Kerosene should be in Class 02. You may use the other potential 47 classes for whatever you want. The Class, Line, Item, Branch and Site makes the item unique.

I would suggest when setting up fuel, you use the line code for the fuel types. Example SUP = Supreme, UNL = Unleaded, PLU = Plus, REG = Regular, HSD = High Sulphur Diesel, LSD = Low Sulphur Diesel, etc. Doing it this way will really come in handy later. Different brands can be signified in the next field "Item". Item 1 could be branded and 2 could be unbranded. The Item code can be up to 11 characters long and include letters and numbers. The only restriction is when you are setting up fuel types, you may only have twenty different types of fuel for the stores, however the branch and sites of the stores can expand this to 9,801 different fuel types if you set them up correctly. We will be glad to discuss this with you before you make a decision.

For other bulk plant inventory, I would use the Line field to separate Fram filters from AC filters. This all has to do with the way you want you inventory reports prepared. For example, if you don't care about separating the two lines, you can set them all up under FIL for filters and combine them in your reports. Of course the Item field would keep the pools separated.

Inventory is set up using IN01. The other fields are discussed in that link.

Setting up Convenience Stores
The convenience store set up is quite extensive. Click here to go to that page.
 

Setting Up Vendors

The program AP02 is provided to set up vendors. Vendors must have a profile account set up in PR01 prior to adding them with this program. In PR01, the 'Corporation Y/N' field is useful when tracking checks to all vendors paid during the year. Note: Payroll accounts (see PY11) may be set up as 1099 employees to support recurring vendor payments. 1099 employees are not really employees and none of their activity will show us on W2 or payroll tax reports. In short, any credits (or debits) made to a non-corporate entity may be tracked for assistance in producing your 1099s at the end of the year. When setting up the vendor, the 'Protect from AutoPay Y/N' field can be used to screen this vendor from the Auto Pay program AP05. Tip: In the Profile account, an "Account Class" of '9' will prevent charge purchases to a vendor.