Front Accounting - Tutorial (Get started !)
Front Accounting is an accounting application and ERP for Small and Medium Enterprises. It allows double-entry accounting and is integrated with modules that support most common business processes. The application is multilingual and multi-currency. FrontAccounting is provided with standard modules: Sales, Purchases, Items and Inventory, Manufacturing, Dimensions, Banking and General Ledger and Setup. Its functionality is appropriate for small and medium companies for managing purchases, control their stock, issue offers, register orders and send invoices. It allows to configure several points of sale. Cash flow can easily be managed. Balance sheet drill-down and a number of ready-to-use reports provide a framework that can be suitable for many businesses.
This tutorial will help you set up your organisation in Front Accounting and get started!
1 - Your first login on FrontAccounting
Once your application has been installed on your dashboard, you will be able to login for the first time using the following credentials:
We strongly recommend that you change your password in your application immediately after your first login. To do so, click on Change Password at the top right corner of your screen and enter your new password.
Note that with FrontAccounting as the first user you cannot change your username and will remain "Admin". You can however create a separate and new user profile for yourself should you prefer to (See section 5 below). The Admin profile cannot be deleted and will always be accessible using the new password you created. Alternatively, you can simply use the Admin account as your own.
Let's now setup your currency in Front Accounting.
2 - Setting up the currency you need in FrontAccounting
Some currencies are pre-loaded in FrontAccounting: USD, EUR, BP, CAD. The Australian Dollar is typically not setup natively in FrontAccounting - let's take this example to set up a new currency.
First, click on Banking and General Ledger (Tab before last at the top of your screen) and then on Currencies as highlighted in the picture below.
Setting up the Australia Dollar for instance would typically look like the screen below:
Once you have clicked Add New, your currency is recorded in the system.
We recommend you always select the option Automatic exchange rate update. This way, your application will always be kept updated with the market exchange rates of your currency.
Check of the exchange rate
In the "Banking and General Ledger" tab, click on Exchange Rates which is located right underneath Currencies. Select the currency for which you want to know the exchange rate and the date for the rate and click Get.
Note that the exchange rate provided is entered against your company currency that we will setup in the next section.
3 - Setting up your company in FrontAccounting
To setup your company, click on Setup (Last tab at the top of your screen) and then on Company Setup.
You can then enter and save all your company details. Do not forget to select the appropriate currency in the "Home currency" section. The currency traditionally selected is the currency of the country where your company is based. If the currency does not appear on the drop-down list, you can add it manually by following the steps described in section 2 of this tutorial.
Also note that during the company setup, you will be required to select the Fiscal Year current for the reports, inputs and outputs of the application. You have to select the fiscal years from a drop-down list. Some fiscal years are by default entered in the application, but your company may have different start and end dates for the fiscal years than what is by default in the application or the current fiscal year may not yet have been entered in the application. See the next section to setup the fiscal years relevant to your company.
4 - Setting up the fiscal years in FrontAccounting
In the tab "Setup" click on Fiscal Years (Located in the top tier of your screen, link before last on the second column). In this section of the application, you can delete or add new fiscal years for your company.
Warning! Deleting a fiscal year will also remove all the transactions associated with the deleted year and transform them into relevant balances in your application. This is an irreversible process.
You can now enter the fiscal years you need, with the start and end dates that match your business fiscal year. You can also edit the existing fiscal years, including closing the finished ones. Note that you cannot delete an open Fiscal year. Also note that the application does not automatically select which fiscal year is current for your business.
To select the current fiscal year for your business, you will have to select it in the "Company setup" section (See section 3 of this tutorial), making it the current fiscal year. The current fiscal year cannot be deleted.
Now that your company is setup in the application, let's create the users you will need.
5 - Creating users in FrontAccounting
To create new users in FrontAccounting, click on Setup and then on User Accounts Setup (Second link on the page). When creating a new user, you will be asked to allocate a User login and Password. The new user will be able to change his/her login as described in section 1 of this tutorial after the first login.
Note that a Demonstration User called "demouser" is created by default in the application (Purple circle below). You can delete this user by clicking on the red cross at the end of the corresponding line.
You will be required to identify an "Access Level" for each newly created user. This access level corresponds to a range of permissions and authorizations in the application, that you can tailor (See section 6).
6 - Defining Access levels in FrontAccounting (Authorizations and permissions)
Each user of FrontAccounting comes with a level of permissions related to the usage of the application. You can define those profiles and modify the permissions and privileges of all profiles. You can also delete profiles if you believe you do not need as many as the ones loaded by default in the application.
To do any of those modifications, click on Setup and then on Access Setup (Third link from the top in the "Setup" tab).
For each role that you will select in the drop-down list at the top of the page, you will see the authorizations related to the application features. You can grant more, less, de-activate the role or delete it. You can also create a new role with the privileges that will fit the needs of the position. Note that once a user is granted a certain Access Level, he/she will not be able to change it (Except for "System Administrator") and only a System Administrator will be able to modify this parameter.
Also note that once a user is granted an access level, he/she will only see the relevant parts of the application when logging in.
7 - Using FrontAccounting
You have now completed the basic setup for FrontAccounting and you are ready to use it. Among others, FrontAccounting will help you manage:
- Sales (Quotations, Orders, Deliveries, Invoices, Payments, Credit Notes, Inquiries) and generate all associated reports automatically
- Purchases (Purchase Order entries, Outstanding orders, Payments to suppliers, Management of invoices) and generate all associated reports automatically
- Inventory and Stock (Inventory - including location transfers, adjustments, movements, status, reports - Items codification, sales kits, locations, reorder levels)
- Sales and Pricing management (Sales pricing, purchasing pricing, standard costs)
- Manufacturing (Work orders management and tracking, costed bill of materials, work centers, manufacturing reports)
- All accounting, banking and general ledgers for the company.
FrontAccounting is much more than just an accounting software. It is suitable for all-size companies accounting but also suitable as an ERP for companies handling manufacturing, production, stock and storage or any transaction-focused business.