Company Setup Overview

A Company represents a full general ledger in Softrip. In an instance of Softrip, multiple companies can be set up if it's required that the financials are completely separate (Enterprise Only).

The company set-up provides users with the ability to establish the Company ID as well as general information for the company. For Softrip Online, this ID is established at time of setup. The Company ID links with the reservation system as a reservation can be assigned to a single company.

Users will access the company screen under the "setup" option under Accounting.

When setting up this screen, users will follow the general steps below.

1) Add the base company information in the Company Screen

Company ID
Company address
Company Name
Base Currency - this is the currency that all local transactions will be converted to. Financials will be produced in this currency.

2) Setup Chart of Accounts under the Chart of Accounts screen

3) Access the Company Screen again and enter the account numbers in the available accounts listed.

Setup

The Companies screen looks slightly different from the other back-office screens in Softrip. Users will select the "+" (plus) sign to begin creating the Company.

Once users select the plus sign, they will have the ability to enter the appropriate details into the middle of the screen.

Note: Please contact Softrip for new company or changes to the company ID.

Defining the Fields

Company ID

The Company ID is for internal users and uniquely identifies the company throughout the application. The character limit for this field is 10 characters.

Example: ST_LLC

Note: Hyphens "-" are not supported in this field. Please use an underscore "_" in place of the hyphen "-"

Name

Enter the name of the company.

Example: Softrip

Contact

Typically the main point of the contact for the company. This field is currently does not output.

Addresses

There are three address fields available to users. These fields are designed to allow users to enter the address of the company (address 1,) the City, State, and Zipcode (address 2,) and the Country (address 3.)

Note: The address will display on your customer's documents.

Phone

Main phone number of the company.

Note: This will display on your customer's documents.

The following fields provide users with the ability to enter main contact details, such as email and fax, for the company.

Administrative Email
Operations Email
Accounting Email
Marketing Email

Base Currency

The three character code for the company's base currency (the currency in which your company operates and executes its taxes.)

Example

Users can sell their product in AUD, however the base company currency be USD. At month end, all currencies will be converted into USD.

The Conversion rate used is based off the exchange rate calculation that exists under exchange rates in the "setup" screen.

Fiscal Period Start

This Fiscal Period Start field identifies how the company's year will be broken down on a tax chart perspective. Users can enter a number in this textbox to represent the month.

Example

1 = January, 2 = February, ... 12 = December.

Note: If you enter that the your start is january, then the application will automatically recognize that December 31st ends your fiscal year.

Last Close

The last month period that was closed for this company. If editing this field, please enter it in this format:

MM/YYYY (e.g. 01/2010 for January 2010).

This date is also automatically set by running the Month End Close in the Trial Balance screen.

Note: Transactions that occured during or before this period cannot be edited or deleted and must instead have a new adjustment transaciton entered.

New transactions cannot be created during or before this period.

Note: At this point, users should save their progress and move onto the Chart of Accounts screen. Please review the chart of accounts article for more information.

The below accounts will be entered into into the company set-up screen after the chart of accounts are set-up.

Customer Deposits

General Ledger account number of Customer Deposits account. All receipts recorded against a booking will be credited to this account.

Accounts Receivable

General Ledger account number of Accounts Receivable account. All balances Due on reservations at month end will be debited to this account.

Pre-Paid Land Costs

General Ledger account number of Prepaid Costs account. All payments to suppliers for reservations that have not been closed yet will be debited to this account.

Pre Paid Air Costs

General Ledger account number of Prepaid Costs account. All payments to suppliers for reservations that have not been closed yet will be debited to this account.

Contingent Liability

General Ledger account number of Contingent Liability account. At month end, all unpaid balances to suppliers will be credited as a potential liability to this account.

Income Summary

General Ledger account number of a Summary Account. This account is used during the month end closing procedures. It's balance must always be 0.

Retained Earnings

General Ledger account number of the account in which retained earnings will be put during the year end close procedure.

Cont Liability Fx

General Ledger account number of the account in which retained earnings will be put during the year end close procedure.

Fx Income

General Ledger account number of the account in which retained earnings will be put during the year end close procedure.

Res Trf Journal

The ID of the journal that will be used when moving receipts from one reservation to another.