Zumzum Financials Getting Started Guide

Zumzum Financials Knowledge Base

    Now that you have installed Zumzum Financials you should perform a few simple configuration steps to prepare your environment before you begin posting transactions.

    If you have specific requirements or want assistance with setup and configuration then please contact Zumzum on +44 (0) 87 080 33133 or email case@zumzum.co.uk

    Add the Zumzum Financials Administrator permission set to your user account

    To ensure you have access to all the custom objects, fields, pages and components in Zumzum Financials, you will need to add the Zumzum Financials Administrator permission set to your user profile and other Salesforce Administrators that will manage Zumzum Financials.

    1. From Setup, enter Permission Sets in the Quick Find box, then select Permission Sets.
    2. Select the Zumzum Financials Administrator permission set.
    3. Click on the Manage Assignments button.
    4. Select the relevant users you would like to add to the permission set, then click Assign.
    5. Click Done.

    You will also need to grant access to a standard Salesforce Account object field called “Account Number” to your user account and any other users.

    1. From the management settings for the Account object, go to the fields area.
    2. Select Account Number field you want to modify.
    3. Click View Field Accessibility.
    4. Specify the field’s access level for each profile in your org.
    5. Click Save.

     

    Install App Data to Get Started

    Before you begin you should navigate to the Getting Started Tab and select the Install Application Data button. This will activate your application and install default data such as Tax Codes. Once you have performed this task, the button shall no longer be visible to you.

    Installing the app data will add the following;

    • Control Accounts
    • Company Setup
    • Company (Corporate Company)
    • Currency (Company Currency)
    • Organisation Currency
    • Currency Rates
    • Bank Accounts
    • Document Numbers
    • Tax Rates
    • Invoice Templates
    • ISO Countries
    • Nominal Categories
    • Sub Categories
    • Nominal Accounts

    Setup Your Company Details

    1. Navigate to the Setup tab
    2. select Company Setup
    3. Click Edit to enter your company details that will be used on transactional documents like sales invoices.

    You can change:

    • Your Company Name
    • Your Website Address
    • Your company email address
    • Your Entity Type
    • Your Company Registration Number
    • Your VAT Number
    • Your VAT Method – choose if you’re using Cash Accounting or Accrual method
    • Your Fiscal Year start Month
    • Your Currency Name and Your Currency Symbol – e.g. GBP and £

    Load Your Company Logo for Document Templates

    For all document templates, except the sales Invoice (see separate section for sales invoice), you are able to load a default company logo. This image will be used on documents such as Purchase Orders, Timesheets, Expense sheets, etc.

    1. Navigate to the Setup (Zumzum) tab
    2. Select Company Setup
    3. Under notes and attachments, click Attach File and follow the upload instructions to add your corporate logo as a png file.

    Your file should be a maximum of 250px by 75px in size

    Define Your Preferred Email Templates

    You are able to determine the default email templates to load when you select the “Send as Email” button on the various transactional documents in the system, such as Sales Invoices or Purchase Orders. There are a number preconfigured with the system and you are able to change the settings to select your own templates.

    1. Navigate to the Setup (Zumzum) tab
    2. Select Company Setup
    3. Click Edit
    4. Select the lookup next to the email template you wish to modify

    There are a number of sample email template folders setup in the system and you can create and save your own email templates in each of these folders. The email template for each document (e.g. Sales Invoice) must be saved in the relevant folder so that you are able to select this from the settings page.
    Example folders are:

    • Zumzum Purchase Invoice Templates
    • Zumzum Purchase Order Templates
    • Zumzum Sales Invoice Templates
    • Zumzum Sales Order Templates
    • Zumzum Delivery Note Templates
    • Zumzum Expense Sheet Templates
    • Zumzum Time Sheet Templates

    To navigate to the email folders please go to Setup>Personal Setup> Email>My Email Templates and navigate to the respective folder. Here you can review or modify existing templates and create new templates.

    Update Your Bank Accounts

    1. Navigate to the Setup tab
    2. Select Bank Accounts
    3. click Edit next to the bank account you wish to modify.

    You can change:

    • Bank Account Name
    • Type
    • Sort/Branch Code
    • Account Number
    • Account IBAN Code
    • Status
    • Nominal Account

    Upload Your Logo To The Sales Invoice Template

    You can add your company logo to the standard document templates that are generated by Zumzum Financials. In particular you will want to add your company logo to the sales invoice template. You can follow the same procedure to add your logo to the other document templates.

    1. Navigate to the Setup tab
    2. Select Document Templates
    3. Select the Zumzum Sample Sales Invoice Template
    4. Click Attach File Follow the upload instructions to add your corporate logo as a png file. Your file should be a maximum of 250 px by 75 px in size.

    Edit/Assign Your Accounts Page Layout

    If you are using the Enterprise Edition you can assign the Zumzum Financials Accounts page layout. The custom page contains specific sections and fields to hold your financial data about your customers and suppliers.

    1. Click Your Name | Setup | Customize | Accounts and choose Page Layouts or Record Types. (If you are in the Lightning interface, Click Your Name | Setup | Objects and Fields| Object Manager| Account)
    2. Click Page Layout Assignment.
    3. Click Edit Assignment.
    4. Use the table to specify the Zumzum Financials Account Layout page layout for each profile that requires access to accounting data.
    5. Click Save.

    Edit Your Page Layouts (Professional/Enterprise Edition)
    If you are using the Salesforce Professional Edition you will need to edit your page layout to add the sections and custom fields to hold your financial data about your customers and suppliers.
    To access page layouts for Accounts:

    1. Select Your Name | Setup | Customize (If you are in the Lightning interface, Click Your Name | Setup | Objects and Fields| Object Manager)
    2. Choose Account.
    3. Choose the Page Layout link.

    Work with the page layout editor to add the following components:

    • Customer Activity – drag and drop the VisualForce Page component Customer Activity to the top of your Account page layout.
    • Add a new Section for Credit Control to place your custom accounting fields and ensure that it is a 2 column section.
    • Drag and drop the following fields into this section.

    Left Column                                                                                                       Right Column


    Account Number                                                                                               Nominal Account


    Billing Contact                                                                                                  Co Reg Number


    Terms Agreed                                                                                                    VAT reg number


    Payment Due Days                                                                                            Credit Limit


    Settlement Due Days                                                                                         Terms


    Settlement Discount                                                                                          Total Debit


    Tax Rate                                                                                                            Total Credit


    ECSL Region                                                                                                    Total Balance


    • Add a new Section for Bank Information to place your custom accounting fields and ensure that it is a 2 column section.
    • Drag and drop the following fields into this section.

    Left Column                                                                                                      Right Column


    Bank Account Name                                                                                         Bank Name


    Bank Account No                                                                                              Bank Sort Code


    Bank Address                                                                                                     IBAN


    • Add the Activity Report button and Account Report buttons to the Custom Buttons component on the page layout.
    • Add the following Related Lists to your page layout.
      • Sales Orders
      • Sales Invoices
      • Purchase Orders
      • Purchase Invoices

    Edit/Assign Your Opportunity Page Layout.

    If you are using the Enterprise Edition you can assign the Zumzum Financials Opportunity page layout. The custom page contains specific sections and fields to hold your financial data about your customers and suppliers.

    • Click Your Name | Setup | Customize | Opportunities and choose Page Layouts or Record Types.
    • In the page layout or record type list page, click Page Layout Assignment.
    • Click Edit Assignment.
    • Use the table to specify the Zumzum Financials Opportunity Layout page layout for each profile that requires access to accounting data
    • Click Save.

    Edit Your Page Layouts (Professional/Enterprise Edition)

    If you are using the Salesforce Professional Edition you will need to edit your page layout to add the sections and custom fields to hold your financial data about your customers and suppliers.

    To access page layouts for Accounts:

    • Select Your Name | Setup | Customize. (If you are in the Lightning interface, Click Your Name | Setup | Objects and Fields| Object Manager)
    • Choose Opportunity or Opportunities.
    • Choose the Page Layout link.

     

    Work with the page layout editor to add the following components:

    • Add the Create Invoice button and Create Order buttons to the Custom Buttons component on the page layout.
    • Add the following Related Lists to your page layout.
      • Sales Orders
      • Sales Invoices
      • Purchase Orders
      • Purchase Invoices

     

    Edit Your Quotes Page Layout

    You may edit your page layout to add the sections and custom buttons and related lists for Sales Orders and Sales Invoices.
    To access page layouts for Accounts:

    1. Select Your Name | Setup | Customize (If you are in the Lightning interface, Click Your Name | Setup | Objects and Fields| Object Manager)
    2. Choose Opportunities or Opportunity.
    3. Choose the Page Layout link.

     

    Work with the page layout editor to add the following components:

    • Add the Create Invoice button and Create Order buttons to the Custom Buttons component on the page layout.
    • Add the following Related Lists to your page layout.
      • Sales Orders
      • Sales Invoices

    Update Your Chart of Accounts and Nominal Codes

    There is a standard Chart of Accounts (COA) installed by default in the system, although you may wish modify and update the default nominal codes. The COA is structured as Nominal Category, Nominal Sub Category and Nominal Account. You can add new Nominal Sub Categories and Nominal accounts to suit your business and reflect your previous COA structure.

    To access page layouts for Accounts:

    • Navigate to the Setup tab.
    • Select either Nominal Sub Category or Nominal Account.
    • Click New to enter a new record.
    • Enter the required details and hit Save to create your new record.

     

    Customise Your Control Accounts.

    Control accounts are used by Zumzum Financials to make automatic double-entry postings. A number of control accounts are created automatically. The control accounts are as follows:

    Accruals
    Bad Debts
    Credit Charges
    Creditors Control
    Debtors Control
    Default Bank
    Default Sales
    Deferred Income
    Exchange Rate Variance
    Expenses
    Mispostings
    Prepayments
    Purchase Discount
    Retained Earnings
    Setting Up Records
    Suspense
    VAT Liability
    VAT Manual Adjustment
    VAT on Purchases
    VAT on Sales

     

    Customise Your Document Numbers

    You can set the current numbers for your transactional documents for continuity from your existing accounting system. The transactional documents that you can set your numbering convention for are Sales Orders, Sales Invoices or Purchase Orders.

    For example, to set your current Purchase Order number do the following:

    1. Navigate to the Setup tab
    2. Select Document Numbers
    3. Click PO
    4. Click Edit
    5. Enter the required details and hit Save to update your new record.

     

    Update Your Customer and Supplier Account Records

    To process sales and purchasing transactions against your account records you will need to update the following fields with data:

    Type – update your Account records to Type as “Customer” or “Supplier” (please edit your Account Type field to include “Customer” and “Supplier” values in the pick list)

    Account Number – each customer will need to have an account number entered

    Optionally you should consider adding default Account values for:

    Payment Due Days – sets the default payment days on your sales or purchase invoices associated with this Account.

    Nominal Account – sets the default nominal account for sales or purchase associated with this Account

    Tax Rate – sets the default tax rate for transactions associated with this Account

    Enter Your Products to your Price Books

    To use the Sales Orders and Sales Invoices capabilities in Zumzum Financials you will need to enter your company offerings in Salesforce as Products and activate your Price Book. You will need to associate products with Opportunities/Quotes in Salesforce or select products directly when creating Sales Orders/Invoices.

    There are a number of customised Zumzum Financials fields to a product which are listed below.

    • Cost price: The cost of the product
    • Stock Product: Select this option if you wish to track inventory for this product on Sales Orders or Purchase Orders.
    • Stock Asset: 
    • Serialised: Select this option if you wish to track serial numbers for inventory items you dispatch.
    • Supplier: Select the default supplier you would wish to appear on a Purchase Order for this product.
    • Default Purchase Nominal Account: Select the Nominal Account you would wish to use as the default when this product is used for Purchase Orders.
    • Default Tax Code for Sales: Select the Tax Code you would wish to use as the default when this product is used for Sales Invoices.
    • Default Tax Code for Purchasing: Select the Tax Code you would wish to use as the default when this product is used for Purchase Orders.
    • Default Sales Nominal Account: Select the Nominal Account you would wish to use as the default when this product is used for Sales Invoice.
    • Dimension 1: Enter the default value you would like to appear in the Dimension 1 field on Sales Invoices.
    • Dimension 2: Enter the default value you would like to appear in the Dimension 2 field on Sales Invoices.
    • Dimension 3: Enter the default value you would like to appear in the Dimension 3 field on Sales Invoices.
    • Dimension 4: Enter the default value you would like to appear in the Dimension 4 field on Sales Invoices.
    • Dimension 5: Enter the default value you would like to appear in the Dimension 5 field on Sales Invoices.
    • Dimension 6: Enter the default value you would like to appear in the Dimension 6 field on Sales Invoices.

     

    Enter Your Opening Balances

    You can enter the opening balances for each nominal account that have balances in your previous accounting system using this method or by using journals. Your opening balances may include your bank accounts, however if you have decided you that you wish to reconcile these items in the future then add these items as regular bank receipts and payments.

    If you use the VAT Cash Accounting Scheme, also enter the balance of the Sales Tax Control Account and the Purchase Tax Control Account.

    If you plan to enter your customer and supplier opening balances as individual transactions, then do not update the Debtors or Creditors nominal accounts. If you enter your customer/supplier opening balances and update enter the Debtors/Creditors opening balances, you may find your balances over inflated.

    To enter your opening figures directly to the nominal accounts do the following:

    1. Navigate to the Setup tab
    2. Select Opening Balances
    3. Select the Nominal Code you wish to update.
    4. Enter the required details and hit Save to create your Opening Balances.
    5. Repeat the process for every account you wish to update.

     

    Enter Your Customer Opening Balances

    You can either enter your customer balances by posting the outstanding sales invoices to the ledger or by entering your customer opening balances. If you use the VAT Cash Accounting scheme and a customer has more than one outstanding transactions, you will need to add each of these transactions separately. Entering the transactions separately or by posting the sales invoices to the ledger will be particularly useful if you want to use ageing to work out when to chase the customer payment.

    If you plan to use the Standard VAT accounting scheme and you do not wish to use ageing with your transactions, then you can enter the total amount owed to you by a customer as a lump sum.

    Should you find that your Debtors figure does not match the figure in your previous accounting application you can clear the opening balance with a journal entry. Then you can either enter a new journal to enter the correct Debtors value or if you prefer you can enter your opening balances directly to the nominal account using the “Opening Balances” option above.

    To enter your Customer Opening Balances do the following:

    1. Navigate to the Setup tab.
    2. Select Customer Opening Balances.
    3. Select the Account Name you wish to update.
    4. Enter the required details and hit Save to create your Customer Opening Balances.
    5. Repeat the process for every account you wish to update.

     

    Enter Your Supplier Opening Balances

    You can either enter your supplier balances by posting the outstanding purchase invoices to the ledger or by entering your supplier opening balances. If you use the VAT Cash Accounting scheme and a supplier has more than one outstanding transactions, you must add each of these transactions separately. Entering the transactions separately or by posting the purchase invoices to the ledger will be particularly useful if you want to use ageing to work out when to make a supplier payment.

    If you plan to use the Standard VAT accounting scheme and you do not wish to use ageing with your transactions, then you can enter the total amount owed to a supplier as a lump sum.

    Should you find that your Creditors figure does not match the figure in your previous accounting application you can clear the opening balance with a journal entry. Then you can either enter a new journal to enter the correct Creditors value or if you prefer you can enter your opening balances directly to the nominal account using the “Opening Balances” option.

    To enter your Supplier Opening Balances do the following:

    1. Navigate to the Setup tab.
    2. Select Supplier Opening Balances.
    3. Select the Account Name you wish to update.
    4. Enter the required details and hit Save to create your Customer Opening Balances.
    5. Enter the required details and hit Save to create your Supplier Opening Balances.
    6. Repeat the process for every account you wish to update.
    in Getting Started