Cyframe User Guides

Basic Configuration
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Copyright ® CyFrame, 2018
 Company Detail
In this user guide, we will walk you through of some details that requires to be configured first. The user can create new
information as required but there is no need to edit or modify the existing data unless there is a change overtime.

1. Company ID is predefined by Cyframe. This

1 code cannot be modified.
2
Note that there are fields that can be edited and some
that cannot be modified once saved.

3 2. Enter company name.

3. Enter company’s complete address (address,

city, state/prov, postal/zip code.

4. Enter your government sales tax numbers.

5. Specify how many fiscal periods your fiscal

year is divided.

5
 Company Detail

1. Current period and year. Transactions will be

allocated in the period set on this screen.

1 Make sure to open the period before processing any

invoice or payment.
2
2. Maximum open periods. Transactions may be
3 allocated in previous periods but cannot
exceed the maximum of periods here
4 indicated.
5
3. Home currency should be the currency of
company’s ledgers.

4. The retained earning cost center by default is

the Balance Sheet.

5. The retained earning GL is configured in the

Chart of Accounts section.
 Company Detail

1 1. Configure the corresponding accounting

2
documents for each transaction type.

2. Configure company’s bank account (optional)

 Currencies and Rates
The system allows to register transactions in multiple currencies. Each one must be configured on this screen and the exchange
rate must be monitored and frequently updated.
1. On the available line, enter the two-character
code for the currency and the description.
Then, click the Save button.
1
Company’s home
currency local and
foreign rate = 1.
Lookup button will
be disabled

2. Click on the lookup button to configure the

local and foreign rates.
2

3. Select or enter the date where the exchange

rate is applicable.
3
4 4. Enter the local rate. The system automatically
will calculate the foreign rate.
The system will keep historic records of exchange rate
variations.
 Period Calendar
Configure the fiscal settings of your company: Year end date and each period start date. It is required by the system to create
two years in advance prior closing a year.

3
1. Enter the year end date

2. Enter the start date of each period.

1

2 3. Create a new year either copying the current

structure or creating a new year from scratch.
You can only modify fiscal
periods that do not have any
transactions entered. 4. The number of periods is configured in
Company Detail/ General tab

4
 Units of Measure
Cyframe has a few units of measure already defined in the system, for: area, length, time, volume, weight and some custom.
Note that you could add more units if needed.
Custom units of measure are those created from existing units
(e.g.: Bags contains certain quantity of lbs or pcs). Depending on
1
the UOM of the product the quantity within a bag varies.

1. Click the button new to add a new UOM

2. Select the UOM type you need to create from

the dropdown list.

3. Enter the UOM ID and ISO ID. Then, enter the

2
description and short name and click the
3 button Save.

4. Once saved, system will display the fields to

enter the conversion factor to the existing
units in the system.

4
 City/ State/ Country
Prior creating a new record, validate the record does not exist in the system already in order to avoid duplicity of information.

1. Click the button New on the top menu to

1 create a new record.

2. Search for the country name on the dropdown

list. To create a new record, click on the lookup
button.

3. Search for the province or state on the

dropdown list. To create a new record, click on
State/Prov. Code and Country Code are a unique the lookup button.
identifier of the record
2 We recommend using ISO codes for countries
3 and states to keep data standardized.

4. Enter the city name.

 City/ State/ Country
To find a city when creating a customer, you must follow these few steps:

1 1. Find the country from the dropdown list.

If during the customer configuration, a record from a city
or state is not created, you can always add a new one on
the spot by clicking the lookup button and then
completing the required information, as mentioned in
the previous page.

2 2. Find the State/Prov from the dropdown list.

Note that provinces and countries are directly related,
therefore the system will display only those provinces or
states created in the selected country.

3 3. Select or create the city (if does not exist).

The system does not differentiate upper and lower

cases, for this reason it is important to make sure the
city does not exist before creating the record.
 User Groups
User groups can be seen as roles in your company. You can group users by the tasks they perform in Cyframe.

An example of user groups could be:

• Administration
• Accounting or Finance
• Warehouse Management
• Distribution
• Operations Management
• Sales
• Operators

Grouping users helps to make the configuration, the control of data access, and the security configuration a much easier process.

Creating a new user group is as easy as defining a name. The key is to define your groups properly.
 Users
Create the users for all the areas (administrative
and operators).

1. Enter the name of user.

2. Select a user logon. Make sure to define a

standard structure that could be kept in the
future for new users.

When creating a new user, data from the company is

1 auto populated, but it can be modified accordingly.

3. To create an operator (production floor),

enable the Operator checkbox. The system will
display tabs Operator and Operation.
2

3
 Users

1. Use the Contact Info tab to keep information

related to the user.

2. On the Groups tab, add the user groups that

apply to the user that is being created.
When assigning a group to a specific user, security
configurations from the group will apply to the user,
making configurations easier to do.

One user can be assigned to multiple user groups

(if applicable).
 Screen Security
Through this module, you will be able to grant permits or to restrain access to certain modules, screens or actions. You can
either configure security access per user, per group or both.
1. Screen security configurations done on the
group tab will apply to all the users configured
with that user group.
Level Access
 Read: User has read only access to the data.
 Execute: The user can execute commands such as put in process or
approve a transaction.
 Write: User can edit the record or save the changes.
 Create: User can create new records.
 Delete: User can “delete” the record. It is important to clarify that
Cyframe does not actually delete records, what it actually does is to
deactivate the record.

2. Screen security configurations done on the

Users tab will be only applicable to a specific
user.
 Plants

1. Change the description of the plant.

1
2. Enter the address of the plant.
2

3. Select the country, state and city (in the same

order). Search for your option using the
dropdown list.
3
4. Email and website are optional.
4
5. Enter the postal code.
5
6. Select the default production units of measure.

6 7
7. Enter the overhead costs.
Overheads configured on the plant will affect the
costing of all products created in the system.
 Warehouses
In Cyframe, warehouses are defined as the storage or distribution facilities of a company.

When configuring a warehouse, make sure to:

 Configure at least one warehouse per plant. Each facility must have a different address and location.
 If the company has a building with the plant and the warehouse within the same facility, configure one plant and one warehouse.
 If the company has one building with different storage areas within the same building, this is considered as one single facility
thus, you will configure only one warehouse.
 Subcontractors requires one warehouse each.
 Warehouses
In this section, you will find the necessary steps to create or configure a warehouse:
Step 1: Configure the general information of the warehouse.

1. Enter a code or ID for the warehouse.

1
The ID for the main warehouse is predefined by
2 Cyframe. This code cannot be modified.

3
2. Enter a description or name for the
warehouse, and a short description.

4
3. Once created, select the corresponding QA
Warehouse.
To have the warehouse available, the user must create a
QA warehouse, then return to this tab to link QA with the
warehouse.
Select the default
plant that supplies 4. Select the address.
this warehouse
Note that all addresses must be configured in the
5 SelfCustomer Master file/ Shipping Addresses tab1.

6 5. Select the default option for warehouse group

6. Enter the warehouse contact information

1 Refer to the Cyframe User Guide Customers and Suppliers.pdf for details.
 Warehouses
Step 2: Configure QA Warehouse.
1. Enter a code or ID for the QA warehouse.

1 Keep ID standardized for QA.

2 2. Enter a description or name for the QA

3 warehouse, and a short description.

3. Enable the checkbox “Not counted”.

4
4. Select the same address as the main
warehouse.

5. Select the default option for warehouse group.

6. Enter the warehouse contact information.

5 Once the QA Warehouse has been created and configured, return to the main
warehouse (or corresponding warehouse) and link QA with Main.
6
 Warehouses
Step 3: Create stock locations for each warehouse created in the system.

1. Select the corresponding warehouse from the

dropdown list.

2. Enter the name for the location

1

3. Enter the description for the location.

2 3
In order to create a stock location, the warehouse
must be created in advance.

Keep both
checkboxes enabled.
 Warehouses
Step 4: Configure the stock location on the preference tab in the warehouse.
1. Configure the stock location for each
predefined location on the screen.
1 Important: It is not required to create a different locations for
each stage. Initially define only one stock location and then (if
needed), more locations can be created.

2. Picked Items Location and Shipping Location

must have configured the same location.

3. Material transfer between some of these

2 locations will be done automatically by the
system:

a) FG will be automatically allocated in: QA Warehouse and

once approved, material will be transferred to Finished
Goods from Production or WIP General Area (depending on
the product configuration).
b) FG will be transferred from FG from Production to Picking
Location once the shipment has been prepared. Once the
packing slip is marked as Done, the system internally will
allocate material in Picked Items/Shipping location and take
it from there to be delivered.
c) Material received will be allocated in Receiving Location.
 Stock Location Groups
This option has been developed to group locations from different warehouses in a common group. You can use the Location
groups for reporting purposes (e.g.: inventory)

1. From the screen Stock Location Groups, click

the button New on the upper menu.

2. Enter an ID or code, then a description, then

1
2 click the button Save..

3. Then, return to the Stock Location screen and

assign a Location group (if applicable).

3
 Consignment Warehouses
For customers that have material on consignment, their warehouses must be created in the system

The address corresponds

to the customer’s address

When creating a warehouse for consignment, check

the box Consignment. The system will display the
customers list to select the owner of the warehouse.
 Subcontractor Warehouses
You must configure a warehouse for each subcontractor you have as supplier/customer.

The address for the Subcontractor’s warehouse must

be created in the Shipping tab of the Self-Customer
(your company).
Once the address have been created, you will be able
to select it from the dropdown list Address when the
warehouse is being created.
Select the default
plant that supplies
this warehouse
Remember that you must create locations for
subcontractors’ warehouses as well.
 Accounting Ledgers
We usually refer to the accounting ledgers as subledgers. Cyframe counts with a sales and purchase subledger per each
currency the company makes transactions, this way the company could have traceability of the receivables or payables in each
currency separately.
 Accounting Ledgers

1. Try to standardize the code using the ledger

type as the first letter and the currency as the
second letter.
1
2. Sales: Receivables
• Payables: Purchases
• Assets: It is not critical to create a subledger
2 for assets since the system counts with a
module for fixed assets.
3
3. Select the currency accordingly to the
4 subledger.

5 4. Control cost center and GL account are used

to tie the subledger with the general ledger.
Ideally, each subledger should have its own distinctive
control GL account, which should be in the same
Customer transactions will be recorded in the selected GL account (control) configured in currency as the subledger. This will ease the month-end
the corresponding subledger (accounting ledger) procedure.

At any given time, the total on the control GL account should match the total on the sales 5. Bank account in the same currency (optional).
receivables in the corresponding currency. Users must make sure those two amounts are Bank account will serve as a default value when
entering a deposit.
balanced (Month-end procedure).
When configured, the user doesn’t have to choose a
bank account every time a deposit is entered.
 Accounting Ledgers
This section is only applicable when the subledger is in a different currency than the company’s home currency.

1. Transaction type for recording the operation. It

is usually used 06 – Realized Loss or Gain
Exchange.
1
2. Select the cost center and GL account to
2
record transactions in different currency. In
this case, for exchange gain or losses.
3

3. GL account to record an exchange gain/loss

because of a credit note.
Can be configured different from the exchange GL
account.
 Accounting Ledgers

Since POs will become a payable when the invoice is

received, create an Accrual Journal Entry to make sure
all the expenses are recorded in the right period

1. Accrual Cost Center and GL Account where

the system will record transactions done on
accrual journal entry.

1 This account can be different from the control GL

account (payables subledgers).
2
2. Cost center used to record a difference due to
3 a discount specified on the customer payment
4 terms. The GL account comes from the
transaction type.
If the sundry account is not configured, the system will
not allow the user to enter a sundry deposit.
3. Cost center used to record a difference
between the invoice and the deposit (pennies).

4. Create and configure a miscellaneous

customer (AR) or supplier (AP) in the same
currency as the subledger.
Sundry payment is used when the company receives a
deposit and the source is not one of the regular
customers.
 Sales Taxes
Before configuring sales tax codes, it is required to create the sales
tax levels.
Regardless of whether your company deals with one or many taxes
you will have to configure at least one tax level to be able to
configure a sales tax code.

Multi-level refers to taxes that are calculated on top of other taxes.

1 1. Select the corresponding level.

2
3 2. Enter a code. Only 1 character allowed.
4

3. Select if tax is federal or provincial (multi-level)

5 4. Enter sales tax description

5. Configure the corresponding GL accounts

taxes will be allocated (AR, AP and Accrual)

6 6. Select the date taxes are effective and the rate.

CyFrame will keep an historic
trail of tax changes
 Payment Terms
Both Supplier and Customer payment terms contain the same records, but it is required to configure them separately. Cyframe
comes pre-configured with a list of payment terms, more can be added.

1. Enter a code or ID for the term. Max. 2 char.

2. Enter a description

3. Select the term type

1. Days (D): Select days if the terms are between 0 and 90 days.
2. Following Month (F): Select if the terms enter in effect the
selected number of days starting the following month from the
date of the invoice.
3. Months (M): Select if the terms are over 90 days.
4. Split (Month) (S): Select in any of the following scenarios.
1 • If the date of invoice (day) ≥ days: Consider only the days.
• If the date of invoice (day) ≤ days: Consider number of
months and number of days.
2
3 4. Depending on the selected type, enter the
number of months or number of days.
4
5 5. Enter the rate if there is an applicable discount
for early payment.
 FOB Terms

Select the type of charge

you want appear with your
FOB in the Bill of Lading.
 Bank Accounts
In order to record deposits, it is required to configure at least one bank account.

1. Enter a code unique for each bank.

2. Enter the bank name o description.

Credit cards must be created as bank accounts.

3. Select the corresponding currency.

Transactions in company’s home currency cannot be
1 recorded in a foreign currency bank account.
2
3 4. Configure the cost center and GL accounts
4 where deposits or received payments will be
recorded into.

5. Details related to the bank just for information

5
purposes.

6. Configure the GL account to record applicable

bank fees.
6
7. Default transaction types that can be
configured for a particular bank.
7
 Sales Representative
In this section you can configure the sales representatives of your company.
1. Enter an ID for the Sales Rep, the name and
name initials.

2. Enter the details for information purposes.

There are two options to configure sales commissions:

Directly on the customer file or in the sales
representative.

3. If needed, configure the applicable sales

commission based on the product discount
category.