SS> Utilities> System Setup
Summary
The System Setup window is used to define system wide settings that apply to all modules. Most of the settings on this window will be set up when the application is first installed and will not have to be modified.
Step by Step
1 Open the System Setup window (SS> Utilities> System Setup).
2 The Organization tab is used to enter general information about your organization. 
- Enter the name of your organization in the Name field. The organization name can be up to 64 alphanumeric characters long.
- The organization name will display on Utility Billing module billing statements.
- The address entered in the Address Line 1, Address Line 2, City, State, Zip, and County fields will be used as the Bill To address on purchase orders created in the PO module. This is not necessarily the address that the items on the purchase order will be sent to, but it will display on the PO.
- The Address 1 and Address 2 fields can be up to 30 characters long.
- The City field can be up to 25 characters long.
- Select a State from the drop-down menu.
- The state selected in this drop-down menu will affect the functionality of the Payroll module. The state selected in this field is the primary state of the organization and will determine the retirement and state-specific reports that display in the Payroll module. The state will also affect the palette options that display in the Payroll module.
- Enter a Zip code. The zip code field will change the format of the value entered into the field to the XXXXX-XXXX format.
- The County field can be up to 25 characters long.
- Enter a Phone number.
- Enter the Federal Tax Identification number. The format of the value entered in the field will change to XX-XXXXXXX.
- Enter the State Tax Identification number. The format of the value entered in the field will change to XXX-XXX-XXX.
- Enter the current Fiscal Year.
- The fiscal year is changed using the Fiscal Year End Reset process in the GL module (GL> Utilities> Fiscal Year End Reset), but you can manually change the fiscal year using this field.
- The Fiscal Period Starts field is used to select the calendar month that begins the fiscal year.
- The BROWSE button is used to select a .JPG or .BMP image file to use as an organization logo.
- The organization logo needs to be formatted to the size 4.00" by 1.25" and should be in either JPG or BMP format. If your logo is in PNG or GIF format, you can convert the image to JPG or BMP format using the Save As feature on your image editing software (for example, Adobe or Paint.NET).
- You can also drag and drop the image logo into the area to the right of the BROWSE button.
3 Complete the System tab.
- The Title Prefix field allows you to edit the name that displays at the top of your Cirrus toolbar.
- The Tax Lot Format field is used to configure the tax lot numbers. Enter an X to add digits to the format and add special characters ( , . - / _ ) to separate the characters as needed. The special characters entered into the format will be applied after the tax lot identification number has been entered.
- The Default Menu Security drop-down menu is used to set the default menu security of user accounts that are created using the User Maintenance window (SS> Security> User). For example, select No Access if you would like all new user accounts to have no menu access when they are created.
- Check the Use Project Management toggle to enable the PM module interface.
- Check the Allow Application of Unapplied Credits Across Accounts toggle to allow the use of credits across the AR, BP, LP, and SA modules in the Credits and Deposits process in each module.
- Check the Ask Permission Before Sending Exception Information toggle to require user approval before sending error messages to Springbrook.
- If this toggle is not checked, error messages will be reported to Springbrook automatically.
- Error messages are archived and can be accessed by Springbrook Support personnel in order to better resolve the issue that generated the error.
- Check the Block Reporting of Usage Statistics to Springbrook toggle to block automatic reporting of window access statistics to Springbrook.
- If this toggle is not checked, the system reports on the number of times a window was accessed during a user session. No Springbrook database data is included in the reporting statistics.
- Check the Use Enhanced Batch Security toggle to enable the Name and Group Security fields on the New Batch window, allowing users to specify an easily recognizable name for the batch and specify which user group should have access to the batch. If a user is not included in the specified group, the batch will not display when that user opens the batch drop-down menu. Click here for more information on the New Batch window.
4 Complete the Transfer Accounts tab.
- The Due To Account and Due From Account fields are used to set up the due to and due from accounts the system uses to balance GL
accounts between funds. Click here for information on Interfund Transfers.
- Click the Due To Account field search button
to select a GL account from a list. When the
GL account is selected, the fund portion of the GL account format will be
removed, so it does not matter which fund you select the due to account from.- The Due To GL account can be used to balance journal entries by fund in the Journal Entries process in the General Ledger module. Click here for information on creating a manual journal entry.
- Click the Due From Account field search button to select a GL account from a list. When the
GL account is selected, the fund portion of the GL account format will be
removed, so it does not matter which fund you select the due to account from.
- The Due From GL account can be used to balance journal entries by fund in the Journal Entries process in the General Ledger module.
- While you are not required to specify Due To and Due From accounts, if one is specified you will not be able to save the system settings unless the other is specified as well.
- Click the Due To Account field search button
- The Transfer Account field is used if all budgeted transfers between funds use the same account number. Click the field search button to select a transfer account from a list.
- The data grid below is used to set up due to and due from accounts for specific Cirrus systems.
- Click CREATE to create a new account line item in the data grid.
- Click the search button in the From Account section to select the due from account for the specified system.
- Click the search button in the To Account section to select the due to account for the specified system.
- As with the Due To and Due From accounts above, if one is specified the other must be specified as well in order to save.
- Select a System from the drop-down menu. You must specify a system in order to save the due to and due from accounts.
- Select AP if the due to and due from accounts are to be used in the Accounts Payable module processes.
- The From Account for AP must reside in the Clearing Fund specified on the AP Setup window (AP> Utilities> Setup> General tab> Clearing Fund field). Click here for information on the AP Setup window.
- Multiple due to and due from accounts can be specified for AP. However, while the Form Account must reside in the AP Clearing Fund, the To Account cannot reside in the AP Clearing Fund. Each account specified as a To Account must be from a different fund as well.
- Select CR if the due to and due from accounts are to be used in the Cash Receipts module processes.
- Cash Receipts processes refer to all module processes that can be paid down in the Cash Receipts module. This includes all CIS (Customer Information Systems - Accounts Receivable, Building Permits, Business Tax, Cash Receipts, Licenses and Permits, and Special Assessments) modules as well as the Utility Billing module.
- Multiple due to and due from accounts can be specified for CR, but the From Account and To Account on each line item cannot be from the same fund. Each account specified as a To Account must be from a different fund as well.
- Select GL if the due to and due from accounts are to be used in the General Ledger module processes.
- The due to and due from accounts specified for GL will be used to balance manual journal entries for cash-related line items processed through the Journal Entries process.
- Multiple due to and due from accounts can be specified for GL, but the From Account and To Account on each line item cannot be from the same fund. Each account specified as a To Account must be from a different fund as well.
- Select PR if the due to and due from accounts are to be used in the Payroll module processes.
- Multiple due to and due from accounts can be specified for PR, but each account specified as a To Account must be from a different fund.
- Select AP if the due to and due from accounts are to be used in the Accounts Payable module processes.
- Select a due to/due from account line in the data grid and click DELETE to delete the selected line item.
- Click the Save button
when the setup is complete.
5 The Audit Trail is used to track any changes to the SS Setup window.
- Click the Audit Trail button
to open the SS Setup Audit Trail. - Use the search criteria to sort the displayed audit trail.
- The data grid below will provide details about any changes made to the setup window including the date of the change, type of change made, user that made the change, and data table that was edited.