This guide will help you setup 2BizBox for your company without outside help. 2BizBox software downloaded from this website has been preconfigured and is ready to run in a real business. As you have noticed, two companies are available on the login screen, default and test. The test company is used to test, practice and evaluate. Default company is for real implementation. Test company has been pre-configured, you can login the test company and use it without extra configuration. Default company as the official database, should be configured more strictly before used. To simplify the configuration process, 2BizBox will run a setup wizard program when you first time login default company. The setup wizard provides a step-by-step construction to guide you how to complete the essential settings for your company. Once you complete the wizard, all configurations will be saved into the database. Login again, you will able to login the system directly and configure more settings, or start to use.
By default, 2BizBox uses an embedded MySQL server as the database server. The easiest way to run 2BizBox is just to keep the default database configuration. However we suggest you change the default root user’s password of MySQL database to keep it more secure, if you are ready to implement 2BizBox. You can also change the configuration to use different database server and database user.
By default, there are two companies in 2BizBox – test and default. Each company has its own data and database. The test company is used to test and practice how to use 2BizBox, the default one is for official usage for your company. Like test company, default company also has been well configured but has no sample data. Before turning on the default company for real use, you have to setup essential configuration according to your business. This can be done by running a company setup wizard program when you login the default company at the first time. With this wizard, setting up the essential configuration for your new company will be easy.
Wizard configuration needs to select “default” company in login screen. If the default company has not been initialized, the wizard program will appear after user login. The wizard guides you how to configure the new company step by step. Complete all inputs in the wizard and check all the settings before you finish. You can save and exit the wizard program in any step. All changes will be saved into default company database. When login the default company next time, you will back to the wizard again.
When you finish the wizard, click “Complete” button to commit the configuration. Relogin the default company you will enter into 2BizBox main screen directly.
Check following steps to learn how to complete company setup wizard.
First step is to setup address information for your company. 2BizBox Address Box manages all addresses of customers, vendors, and manufacturers. Meanwhile, your company itself also has address and will be identified as an address book entry. 2BizBox needs one primary address to identify your company. You can setup more secondary addresses for other usage, for instance, billing address, shipping address, and printing address. If the secondary address is not set separately, the primary address will be used for it.
A recommended format of address ID is like “ABC001” – three letters and three numbers. “SER001”, “WPT500” are all good address IDs. If you want to set secondary addresses, put an extra letter in the tail is recommended. For example, “SER001A” is billing address ID, SER001B is shipping address ID, etc. Well-formatted address ID will be very helpful to make the business data more understandable.
For any address entry, ID and name can not be empty. ID of these addresses should not be duplicated. Inputting all fields of the address is highly recommended.
Check and fix any possible problems listed on the screen at the bottom, click Next button to next step.
2BizBox supports multi-currencies. In this step, you need to give the local currency of your company. Input currency name and symbol, for example, USD and $.
More currencies can be added and get into 2BizBox when you finish this wizard. All other currencies will be considered non-local currencies.
The default local currency is US dollar, name is USD and symbol is $.
2BizBox gives a user-friendly program to set the Time Zone. Select a Time Zone from the drop down list, and then make a choice to check “Display Time Zone” box which will display Time Zone on all related reports with time. With Time Zone, the format is like this: “2011-01-05 10:43:10 GMT-06:00”. Otherwise, it shows time like this: “2011-01-05 10:43:10”.
This is the first employee of 2BizBox, it will be linked to admin which has all permissions of 2BizBox. More employees of your company can be added after setting up wizard and entering into 2BizBox HR Module.
For any Employee entry, ID and name can not be empty. Inputting all fields of the Employee is highly recommended.
2BizBox comes with a template of chart of accounts. These accounts have been setup in this step. Check these accounts and directly use them if these accounts meet your company needs. You can add, modify, or delete accounts as your needs. Also you can edit Account Number by selecting one row and clicking “Edit Acct#” button. However, the change may affect account parameters. You need to double check all account parameters in next step.
2BizBox supports multi levels chart of accounts. When using sub-chart, remember to set parent account number as the prefix of the sub-chart account number. For example, parent account number is 6250, sub-chart account numbers would be looked like 6250010, 6250020, 6250030, etc.
You need to setup fiscal year and month periods firstly which are needed before the accounting module can be used. The fiscal year is the accounting period and normally it spreads over 12 months. By default, 2BizBox creates fiscal year with 12 months for current and next year according to calendar year. You can add new fiscal years and setup its month periods. You can name the fiscal year format as “FY2010”.
For 2BizBox v3.0.0, fiscal year FY2010 and FY2011 have been created there.
Secondly, more detailed settings are needed for accounting module. In this step, you need to specify many account numbers and let 2BizBox know how and where to keep accounts on the daily business activities. In this step, check each sub steps on the list, and configure the values of each sub step carefully. By default 2BizBox has configured all parameters by using default chart of accounts. So you need to check these parameters if you change the chart of accounts in previous step.
Account Categories is a template used to generate Balance Sheet. 2BizBox gives a standard sample template. Check these categories and find whether it is meet your company’s need. You can add, edit, and delete categories.
2BizBox supports multi level categories and the total amount of parent category equals all amounts of its children categories. And it will show total amount of each parent categories in balance sheet report automatically.
In this step, you can set chart of account for each category in editing category screen. Such as the amount of CASH ON HAND category coming from the balance “1010 Cash on hand”. 2BizBox has already configured all of them and you should check once you change the chart of accounts.
After the chart of accounts has been established, the accounts balances must be initialized by entering dollar amounts as the starting balances.
In this step, all accounts are listed with an editable cell with red color line where you can input the starting balance amount. The balance field locating at debit or credit column depends on the D/C direction. Select start month period on the top right corner. The start balances will be initialized to that period with a transaction automatically generated by this wizard. Debit and credit totals must equal and match the totals from your company accounting report.
This step is used to setup password for user ‘admin’. Password is very important for user. More complex and periodical password changing are encouraged. The length of password must be bigger than 6.
It is almost finished. Check each step and fix all errors. Warnings will not stop you to go further but always try to fix all of them. “Complete” button should appear in this step. Remember after clicking the Complete button, this setup wizard will never show up again. Many settings can be changed later inside 2BizBox, but the change may affect existed business data. So the inside wizard is the best place to double check and configure all settings for your 2BizBox.
If you are ready to go to main screen, click Complete button to commit all changes to 2BizBox server. Wizard program will exist and you will back to login screen. Input the new password you specified in wizard to login 2BizBox. If 2BizBox main screen shows up, 2BizBox has been configured and is ready to use.
Wizard program only covers most important settings for the company which should be finely configured before the company startup. After wizard has been completed, more configurations can be done in 2BizBox Control Panel module. See following section to check all further settings for your company.
After the wizard, all major configurations have been done. Complete following steps to configure more settings for 2BizBox. Or ignore these steps for now and configure the settings later when you use them.
When the setup of the configuration of 2BizBox is completed, you can enter business data to get your company up and running. Follow these steps to input all needed data in 2BizBox:
After entering all data above, go to engineering, sales, purchase, warehouse, accounting boxes and run reports to check that all numbers are correct. Run balance sheet, profit & loss statement, closing statement and other accounting reports to make sure all data is correctly entered.
Now 2BizBox is startup-ready.