Creating new Bevica companies

Create a blank Bevica company or copy an existing one, then apply Bevica data to build a production template or training company.

Within Bevica, it is straightforward to create or copy an existing company. These operations can be done at any time and for a variety of reasons: as part of initial data take on, testing, helping the support desk identify issues, training.

In a live environment, it is advisable to create or copy companies outside normal working hours as it can impact performance.

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Copying an existing company

You can run as many companies as you want in either your Production or Sandbox environments. You can use the Copy Company function to create copies of any company. This can be done in production as part of a training schedule or data migration process so that you can test your data migration files in a configured company without impacting your production company.

To copy an existing company:

1. Select the search icon, enter Companies, and then choose the related link.
2. Put your cursor on the line of the company you would like to copy and click Copy in the ribbon.
3. Enter the New Company Name, select I Understand and click on OK.
4. A new company will be created.

Creating new Bevica companies

It is possible to create three types of configured companies from within Bevica.

• Production Template: Creates a Production template company with predefined System and Setup data. Once applied, the company is ready to import your core data; Customers, Vendors, Items, etc.
• Static Training Company: Creates a configured training company with System, Setup, and Core data (No transactions).
• Full Training Company: Creates a configured training company with System, Setup, Core data, and example transactions. Use this company to familiarise yourself with processes in Bevica.

First, you create a blank company, then you populate it with your choice of preconfigured data.

Create a new blank company

To create a new blank company:

1. Select the search icon, enter Companies, and then choose the related link.
2. Click Bevica, Create Blank Bevica Company.
3. Enter the name you want for your new company.
4. Click Finish.

It takes on between 5-10 minutes to create the blank company. If necessary, close your browser and reopen it a while later or refresh your browser. When completed, your new company will appear in the Companies list.

Open the new blank company

To open the newly created company:

1. Click the Settings Cog icon at the top right of the screen.
2. Select My Settings.
3. Change the Company value to your new company.

Populate your new company with data

Bevica has a number of preconfigured Configuration Packages to help create the Production Template and Training companies.

1. Ensure you have opened the newly created blank company.
2. Select the search icon, enter Companies, and then choose the related link.
3. Click Import Bevica Data.

   

   Companies page showing the Import Bevica Data action used to apply a preconfigured company type.

   On the Select Company Type dropdown, select an option from the list. When ready, click OK. It may take a while to download and apply the data, so go make a cup of coffee or tea once the process has started. See below for details of messages you might see as the routine starts.

When the routine finishes, you can navigate around the software to see the results.

You may be presented with the option to Allow or Block communication to the Bevica servers to download the data. Select Allow Always. Alternatively, you may be presented with this error message: 'The request was blocked by the runtime to prevent accidental use of production services'. If so, click here: 'Blocked by runtime' error

You will be asked to confirm two actions, firstly:

Confirmation dialog shown before Bevica downloads and applies the selected company data.

then:

Second confirmation dialog to proceed with importing and applying Bevica configuration packages.

It takes on average 30 to 40 minutes to create the full training company, less for the others - leave the browser open.

On completion, you will see the message:

Success message confirming the selected company data import has completed.

Company Types

Production Template Company

The Bevica production template company has default System and Setup data. It provides an environment into which you can add your Core data, Customers, Vendors, Items, and associated information.

Static Training Company

The Bevica training company has default System, Setup, and demonstration Core data. It can be used to understand how best to configure Bevica and to familiarise yourself with processes. You can familiarise yourself with the processes in Bevica in these areas:

• Chart of Accounts, General Ledger, Finance and posting setup
• Analysis reports, Analysis by Dimensions
• Duty Management and Duty Ledger
• Customers, Sales Ledger and Sales Order Processing
• Vendors, Purchase Ledger and Purchase Order Processing
• Items, Pricing, Marketing Information, Item Ledger and Stock Management
• Sales & Purchase Price Lists*
• Document Reservations
• Managing Private Reserves
• CRM and Contact Management
• Sustainability Setup
• Subscription and Recurring Billing Setup

* Whilst the configuration package includes Sales and Purchase Price List records, the feature is not enabled automatically. To do this:

1. Go to Feature Management, Feature Update: New sales pricing experience and enable it for the selected company.
2. Open the Sales Price Lists page and Activate all Draft price lists.

Full Training Company

The Full Training Company has all the data from the static training company plus examples of the following open and posted transactions:

• Financial Jnl. postings
• Purchase Orders
• Sales Orders
• Unpaid Reserves
• Paid Reserves (if the Fine Wine extension is installed)
• Sustainability entries. The Sustainability Jnl. is populated ready to manually post.

Configuration Worksheet

All company types include a predefined Configuration Worksheet and a suite of Configuration Packages to help import your own data.