Introduction

This section contains the following pages:
  1. a description of Companies and databases in the context of Hansa.

  2. Starting Hansa when there is an existing Company and database (i.e. the process to be followed when Hansa is in daily use).

  3. Starting Hansa when there is no Company and database (i.e. the process to be followed when starting to use Hansa for the first time). This includes:

    1. creating a new database and importing from a back-up;

    2. creating a new Company;

    3. entering your company name and address (to be printed on your documents);

    4. registering the number of Companies that you need;

    5. entering Companies in the Company register; and;

    6. applying for an Enabler Key.

  4. Starting Hansa in a multi-user system when there is no Company and database (i.e. the process to be followed when starting to use Hansa for the first time in a multi-user system).

Companies and Databases

The key components of a Hansa system are the application and the database. The application, or program, has the following symbol in the directory window (Windows) or in the Finder (Macintosh):

The database is the file used by Hansa to store its data. In many cases, that data will pertain to a single company, but where there are separate departments or subsidiary companies that keep separate accounts, their data can also be stored in a single database. Each department or subsidiary will be set up in the Hansa database, where they are termed 'Companies'. If you set up more than one Company in Hansa, each will be completely separate: there will be no common information, although it is possible to copy from one to another using the export and import functions or by dragging and dropping. Separate account balances will be maintained, and each Company within a database can be backed up separately or together.

Note that you should only use this feature to differentiate between different departments if you intend to account for each of them separately. If you keep a single set of accounts covering your whole organisation, you only need have a single Company in your database.

The database is shown with the document symbol:

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The database must have the name "Hansa.HDB" and be present in the same folder or directory as the Hansa application. If the database is moved or renamed, the next time Hansa is loaded a new database will be created.

Loading an Existing Database and Company

Single-user
Start Hansa just like any other Windows or Macintosh application, by double-clicking the program icon. Hansa will load the database named "Hansa.HDB". If this is not present in the folder or directory, a new database will be created automatically.

The 'Select Company' window opens, where you should select a Company to work with.

Double-click the appropriate Company in the list, or highlight it and press the Enter key on your keyboard. The database is now ready to use.

If you have only one Company in your database, you may find that having to select it every time you start Hansa is unnecessary. For instructions about bypassing the 'Select Company' window, please refer to the Program Mode page.

Multi-user
In a multi-user installation, launch Hansa on the server first. If your server has a graphical interface, follow the procedure described in the 'Single-user' section above: choose any Company when the 'Select Company' window appears. Users will then be able to log on to work with any of the Companies stored within that database.

Select 'Server' from the Modules menu. The 'Server Status' screen appears. This can be used to monitor network activity.

The server can now be left alone.

Servers with no Graphical Interface
If your server is a Linux or Macintosh OS X machine, you must first put it into "Terminal" mode before you can launch the Hansa server application. Instructions can be found on the Linux and Macintosh OS X Server Installation page.

When the Terminal window opens, and assuming you have retained the default directory structure, type:

cd /Applications/Hansa/HansaFinancialsServ (Linux), or
cd /Applications/Hansa/HansaFinancialsOSXServ (OS X)

./hansa &
starts the Hansa server application. The & is optional: it allows you to run the program in the background and to use the Terminal window for other tasks.

This assumes the application is named "hansa". If this is not the case, type the application name after "./"

Creating a New Database

Click the links for details about launching Hansa for the first time, when you have no database.

Creating a New Database - Server

The HansaWorld Enterprise server applications do not have graphical interfaces. As described on the Installation - Multi-user page, it is recommended that you use the GUI application to create and configure a new database. You can do this on the server machine itself if it is accessible. Otherwise, work on a local machine and copy the database to the server when you have finished, as described in that section.
  1. Ensure there is no database file with the name "HANSA.HDB" in the folder containing the HansaWorld Enterprise application, then start it by double-clicking the application icon.

    The "DBDEF.TXT" and "DEFAULT.TXT" text files must be present in the same folder as the application when you create a new database. HansaWorld Enterprise will use these files to set some initial preferences in the new database.

    The first window to appear will ask how you want to use the application:

  2. Click the [Master Database] button if you are starting HansaWorld Enterprise for the first time, or the [Import Textbackup] button if you have already been using HansaWorld Enterprise and you need to import a back-up file to a new database. The first option is described here: for details of the second, please refer to the Restoring from a Back-up page.

  3. A window will appear where you can specify a Master Password.

  4. Choose and enter a Master Password, and click [Next].

    When you use a client machine to log in to the server, you will be able to log in as an existing user, or you will be able to use a [New User] button to create a new User Account in the server database. When you do this, you will be asked to enter the Master Password before you can create the new User Account.

    You can choose not to specify a Master Password at this stage, in which case you will have to log in as an existing user before creating new User Accounts. If you do not specify a Master Password now, you will be able to specify one later if necessary: this is described in the 'Changing the Master Password' section on the Program Mode page.

    The process of creating a User Account from a client computer is described in more detail in the Creating a New Database - Client page.

  5. The 'Enter Company Name' window will appear, asking for your company name. Enter your company name and a shortened version of it (up to ten characters), then click the [Next] button.

  6. The 'Create New User' window will be opened. Here you can enter your personal details, to create a User Account for yourself. You must enter your User Name and Full Name before you can progress to the next step, but the other information is optional. The User Name is the name that you will use as your log-in identity code each time you log in to HansaWorld Enterprise. Enter your log-in details and click the [Finish] button at the bottom of the window. Your User Account will be created.

    The 'Login' window appears, with your User Name already entered as the Signature:

    Enter your Password if you specified one and click [OK].

  7. If you did not specify a Password in step 5, you will now be asked to do so:

    Enter the Password in the New Password and Retype New Password fields and click [Save].

  8. If you did specify a Password in step 5, you will be asked if you want HansaWorld Enterprise to remember your Signature and Password, so that you do not have to enter them yourself each time you log in.

    Bearing in mind that the Password is a security feature, it is recommended that you only click the [Yes] button if you are absolutely sure no-one other than yourself will have access to your computer. If you click the [Yes] button and then change your mind, you can turn off the feature by choosing 'Stop Auto Login' from the File menu.

  9. The Master Control panel will appear, with your name shown in the title bar. This is illustrated on the Work Area page.

  10. If you are using Skype, Skype will now ask you if you will allow HansaWorld Enterprise to use Skype. Please refer to the Interaction with Skype page for details

  11. It is recommended that you carry out the configuration work described in this manual on the server, effectively working single-user. This includes recording your full company details, entering extra Companies if you need them, importing sample data and applying for an Enabler Key. Do this now before proceeding to step 12. Otherwise, if you want to carry out the configuration work from a client machine, proceed now to step 12.

  12. By default, when you start the application as a server (steps 14 and 15 below), it will expect clients to connect through Port 1200. If you want to change the Port, refer to the Program Mode page.

  13. Quit the application by selecting 'Quit' from the File menu (Windows and Linux) or from the HansaWorld menu (Mac OS X). You can also use the Alt-F4 (Windows) or ⌘-Q (Mac OS X) keyboard shortcuts.

  14. If you are working on the server machine, launch the command line or service version of the HansaWorld Enterprise server application as described on the Loading an Existing Database and Company page.

  15. If you are not working on the server machine, copy the database (named "HANSA.HDB") to the directory on the server containing the command line or service server application. Then, launch the command line or service application as described on the Loading an Existing Database and Company page.

  16. The next stage is to connect to the server from a client. Please refer to the Creating a New Database - Client page for details.

Creating a New Database (Multi-user) - Logging on from a Client

On each client, a new database should now be created. Its sole task will be to enable you to log on to the server: little information will be saved on the client machines. Again, essentially the same steps as those described here need be followed. Ensure that there is no database file with the name "Hansa.HDB" in the same folder as the Hansa application, and launch the application by double-clicking. However, make sure that the "DBDef.txt" and "Default.txt" files are present. A new database with the name "Hansa.HDB" will be created.

Once again, the first task is to ensure the correct Companies have been entered. To do this use the Company register as described on the Creating a New Company page. Make sure that the "Default.txt" file is present if you need to create new Companies. All that it is necessary to do here is to enter once again the Companies that you have previously entered to the database on the server. This will enable you to log in to them.

In the Code field (the left-hand field of the grid), enter the same Code(s) that you entered on the server. The TCP/IP and Port fields now become relevant. In the TCP/IP field, enter the IP address of the server machine. This can be obtained from the TCP/IP control software on the server and is used to enable the client copy of Hansa to locate the correct server on the network. In the Port field, enter the value that you entered to the Server Port field on the Program Mode screen on the server. This is used to enable the client Hansa to locate the correct copy of Hansa on the server. If the server does not have a graphical interface, use the Port Number that you typed as part of the command to start the server application.

If you entered an Encryption Key to the Company on the server, you should enter the same one to all Companies on the client that will be used to log on to that server. Click the button marked "B" on the right-hand side of the 'Companies: Inspect' window to do this.

When you have entered all relevant Companies, click [Save].

The 'Companies' list will now appear allowing you to inform Hansa which Company you wish to use. Double-click the appropriate Company in the list, or highlight it and press the Enter key. If the result is that Hansa displays an error message "User Limit on Server reached" and you are certain this is not the case, the probable cause is that the Company Code of the chosen Company (in the first column of the Company register) does not match that of any of the Companies that were entered on the server.

In typical multi-user installations, the next task will be to enter details of each member of your staff that will be using Hansa. You might wish to limit each person to areas of Hansa relevant to their job and to give each one a password, to prevent unauthorised access. To do this, you will be using the Person register in the System module.

Once this task has been completed, please refer to the Setting up a Basic Accounts System page for details covering the setting up of a basic accounts system. It is recommended that this set-up work is carried out either from a single client machine or from the server itself. Until it has been completed, no other users should be allowed to log on.

Creating a New Database (Single-user)

In the event that you need to create a new database, simply ensure there is no database file with the name "Hansa.HDB" in the same folder as the Hansa application when launching. A new database will be created automatically.

The "DBDef.txt" and "Default.txt" text files must be present in the same folder as the application when a new database is created. Hansa will use these files to set some initial preferences in the new database.

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The installation will not be correct if the "DBDef.txt" file is missing.


Importing from a Back-up
Hansa will now open a window listing back-up files which can be imported. Hansa looks in the folder or directory containing the application for folders named "Backup" and "Setup". Any files in these folders in the correct format are listed in this window.

Note that if the list of back-up files does not appear at this point, this will be because your example of the "DBDef.txt" file has not instructed Hansa to create a new Company and so you should do this yourself. In this case, turn now to the Creating a New Company page and follow its instructions. Then return here to continue with the set-up sequence.

Proceed down one of the following routes, depending on your circumstances:
  1. If you are launching Hansa for the first time, you will not have any back-up files to be imported. If you do not wish to import the example database or the sample Chart of Accounts, close the window using the close box and refer to the Work Area page.

  2. If you are launching Hansa for the first time and wish to import the example database or the sample Chart of Accounts, double-click the file to be imported, or highlight it and press the Enter key. If you choose to import the example database, Hansa will quit when it has finished importing the file. Restart Hansa and log in as SJ with no password.

  3. If you are creating a new Hansa database which is to be based on your existing data (perhaps you are restoring from a back-up because your previous database has become damaged or because you are upgrading to a new version), double-click the back-up file to be imported, or highlight it and press the Enter key. For full details of this process, please refer to the Restoring from a Back-up page.
Creating a New Company
If the list of back-up files did not appear as expected and as described above, this will be because your example of the "DBDef.txt" file did not instruct Hansa to create a new Company automatically. So, you should do this yourself, as described on this page. When you have done this, turn back to the page and continue with the set-up sequence from there.

When creating a new database, the first task is to enter a new Company. If the "DBDef.txt" file did not instruct Hansa to do this automatically, Hansa will open the 'Companies: Inspect' window so that you can carry out this task.

Click in the Code field in the first blank row and enter information as described below. Use the Tab or Return key to move from field to field.

The following fields are present in this window:

Code
Enter a unique code. This can be a numeric code greater than 0 or an alpha code of up to five characters.

Name
Enter a name by which this company or department will be identified in the 'Select Company' window (illustrated at the end of this section). When you log in to Hansa, this window allows you to choose the Company you want to work with.

Short
If you have more than one Company in your database it is possible to switch between Companies in a work session, leaving windows from each Company open. This Short Code appears as part of every window title to indicate the Company to which the information in the window belongs.

TCP/IP
This field is described on the Creating a New Database - Multi-user page. It need not be considered in single-user systems.

Port
This field is described on the Creating a New Database - Multi-user page. It need not be considered in single-user systems.
Flip B
Encryption Key
This field becomes visible if you click the button marked "B" on the right-hand side of the 'Companies: Inspect' window. Again, this field is used in multi-user systems and need not be considered in single-user systems.
You can only enter one Company now: if you need more than one, you will be able to add them later in the set-up process (described on the Modules, Users and Companies and Changing and Adding Companies pages).

The "Default.txt" text file must be present in the same folder as the Hansa application when a new Company is created. Hansa will use this file to import some basic settings to the new Company. When the entry is complete and you have made certain that the "Default.txt" file is in the right place, click the [Save] button in the top right-hand corner of the Company screen.

You should now inform Hansa that you wish to use the Company you have just created. The 'Select Company' list window will appear automatically:

Select the single Company to work with and press the Enter key.

Creating a New Database - Demo

A demo database allows you to test new or unfamiliar HansaWorld Enterprise features before using them in your "live" database. A demo database is fully functional with the exception that Internet Services are disabled. You can use a demo database for 30 days, after which it will go into restricted mode. From that time onwards, you will only be able to print reports and documents to screen, not to a printer, to file or to any other medium. Exporting from a demo database and importing to a new database before the 30-day point will cause the new database to go to restricted mode immediately.
  1. Start HansaWorld Enterprise by double-clicking the application icon. The first window to appear will ask how you want to use the application:

  2. Click the [Import Demo] button. A list of demo files will open:

    These demo files will be included in the HansaWorld Enterprise installation package. They each contain fictitious Companies with typical transaction data. Choose a demo file by double-clicking. It will be imported into a new database.

  3. The 'Select Company' window appears: select the single option by double-clicking:

  4. Log in as SJ with no password:

  5. After logging in, a window will appear, reminding you that you are using a demo database:

    This window will appear each time you log in to the demo database, as a reminder that you should use it for testing only and not for real data. Click the [Continue Using Demo Database] button to begin work. The Master Control panel will appear. This is illustrated on the Work Area page. If you click the [Delete Database and Start Over] button, the demo database will be deleted from your hard disk and the 'Welcome to HansaWorld' window will appear, from where you can create a new database.

  6. If you are using Skype, Skype will now ask you if you will allow HansaWorld Enterprise to use Skype. Please refer to the Interaction with Skype page for details.

Creating a New Database - Multi-user Demo

A demo database allows you to test new or unfamiliar HansaWorld Enterprise features before using them in your "live" database. A demo database is fully functional with the exception that Internet Services are disabled. You can use a demo database for 30 days, after which it will go into restricted mode. From that time onwards, you will only be able to print reports and documents to screen, not to a printer, to file or to any other medium. Exporting from a demo database and importing to a new database before the 30-day point will cause the new database to go to restricted mode immediately.

In this section, we describe configuring a multi-user HansaWorld Enterprise demonstration database with the server and client application on the same machine. This configuration is for trial and demonstration purposes only and is not supported for "live" databases.

  1. Referring to the Multi-user Installation page, download the server and client applications that are appropriate for your test machine.

  2. Install the server application as follows:

    1. If you are using a Windows machine, install the service version by running the server installer (named "hw-install-server.msi"). The default installation path is C:\Program Files\HansaWorld Enterprise 5.4 XXXXXX\ where XXXXXX is the date of the version of HansaWorld Enterprise you are installing. For simplicity, change this path to C:\Program Files\HansaWorld\.

    2. If you are using Mac OS X, open the server .dmg file (named "hw-install-server.dmg") by double-clicking, and then copy the folder it contains to the 'Applications' folder. For simplicity, change the name of this folder from "HansaWorld Enterprise Server" to "HansaWorld".

    3. If you are using Linux, expand the server .tgz file (named "hw-install-server-linux.tgz" (Intel) or "hw-install-server-linuxppc.tgz" (PowerPC)) by double-clicking, and then copy the folder it contains to the 'Applications' folder. For simplicity, change the name of this folder from "hansaworld-linux-server" or "hansaworld-linuxppc-server" to "HansaWorld".

  3. The "HansaWorld" folder or directory will contain a folder or directory named "Demo". Open this folder and copy the "DemoDataGeneral2008-01.txt" file into the "HansaWorld" folder (to the same level as the server application). Again for simplicity, rename this file "Demodata.txt".

    If there is no file named "DemoDataGeneral2008-01.txt", use the demo data file whose name appears to be the most generic.

  4. If you are using a Windows machine, start the server application as follows:

    1. Use Notepad or a similar text editing program to create a text file named "parameters.txt". Save this file in the "HansaWorld" directory, on the same level as the server application. The file should contain a single line of text:
      Demodata.txt
      For reference, the "parameters.txt" file can contain the name of any .txt file containing data that you want to import. If the file is not in the "HansaWorld" directory at the same level as the server application, refer to the file using the correct path.

    2. Start the server application. To do this, restart the machine: the service will be launched automatically. If you do not want to restart, open the Control Panel and double-click 'Administrative Tools' and then 'Services'. Find and select 'HansaWorld Enterprise 5.4 Service' in the list and choose to start the service. When it starts, it will obey the instruction in the "parameters.txt" file and import demonstration data from the "Demodata.txt" file.

    3. When the import finishes, for security reasons the service will quit (you may need to monitor the log file (named "hansa.log") to see when the service quits). Empty or rename the "parameters.txt" file and then restart the application as described in (ii) above (if you do not empty or rename the “parameters.txt” file, the demonstration data will be imported again).

  5. If you are using a Mac OS X or Linux machine, start the server application as follows:

    1. Launch the Terminal application using the Terminal icon in the Panel or Dock (or from the "Utilities" folder in the "Applications" folder).

    2. Change to the "HansaWorld" directory by typing:
      cd /Applications/HansaWorld
    3. Type:
      ./HansaWorld Demodata.txt
      This instruction will launch the server application and cause it to import demonstration data from the "Demodata.txt" file. As described in point 4 i above, you can include in this instruction the name and path of any .txt file containing data that you want to import.

    4. When the import finishes, for security reasons the application will quit. You will be informed when this happens in the Terminal window. Restart the application by typing:
      ./HansaWorld
  6. Locate the client installer that you downloaded in step 1, and install it. In the case of Windows, run the installer application. In the case of Mac OS X and Linux, open the .dmg file or expand the .tgz archive. In all cases, it is recommended that you install the client in a folder or directory named "HansaWorld Client" in your "Program Files" directory or "Applications" folder.

  7. Start the HansaWorld Enterprise client application by double-clicking the application icon. The first window to appear will ask how you want to use the application:

  8. Click the [Connect to Server] button. The 'Server Address: Inspect' window will appear, listing the available servers in the same subnet as your client computer:

  9. Double-click the server in the list that you want to log in to, or click once and then click the [Connect] button.

    If you are using the service (Windows) version of HansaWorld Enterprise as your server application, it will not appear in the list of available servers. In this case, if the server is the same machine, enter "localhost" as the IP Address in the Hostname or IP field, otherwise enter its IP address. Enter "1200" as the Port.

  10. The 'Select Company' window appears: select the single option by double-clicking:

    If the 'Select Company' window does not appear and instead your client is unable to connect to the server, this will be because you did not highlight the server before clicking the [Connect] button in the previous step. If so, an empty 'Companies: Inspect' window will appear. Complete it as shown below and click the [Save] button:

  11. Log in as SJ with no password:

  12. After logging in, a window will appear, reminding you that you are using a demo database:

    This window will appear each time you log in to the demo database, as a reminder that you should use it for testing only and not for real data. Click the [Continue Using Demo Database] button to begin work. The Master Control panel will appear, as illustrated on the Work Area page.

  13. If you are using Skype, Skype will now ask you if you will allow HansaWorld Enterprise to use Skype. Please refer to the Interaction with Skype page below for details.

Creating a New Database (Single-user) - The Work Area

Whether or not a back-up file was imported, the Hansa work area will now appear. This will be the basis for all your work in Hansa and is fully described in the Work Area section of these web pages. It is illustrated below to enable you to identify the various parts of the screen mentioned in the following sections.

Creating a New Database - Interaction with Skype

As soon as you start HansaWorld Enterprise, it will start communicating with Skype, if that application is running. When you log in to HansaWorld Enterprise for the first time, Skype will ask you if you will allow HansaWorld Enterprise to use Skype:

If you choose the first option, you will allow HansaWorld Enterprise to use Skype, and you will not be asked again (unless you install a new version of HansaWorld Enterprise). This means that you will be able to initiate Skype calls and chats from the 'Business Communicator' window, and that all incoming and outgoing Skype calls will be added to the contact history of the relevant Customers and Suppliers.

If you choose the second option, you will prevent HansaWorld Enterprise from using Skype, and you will therefore not be able to make or receive Skype calls or chats from HansaWorld Enterprise. If you choose this option and then change your mind, quit HansaWorld Enterprise, and then, in Skype:

Remove all HansaWorld entries from the list, and then restart HansaWorld Enterprise.

Depending on the version of Skype you are using, there may be a third option not shown in the illustration, "Allow this program to use Skype, but ask again in the future". If you choose this option, you will be asked to allow HansaWorld Enterprise to use Skype each time you start HansaWorld Enterprise.

The next step in configuring a new database is to record your full company details in your copy of HansaWorld Enterprise. Please click here for details.

Creating a New Database (Single-user) - Settings

Each module contains a number of settings which can be used to control how that module operates. They are accessed using the 'Settings' item on the File menu or the [Settings] button in the Master Control panel. Before you start working with each module, you should consider its settings, since its functions depend on the settings being correct.

Many settings take the form of options or preferences. Others, such as Company Info, that will be considered next, require information or a number of records to be entered.

Changing the Company Name
The System module is where settings used throughout the Hansa system are determined. You will now use it to enter company name, address and other information to be used in reports and documents such as Invoices. Select 'System' from the Modules menu.

Select 'Settings' from the File menu or click the [Settings] button in the Master Control panel to bring up the 'Settings' list window:

In the list, select 'Company Info' by double-clicking. The 'Company Info: Inspect' window appears.

Enter the name, address and other data as shown in the example illustration.

The Bank Customer ID is an ID number used for automatic (modem) communication with certain credit institutions in some countries.

Click the [E-Mail] button towards the top centre of the window to see the other fields in this setting.

The Edit and Report Font fields allow you to select different fonts for use on screen and in reports respectively. If nothing is entered in these fields, Hansa's default fonts will be used. These fonts are selected for maximum readability, and should only be changed if you have good reasons to do so. In non-English versions of Hansa, these fields are used to select fonts with special character sets.

VAT Law and Character Set are used to ensure the behaviour of Hansa conforms to certain local conventions of the country in which it is being used. Depending on your location, you should enter one of the following values in these fields:

Byelorussia46
Denmark7
Estonia27
Finland13
France1
Germany2
Hungary26
Iceland15
Ireland (Republic of)35
Italy3
Latvia28
Lithuania24
Netherlands4
Norway9
Poland25
Portugal8
Russia32
Spain6
Sweden5
Ukraine45
United Kingdom0 (zero)

Details of the other fields can be found on the Company Info page. When you have completed the window, click the [Save] button in top right-hand corner to save the changes and close the window.

Creating a New Database (Single-user) - Modules, Users and Companies

The next task is to ensure that you have been granted access to the appropriate modules and that the correct numbers of users and Companies have been registered. If you no longer have the 'Settings' list on screen, select 'Settings' from the File menu or click the [Settings] button in the Master Control panel once again. Select 'System Usage' by double-clicking. The 'System Usage: Inspect' window appears:

If you need more than one Company, enter the correct number in the Companies field. Ensure that the numbers of Users, Level 1 Users and Level 2 Users are correct (and in any case is at least 1).

The number of Companies should only be changed if your business is one where there are separate departments or subsidiary companies that keep separate accounts. These can be set up as separate accounting entities in Hansa. Each department or subsidiary is termed a 'Company'. If you set up more than one Company in Hansa, each will be completely separate: usually, there will be no common information, although it is possible to copy from one to another using the export and import functions or by dragging and dropping. Separate account balances will be maintained, and each Company within a database can be backed up separately or together.

Note that you should only use this feature to differentiate between different departments if you intend to account for each of them separately. If you keep a single set of accounts covering your whole organisation, you only need have a single Company in your database.

In the remaining sections of the window, select the modules that you require by clicking the check box next to each one so that a tick appears. Click the five numbered buttons to see more modules. Finally, click [Save]. The Modules menu will now contain the modules selected. These tasks should be completed before applying for a database key. Details about applying for an Enabler Key are here.

Creating a New Database (Single-user) - Changing and Adding Companies

If you want to change the company identifier that appears in the title bar of each window, and/or you need more than one Company, you can do this now. Click [Companies], the first button in the 'Registers' section of the Master Control panel:

The 'Companies: Inspect' window is opened:

The Company Name in the second column will appear in the 'Select Company' window, where you will choose the Company you want to work with when you log in to Hansa. The Short Code is the identifier that appears in the title bar of each window. If either of these are not suitable, change them now.

To create more Companies, click in the Code field in the first blank row and enter information as described on the Creating a New Company page. Remember, this should only be done for parts of your business which are completely separate accounting entities to the first Company entered.

If you are creating a new Company, the "Default.txt" text file must be present in the same folder as the Hansa application. Hansa will use this file to import some basic settings to the new Company.

It is advisable to enter as many Companies as you need now, so that you only need apply for a database key once. You will be able to enter all set up information such as a Chart of Accounts to one Company and then to export those settings to the other Companies (or to transfer them by dragging and dropping). Remember that each Company will maintain completely separate accounts, so there is no need to create separate Companies for departments that are part of the same accounting whole.

When the entry is complete, click the [Save] button in the top right-hand corner of the Company screen.

For security reasons, Hansa will shut down after any changes or additions have been made in the Company register. Restart the program to continue working.

For each Company added, you should now repeat the process described on this page, entering the correct company name and address, and on this page, ensuring that access has been granted to the correct modules. To change Companies, select 'Companies' from the File menu and choose another Company in the list that appears. This work should be completed before applying for a database key.

Creating a New Database - Setting up a Basic Accounts System

Hansa is supplied with a basic accounts template which you can use as a basis for your own system if necessary. It includes VAT Codes, Fiscal Years, a Chart of Accounts, report definitions and so on.

If you did not import this template when creating your database (as described on the Creating a New Database - Single User page), you can do so at any time. To import this template, ensure you are in the System module using the Modules menu and select 'Imports' from the File menu. The 'Imports' window is shown:

Double-click 'Automatic', or click once and press the Enter key. Hansa opens a window listing importable files in the "Backup" and "Setup" folders, which are in the same folder as the Hansa application. Locate "UKAccs1.TXT" and click [Open] or [Select] (depending on the operating system).

The file will be imported. A message window informs you about the progress of the import.

When the import is finished, repeat the process, selecting "UKForms.TXT" and then "UKStd.TXT" to import template forms and other settings. Then, close the 'Imports' list window using the close box.

Your Hansa database is now ready to be used. You are free to change any aspect of the model Chart of Accounts, but note that some of the default settings in Hansa presume that the model chart is being used in an unmodified form. If you alter the chart, you must also alter these defaults wherever they occur. For example, if you change the Account Code of the VAT Outputs Payable Account, remember to alter all the VAT Code records accordingly as well.

If you do not wish to use the template supplied...
You are also free to implement your own accounting set-up. If you choose to do this, please first refer to the 'Accounting Principles' section of these web pages where some basic accounting principles are outlined. Then, you will need to set up VAT Codes in the Nominal Ledger before creating your Chart of Accounts and defining Fiscal Years, in the System module. Ensure the correct Accounts have been defined for use by various functions using the Account Usage S/L and Account Usage P/L settings. The Item Group register and Payment Modes setting should also be checked. Finally, define the Balance Sheet, the Key Financial Ratios report, the Profit & Loss Report and the VAT Report.

Importing your own Chart of Accounts
If you are changing to Hansa from another computerised accounts program, you may be able to import the accounts set-up from that program. This will have three advantages: the import procedure is relatively fast (compared to entering the accounts manually), the possibility of data entry errors is reduced and you will be able to use a Chart of Accounts with which you are already familiar.

If you wish to follow this procedure, please follow the import instructions described above to import your text file. For details of the composition of the text file, please refer to your Hansa representative.

Entering Data and Opening Balances
Your Hansa database is now ready for the entry of data and of opening balances. Please refer to the 'Starting Work' section of these web pages for full details of how to proceed. The 'Work Area' pages will enable you to familiarise yourself with Hansa's tools, windows and method of working, while the 'Accounting Principles' pages describe some of the accounting concepts used by Hansa.

Creating a New Database (Single-user) - If the "DBDef.txt" file is missing

If you attempt to create a new database as described on the Creating a New Database - Single User page but without a "DBDef.txt" file present in the same folder or directory as the Hansa application, that database will be created successfully. However, the process will deviate from the path outlined in two respects:
  1. The list of possible back-up files which can be imported will not be shown.

  2. You will only have access to the System module.
You can either decide to start again or to proceed with the empty database. The former route is recommended as little time will have been lost. Follow these steps:
  1. Close Hansa using the 'Quit' command on the File menu.

  2. Delete the "Hansa.HDB" file.

  3. Locate the "DBDef.txt" file and move it to the folder or directory containing the Hansa application. Also, ensure that the 'Default.txt' file is present.

  4. Launch Hansa again and follow the procedure described on the Creating a New Database - Single User page.
If you decide to proceed with the empty database, follow these steps:
  1. Ensure the "Default.txt" file is present in the same folder or directory as the Hansa application and enter a single Company to the 'Companies: Update' window. This window is described on the Creating a New Company page. Click the [Save] button to save.

  2. On closing this window, the 'Select Company' window will open. Double-click the Company that you wish to work with.

  3. The System module will be the only module available. The next step should be to remedy this. Select 'System' from the Modules menu and 'Imports' from the File menu. Double-click 'Automatic, manual file search' in the subsequent list. Locate the "DBDef.txt" file and import it. You will now have access to all modules.

  4. Return to the Settings page to resume the process.

Creating a New Database (Multi-user) - The Program Mode Register

The next stage is to make this database available to the network. Select 'Technics' from the Modules menu and click the [Prog Mode] button in the bottom left-hand corner of the Master Control panel (or select 'Program Mode' from the Registers menu).

The fields on this window should be completed as follows:

Header

Program Name
If you are using Hansa under Windows, you can specify the name of the window in which Hansa appears and of the application's button in the Taskbar (Windows 95/98/2000). Enter that name here.
Server Card
Server Port
This field is for TCP/IP communication with Hansa clients. Enter an arbitrary four-digit code to identify this database. If you have more than one server machine running Hansa, or more than one copy of Hansa running different databases on the same machine (not recommended), each must feature a unique Server Port number.

If you change the Server Port or put one in for the first time, you must quit Hansa and restart for the change to take effect.

Default Company
If you would like a particular Company to be used by default when you launch Hansa, specify that Company here. The next time Hansa is used, the Company specified here will be opened automatically and the 'Select Company' window will not appear.

This field can be used in single-user systems to ensure a particular Company is always used. This is the only field that can be used in this register in a single-user system.

Server at Startup
Switch this check box on if you would like the Server module to be selected by default when you launch Hansa.

Usually, it will not be necessary to use this check box. When the time comes to shut down the server, two options are available on the File menu. If you choose 'Quit', Hansa will automatically go into server mode the next time it is used, even if the Server at Startup is not checked. If you choose 'Quit, Remove Autoserver', it will not, allowing you to work on the server machine itself.
Other Cards
The remaining fields in this register are only used in the specialised situations when setting up the Web Shop, FTP server and Print and Fax servers and when establishing an open TCP/IP link with Hansa. They can be left blank when setting up a data server.

For details about setting up an FTP server, please refer to the Setting up an FTP Server page. For details about setting up Print and Fax servers, please refer to the description of the Printers setting. For details about setting up a Web Shop and about establishing an open TCP/IP link with Hansa, please refer to your local Hansa representatives.

Once the 'Server' card of this register is complete, click the [Save] button in the Button Bar to save. If you have entered a Server Port number for the first time (or changed the one that was already there), quit Hansa and restart to allow the change to take effect.

!

Complete the Program Mode screen before applying for a database key.


The final task is to select 'Server' from the Modules menu. The 'Server Status' screen appears. This can be used to monitor network activity.

The server can now be left alone.

Creating a New Database - Allowing Logging in from a Browser (Web Client)

This page describes logging in to your Standard ERP server from a browser, also sometimes termed "using a Web Client". Please refer here for details about logging in to your server using the Standard ERP client application.

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If you installed your server application as described here, the necessary files should already be in place to allow users to log on to your server from a browser.

The following configuration steps are required:

  1. Log in to your server and open the Program Mode register as described here.

  2. Specify a Web Port on the 'Web' card in the Program Mode register:

  3. Specify whether web clients will connect over http or https, using the Web Client Settings setting, also in the Technics module. If web clients are to connect over https, specify the paths to the certificate files, which should be located on the server. Please refer here for details about obtaining and configuring certificate files. If you have a domain name pointing to the server's IP address and would like users to use that domain name when connecting with a web client, enter that domain name in the Use domain field. The Use domain field will be used with both http and https connections (in the case of https connections, it must be a domain that is connected to the certificates).

  4. Depending on your installation, you may also need to ensure the Home Page option is ticked in the Configuration setting:

Users will now be able to log on to your server from a browser, using the following URL:
server IP address:web port/startwebclient
For example, if the server IP address is 10.211.55.2 and the Web Port is 8033, enter the following URL:
10.211.55.2:8033/startwebclient
If you entered a domain in the Use domain field in step 2, you can include that domain in the URL. For example, if the Use domain is www.usedomain.com, enter the following URL:
www.usedomain.com:8033/startwebclient
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Multi-user Installation:

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Creating a New Database - Installing the Cloud Node

Installing a Cloud Node will allow you to control your server through MyStandard (i.e. from any browser). MyStandard is a personalised portal that allows you to control and manage your server wherever you are from any device. You must install a Cloud Node if your server is on your premises or in a non-HansaWorld cloud. Do not install a Cloud Node if your server is in the HansaWorld cloud or if you are using Standard ERP in a single-user installation.

Follow these steps:

  1. Ensure the following ports are open for outgoing traffic only to the following domains in the firewall on your server:

    http://hansaworld.com:80
    https://lookup.hansaworld.com:443
    https://validate.hansaworld.com:443
    http://validate.hansaworld.com:1401
    http://downloads.hansaworld.com:80
    https://cloudcontroller.hansaworld.net:444 (in Australia. open https://cloudcontroller.aus.hansaworld.net:444; in Finland, open https://cloudcontroller.fin.hansaworld.net:500; or in Latvia open https://cloudcontroller.lat.hansaworld.net:444)
    https://cloudcontroller.hansaworld.net:2000 (in Australia. open https://cloudcontroller.aus.hansaworld.net:2000; in Finland, open https://cloudcontroller.fin.hansaworld.net:2000; or in Latvia open https://cloudcontroller.lat.hansaworld.net:2000)

  2. Disable any anti-virus software that is running on your server until the installation of the Cloud Node has been completed.

  3. If you are controlling your server using a script such as run-hansa.sh, close the server, disable the script and start the server without it. This is to prevent the script and the Cloud Node attempting to control the server at the same time.

  4. Connect to your server from a client. Log in as a user with access to the Technics module.

  5. Open the Internet Enablers setting in the System module and ensure at least the Registered in and Customer Code at HansaWorld fields are filled in. If you know your Contract Number at HansaWorld. fill that in as well.

  6. Change to the Technics module and open the Program Mode register.

  7. Make sure you have specified a Web Port on the 'Web' card. If there is no Web Port, specify one and then restart the server.

  8. Choose 'Set up Cloud Node' from the Operations menu:

  9. The 'Set up Cloud Node' window will appear: press the 'Setup' button to proceed:

    The information in this window will be taken from the Program Mode register and shouldn't be changed. The IP address will mainly be used for logging purposes. It will not be used to connect to your server because the Cloud Node will connect to MyStandard by calling out from your server machine. This allows you to change the IP address of your server at any time and/or to locate the server behind a firewall with a dynamic external IP, with no danger of the server losing touch with MyStandard.

  10. Finally, press the [OK] button when you are ready to begin the installation of the Cloud Node:

The installation will be carried out as follows:
  1. A folder named "cloudnode" will be added to the folder containing the Standard ERP server application.

  2. The Standard ERP server application will be closed. As a result, the client that you are using will lose connection.

  3. If your server is a Windows machine, the Standard ERP server will be removed from the services registry, and the Cloud Node will be added (with the name "Standard Cloud Node").

  4. The Cloud Node will be launched.

  5. The Cloud Node will launch the Standard ERP server application automatically, so you will be able to log in again.

  6. If you have more than one Standard ERP server installation on a single server machine and have already installed a Cloud Node from one of the servers. the installation process when run from a subsequent server will connect that server to the existing Cloud Node (provided the databases are registered in the same country).
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Multi-user Installation:

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Creating a New Database - Appointing an Administrator for MyStandard

After your server has been connected to MyStandard (automatically if your server is in the HansaWorld cloud, or through the creation of a Cloud Node if your server is in a non-HansaWorld cloud or on your premises), you should appoint a user to be responsible for the server on MyStandard. This user will have full access ("Admin Access") to the server on MyStandard, and will grant access on MyStandard to other users as necessary. To do this, log in to the server from a client, open the Person record of the user who will be the master user and tick the User is MyStandard Admin check box:

If the user has a Global User record, you should select this option in that Global User record instead of the Person record.

The User is MyStandard Admin check box will only be visible after you have installed the Cloud Node. When the user logs in to their MyStandard page using their StandardID and password, they will have full access to your server. If you appoint a user as the MyStandard administrator immediately after installing the Cloud Node, that user may need to wait about 15 minutes for the server to appear on their MyStandard page. Subsequent appointments will be reflected in MyStandard immediately. If a user is already logged in to their MyStandard page when you appoint them as an administrator, they might need to log out of MyStandard and back in again to see the new server. Please refer to the following pages for more details about MyStandard:

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Multi-user Installation:

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Creating a New Database (Single-user) - The Enabler Key

The next stage is to inform Hansa that you have a full licence for its use.

A Hansa licence normally gives you the right to use the program for a single database. Each database will normally require its own database key provided to you on application by your local Hansa distributor. When Hansa is first purchased, this key is absent but Hansa will be fully operational for 30 days after installation, allowing time for the set-up work described here. After 30 days, if the key has not been applied for, Hansa will change to demonstration mode: it will remain fully functional, but printing will be disabled. The key can be applied for at any time (before or after the 30 day point), but before doing so you should ensure you have registered the number of Companies that you need, them all in the Company register, named them all in the Company Info setting, and given yourself access to the required modules and entered the number of users in the System Usage setting.

On closing the System Usage window, Hansa calculates a Control String based on the modules selected and the number of users and Companies entered. This will be visible if the System Usage window is reopened and will be copied by Hansa to a second setting, the Enabler setting, where it is used to calculate a Control Code, an eight-digit number.

At this point, where a Control String and Control Code are known to Hansa, the database will enter its demonstration mode 30 days from installation. To gain full use of the program, a database key needs to be acquired and entered. To do this, follow this procedure:

  1. Use the Modules menu to ensure you are in the System module and select 'Settings' from the File menu. In the list, double-click 'Enabler'. The 'Enabler: Inspect' window appears.

  2. Enter the expiry date of your Hansa contract in the Key is Valid Until field. Click the [Save] button in the Button Bar to save and close the Enabler.

  3. Contact your local Hansa representative during normal working hours and quote the Control String, Control Code and contract expiry date. You may be asked to produce a Company Info report. You will then be given a key.

  4. Enter the key and click [Save] to save the Enabler. This will inform Hansa that you have a full licence for its use.
If, in the System Usage setting, the modules checked are changed or the number of users is altered, Hansa will go into demonstration mode. Full use of Hansa can be regained by reverting the System Usage setting to its original state.

If a new Company is added to the database, the Valid Until date is changed in the Enabler setting or the Company Name is changed in the Company Info setting of any existing Company, this will also cause Hansa to go into demonstration mode. In this case, however, full use of Hansa can only be regained by applying for a new key.

A record of your database key should be kept in a safe place: you will need to enter it again if you ever create a new database by restoring from a back-up file.

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Set up your Companies and define the System Usage and Company Info settings for each before applying for a database key.

Setting up an FTP Server

The File Transfer Protocol (FTP) is a means of transferring files between two connected computers. One computer is configured as an FTP server and the other connects to it as a client. Working from the client machine, files can be copied to the server ("uploaded") and copied from the server ("downloaded"). In large installations, it can be convenient to have an FTP server running permanently. It can be used as a central store of important files such as marketing materials, document templates and so on.

Hansa can be configured to act as your FTP server software. Once this has been done, members of staff (known as "Persons" in Hansa) can log in using proprietary FTP client software such as Fetch or Transmit. If required, Customers can log in as well.

If you are already using a Hansa multi-user system, the copy of Hansa that is acting as your data server can also act as your FTP server. This means that your data server computer will also be your FTP server computer. However, if FTP usage is likely to be heavy, a separate machine can be used. In this case it will have a separate database, so you will need to enter once again those Persons and Customers that are to have FTP access.

To set up a Hansa FTP server on a dedicated machine, follow the steps below in full. If you have already set up your Hansa data server and would like it to act as an FTP server as well, work on that machine and follow the steps below starting with step 2.

  1. Create a new database on the machine that is to act as your dedicated FTP server following the instructions on the Creating a New Database - Multi-user page. Only one Company is necessary.

  2. In the System Usage setting in the System module, ensure that the box marked "Server" has been selected (i.e. it contains a tick). Then, go to card 5 (click the tab marked "5") and do the same for the box marked "FTP Server". Click the [Save] button in the Button Bar to save and close. This may result in you needing to apply for a new database key.

  3. Select 'Technics' from the Modules menu and click the [Prog Mode] button in the bottom left-hand corner of the Master Control panel (or select 'Program Mode' from the Registers menu).

    In the case of a dedicated FTP server, only the fields on the 'FTP' card need be completed, as illustrated and described below. If the FTP server is a data server as well, the fields on the 'Server' card should also be completed, as described here.

    FTP Port
    Enter an arbitrary code here to represent the server socket that will be used for FTP communications. This must be different to the Server and Web Ports above. When logging on, Customers and Persons will add this to the IP address for your server machine (usually in the format IP address:Port number).

    Note that the most commonly used FTP Port number is 21, and some FTP client applications may have difficulty establishing a connection if a different number is used.

    If you change the FTP Port, you must quit Hansa and restart for the change to take effect.

    Max FTP Users
    Enter here the maximum number of Customers and Persons that you anticipate will be logged on to your Hansa FTP server at any one time.

    FTP Shared Directory
    Specify here the name of the folder that is to be made available as the root directory to everyone logging on to your Hansa FTP server. This folder will contain the files that will be copied to and from the server by FTP users. Any folders inside this folder will also be available to FTP users.

    In the following example showing the correct syntax for Windows and Macintosh users, the shared folder is called "Shared" and it is situated inside the "FTP" folder on the hard disk. The \ character is used as a separator between folder names under Windows, Linux and Mac OS X while : is used on Mac OS 9.
    Windows
    c:\FTP\shared

    Mac OS 9
    hard disk:FTP:shared

    If the "Shared" folder is inside the folder containing the Hansa server application, there is no need to specify the full path name (except under Mac OS 9, when you can only use an absolute path).

    An entry must be made to this field otherwise FTP users will not be able to log on. Take care not to make any mistakes when typing the folder path (and make sure that the folder you specify exists), otherwise you might make more files available to FTP users than you intend.

    Allow Anonymous FTP Users
    Check this box if you would like FTP users to be able to log on to your FTP server without specifying a user name or a password.

    If this box is not checked, you will be able to restrict access to your FTP server using the Allow FTP Access box for each Person and Customer. Only Persons and Customers whose Allow FTP Access box has been checked will be able to log on. Persons (i.e. members of staff with their own record in the Person register) will use their initials as their Login ID and will use their normal Hansa password. Customers will use their Customer Number as their Login ID. They can be allocated a password using the 'Change Password' function on the Operations menu of the 'Customers: Browse' window. They will use the same password for FTP and Web Shop access. Customers are fully described here, while Persons are described here.
  4. Once the 'FTP' card of the Program Mode register is complete, click the [Save] button in the Button Bar to save. If you have entered an FTP Port number for the first time (or changed the one that was already there), quit Hansa and restart to allow the change to take effect.

  5. If your FTP server is separate to your data server, you will now need to enter once again those Persons and Customers that are to have FTP access.

  6. The final task is to select 'Server' from the Modules menu. The 'Server Status' screen appears. The FTP server can now be left alone, and FTP clients will be able to log on.

  7. If you will be allowing users to access your FTP server through a modem connection, don't forget to make any necessary adjustments to your firewall.

Shutting Down

Remember to make a back-up before shutting Hansa down. Back-ups are described here.

Single-user
To shut Hansa down, select 'Quit' from the File menu. Macintosh OS X users can find the 'Quit' command on the Hansa OS X menu. The keyboard shortcut Alt-F4 (Windows and Linux) or ⌘-Q (Macintosh OS 9 and OS X) can be used. All open windows will be closed, and you will be asked if you want to keep any changes that have not yet been changed.

Multi-user
Hansa clients can be shut down in the same way as Hansa single-user: by selecting 'Quit' from the File or Hansa OS X menu.

Two methods are available by which the server can be shut down, if it has a graphical interface:

  1. If 'Quit' on the File menu is used, the server will automatically enter server mode the next time it is started up.

  2. If 'Quit, remove autoserver' on the File menu is used, the server will not go into enter server mode the next time it is started up. This option should be used if you want to do some work on the server.
If the server does not have a graphical interface and if you are not running the server process in the background, bring the Terminal window to the front and press the Ctrl-C key combination. Alternatively, open a new Terminal window and type the following:
ps
This displays the process IDs for each Terminal process

kill pid
(where pid is the process ID for the server process)
If you are running the server process in the background, use the ps and kill commands either in the relevant Terminal window or in a new one.

If you need to close the server down and there are some clients logged in, you can send a warning message. To do this, you should be working on a client and you should have logged in as a Person that has access to the Technics module (controlled using Access Groups). Follow these steps:

  1. Select 'Technics' from the Modules menu.

  2. Click the [Maintenance] button in the Master Control panel or select 'Maintenance' from the File menu.

  3. When the 'Maintenance' list window appears, double-click 'System Message'. The following window appears:

    Complete the window as follows:
    Message
    Type in the message that you want all users to read.

    From
    Type in the author of the message: this will also be shown to all users. Your name (i.e. the name of the current user) will appear here by default.

    Time until Shutdown
    Specify here the number of minutes that you want to wait until the server shuts down. This should be sufficient time to allow the other users to save their work and quit Hansa.

    If this field contains a value, the server will be shut down automatically after the specified period of time. If this field does not contain a value, the server will not shut down. This means this function can also be used to send a message to all users at any time.

    Shutdown will Remove Autoserver
    If the Time until Shutdown field above contains a value, the server will be shut down automatically after the specified period of time. Check this box if you want the server to be shut down in the same way as if the 'Quit, remove autoserver' option had been used. Do not check this box if you want it to be shut down in the same way as if the 'Quit' option had been used.

    Disallow Login
    Check this box if you want to prevent new users logging in during the Time until Shutdown.
  4. Click the [Run] button in the Button Bar. The Message will be shown to all users.

  5. Close your own Hansa client.

  6. The server will shut down automatically after the specified time.