initial_data [Chillhub App Knowledge Base]

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==== Setting Up Initial Data ====
This guidelines will guide you on how to set up Initial Data to Ensure a Smooth Start with Chillhub. 
\\ Make sure you have reviewed [[setup_master_data|Master Data Guide]] to gain a better understanding of the required master data
  * [[initial_data#step_1confirm_industry|Step 1: Confirm Industry]]
  * [[initial_data#step_2user_settings|Step 2: User Settings]]
  * [[initial_data#step_3master_data_set_up|Step 3: Master Data Set Up]]
  * [[initial_data#step_4set_up_inventory|Step 4: Set Up Inventory]]
  * [[initial_data#step_5set_up_pricing|Step 5: Set Up Pricing]]
  * [[initial_data#step_6configure_chart_of_accounts|Step 6: Configure Chart of Accounts]]

== Step 1: Confirm Industry ==
  - **Default Industry** and **Secondary Industries** are initially set during sign-up.
    * **Default Industry**: Represents your business’s primary area of operation.
    * **Secondary Industries**: Additional industries your business is involved in.
  - **Decide on Master Data Source**:
    * If you do **not** plan to use the system's ready-to-use global master data, create your own new industry.
  - **Update Your Default Industry or Secondary Industries**:
    * To create new industry, go to Industry page, Click **New**, specify industry name and click **Save**
      * A dialog box will appear asking, "Set as default or add as secondary industry?" Choose **Set as Default** or **Add as Secondary**.
    * Navigate to the Industry page -> Edit the desired industry -> Click **Set as Default**, **Add as Secondary** or **Remove from Secondary**.
    * Alternatively, go to the User Menu -> Profile -> Under Company Details, modify the **Default Industry** and **Secondary Industries** details.
== Step 2: User Settings ==
    * Make sure you have followed this [[user_settings|guide]] to complete the user settings configuration.
== Step 3: Master Data Set Up == 
\\ //Want to save time? Try Chillhub’s [[Batch Import]] feature to get through this step much faster.// {{mdi>new-box?24}}
  - **Pre-Setup Approach**:
    * Set up all required master data before starting to use the system. This ensures everything is ready and organized in advance.
  - **On-Demand Approach**:
    * Create master data only when needed. For instance, users can create any missing master data when creating invoices, creating purchase orders, setting up inventory, configuring pricing, and other related tasks
    * Master data can be created on demand by selecting the {{mdi>plus?24}} icon located on the right side of each master data dropdown. \\ {{gallery>:masterdata:masterdata_5.jpg?300x0&crop=off&0}}
  - **Choosing Your Approach**:
    * If you prefer the **On-Demand Approach**, you can skip this step and proceed directly to **Step 3**.
    * For detailed guidance on setting up master data, refer to the [[setup_master_data|Master Data Setup Guide]].
== Step 4: Set Up Inventory ==
\\ //Want to save time? Try Chillhub’s [[Batch Import]] feature to get through this step much faster.// {{mdi>new-box?24}}
  - Navigate to the Inventory Page: Go to **Menu -> Inventory -> Inventory**. \\ {{gallery>:initialdata:initialdata_1.jpg?200x0&crop=off&0}}
  - Click the {{mdi>plus?24}} **New** button. A dialog will appear, allowing you to create an Inventory Item. \\ {{gallery>:initialdata:initialdata_2.jpg?500x0&crop=off&0}}
  - Select the **Industry** to populate the Product Selection.
  - Set **Date** preferably to a date before your financial period to indicate that this inventory adjustment occurred before your accounting records began, rather than today.
  - Search and select the desired **Product**
    * If the Product does not exist, click the {{mdi>plus?24}} icon to create it.
  - Open the **Physical** Tab
  - Input **Warehouse Quantities (Physical Quantity)**:
    * In the warehouse data table, enter the current quantity for each warehouse in the **New Qty** column.
    * If no warehouse is listed, go to [[user_settings#warehouses|Settings]] to set them up.
    * If you don't need to track quantities by warehouse, input the total quantity in the **"- Unassigned -"** warehouse.
    * The total physical quantity will be displayed under **Qty on Hand**.
  - Go to the **Accounting** Tab \\ {{gallery>:initialdata:initialdata_3.jpg?500x0&crop=off&0}}
  - The **Qty to Adjust** field should match the **Qty On Hand (Physical Quantity)** by default.
    * Adjust the **Qty to Adjust** if discrepancies exist between accounting quantity and physical quantity (e.g., delivered products not yet invoiced)
    * Uncheck **Update Inventory Cost** checkbox if you don’t want to update the accounting quantity.
  - Input the cost per unit in the **Unit Cost** field.
  - Enter a note, such as "Inventory Initial Setup," in the **Remark** field.
  - Click the **Save** button to save the inventory item.
== Step 5: Set Up Pricing ==
Refer to this [[pricing|guide]] to learn how to configure Pricing data. 
== Step 6: Configure Chart of Accounts==
Refer to this [[accountchart|guide]] to review and update Chart of Accounts as needed.
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Your system is now equipped with the settings, necessary master data, inventory quantities, inventory cost details, and pricing information. Enjoy using Chillhub!

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