GeeDee System Setup - Introduction & Checklist

Checklist for setting up a New GeeDee System

a)      Set up a new single Trust Account with your bank.

b)     Provide GeeDee Support Staff with a sample of your company logo (preferably a BMP, JPG, EPS or TIFF) and sample letterhead so that it can be scanned onto a disk file for your letterhead.

c)       Ensure that staff who will be using the GeeDee System review the Training Handbook plus all Tutorial Videos items at least twice.

d)      Practice, Practice and Practice some more! Run the GeeDee program, using the provided Demonstration Data, to become familiar with its use so that you are not struggling and making mistakes with your brand new Trust Account System.
You MUST do this, for if you are not reasonably confident with the system and try going live, it can turn into a disaster. If we find that you have not processed sufficient transactions and do not have a reasonable grasp of it, we may refuse to let you go “live”.

Practiced transactions in GeeDee must include:
- New Owners;
- New Properties;
- New Tenants;
- New Routine Inspection Letters and Reports;
- New Creditors entered;
- New Creditor Accounts entered and the accounts then paid;
- New Owner charges created and processed;
- and at least one End Of Period completely processed.

e)      If you have been running your Trust Account on another system, be it manual or computer, then the change to GeeDee and the new Bank Trust Account must be done immediately after the end of period payout has been completed.

f)        When you are sure that all your staff members are confident and competent with the new GeeDee System then contact GeeDee Support Staff who will zero off the demonstration data using a special password.

g)      If the data from your old system can be converted then this will be done by GeeDee software support staff.  Alternatively, you will be required to manually load all Owners, Properties, Tenants and Sales Ledgers onto the system using the templates provided on the GeeDee CD-ROM.  Converted data usually needs the manual entry of some unsupported fields.

h)      Support staff will advise you as to the raising of cheques from the old Trust Account for any Owner Balances and Trust Ledger (Sales) balances. Stamp duty, bonds etc should be paid out from the old system directly to the commissioner etc. In this way, the old Trust Account should run down to a zero balance.

i)        Receipt the Owner Balances from the old Trust Account as Owner Receipts in the new GeeDee system.

j)        Receipt any sales ledger balances into the new system as Trust Account receipts or sales deposits.

k)       Close the banking and bank the cheques above into the new Bank Trust Account.

l)        Print a Trust Account trial balance for your records.

m)    Arrange and label six daily backup disks Monday through to Saturday (i.e. CD / CDRW / DVD / DVDRW / USB / ZIP Disk etc.), together with an appropriate storage container.
"End of Day" Backup = Daily Backups MUST be made at the close of business each day with all disks being stored away from the premises overnight.
Two additional sets of disks for each Period End (monthly) and the End Of Month Audit backup, should be labelled and set aside for each month of the year.
To ensure reliability, backup disks should be regularly checked and reformatted prior to commencing a backup.

n)      You may now start processing the current month's transactions, issuing receipts, banking etc.

Passwords in GeeDee software

The system does not have a high level of security protection.  Experience shows that high aims of security protection usually become either totally forgotten or degraded within a short time as they usually create more problems than benefits. 
A password, initially set as BENNY on new systems, is needed to use the following critical functions:  reversing receipts, cancelling and reissuing cheques, period end processing, restoring data from a backup or rebuilding corrupted data.
The password may be changed from the Help drop down menu in the main program.  The password should only be known to one person, who is responsible for the bank reconciliation, daily banking and period end processing.  It is important for large systems that this password be changed regularly.

Certain functions are restricted to GeeDee Software Support personnel who will use a four-digit security code that changes daily.

The default BENNY password may be change within the GeeDee System at any time. To change the password, go to the GeeDee Help dropdown menu and select Change Password. Enter the current password and then type in the new as requested.