Quick Start
Welcome to Roughneck. We want to thank you for choosing Roughneck as your software of choice for your Oil and Gas Accounting needs. The Quick Start routine provides short steps for setting up your data in the Derek program and getting started.
1. Familiarize yourself with the program by utilizing the Sample Data that comes with the installation C:\Derek\DeData
Select the F1 function key to access the Help Menu, or go to Help on your Tool Bar and choose Help Topics. Select “Tutorial for New Users”. Print all Sub Topics to familiarize yourself with the sample data.
2. After getting familiarized, create your own data directory by going to Tools -->Create New Data Directory
Please note that any spaces, commas or any character other than numbers or letters are not recognized by Derek. A good data directory will be something like PERKINSDATA (your company name plus the word data). Once you have created your own data directory, you will need to change to your new directory by going to Tools, Change Data Directory. Take notice at the top of your screen to ensure you are now in your data directory.
3. Once in your new working directory, PERKINSDATA, you will need to clean the file.
Go to Tools, Data Maintenance, Clean Data. Enter Company Number 01 and click OK. This routine will only zero out values. You will then need to delete sample Vendors, Owners, Units, Division of Interest, and Unit Chart of Accounts from under File Maintenance. Do NOT delete any of the Company Chart of Accounts in this step, nor any Companies from the Company Heading file. To permanently delete the records you marked for deletion from File Maintenance, go to Tools, Data Maintenance, Pack, Pack All. Only things you delete from File Maintenance will need to be Packed (from Tools, Data Maintenance, Pack). Anything else you delete, aside from File Maintenance, will be deleted on the spot.
4. The best place to start inputting data would be under File Maintenance.
a) Start with Company Heading file to add your company’s information. Most people will use company 01, and just replace the current information with your company information.
b) Print out Company Chart of Accounts (list zero balance accounts)
c) Now you can start perfecting your Chart of Accounts. You can add New G\L accounts, edit existing G\L account descriptions, and delete existing G\L accounts.
The following accounts should not be deleted, as they are used by Derek:
11300 Accounts Receivable 21040 Federal Tax
21000 Accounts Payable 21045 State Tax
21010 Suspense Revenue 29700 Current Income
21011 Minimum Check Amount Withhold 76320 JIB Offset
25300 Retained Earning 76330 Revenue Distribution Offset
Chart of Accounts Categories:
1xxxx = Assets 71000-71999 = Intangible Drilling (billable expense)
2xxxx = Liabilities 72000-72999 = Tangible Completion (billable expense)
3xxxx = Revenue Sales 73000-73999 = Intangible Completion (billable expense)
4xxxx = Income 74000-74999 = Lease Operating Expense (billable expense)
5xxxx = Cost of Sales (Tax on Sales) 75000-75999 = Lease Hold Cost (billable expense)
76000-79999 = General & Admin Exp (company expense)
d) Add your investors into the Owner/Customer file. You will not add their percentages here as this will be done in a later step. For you, the company, give yourself an owner number of 99999. Derek is hard coded to know that any owner with a 9999x owner number does not need a revenue check printed. This is because since you are the owner, you will be
depositing the entire run check into your account to begin with. Select the F1 function key for help on Owner Numbers.
e) Add all Vendors into the Vendor File. Vendors will be anyone that you will be paying outstanding invoices to.
f) Add all units (wells) into the Unit /Well file. Upon saving the entry, you will be asked if you would like to “Copy Unit Chart of Accounts”. Make sure to allow this feature to copy the
GL accounts for you, from the Company Number you set up in question 4.a).
g) After you have added the owners and the wells, you then bring them together in the Division of Interest file. The DOI file is where you will add each investors percentage on a well. Most people will use status 1.
h) If you need to delete any records from any file under File Maintenance, you will have to Pack the files once you have marked them for deletion. To do this, go to Tools, Data
Maintenance, Pack, Pack All Files (this is also mentioned in Step 3).
5. After completing File Maintenance, you will be ready to add your beginning balances into the General Ledger as of the beginning balances for this month. This is done through Transactions, Add G/L Transaction. Please note that for every Credit you enter, there must be a matching Debit so that your General Ledger will
remain in balance.
a) See steps 6.a, 6.b and 6.c before adding Accounts Payable invoices.
b) See step 7 before entering Accounts Receivable beginning balances.
6. To add outstanding Accounts Payable invoices:
Go to Accounts Payable, Add Invoice. Enter each vendor's outstanding balance you have as separate invoices ( see a, b and c for the options on entering individual invoices).
a) If these are outstanding invoices that have not been paid and are within the current Fiscal Year, you can post to the corresponding Expense General Ledger number. This method
will not require you to to add a beginning balance to Accounts Payable (21000) or any of the expense accounts that go with the invoice (from #5 above). This method will add those balances for you.
b) If you choose to enter all beginning balances, even for Accounts Payable (21000) and each individual expense account, from step 5, then when you enter all outstanding Accounts Payable invoices you will use GL number 21000 when asked for GL account.
c) If these outstanding invoices are to be billed to the investors on a well, and have not already been billed in a cycle, then use any GL number between 71xxx - 75999 when you enter the outstanding Accounts Payable invoices. This range of numbers is only recognized by Roughneck as being "billable" to a well.
d) When entering these outstanding invoices, the "DOI Status Level" will be the status level you put all investors/owner's percentages in during step 4.g. This status level is only
necessary when entering a "billable" expense to a well.
7. To add outstanding Accounts Receivable invoices:
Go to Accounts Receivable, Add invoice. Enter each investor’s outstanding balance due. You can add each investors invoice as separate invoices that they have outstanding or as one big invoice with the grand total for each investor.
a) When asked for the “G/L Account” you will use the Accounts Receivable General Ledger number 11300 ONLY if you chose to enter a beginning balance for Accounts Receivable
from step 5.
b) If you choose not top enter a beginning balance to Accounts Receivable (11300) from step 5, then you may add each outstanding A/R invoice and choose the G/L Account 76320 when adding the invoice.
8. Everything you have entered so far has been through last month.
If you have any Transactions, Accounts Payable Invoices, etc., for this month, enter them now to bring you up to date. These can be entered in the appropriate programs.
Created with the Personal Edition of HelpNDoc: Full-featured multi-format Help generator
