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Info-Alert -
Like having an employee you don’t have to
pay!
February saw the release of the new
Info-Alert for both OSAS and TRAVERSE.
What is Info-Alert you ask? Info-Alert is a
powerful intelligence application that helps
you stay at the top of your game by
automatically alerting you and taking action
when your business information meets
certain parameters.
For example Info-Alert can automatically
generate and send email dunning letters to
customers that are delinquent in payment,
notify you if a shipment has not arrived by
a specified date so that you can investigate
the delay, change customer credit holds or
status, or more.
Because Info-Alert integrates directly with
your data, you can get the system up and
running quickly. Connect Info-Alert to your
database, enter the parameters Info-Alert
should use to monitor that data and the
frequency with which you want to run each
alert, and then sit back as Info-Alert
reviews data at scheduled intervals,
unattended. Info-Alert’s Tool Kit can also
connect to any other Microsoft or
ODBC-business data.
Info-Alert includes a number of pre-defined
spanning categories like Accounts
Receivable, Order Entry, Inventory, and
Purchasing that you can customize to fit
your business needs. You can also specify a
set of criteria to use for each alert (for
example, “review customers only for a
particular sales representative”). If data
meets or exceeds the parameters and criteria
you set, Info-Alert automatically sends and
email or report notification to the
appropriate individuals or performs the task
you specify, such as changing status flags
or running a program.
How can Info-Alert assist you?
- Automatically identify issues before they
become problems
-
Catch Data entry errors while there is still
time to correct them
- Find exceptions in your data that you
should know about
- Automatically send late notices,
acknowledgements, ship notices and more
- Update CRM systems or other databases with
alert information
- Increase productivity without working
harder
For more information about Info-Alert or to
sit in an a WebEx demonstration just contact
us and we will sign you up.
Top
2011 Customer
Excellence Conference
Mark your calendars for September 14th and
15th. This year’s conference will again be
at the South Point Casino in Las Vegas.
These two days are packed with break out
sessions for both TRAVERSE and OSAS, access
to the Learning Lab and the Vendor Booths
that will show you various software and
programs that can enhance your current suite
of applications. Also get a view of the
latest releases of software that will
shortly be coming your way.
Watch the website for the early bird special
at
www.osas.com.
Old Purchase Orders
Does your Open Order File contain old
partial Purchase Orders that have never been
completed in the system but remain in Open
Orders because their status has not been
completed?
If the ordered amount is greater than the
received amount and that is all you will be
getting, change the order amount to match
the received amount.
If items had been received but not invoiced
and there will not be a return then apply an
invoice with a zero amount to that line
item. If the item needs to be returned then
complete the original transaction and enter
a Miscellaneous Return.
Unless all three fields Ordered, Received,
Invoiced these PO’s will remain on file
until you complete the process.
Top
Payroll Caution
April 1 is the first day of the second
quarter. It is also a Friday, which is a
very popular ‘pay date’.
As
you enter your Payroll Transactions you
normally change your workstation date to the
Period Ending Date for the payroll that you
are processing.
With that said you when you Calculate Checks
you will need to have your workstation date
within the second quarter. This will then
post your payroll expenses and withholdings
to the General Ledger month of April (Period
4 if you are on a calendar year).
When you go to ‘Post Checks’ double check
the ‘Post to Payroll Tax Month’ and insure
that it is still the Period for April. If
you had exited Traverse between the time you
calculated checks and posted them and have
not changed your date back to April then it
is possible that the ‘default’ ‘Post to
Payroll Tax Month’ will have the period for
March rather than April.
Should this remain at March when posted what
will happen is the Check History, and all
General Ledger postings will go to April and
the actual Employee History (Withholdings,
W2’s and all tax reports) will be posted to
March.
If
you had already processed your Quarter 1
Reports you may not notice this until the
end of the second quarter.
Should this happen there are two ways you
can ’correct’ it.
1.
You can VOID the entire check run, reproduce
it on paper and post it to the proper tax
period.
2.
You can ’back into’ your Tax reports by
using Year to Date figures at the end of the
second quarter and deduct the totals from
your originally processed first quarter
reports to arrive at the Wages and
Withholdings that pertain to the second
quarter.
Top
Vendor Name in AP
Transactions
In
both Accounts Payable and Purchase Order
Transaction Entry you have the option to
automatically insert the Vendor Name into
the Description of the transaction that you
are entering.
If
your Vendor ID’s are numbers, or not exactly
identifiable looking at them this will allow
you to see the Vendor Name in both AP
History and GL Activity.
You
have the choice to ‘write over’ this
Description and change it if you want to.
Please note if you do use the Vendor Name it
is inserted into the spot you would have put
a description if you entered one.
Top
When AR and/or AP
Subsidiary Files are out of Balance with the
General Ledger
You have just run your Aged Trial Balance
and the total for the Period you processed
it for does not match the Period Ending
amount in the General Ledger. How can you go
about determining what happened?
Run the Open Invoice Report, not the Aged
Trial Balance. In Accounts Payable use a due
date that is way out in the future such as
12/31/2020. In Accounts Receivable there are
no dates to enter. This total is everything
in the Open Invoice File waiting to be paid.
Next run the General Ledger Activity Report
for the entire year for the Accounts Payable
or Accounts Receivable General Ledger
Account numbers. This will pick up all
activity, including those transactions that
have not yet been posted to the Master.
If the ending balance of this Activity
Report matches the Open Invoice Report then
you actually are in balance but you have a
‘timing issue’. Meaning something posted to
a different period in the GL than in AP or
AR but in total year to date you are in
balance.
Top
Inventory—It’s more
than just “ITEMS”
Using the Inventory application allows you
to sell items and keep up with who you
purchase them from, as well as who you sell
them to. But, did you also know that you can
set up Inventory Items to be ‘SERVICE
ITEMS’.
Service Items do not contain ‘Quantities on
Hand’. They are meant to record those
various ‘non-physical’ things that you
invoice customers for. Service items can be
things such as an hourly billing rates, a
rental of a piece of equipment that your
Company owns, contracts that you have with
your Customers.
Service Items cannot be purchased since they
are a service. In OSAS they do not contain a
cost, in TRAVERSE they can be set up with a
cost applied to them.
When sold, both Inventory and Accounts
Receivable History will record the sale.
Reports can be run out of Detail History
showing every sale to every customer.
Service items can have multiple units of
measure, such as hours, weeks, months, etc.
Pricing can be set up for each of these
units of measure and reports can be run
using these different units of measure.
Need to keep up with Non-item Items? Set
them up as Service Items and keep up with
all sales history.
Info-Alert -
Like
having an employee you don’t have to
pay!
What is Info-Alert you ask? Info-Alert is a
powerful intelligence application that helps
you stay at the top of your game by
automatically alerting you and taking action
when your business information meets
certain parameters.
For example Info-Alert can automatically
generate and send email dunning letters to
customers that are delinquent in payment,
notify you if a shipment has not arrived by
a specified date so that you can investigate
the delay, change customer credit holds or
status, or more.
Because Info-Alert integrates directly with
your data, you can get the system up and
running quickly. Connect Info-Alert to your
database, enter the parameters Info-Alert
should use to monitor that data and the
frequency with which you want to run each
alert, and then sit back as Info-Alert
reviews data at scheduled intervals,
unattended. Info-Alert’s Tool Kit can also
connect to any other Microsoft or
ODBC-business data.
Info-Alert includes a number of pre-defined
spanning categories like Accounts
Receivable, Order Entry, Inventory, and
Purchasing that you can customize to fit
your business needs. You can also specify a
set of criteria to use for each alert (for
example, “review customers only for a
particular sales representative”). If data
meets or exceeds the parameters and criteria
you set, Info-Alert automatically sends and
email or report notification to the
appropriate individuals or performs the task
you specify, such as changing status flags
or running a program.
How can Info-Alert assist you?
- Automatically identify issues before they
become problems
- Catch Data entry errors while there is
still time to correct them
- Find exceptions in your data that you
should know about
- Automatically send late notices,
acknowledgements, ship notices and more
- Update CRM systems or other databases with
alert information
- Increase productivity without working
harder
For more information about Info-Alert or to
sit in an a WebEx demonstration just contact
us and we will sign you up.
Top
Old Purchase
Orders
Does your Open Order File contain old
partial Purchase Orders that have never been
completed in the system but remain in Open
Orders because their status has not been
completed?
If the ordered amount is greater than the
received amount and that is all you will be
getting, change the order amount to match
the received amount.
If items had been received but not invoiced
and there will not be a return then apply an
invoice with a zero amount to that line
item. If the item needs to be returned then
complete the original transaction and enter
a Miscellaneous Return.
Unless all three fields Ordered, Received,
Invoiced these PO’s will remain on file
until you complete the process.
Top
2011 Customer
Excellence Conference
Mark your calendars for September 14th and
15th. This year’s conference will again be
at the South Point Casino in Las Vegas.
These two days are packed with break out
sessions for both TRAVERSE and OSAS, access
to the Learning Lab and the Vendor Booths
that will show you various software and
programs that can enhance your current suite
of applications. Also get a view of the
latest releases of software that will
shortly be coming your way.
Top
Vendor Name in
AP
Transactions
In both Accounts Payable and Purchase Order
Transaction Entry you have the option to
automatically insert the Vendor Name into
the Description of the transaction that you
are entering.
Top
When AR and/or
AP
Subsidiary Files are out of
Balance with the General Ledger
You have just run your Aged Trial Balance
and the total for the Period you processed
it for does not match the Period Ending
amount in the General Ledger. How can you go
about determining what happened?
Run the Open Invoice Report, not the Aged
Trial Balance. In Accounts Payable use a due
date that is way out in the future such as
12/31/2020. In Accounts Receivable there are
no dates to enter. This total is everything
in the Open Invoice File waiting to be paid.
Next run the General Ledger Activity Report
for the entire year for the Accounts Payable
or Accounts Receivable General Ledger
Account numbers. This will pick up all
activity, including those transactions that
have not yet been posted to the Master.
If the ending balance of this Activity
Report matches the Open Invoice Report then
you actually are in balance but you have a
‘timing issue’. Meaning something posted to
a different period in the GL than in AP or
AR but in total year to date you are in
balance.
Top
Inventory—It’s
more than just “ITEMS”
Using the Inventory application allows you
to sell items and keep up with who you
purchase them from, as well as who you sell
them to. But, did you also know that you can
set up Inventory Items to be ‘SERVICE
ITEMS’.
Service Items do not contain ‘Quantities on
Hand’. They are meant to record those
various ‘non-physical’ things that you
invoice customers for. Service items can be
things such as an hourly billing rates, a
rental of a piece of equipment that your
Company owns, contracts that you have with
your Customers.
Service Items can not be purchased since
they are a service. In OSAS they do not
contain a cost, in TRAVERSE they can be set
up with a cost applied to them.
When sold, both Inventory and Accounts
Receivable History will record the sale.
Reports can be run out of Detail History
showing every sale to every customer.
Service items can have multiple units of
measure, such as hours, weeks, months, etc.
Pricing can be set up for each of these
units of measure and reports can be run
using these different units of measure.
Need to keep up with Non-item Items? Set
them up as Service Items and keep up with
all sales history.
Top
Contact Us
Maple Business Software Consulting LLC
59113
Timber Trail
Goshen, IN 46528
574-742-9241 - Office
574-312-8056 - Cell
574-975-2755 - Fax Number
email:
rvandaele@maplebusinesssoftware.com
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