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Dear Valued Customers,
Based on feedback from
you, we are modifying the newsletter format to
include separate sections for OSAS and TRAVERSE.
As always we
appreciate your feedback. Please send your
comments to
rvandaele@maplebusinesssoftware.com.
As you already know even if you are in the Graphical
Mode in OSAS you can still use all function keys
rather than the mouse. Data entry can be sped up by
not having your hands leave the keyboard to reach
for the mouse.
Another way to speed up data entry is by making use
of the QUICK tables found in Accounts Receivable,
Sales Order, Accounts Payable and Purchase Order. In
Resource Manager, User Set Up, Preferences activate
the option for QUICK. This allows you then to go
into File Maintenance in each of the applications
listed above and edit the “Q” Tables. In all cases
when you edit these Q tables you have to ability to
tab or enter (or both) to skip over fields you don't
normally enter data into. Should you need to enter
data into the field simply arrow back up or use your
mouse to enter the field that was skipped.
·
Accounts Receivable allows you to skip over fields
while entering the Header of an invoice, the detail
line items of the invoice, miscellaneous credits and
also when editing an invoice.
· Sales
Order allows separate quick table setups for
Editing, New/Quote, Shipped, and Verify orders as
well as Returns. Customize each type to reflect how
you normally enter your data.
·
Accounts Payable Quick entry tables allow separate
set up for Headers, Invoice Detail, Miscellaneous
Debits and Editing invoices. Material Requisition
Quick tables for Header, Line Detail, Returns, and
Editing.
·
Purchase Order has all the Quick tables that
Accounts Payable does with the addition of
Order/Receive entry status
Additional ways to speed up data entry can be found
also in Preferences. Whether you want to Page Down
once or Page Down twice (verify). Setting the Verify
PgDn to Inactive you only need to Page Down once
each time to finalize and entry. Setting the Verify
Exit to Inactive allows you to F7 only once to exit
any menu (or OSAS itself) rather than having to F7
twice each time you exit.
Setting Default Batches, Locations, Bank Account
ID’s and Printers will also speed up entry. These
defaults will automatically insert themselves and
not have to be re-keyed each time. You can change
any of these defaulted fields when you need to use
another Batch, Location, Bank ID, or Printer.
Finally making use of the Favorites Menu allows you
to quickly move around between various menu items in
various applications without having to go through
the menu structure to get to the function you want
to use. Favorites are turned on in the Preferences
first. Then each function you want to add to your
Favorites menu you simply F10 to add the function to
the Favorites menu or F10 to remove a function from
the Favorites menu when it is no longer wanted
there.
Top
Company Logo on
Invoices
For BBj Users you can place your company logo within
the OSAS Documents Folder and in Resource Manager,
Company Setup, Company Information, enter the name
of the logo file with the extension in the Logo file
field. (There should be no blank spaces in the name
of the logo file).
Now when you print your plain paper invoices your
logo will appear in the upper left hand corner. If
you have a color printer the logo will print in
color.
Top
Cleaning up
Purchase Orders
Do you have old Purchase Orders hanging out there in
various status’ that you know are complete as far as
you are concerned but just don't go away?
If you have an Ordered Quantity that is higher than
the quantity that was received and invoiced, edit
the ordered amount to reflect the same amount as the
received and invoiced. The next time you post
purchases this Purchase Order will be removed.
If you entered a higher quantity as received than
was actually received you will need to complete this
purchase order by applying the invoice to the
received goods and then doing a Debit Memo to remove
these items from Inventory.
Purchase Orders will not be removed until all line
items have been received and invoiced. So the main
clue to cleaning up old Purchase Orders is to make
sure each line of the P.O. has been satisfied.
Top
Landed Cost
One of the newest applications released for OSAS is
Landed Cost.
Landed Cost allows you to assign shipping costs
directly to inventory item values when they are
received in. These costs are generally not to the
same vendor you purchase the goods from and
generally they include shipping costs, entry costs,
duties, brokerage fees and taxes.
Landed Cost can be applied by Percent of Cost, Fixed
Amount, Weight, or Quantity.
Landed Cost can also be set up as several levels.
For example shipping costs may be a percentage of
cost for the whole shipment based upon the extended
cost. A Container Duty may apply to not only the
extended cost but also the addition of the shipping
cost applied by percentage.
You determine how the cost is applied, what the
amount of the cost is and whether or not it is a
straight addition to the extended cost of the items
or an addition to the items plus other additional
costs as defined in the Landed Cost setup.
For each Cost within the Landed Cost set up you a
General Ledger Expense Account for the costs to be
credited to when the items are received. When the
invoices come in that pertain to the Landed Costs
you expense these directly to the same General
Ledger Account you set up in the Landed Cost Set up.
Because Landed Cost Setup is actually an estimation
of all charges that pertain to bringing in the
inventory items that you purchased you will need to
reconcile the Expense Account(s) that you used in
the setup.
When the Item is Invoiced the Expense account is
Credited and when the invoice for the additional
cost is entered the same account is debited. In
theory this is a wash. When the item is sold the
full cost (Landed Cost) flows out to Cost of Goods
Sold.
Top
Update Current Year
As you complete entries for the year 2009 and begin
entries for the New Year 2010, remember to UPDATE
THE CURRENT YEAR in Periodic Processing each time
you Post to the Master in General Ledger.
Updating the current year brings forward all the
ending balances for those accounts on your Balance
sheet to the beginning balance in the year 2010. All
Income Statement accounts are cleared to the
Retained Earnings Account as listed in the “Clear To
Account” that was entered when the General Ledger
Account number was created.
Performing this function each time you post to the
master will insure that your 2010 Beginning Balances
are correct. This is extremely important for Cash as
you reconcile bank accounts.
Top
Disaster Recovery
It’s been a year since the “Ice Storm” hit us here
in Kentucky. We survived the snow and the ice
because we had a “Disaster Recovery Plan” in place.
Do you?
When the electricity goes out, the roads are
impassable, and business must continue will you be
able to function?
Offsite backups, backup servers, and remote access
can be the three things that will keep your business
open.
It’s bad enough when Mother Nature won’t cooperate
but that is no reason your business can’t still
function.
If you are interested in developing a Disaster
Recovery Plan give us a call and we can assist.
Top
In Transaction entry for General Ledger, Sales
Order, Purchase Order, Accounts Receivable, Accounts
Payable, Payroll, and Service Director you can
customize your data entry workstation by
workstation. This customization allows for quicker
data entry because as you press enter or tab you can
skip over fields you normally do not enter data
into.
When you select the ‘Preferences’ button it will
bring up each ‘tab’ that is part of the transaction.
If you want to stop at a particular field leave the
box for that field checked. If you normally do not
stop at a particular field while performing data
entry leave it un-checked and while you are entering
transactions it will skip over that field. Should
you need to occasionally enter data into that field
just click on it and you can enter data into the
field.
Besides the ability to skip over fields there is
also a MISC tab in the Preferences:
· Payroll
you can check the box and have Sick and Vacation
remaining hours appear when you enter a sick or
vacation earning code.
· Accounts
Payable gives a choice to have transaction entry in
the ‘Detail’ or ‘Summary’ mode.
· Accounts
Receivable also allows Detail or Summary as well as
the ability to display Inventory Quantities on hand
when entering items on the detail tab.
· Purchase
Order can also turn on the Inventory Quantities on
hand, and the ability to see only open lines or also
show the completed lines in the order.
· Sales
Order completed lines can also be displayed or
hidden. Inventory Quantities on hand can be
displayed as well as showing a Credit Warning if the
Customer is over the credit limit assigned.
· Service
Director can be viewed in Detail or Summary,
Inventory Items Quantities can be displayed, and the
Dispatch view can be set to Detail or Summary.
General Ledger does not have a MISC tab but the
Default tab will allow you to set the New Entry
Defaults. These can be set to Offset the Remaining
Balance, Offset the Last Line, or Leave Blank. You
can also enter a Prefix if you are using a segmented
chart of accounts so that while you are entering
transactions for one segment of the company the
prefix will default to that segment. This can assist
in accuracy while entering transactions for one
segment at a time. Also on the Default tab you can
set the Combo Box (the listing of General Ledger
Accounts) to open up the accounts listing each time
you enter the Accounts field.
Inventory Transactions, Inventory Location
Transfers, and Material Requisitions do not have a
Preference, but you do have the ability to enter
transactions in Detail or in Summary
Top
Company Logo on Invoices
In System Manager, Company Setup, Company
Information there is a ‘Company Logo’ box that you
can insert your Company’s logo into. A Bit Map image
no larger than 200 X 300 can be copied and pasted
into this box.
When the Business Rule for Accounts Receivable is
set to YES for Print Company Logo on Plain Paper
then each invoice printed will include your Company
Logo on the upper left hand corner of the invoice.
If you have a color printer it will even print in
color.
Top
Cleaning up Purchase
Orders
Do you have old Purchase Orders hanging out there in
various status’ that you know are complete as far as
you are concerned but just don't go away?
If you have an Ordered Quantity that is higher than
the quantity that was received and invoiced, edit
the Ordered amount to reflect the same amount as the
received and invoiced. The next time you post
purchases this Purchase Order will be removed.
If you entered a higher quantity as received than
was actually received you will need to complete this
purchase order by applying the invoice to the
received goods and then doing a Debit Memo to remove
these items from Inventory.
Purchase Orders will not be removed until all line
items have been received and invoiced. So the main
clue to cleaning up old Purchase Orders is to make
sure each line of the P.O. has been satisfied.
Top
Landed Cost
With Version 10.5 the Purchase Order application got
a new feature—Landed Cost.
Landed Cost allows you to assign shipping costs
directly to inventory item values when they are
received in. These costs are generally not to the
same vendor you purchase the goods from and
generally they include shipping costs, entry costs,
duties, brokerage fees and taxes.
Landed Cost can be applied by Percent of Cost, Fixed
Amount, Weight, or Quantity.
Landed Cost can also be set up as several levels.
For example shipping costs may be a percentage of
cost for the whole shipment based upon the extended
cost. A Container Duty may apply to not only the
extended cost but also the addition of the shipping
cost applied by percentage.
You determine how the cost is applied, what the
amount of the cost is and whether or not it is a
straight addition to the extended cost of the items
or an addition to the items plus other additional
costs as defined in the Landed Cost setup.
For each Cost within the Landed Cost set up you a
General Ledger Expense Account for the costs to be
credited to when the items are received. When the
invoices come in that pertain to the Landed Costs
you expense these directly to the same General
Ledger Account you set up in the Landed Cost Set up.
Because Landed Cost Setup is actually an estimation
of all charges that pertain to bringing in the
inventory items that you purchased you will need to
reconcile the Expense Account(s) that you used in
the setup.
When the Item is Invoiced the Expense account is
Credited and when the invoice for the additional
cost is entered the same account is debited. In
theory this is a wash. When the item is sold the
full cost (Landed Cost) flows out to Cost of Goods
Sold.
Top
Update Current Year
As you complete entries for the year 2009 and begin
entries for the New Year 2010, remember to UPDATE
THE CURRENT YEAR in Periodic Processing each time
you Post to the Master in General Ledger.
Updating the current year brings forward all the
ending balances for those accounts on your Balance
sheet to the beginning balance in the year 2010. All
Income Statement accounts are cleared to the
Retained Earnings Account as listed in the “Clear To
Account” that was entered when the General Ledger
Account number was created.
Performing this function each time you post to the
master will insure that your 2010 Beginning Balances
are correct. This is extremely important for Cash as
you reconcile bank accounts.
Top
Disaster Recovery
It’s been a year since the “Ice Storm” hit us here
in Kentucky. We survived the snow and the ice
because we had a “Disaster Recovery Plan” in place.
Do you?
When the electricity goes out, the roads are
impassable, and business must continue will you be
able to function?
Offsite backups, backup servers, and remote access
can be the three things that will keep your business
open.
It’s bad enough when Mother Nature wont cooperate
but that is no reason your business cant still
function.
If you are interested in developing a Disaster
Recovery Plan give us a call and we can assist.
Top
Writing off
Bad Debt after Y/E
Very often after you turn in your yearly information
to your CPA for tax filing the CPA will make entries
to write off Bad Debt from your Accounts Receivable
for the year. At the current time these invoices are
still on your Open Invoice or Aged Trial Balance
Report. The best way to handle the year end entry in
2009 and the actual writing off of the bad debt in
2010 would be to make your CPA’s year end adjusting
entry as a RECURRING entry rather than a MANUAL
entry.
If you credit the Accounts Receivable and debit the
Bad Debt expense as you CPA requests in 2009,
instead of using M1 use R1 for the SOURCE. This
then, will reverse itself in January and become a
Debit to Accounts Receivable and a credit to Bad
Debt.
In Cash receipts set up a Method of Payment that is
a write off and use the Bad Debt Expense account as
the write off account. When you use this Method Of
Payment in Cash receipts it will Credit the Accounts
Receivable and Debit the Bad Debt expense as well as
removing the invoice from the Open Invoice File as
unpaid.
When the reversing entries comes into 2010 it will
completely off set the entry that you made when
writing off the invoice and will net the entire
entry to zero in year 2010. The write off will then
occur in 2009.
The second method to handle the write off would be
to NOT make the CPA year end adjusting entry but to
actually do the Cash Receipt entry to Period 12 of
2009. This will then send the entry back to 2009 as
a bad debt entry in that year.
Remember that when you do Bad Debt Write off by
using a Method of Payment for Write off it does not
update the Commission files not does it update the
Sales Tax Reporting. You will need to manually
adjust those or credit memo invoices to Bad Debt
Exp.
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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