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Are
you making use of all the available fields
inside of the vendor to get the most information
out of this vendor and this vendor’s history?
Certain fields are pretty
explanatory such as Customer Name, Address,
Phone Number, etc.
Other fields you may have not
even noticed such as:
Our Account No.
Whatever is entered in this field
will print on the stubs of the check. This is
particularly handy when dealing with
governmental units and credit card companies.
Contact
will print within the address of
the check. This may be handy to use so the
payment will go directly to the ‘Accounts
Payable’ Department if entered there.
Active
is the default setting when
setting up a new vendor. You can change a
vendor’s status to Inactive if you do not want
any transactions entered to that vendor.
Pay to Information
will allow you to print and mail
the payment to a different address than you have
on the General tab. Remember if you are using
Pay To Addresses that once a vendor does change
his address you will have to change it in the
Pay To Address and not just the General Address.
The field Attn: can be used in the same way as
the Contact Field on the General Screen.
Terms Codes
determine both the due date and
the discount date if applicable. These can be
set up using the invoice date as the criteria or
the last day of the month of purchase as the
criteria.
Vendor Class
is not a required field but when
set up you can run the ATB, Vendor Purchase,
Vendor List, Vendor Analysis Productivity, and
the Vendor History Productivity Reports based
upon Class Codes.
Distribution Codes
define the Accounts Payable,
Freight, and Miscellaneous General Ledger
Account numbers when invoices are being entered.
The distribution code can be changed at
transaction entry time for any vendor allowing
the use of one vendor account for different
divisions or departments within your company.
Reports can be run sorted by Distribution Codes
such as the Aged Trial Balance, Vendor List and
several Productivity Reports.
1099 Information
to keep up with Payments by years
for year end 1099 tax reporting.
Method of Payment
determines the type of payment
for this vendor. Types are Cash, Check, Credit
Card, Other, and if you have the Banking
application Electronic Payments.
G L Account
will default into your
transaction entry in Daily Work. If you use many
different G L Accounts for a particular vendor
than it is suggested that you leave this field
blank and enter the account during transactions.
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It’s not too soon to begin planning to attend
this year’s annual OSAS and TRAVERSE Customer
Excellence Conference being held September
22-23.
The agenda will include two days of break out
sessions with several classes to choose from for
each session. All meals, hotel, and
entertainment are included in the conference
price. The venue is South Point Casino in Las
Vegas.
Check www.osas.com for additional details. Start
planning and budgeting now so you can attend.
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In the upper left hand corner of your screen is
the word ‘Settings’.
Clicking on settings, Fonts/Sizes allows you to
size the screen, and change the fonts.
Clicking on Color Map allows you to brighten,
dim, or change the colors of your
screen.
This is where you would want to adjust the WHITE
in particular so that your cursor is visible.
Clicking on the BLUE will allow you to adjust
the color of the ‘drill down’ figures throughout
OSAS.
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Now that the flurry of year end has ended and
your information for the year has been passed to
your CPA or Auditor all you have left to do for
last year is to enter any adjusting entries that
your CPA or Auditor has given you.
Switch your year in General Ledger to 2009,
enter the adjusting transactions, write them,
and post to the Master.
Once posted to the Master you will need to
’Update Current Year’ one last
time.
Switch to the year 2009, go to Periodic
Processing, Update current year. Check the box
on top stating you have backed up your data,
enter the Retained Earnings Account number and
press OK (or page down). Once processed you are
returned to the menu. Nothing prints.
This is all that is required for finalizing a
year. When viewing last years balances all
income and revenue accounts will have the total
of the year listed at the bottom of the
screen.
Performing ‘Clear and Close Last Year’ will make
the actual physical entries to R/E for the year
and set the ending balances for each revenue and
expense account to zero. This function does not
have to be performed. It just depends on how you
prefer to see your ending balances for each
revenue and expense account- with totals or
zeros.
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When entering time tickets for hourly employees
there is a field ‘Sequence No’. This field
defaults to 0 and most of you probably just tab
or click right through this field without
realizing what it is.
The purpose of this field is to allow additional
paychecks to be run for one employee. By
changing the ‘Sequence’ from 0 to 1, 2, 3, etc
you can process multiple checks for this
employee. Splitting large amounts into multiple
checks the calculated taxes will not be as large
as on one large check.
To produce an extra check for a salaried
employee, calculate checks as usual and then
enter Manual checks, click on ’Checks’ and add
the additional hours and dollar amounts for this
salaried employee.
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When an Accounts Payable invoice
has been entered and posted and is sitting in
Hold/Release waiting to be paid you can split
this invoice into several invoices withseparate
due dates and make partial payments on this one
invoice.
To split an Open Invoice into
several invoices go to Hold and Release Invoices
and enter the Vendor ID that you want to split.
With your cursor next to the invoice to be split
select SPLT. This will bring up a box that
allows you to enter the first payment amount and
the due date for it. The remaining amount will
fill in the Second Payment field. You can also
change this due date.
If additional splits are needed
simply set the cursor next to one of the split
invoices and SPLIT again as many times as you
need to and set the new due dates.
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