2013 TOP SUPPORT QUESTIONS

1. 2013 TOP SUPPORT QUESTIONS Presented by: Susan York

2. WELCOME! Can I answer that for you? Lets Fix Things Up

3. Questions 1 HOW DO I REOPEN A CLOSED GL 2 HOW TO ENTER A MISCELLANEOUS CASH RECEIPT 3 HOW TO GET SERIALIZED ITEMS BACK INTO INVENTORY 4 HOW TO APPLY A CREDIT MEMO WITH A BALANCE TO INVENTORY

4. Questions 5 HOW DO I DO A CASH RECEIPT WITH A DISCOUNT 6 HOW TO CHANGE THE PERCENT COMPLETE FIELD IN JOB COST 7 HOW TO CORRECT A PAYMENT THAT DIDN’T SHOW UP ON MY JOB 8 HOW TO DESIGN FINANCIALS BY DIVISION/DEPARTMENT

5. How do I fix the GL Period when it has been closed by mistake? The following two steps will allow you to reopen the closed period.

6. Step 1MaintainGeneralLedgerAccounting Periods • From the arrow next to year, select the correct period to reopen.

7. Remove the check mark for the application you wish to reopen and click SAVE at the bottom taskbar.

8. Step 2 OptionsSystemCompany Maintenance Select the Current GL Period you previously reopened in Step 1.

9. Need Some Assistance? HOW DO I ENTER A MISCELLANEOUS CASH RECEIPT?

10. Step 1 • Go to MaintainAccountsReceivableCustomer Maintenance • Then create a new customer with the following parameters.

11. The Customer Number must be “MISC”. The system recognizes this code in AR and will process it correctly. • NOTE: Using any other customer number will not work properly.

12. Step 2 Go to TaskAccountsReceivableCash Receipt Entry and Editing Be sure to use the “By Individual” transaction method located on the bottom task bar. Select the “NEW” button and enter in “MISC” as the customer number.

13. Enter in the following required information: 1. GL Date 2. Check Number 3. Check Amount 4. GL Account # - This is the General Ledger account where you want the money applied to. The system will debit (increase) the Cash Account and credit (decrease) the GL account you choose.

14. Entering a description is always a good idea for documentation in case you (or someone else) may have to refer to it for any reason.

15. Step 3 Save and Post Setting up a Miscellaneous Receipt Customer with the requirement “MISC” code and being sure to apply the transaction to the correct GL account is the key to successful Miscellaneous Cash Receipt entry.

16. HOW TO GET SERIALIZED ITEMS BACK INTO INVENTORY.

17. To restore a serialized inventory item to inventory you need to take the following steps:

18. Click “Find”, type in the part #, select

19. At the bottom you will see the item status. Change the status from “Sold” to “Available”

20. Once saved this item is now ready to be sold again.

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22. Need Some Assistance? How to apply a credit memo with a balance to inventory.

23. Applying a Credit Memo to an Invoice which leaves a balance on the Credit Memo which needs to go to another customer is a three-step process. • Step 1: Go to Tasks > Accounts Receivable > Change Apply To#

24. Pull up the Customer and Select the Transaction to be applied from the drop down window. *NOTE: The columns can be sorted by clicking on the top of the column or by typing in any of the fields in the filter row at the top the transaction you need to find.

25. Apply the credit memo to itself • This is necessary because everything that is to be applied needs to have the same Apply To #.

26. Apply the invoice to the credit memo

27. Step 2: Create a Debit Memo and apply to the Credit Memo (You have to have an Item # for the Debit Memo. If you don’t have one already make one in the Bill Item Code. The easiest thing is to name it the same as the Sales Category.)

28. In AR Transaction Entry & Editing, create the transaction using the Item # and Category Code set up previously.

30. Return to Tasks > AR > Change Apply To # Apply the debit memo to the credit memo – they should all three have the same apply to# and equal $0.

31. Run the Trial Balance (without apply payments): The CM, DM and Invoice all have the same Apply to # & equal 0

32. Run the Trial Balance (with apply payments): They are no longer on the TB

33. They will show up in the Customer Activity Inquiry and show the transaction type. • Step 3: Create a Credit Memo for the second customer and follow step 1 until the credit memo is applied to all of the transactions.

34. Need Some Assistance? CASH RECEIPT WITH A DISCOUNT

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38. Need Some Assistance? HOW TO CHANGE THE PERCENT COMPLETE FIELD IN JOB COST

39. Step 1:Go to Maintain > Job Cost > User Defined Reports > Fields

40. Step 2: Find “UPC3” and in the Formula field, check the column # and if there is a / between the columns. A / will show the Percent Complete as a decimal (100% would be 1.0). A % will show the Percent Complete as 100% would be 100%).

41. Need Some Assistance? PAYMENT DIDN’T SHOW UP ON MY JOB!

42. If you find that your cash receipt payment is not being tagged to the job, check the company file. If the invoice has the job selected on it, the payment should follow it. Billings for a job pulls from the ARHIST file.Here are the steps:

43. Step 1: Check the company file • Go to Administration > System Administration > Misc administration functions

44. Step 2: Check both AROPEN and ARHIST fields Make sure both the Invoice and Payment have the job tagged. If it does not, then manually add the job for both in Modify AROPEN and Modify ARHISTfields.

45. Need Some Assistance? HOW TO DESIGN FINANCIALS BY DIVISION AND/OR DEPARTMENT

46. Go to Maintain – General Ledger – Financial Statement Formats Use PNLRAT (Income Statement with Ratios) You will have to add a header line for each division/department you will want to run a financial for. Click on teXt, add header:

47. In this example, I put the title HVAC and the chose division 1 and then used the star in the department field to indicate all departments. Make sure the add division/department name is checked. In the text formatting tab, set to center.

48. Once you’ve done this for every division/department, you can set up your print statement lists. Go to Maintain – General Ledger – Financial Statement Print Lists. I would set up 1 list for all by divisions, 1 for all by departments and then you may want additional lists:

49. This list would first print the total company (the first report has a start in both division and department fields). Then it will print each division. Once you’ve setup the lists up, go to Reports – Financial Statements – Print Lists and choose that what list of financials you want to print:

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