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Accounts Payable
Prescribed Payments - The PP Type and the AP CodeThere are two features of the Classic Software which assist you in dealing with Prescribed Payments - The PP Type and the AP Code.
PP Type
The PP Type is entered for each vendor at line 19. in Vendor Maintenance. This code can then be used to sort many of the Reports available from the Accounts Payable module.These reports can then be used to assist in entering the transactions necessary to deduct the prescribed payment from the vendor and accumulate the prescribed payments in a vendor's account set up for the Taxation Department.
AP Code
It is also possible for you to have a separate AP Code for vendors who fall into the Prescribed Payments category. If you do this, in each vendor's master record, you can set the discount rate at line 16. to be the Prescribed Payment percentage and the Days-to-Lose Discount at line 15. to be large (say 255 days) so the prescribed payment is always taken. Then by stipulating a special holding account in the GL to receive the Purchase Discounts you can ensure the prescribed payments are deducted at the time of payment.All that remains then, is to clear the GL Holding account to the credit of the Taxation Department and pay the Taxation Department. You can do this by doing an invoice and a cheque when payment is due.
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Asset Data Conversion from DbaseIII file to Fox Data Base Operating Instructions Before you start the Asset data conversion utility, do the following in your Fixed Asset module:
- Install the company into which you want to import the DbaseIII data.
- Establish at least ONE record in each of the following areas in Profile.
- Asset Type (You must have one for each method of depreciation you wish to use in step 7.)
- Department Code
- Cost Centre
Now you are ready to run Data Conversion Utility.
- At the Data Directory of Classic, type DB3TOFOX
- Enter the Company Code
If you have not installed this company in the Fixed Assets module then the program gives a message and quits the process.- If the company you have chosen already has asset records in it, the program will ask:
Do you want to
Overwrite - Replace old records with new
Append - Add New records at the end
exit - Stop Process.
- Select one of the options. if you choose Append and a new record has the same asset number as an old record you will end up with two records in your file with the same asset number. To clean up the file, you will need to choose the record you wish to delete using the lookup window and delete it manually.
- Before the conversion starts the program will ask you to nominate a method for depreciation for all items being imported.
Straight Line (SL)
Reducing Balance (RB)
Unit Usage (UU)Select the one of the methods. The program will allocate the Asset Type which corresponds to the method of depreciation to the asset.
- Now the program will start the conversion.
During the process it will display the asset details (No. and Description)After the conversion, run Classic as normal and choose the Fixed Assets module to confirm that the information has been imported correctly.
However, you will notice that some important details are still missing for each asset. Information like Depreciation Begin date, Prior Year Depreciation, last end of month process date up to which the calculation for Depreciation has been done.
These details will need to be entered before you can meaningfully use the imported data.
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Batch Delete Sometimes you want to delete a batch completely including all transactions within the batch and delete the batch number from the lookup scren and batch status report.
To do this, in some modules, go to the Clear Transaction File option, enter the Master Password (if required) and the word CLEAR when prompted. After entering the word CLEAR press F8 instead of
, a message will appear, then press F6 to totally remove the batch and any reference to it from the system.
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Books you should keep to Support your System
- It is suggested that the constants screens be printed and kept in a binder as a permanent record together with your Print Formats.
- In each module you will also need to set the Formats for document printing.
AR - Statement Format AP - Cheque Format PR - Cheque Format - Group Certificate Format - Payslip Format - Magnetic Media Format CR - Cheque Format OE - Invoice Format PO - Purchase Order Format It is suggested that you print the screens which specify the formats and keep them (perhaps together with a copy of the resultant output) in a permanent binder together with the constants screens.
- It is suggested that you keep a book outlining the procedures to be carried out each day of the month. It should also outline the procedures required at the end of each week, month, quarter, 6 months, year and any other significant date for your company.
- Another book which is useful is a Faults Book. In it you record any problems experienced with the hardware or software and how they were fixed.
Headings should include:
- Date problem experienced.
- Name of operator at the time of problem.
- Detailed description of the problem.
- Details of any error messages shown on the screen.
- Date problem reported to hardware or software company.
- Name of person the problem was reported to.
- Details of the fix suggested.
- Date fixed.
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AP Cash Requirements Report The Cash Requirements Report is a summary of the items which will be due or past due as at a specified date.
The specified date is calculated by the system by adding the Number of Days Cash Required as entered in the AP Code to the Base Due date as entered when requesting the Cash Requirements Report.
If you enter 30/11/95 as the Base Due Date when requesting the Cash Requirements Report; but invoices with due dates in December appear on the Report, check your Days Cash Required field in your AP Codes.
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Chart of Accounts The design of your Chart Of Accounts is very important if you want to be able to report on your business activities in a way which is meaningful to you and helps you to manage your business.
Your Classic Accounting System can help you do this and uses specific accounts in its operation and integration between modules.
For each subsidiary module you have installed, there will be control accounts in the General Ledger which represent (in total) the balance of the Subsidiary Ledger. e.g. The Accounts Payable Control Account should be the total of all your vendors accounts held in the Accounts Payable module.
The following accounts are an important part of these operations and integrations.
Cash at Bank
Cash On Hand
Inventory on Hand/Stock on Hand
Inventory Adjustment Account
Accounts Payable Control
Accounts Receivable Control
Purchase Orders Received but Not Yet Invoiced
Payroll Clearing Account
Tenement/Costing WIP AccountsCash at Bank
You will have one of these for each Bank account you have set up in CR. This account will be posted to from each module which can issue cheques or direct deposits. i.e. Cheque Reconciliation, Accounts Payable, Payroll.In Cheque Reconciliation, transactions can be entered into any of the Bank Accounts you have set up. In Accounts Payable, vendors can be split up (using AP codes) into groups which transact against different bank accounts. In the constants, you set the bank account which is to be used for payments made to suppliers who are not set up as vendors within AP, and the account to be used for payments made from Petty Cash.
The Cash at Bank account is also debited when deposits are entered through Transaction Processing in CR. Note: The Cash at Bank account is NOT debited when payments are entered into AR. The Cash on Hand Account is normally debited.
Cash on Hand
The Cash on Hand account exists to correctly reflect the actual process which occurs in respect of cash collections. Payments are received, are on hand, and then deposited into the bank. Entry of payments into the Accounts Receivable module debits the Cash on Hand account, credits the individual debtors in AR and the Accounts Receivable Control account in the General Ledger. When the deposit is entered into the Cheque Reconciliation module, it debits the Cash at Bank account and credits the Cash on Hand account.In AP the Cash on Hand account can be specified as the Petty Cash account for immediate payments to vendors.
Inventory on Hand/Stock on Hand
This account should represent (at cost) the value of the Inventory being held at this point in time. The account is debited when purchases are received and credited when stock is issued from Store. The Stock On Hand Report should be periodically balanced against this account.Inventory Adjustment Account
This account is used when the invoiced price for an inventory item differs from the price quoted on the Purchase Order. When the invoice is posted, the PO price is debited to the PO Goods Received but Not Yet Invoiced and the difference is debited to the Inventory Adjustment Account. The Creditors account is, of course, credited with the total of the invoice.Accounts Payable Control
This account should represent the total due to vendors at any point in time. Remember, the AP module shows the amount owing to vendors at the point in time the enquiry is made and takes into account the due dates calculated according to the terms entered into the vendors record. The General Ledger account shows the amounts in the periods chosen in AP at the time of posting of the invoice to incur the expense.Accounts Receivable Control
This account should represent the total due from customers at any point in time. Remember, the AR module shows the amount due from customers at the point in time the enquiry is made. The General Ledger account shows the amounts in the periods chosen in OE or AR at the time of posting to invoice the amount.Purchase Orders Received but Not Yet Invoiced
When a Purchase Order is processed in PO Receiving as being received, it is posted to this account waiting for the invoice to be processed. The PO Unmatched Report should be used to periodically check against this account that all POs are being properly processed. A common error is to issue and process a Purchase Order for goods, receive the goods in the PO module; but then process the invoice through Accounts Payable. this will leave a credit in this account, will show up on the PO Unmatched Report and will debit the expense account twice.Payroll Clearing Account
COMMON MISTAKES MADE:
- Enter Invoice through AP, cheque payment through CR.
Effect: Expense account has been debited twice, Vendors account in AP and the AP Control account in the General Ledger have outstanding credit entries.
Correction: Enter a type 5 (Debit memo) through AP, nominate the expense account to be credited.- Order and receive goods through PO, enter invoice and cheque payment through AP or CR.
Effect: Expense account has been debited twice, PO Goods Received not yet invoiced Account contains an outstanding credit.
Correction: In General Ledger, enter an adjusting journal debiting Goods Received Not Yet Invoiced and crediting the Expense account.END OF MONTH BALANCING
Items you should check each month to ensure your accounting system is correctly balanced include:
- Cash at Bank Account to CR Bank Account
- Accounts Payable Control Account to AP Status Report & Control Report in AP
- Accounts Receivable Control Account to AR Aged Analysis & Control Report in AR
- Purchase Orders Received Not Yet Invoiced to PO Unmatched Report
- Inventory on Hand Account to IN On Hand Report
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Data Query Coming from one of the largest specialised Report Writing companies in the World, this module enables the user to access any of the data files in the Classic system and produce special reports. You may mix together data files from different modules and pick out data for some very special reports. There are comprehensive criteria selection, calculation, edit and presentation commands which provide the opportunity for even the most stringent reporting needs.
Data Query is an easy-to-use custom report writer. Even a novice can create complex reports and graphs quickly through use of English commands and logical procedures.
- Direct access to all data in CMS files
- Design reports specific to your needs.
- Combines data in different modules.
- Creates graphs, labels and tables, as well as detailed or summary reports.
- Contains 40 pre-defined reports.
Data Query installs in minutes, containing a step-by-step tutorial, as well as on-line context sensitive help. Since Data Query operates in "Read Only" mode, original files are never updated during the reporting or querying procedures.
What You See is What You Get
The reports are completely free formatted with free layout features on the screen. Using multi-level window menu operations, the module provides pre-defined report build-up steps. Reports can be printed to screen, file or printer and browse options enable the user to quickly scan whole or parts of data files.Data Query gives quick answers to questions. "What if" reports can be run using a variety of different circumstances or variables.
Mathematical functions can be built into the reports to enable the user to produce reports containing calculated fields, so that all data is changeable at the point of presentation. Automatic multiple sub-totalling in calculated fields providing running balances, percentages, deviation from averages, and average amounts combine to make this a very powerful additional module.
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Data Query Hints
- IQCONFIG will allow you to set the - Date Format
- Printer Definition etc.- Predefined Procedures exist - see attached list
- When updating the Data Dictionary, you need to export all procedures not predefined by Acctser by using EXPORTIQ.
If a procedure listed in the Stored Procedure Options menu for each database does not have a procedure defined, when you try to export it EXPORTIQ will crash.
To avoid this, run EXPORTIQ to the point where you are asked to nominate which procedures to export. Check the list shown against the attached list of Predefined Procedures. Write down the names and category numbers of any procedure not on the Predefined List and then exit from EXPORTIQ and go back into Data Query. Check each procedure not on the Predefined List to ensure it will actually run. If not, delete it.
- After the Data Dictionary is updated, use IMPORTIQ to import the procedures back into the Data Dictionary.
- When you use EXPORTIQ it creates a file called IQPROCS.DAT. This file contains a list of all the procedures you exported together with the database category name and Procedure File name for each procedure.
- To get a list of all your procedures and the Category they are contained in, run EXPORTIQ for all procedures and then print the IQPROCS.DAT file or use any Word Processor to clean it up before printing.
- The tutorial in Chapter 3 is very useful
- Especially learn how to use Temporary Fields - Arithmetic
- Prompting for values
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Unapplied Debit Memos An unapplied Debit memo reduces the amount you owe the vendor. The unapplied debit memo is not applied to any specific invoice at the time it is entered. It does not reduce the amount remaining on any invoice, but it does reduce the total amount owed to the vendor. It remains in the open item file with an amount remaining to be applied until further action is taken to apply it to a specific invoice.
WARNING!!! In most cases, an unapplied debit memo cannot be directly applied to a credit memo or a payment correction. If you enter an undedicated amount to offset credit memos or payment corrections, the two items offset each other so that the vendor balance is zero, but both items have an amount remaining on them and cannot be purged. The best way to get rid of them is to run a Cash Requirements Report for the vendor. This will pick up the unapplied Debit memo and apply it against the oldest invoices or credit memos etc. If the unapplied debit memo exactly matches an invoice etc., the printing of a zero cheque and posting of the batch will clear the amounts remaining. The zero cheque will be carried through to the Cheque Reconciliation module as a voided cheque.
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Creating General Ledger Journals in Excel for Import into Classic
- Create a template worksheet called GLEXT.XLS with the following format
- Font Courier 10
- Columns with the following widths
Column Field Width A Account Number 15 B Date 8 C Reference 10 D Description 40 E Dr/Cr 1 F Amount 12 G Job Number 9 H Phase 5 I Requirement Type 1 J Cost Code 15 K Filler 11 You can then save this file for ongoing use as a template. The template may have headings and/or a representative entry in each column; but when saved as described below for each month's journal, should be saved without headings or examples
- Enter the Journal entries into the appropriate columns for the full number of rows required. In the Filler field (Column K) for each journal line, fill the field with characters or place a single character in the field and right justify the character.
- When the journal is complete, delete any rows above the actual journal you wish to import into Classic.
- Use the Save As facility to save the journal. Choose the following options:
File Name: GLEXT
Save as Type: Formatted Text (Space Delimited) (*.prn)- This will save the file in your current default directory with the file name
GLEXT.prn- Rename this file to be GLEXT.XXX (where XXX is your company extension within Classic) and then copy the renamed file into the Data Directory for Classic.
- Enter Classic and go to Journal Entry Processing in the General Ledger. Create a new batch and go to Generate Transactions. Choose External Processing and Press
to commence. - When the import is complete, the journal entries will have been incorporated into the batch and the file GLEXT.XXX will have been cleared.
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Designing Forms for Continuous Stationary Private Most businesses are moving to laser printers and discontinuing their use of dot matrix printers. In some cases, however, continuous stationery is still required to allow multiple copies. Below are some hints
- Page Length - Drum Size
The page length needs to be set according to the drum size which can be used by the firm who prints your forms. They will tell you what page lengths are available.- Perforations - Drum size
If you want perforations within the page (e.g. Cheque and advice), the perforation again needs to be set according to the drum size which can be used by the firm who prints your forms. They will tell you what positions are available.- Printer Feed type - determines unprintable area at start of form.
Depending on the feed and the positioning of the paper control devices on the printer, you may not be able to print on the top few lines of the first form on each print run.- Column width - needs to accommodate maximum field size to be printed.
When printing in columns, the width of column allowed for on the form should be able to accommodate the maximum field size to be printed within the column. Remember, alphanumeric fields normally print left-justified and numeric fields normally print right-justified. It is better if you design forms without vertical lines between fields.- Line spacing to be consistent with printer.
Most dot matrix printers print at 6 lines to the inch for vertical spacing. The spacing on the from should mirror this. Spacing on the form should also have some tolerance to allow for variations in lining up of the form. Again, it is better if you design forms without horizontal lines between print areas.- Vertical Lines, Horizontal lines, Boxing not necessary.
The software used for printing will consistently line up information, so vertical and horizontal lines on the forms really only serve as decoration. Unfortunately, if the lining up of the forms is slightly off, vertical and horizontal lines can obscure the information. It is better if you design forms without horizontal or vertical lines or boxes.- Software determines information which can be printed.
A fundamental issue is that the computer cannot print information if it does not exist in the computer. The software will also determine where on the form the computer can print the information.- Form Numbering - Preprinted vs Computer printed.
Many software packages will allow you to print numbered forms in sequence. You can choose whether you wish to have the forms pre-numbered by the firm who prints your forms or whether you get the computer to number the forms as printed.- Cheques - Australian Standards and Banks.
Cheques are subject to stringent rules set by the Australian Standards and the banks in terms of size, shape, MICR encoding, etc. It is best to ensure you comply with the requirements of your bank for these.
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Hardware Requirements for Classic Accounting Software STAND-ALONE PC
We recommend the following equipment environment for Classic Accounting Software as a minimum:
- An IBM 386 or 100% compatible computer with colour monitor and at least 610k of free memory.
- An appropriate Operating System. e.g. MS-DOS 3.0, Windows 95/98/NT
- One hard disk with 100mb free for programs, data and On-line help files.
- One 3.5" floppy disk drive.
- At least 1 mb of conventional memory.
- UPS protection - particularly where remote or power fluctuation likely.
- A printer capable of 80 column print (Required), or 132 column (Recommended).
Laser printers should support HP PCL emulation.Where a new machine is being purchased, in the current market a Pentium 100mhz (or faster) with MS DOS and Windows 95 or Windows 98, 32 mb of memory and 3.2Gb hard disk would be the minimum we would recommend as prudent investment. For speed, memory and hard disk capacity, the best rule is to buy as big as you can afford.
MULTI-USER NETWORKS
We do not recommend peer-to-peer networks where the server is also a station, particularly in a high volume environment. Where such a network is used then the server should have very substantial memory as well as hard drive capacity and the upper memory be used as much as possible.Using a dedicated server environment we would recommend a minimum:
- An IBM or compatible server of at least 386DX capability with at least 120mb of Hard Disk and 8mb of memory (depending on the network).
- Station machines should have at least 386 capacity (though this is not critical in Novell Netware applications up to version 3.11 with a dedicated server).
- Colour monitors.
- UPS protection for all servers and stations alike - particularly where sites are remote or in areas of likely power fluctuation.
- A printer capable of 132 column print. Laser printers should support HP PCL emulation. We would also advise strongly that the system should include at least one more printer for cheques/invoices/purchase orders.
Again, where a new machine is being purchased either as a server or workstation, in the current market a Pentium 100mhz (or faster) with MS DOS and Windows 95 or Windows 98, 32 mb of memory and 3.2Gb hard disk would be the minimum we would recommend as prudent investment. For speed, memory and hard disk capacity, the best rule is to buy as big as you can afford.
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Installation Hints and Tips
- Install Data Query last to ensure it appears as an item on the Application Menu.
- When you have completed loading the software, you should run setup from the data directory and, in the Environment Section, ensure the settings are as contained in the letter which accompanied your software. While in setup you can also change the colours used on the screens by Classic and add or vary the printers.
- Immediately after installing your own company and the applications you wish to install for that company, you should go to Profile Maintenance for the System and enter the Fiscal Calendar and set the date. Remember, the data in the demo company will be old so you may need to leave the date in the demo company as an old date for the postings and reports to be meaningful.
- While in System Profile Maintenance, check and set the On-The-Fly maintenance according to the settings you want.
- In each module, in each company you install, you will need to set the integration flags in Profile/Constants according to the modules you have installed. Various codes normally found in the Profile area also contain GL account codes which must point to valid accounts.
GL - Integration flag to JC - Application Interface Codes to AR,OE CR - Integration flag to GL - Bank Account Codes AP - Integration Flags to GL,CR,JC,IN. - Also GL Posting Type (Detail/Summary) - AP Codes, Recurring Expense Codes, Allocation Tables and Vendor Master files IN - No integration flags in Constants - Inventory Code and Discount Code - Inventory Master files PO - Integration flags to GL,IN,AP,JC - GL Accounts in Constants JC - Integration Flags to GL,AR,IN - Department Code, Class Code, Process Code, Subcontractor's Code PR - Integration Flags to GL,CR,AP,JC - Department Code and Ben/Ded/Add codes AR - GL integration Company code - AR Code, Terms Code, Transaction Code and Recurring Charge OE - Integration Codes to GL,AR,IN,JC You can also choose a number of options in the constants section of each module about how you wish your system to operate.
It is suggested that the constants screens be printed and kept in a binder as a permanent record together with your Print Formats.
- In each module you will also need to set the Formats for document printing.
AR - Statement Formats AP - Cheque Formats PR - Cheque Formats - Payslip Format - Group Certificate Format - Magnetic Media Format CR - Cheque Formats OE - Invoice Formats PO - Purchase Order Formats It is suggested that you print the screens which specify the formats and keep them (perhaps together with a copy of the resultant output) in a permanent binder together with the constants screens.
- It is suggested that you keep a book outlining the procedures to be carried out each day of the month. It should also outline the procedures required at the end of each week, month, quarter, 6 months, year and any other significant date for your company.
- Another book which is useful is a Faults Book. In it you record any problems experienced with the hardware or software and how they were fixed.
Headings should include:
- Date problem experienced.
- Name of operator at the time of problem.
- Detailed description of the problem.
- Details of any error messages shown on the screen.
- Date problem reported to hardware or software company.
- Name of person the problem was reported to.
- Details of the fix suggested.
- Date fixed.
- For more detailed information on any aspect of installation etc., please refer to your System Manual.
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Version 8.70 - Removal of Mouse Control Following upgrade to version 8.70 of Classic which has the extra feature of being able to use the mouse within Classic, some users have asked whether this feature can be "turned off".
The good news is that it can be done simply by including the statement "Nomouse" in the cms.cfg file which can be found in your Classic Data Directory.
If you use other cfg files (eg ralph.cfg) it will have to be included in each of these as well.
To include the statement in the cfg files, use an editor - not a word processor as these will save the file in a different format and make it unusable by Classic.
If you need any help, please call.
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AP Printing on Cheque and Advice when Factor Involved Lines 4-11 in the cheque format specify what the computer is to print on the CHEQUE. Lines 12-18 specify what the computer is to print on the STUB or Remittance Advice. You can use these settings to print the fields anywhere you like and suppress printing of them if you wish.
If the vendor is flagged in Screen 2 of the vendor’s master record as a factored vendor, the factor’s name and address (as shown on screen 2) will print on the cheque in the positions set in lines 5 and 6 in place of the vendor’s name and address.
If you want the factor’s name to appear on the cheque advice, change the line col numbers in line 18. to specify where you would like the factor name to print. e.g. if at line 13 you have specified the vendor’s name to print at 6, 10 and you set line 18. to be 7, 10 the factor's name will print on the line below the vendor's name. If you don't want the factor's name on the cheque advice at all, just put ZERO as the Lin number for line 18.
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Saving Transaction Detail from Last Year You can save the transaction detail from the last financial year by creating a new company and transferring your data into it prior to rolling over the financial year.
IMPORTANT: Before carrying out this procedure, check each module and ensure all postings for the year have been completed in all modules. It is especially important that you run a batch status report in any module which has a batch facility and post all open batches.
- Choose a new company name with the three character code you wish to use for your last year's data. e.g. C94 - Classic 93/94 Data
- From the intial entry screen into Classic, find out the Data Directory you are using.
- Exit from the Classic software to the DOS prompt.
- Change Directory (if you have to) to the Data Directory for your Classic Software.
- Use the DOS dir command or equivalent to ensure files do not currently exist with the extension you have chosen e.g. dir *.C94. The response should be "File Not Found".
- Copy the files with your current company code extension(e.g. CLA) to files with your last year's data company file extension. e.g. copy *.cla *.c94
- Enter Classic in the way you normally would.
- At the original menu for Classic, choose Install Company.
- Choose Add Company and Enter the Code you have used as the File Extension. Enter the Name you have chosen for last year's data company. Save the entry.
- If you have the PR, AR or OE modules installed you will need to alter the Integration flags in these modules of your last year's data company to refer to that company instead of your live company.
- In your Classic Software. You will now have two companies
- C94 - Classic 93/94 Data
- CLA - Your current company.
CLA can now be "rolled over" without affecting the data contained in the company C94.
- Remember, however, the two companies are completely separate. Any transactions you enter into either company WILL NOT be reflected in the other company.
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Payroll Rostered Pays The program operates in the following way in respect of Rostered employees.
The system keeps track of the actual hours for each employee through Daily Processing and charges that work off to the various Cost centres. The wages actually paid however are averaged across periods. The system automatically creates any missing hours to maintain the average each pay run and charges these extra hours to the Employee's home Department.
If you wish to pay the person additional pay to the normal hours, you can enter overtime and leave which will be ADDED to the employees normal rostered pay.
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Recommended Procedures Audit Integrity
In order to maintain audit integrity, we recommend that the following 5 guiding rules be followed in all instances:
- Always print the Transaction Edit report and check it before posting a batch of transactions.
- If an incorrect transaction has been posted, where possible carry out the correction in the module in which the incorrect transaction was posted.
- If an incorrect transaction has been posted, correct the error by fully reversing out the incorrect transaction and then entering the correct transaction. Do not attempt to fix by posting a net adjustment.
- Do not use DOS, Xtree, Lynx or any other file copying facility to transfer files into Classic without reference to Acctser first.
- Backup your data every day.
Paper Trail Details
An internal control system needs to be set in place.
The software has solid audit integrity and keeps an audit trial from a source document to the aggregated General Ledger account. Because that trail is so blatant it is important for reporting and control to have appropriate - simple but effective - paper trails to support the financial transactions.
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Order Entry
Special OrdersA Special Order credits the sales account associated with the OE Department Code. The debit goes to a Cash or an Accounts Receivable account. The cost you enter on a Special Order line posts to the OE Detail History File for reporting purposes only. It does not post to the General Ledger. The accounting in GL for the cost of the special order takes place when the item is invoiced in AP.
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Disabling Write Caching in Windows
- WINDOWS 3.11
SMARTDRIVE controls caching
Need to run SMARTMON.EXE from DOS directory to see the settings.In autoexec.bat
smartdrv [drive [+][-]]+ enables write-behind caching for the specified drive
- disables all caching for the specified driveEarly versions of SMARTDRIVE had BOTH read & write caching turned ON by default.
Later versions only had READ cache turned on.
- WINDOWS 95 & 98
Start
Settings
Control Panel
System shortcut (icon)
Performance
File System
Trouble-shooting
Disable Write-behind caching for all drives
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Year End Processing Before doing anything in any module, read the Chapter in your General Ledger Manual including operator's notes (It's only a half a dozen pages). Particularly note comments about "Before beginning" and ensure all the reports you want for each period and the year have been printed.
WARNING!!! Always back up your data files before doing any End Of Period Processing. Without a backup, you might find yourself needing to retrieve transaction detail that is not recoverable.
V.I.P. - Do end of year processing in all other modules before doing E-O-Y in GL
Order Entry
Specific procedures are stipulated for end of period and end of year processing. See your manual. Always do OE before doing E-O-Y for AR and GL.In End of Period Processing in Order Entry you can perform two general functions. You can clear the transaction accumulators that tally sales figures for the period. You can purge no-longer needed invoice data from the detail history file. Before clearing the transaction accumulators you should print the following reports:
OE Non-Inventory Code Report
OE Salesperson Code Report
OE Sales Tax Report
OE Department Code ReportBefore purging the Detail History File you should print the OE Detail History Report.
Accounts Receivable
Specific procedures are stipulated for end of period and end of year processing. See your manual. Always do before doing E-O-Y for GLIn End of Period Processing in AR you can do 4 functions. For open item type AR codes, you can purge open items with a zero amount remaining from the open file.
You can compact the statement detail into a single balance forward line item for balance forward type AR Codes. You can reset to zero, accumulators that store period figures for AR codes, and year-to-date figures for customers and AP codes. Before doing End of Period Processing in AP you should print the following reports. Print Statements
AR Code Report
AR Transaction Code Report
AR Master ReportAccounts Payable
Specific procedures are stipulated for end of period and end of year processing. See your manual. Always do AP before doing E-O-Y for GL.In End of Period Processing in AP you can carry out 5 functions. You can expense prepaid and future type invoices which have reached their expense date. You can purge zero remaining amount open items from the open item file to the history file. You can Process Vendor accounts which resets to zero the accumulators that store period figures for AP codes, and year-to-date figures for vendors and AP codes. You can remove no-longer needed vendor master records from the master file. Finally, you can purge the History file. Before doing the Process Vendor accounts option or expensing of prepaid and future type invoices, you should print the following reports.
AP Code ReportPayroll
AP Master report
AP Future Liability Report
AP Prepaid Report
Specific procedures are stipulated for end of period and end of year processing. See your manual. Where the end of fiscal year for the company does not coincide with the end of year for payroll (30 June) then particular care needs to be taken.End of Period Processing in Payroll performs three functions. It resets to zero, accumulators that store monthly, quarterly and yearly totals for benefits, deductions, additions and tips for each employee. It resets to zero, accumulators that store current period and year-to-date totals for Payroll Department Codes and Ben/Ded/Add/Tip Codes. Finally, when all processing and printing is completed for a year, you can purge no-longer needed data from the Payroll total file, the open item file, and the line item file in preparation for the new year.
Before doing any End of Period Processing, you should print the following reports so that you have a permanent record of Payroll activity in the period that you are closing.
PR Department Code Report
PR Ben/Ded/Add/Tip Code Report
WARNING!!! Before doing End of Year Processing, ensure you have printed all the reports you need and YOUR GROUP CERTIFICATES.
General Ledger
Rollover of the General Ledger does NOT have to take place at June 30, you have 6 more periods to enter and post transactions before it becomes absolutely necessary to roll over the General Ledger.When you are ready to roll over the General Ledger, the first step in doing year-end closing in GL is to print a Trial Balance for each period. Check each carefully to verify that each period is in balance and that the account balances are correct. Write down any necessary adjustments noting the account to be adjusted, the amount, whether to debit or credit the account and the reason for the entry. After you have identified any errors, enter and post the adjusting entries. Reprint the trial balance for the whole year and check it again.
Print Year-End Reports - Complete Audit Trail - Balance Sheet - P&L - Other Process Closing Entries (Year End).
When you do the year end processing in GL, the following things occur:
- The system will post transactions to set all Income and Expense accounts to zero. The balancing entry required will be posted to the Retained Earnings account - as balance forward amount for the forthcoming year.
- The system will print out a complete Audit Trail of all transactions undertaken.
- The detail transaction file will be purged of all transactions prior to the first day of the new fiscal calendar.
- The system will retain the balances for each of the periods 1-13 in the History File. The system will also delete account information that is stored for years beyond the number set in GL constants for years to retain.
- The system will move all of the balances for the Balance Sheet accounts to Balance Forward fields within the accounts and set all the period balances for periods 1-13 to zero.
- The system will reset the Fiscal Calendar so that the new calendar begins on the first day of what was the 14th period.
- Any amounts held in the periods 14 to 19 will be moved into the periods 1 to 6 of the new fiscal calendar.
- The 'Present Period' flag in the System Profile-Fiscal Calendar will be set to 1 and the 'Block Period' flag will be set to 0.
- The system date is set to the first day of the new fiscal calendar.
Inventory
No specific end of year rollover. End of Period processing may coincide.End of Period Processing in Inventory is different than in the other Classic applications because the periods are not related to the fiscal calendar in any way. The length of the Inventory periods is not set up anywhere in the Profiles; it is determined solely by the frequency with which you do End Of Period Processing. Two Inventory periods accumulate inventory activity data, and each period is arbitrarily defined by the user.
In End of Period Processing in Inventory you can perform three major functions. You can updates accumulators that keep track of inventory movement. You can keep track of cost variances when standard cost inventory valuation is used. You can purge the Inventory History File.
Before doing End of Period Processing in IN, as a minimum, you should print the following reports.
On Hand report
Activity Report
Movement Report
WARNING!!! When you process Period End for Period 2, Period 1 is processed at the same time. So when Period 2 is processed, both Period 1 and Period 2 Activity amounts are reset to zero.
Purchase Orders
No end of year rollover. Recommend purge of data.There is no End Of Period Processing in Purchase Orders. Instead you can use the Purge Processing option to perform the following three functions. It is used to transfer received and invoiced purchase orders from the open item file to the history file. It is also used to purge received and invoiced purchase orders from the history file. It can also be used to purge purchase orders from the open item file subject to special password.
You will probably want to do Purge Processing periodically to reduce the number of purchase orders in the open item file and on the Open Purchase Order report. This will increase the speed of reporting. It also reduces the amount of hard disk space occupied by the PO data files.
Before purging your POs you should check the Save History Flag in PO Constants and if you want to retain a hardcopy of the information to be purged, print the following reports:
Open Purchase Order ReportCheque Reconciliation
Purchase Order History Report
No end of year rollover. Recommend purge of data.There is no End Of Period Processing in Cheque Reconciliation. Instead you can use the Purge Processing option to remove cleared items from the chequebook file for each bank account. Running this option purges all cleared items that have a transaction date older than the purge date you specify.
You will probably want to do Purge Processing periodically to reduce the amount of hard disk space occupied by the CR data files and increase the speed of reporting.
Before purging in CR you should print the following report:
Cheque RegisterTenement/Costing
No specific end of year rollover. End of Period processing may coincide.
- End of Period Processing in Tenement/Costing is different than in other Classic applications because Tenement/Costing module holds two sets of data for each Tenement/Job. One set reflects the whole of life data for the Tenement/Job and the other reflects the fiscal calendar periods. In addition, to enable the Capital Maintenance Cost Summary Report to be produced, two accumulators are held for each Tenement/Job which allow the transaction totals to be accumulated for whatever length of the two periods you care to use. The length of these periods is not set up anywhere in the Profiles; it is determined solely by the frequency with which you do End Of Period Processing.
On the Capital Maintenance Cost Summary Report the two periods are titled Current Period and Year to Date which reflects how most of our clients use these accumulators.
If you intend using this report, you should perform the Period End Process (Menu Option 1.) for Period 1 each month and for Period 2 at the end of each year.
- The Year End Process (Menu Option 2.) should be performed at the same time the General Ledger is rolled over.
Note: Rollover of the General Ledger does NOT have to take place at June 30, you have 6 more periods to enter and post transactions before it becomes absolutely necessary to roll over the General Ledger.
When you are ready to roll over, the first step in doing year-end closing is to print any Capital Maintenance Reports you require. Check each carefully to verify that the balances are correct. Write down any necessary adjustments noting the Tenement/Job to be adjusted, the amount, whether to debit or credit the Tenement/Job and the reason for the entry. After you have identified any errors, enter and post the adjusting entries. Reprint the reports for the whole year and check them again.
Year End Process (Menu Option 2.)
When you do the year end processing in Tenement/Costing, the following things occur:
- The system will retain the balances for each of the periods 1-13 in the History File.
- The system will move all of the balances for the Tenement/Jobs to Balance Forward fields within the Tenement/Jobs and set all the period balances for periods 1-13 to zero.
- Any amounts held in the periods 14 to 19 will be moved into the periods 1 to 6 of the new fiscal calendar.
Note: The activity detail transaction file will NOT be purged of all transactions prior to the first day of the new fiscal calendar. The transfer of activity detail transactions to the Transaction History File is a separate menu option.
- Transfer Activity Details to History Activity details may be moved to the History file at any time to speed up any reports which access the detailed transaction file.
- There are four groups of data you can purge from the system. These are:
Phase Estimates
Tenement/Job-Estimates
Tenement/Jobs
Tenement/Job History Details
WARNING!!! All Billing and Activity transactions must be posted before you will be able to purge your data files. Also, you will not be able to purge a job from your files unless you have posted a completion transaction to the Job Master.
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