Description Col# Row#
Control No. 3 2
Fed. ID. 25 2
Employer Name 4 4
Wages,Tips,& Other 42 4
Fed. I-T 66 4
Employer Addr 4 5
SS wages 42 6
SS withheld 66 6
Employer city 4 6
Medicare wages 42 8
Medicare 66 8
SS tips 42 10
Adv EIC 66 10
Employee SS # 3 12
State ID. 6 19
Employee Name 4 14
State Wages 20 19
State abbrev. 2 19
State Withholding 32 19
The first number above is the column (left-right), the second is the row
(up-down). Adjust the values until you are satisfied with the positions.
3.19A W-3 CHANGE COLUMN-ROW
NEW This is like the W-2 Change Col/Row except for the W-3 form
3.20 1099 CHANGE COLUMN-ROW
This is very similar to the W-2 format. One major difference is that the maximum row (line) is 22 instead of 33 (3 per page). Laser Preprinted Forms may also be used or the Laser-Mag Media option may be used.See also Appendix B for more information on Laser - Mag Media 1099-W-2. To keep a field from printing use 0 for the row and 0 for the column.
The monthly processing menu includes:
Journal posting
Update CIP file
Update Employee-Payee files
Close out Current period
Bank Reconciliation
Clear QTD-YTD Payroll Totals
The following sections discuss each of these options.
4.1 JOURNAL POSTING
This is where all journal transactions are entered. Using <Enter> (or the
Tab key) to go through the fields allows fast entry of data rather than having
to use the mouse to proceed from field to field.
The fields (text boxes) are:
Record (number)
Journal (user defined 4 character code)
Date
Reference (User defined 5 characters - can be check number etc)
Description (25 characters but multiple comment records can be posted
by using more than 25 characters in the description)
Account (6 character chart of accounts account).
Amount(-999,999.99 to +9,999,999.99 per entry without commas or + sign).
Click one of the seven text boxes to go to that field, press <Enter> for next field. Pressing <Enter> with no input will
cause the prior record's field to be used (except the amount field but see
the REFERENCE). Record numbers are sequential with the user defining a
Journal Code for each group of entries.
Reserved journal codes (special use) are:
REVJ- Reversing Journal entries. At the close of the month,
entries from this group will be reposted with new processing month,
day 1, and opposite signs as entered and JRNL code of REVX.
PADJ- Prior period adjustments. At the close, prior periods (indicated
by the date in the date field) will be updated. IT IS IMPORTANT THAT YOU
HAVE BALANCING ENTRIES FOR A PRIOR PERIOD, OTHERWISE YOUR PRIOR PERIODS
MAY BE OUT OF BALANCE.
RECJ- Recurring Journal Entries. At the close, these entries will be
reposted in the new month automatically.
Special windows are available by clicking 'File' then the appropriate line
in the drop down menu).
The windows are:
1 - Chart of Accounts
2 - Employee window
3 - Payee window
4 - Synonym window
5 - Customer window
****** Selecting an Item from Display Windows *******
You may display windows 1-5 from any field. To select an item from a window,
you must be in the Account Number field for an Account or Synonym, in the
Explanation field for a Payee, Employee, or Customer. If you are in the
amount field, the total from the PoPup Calculator will be returned
into the Amount field. Use the scroll bar to look through the window, click
on an item, then click OK (except PopCalc).
To exit Journal Posting click File then Close (or press 'C'), or type 'x' or 'X'
in the date field or press the Escapes (Esc) key. To Change a prior entry,
Enter the record number in the record number field and press enter (or single
click a previous entry in the listbox, then right click on it). The values will then be displayed.Change the fields needed and then from the amount field press
Enter. Now a discussion of the entry fields.
4.1.1 Journal Code
A user defined 4 character code except for the special journals discussed above.
Examples of journal codes might be: PYRL for payroll, JE for journal entries
ARCR for cash receipts, SJ01 for sales. Again these are user defined and can
be different each month.
When printing the journal or as part of Financial Statement Print, if you use
the journal descriptions, the computer will search the journal description file for a match to the journal code. If a match is found, then a journal
description will be printed. See DEMO client and Appendix B
for journal descriptions and how they work. The descriptions enhance the printout
and also help find specific entries.
4.1.2 Date
A 6 character field mmddyy. Once a record is entered, the day of the same month can
be changed by just entering the day. For instance, If the prior record has a
date of 040107 and your next entry requires April 5th, just enter 05 and 040507
will be used as the new transaction date. Enter with no input uses the prior
date as the new transaction date. D in this * field copies the prior record up
to the account except as noted below. X in this field exits the program back to the menu. C in this field, will ask you for a record number to change, then
display that record if valid.
4.1.3 Reference
The reference field is your posting reference. It may be a check number in the
case of payroll or disbursements or perhaps JE number. It is Alphanumeric 5
character user defined field. Reference totals by current reference are shown
at the bottom of the screen. This is very helpful in the case of petty cash
and payroll entries.
IF THE PRIOR REFERENCE ENDS IN A NUMBER, pressing enter (WITH NO INPUT) will increase
the reference by one. To keep the same numerical reference (without reentering)
set the incrementing off (see edit dropdown).
4.1.4 Explanation
This is a user defined 25 character field for the description of the entry. The
only exceptions to the user-defined characteristic is when employee, payee or
customer entries are made. To enter a payroll check, use slash and the employee
code, the system will then automatically allow you to enter Gross pay, FICA,
Fed w-h, and state w-h. Account Numbers will be supplied from the Employee
File for that employee. FICA and medicare are entered as one amount.
* To enter a miscellaneous deduction or tip to an employee check, type "D" in the
DATE FIELD (after entering the gross,FICA, etc.) and the record will be duplicated
up to position 24 in the explanation field. Enter a two character code (M1, or M2,
or M3 for miscellaneous deductions) then enter the account number and the appropriate amount. For Tips use TP and an asterisk will be put in the account number field.
(See the W-2 Change Column-Row for the Formatting deductions for pensions, etc.).
Payee entries are entered by typing a period (.) and the payee code. You will then
be asked for a code number from 1-7. This tells the computer which pay type to
update when the update employee-payee option is selected. Again the payee name
will appear in the description field after the payee code. (Account Numbers
will be supplied if you have them in the Payee file.). Type codes for payee
entries correspond to the 1099 MISC boxes 1-Rents, 2-Royalties, 3-Prizes 4-Fed
Inc Tax 5-Fishing Boat 6-Med-Health care,7-non employee comp (You may define
your own uses for the codes, as long as you are consistent AND NOT USING THE
LASER - MAG MEDIA OPTION FOR PRINTING THE 1099s). These codes are used for
placing amounts on the 1099MISC.Customer Invoices, Payments, Adjustments are entered with the $ and the customer 'number'. A code of I, P, or A is used in
position 25 of the explanation to distinguish the type of transaction. (See
Appendix B about adding payees-employees-customers and
explanations over 25 characters in journal posting.)
4.1.5 Account Number
Alpha numeric 6 characters. It must be a valid Chart of accounts Account (type R
or type N with a schedule type R). A valid posting account entered will display
the account name and current balance. For employee payroll entries of Gross pay,
FICA, Fed State Withholding or payee entries the accounts numbers will be
supplied from the employee or payee file if they have been entered (see section
4.1.4 above). AUTOMATIC ENTRY OF GROSS, FICA, FEDERAL, AND STATE W-H MAY BE UTILIZED by SETTING UP the APPROPRIATE AMOUNTS in the EMPLOYEE FILE.
You can now use F1 (Function key 1) to call up the Chart of Accounts window. (In all
other fields, F1 calls up the Windows Writeup Help)
A synonym may also be entered here. The synonym file will supply the COA account
number for the synonym you enter if a match is found. (See the Synonym File
Maintenance Section.) Also see Appendix B.
4.1.6 Amount
Debits are plus values, Credits are minus values. Entries are the same as a
calculator in the A mode. If no decimal point is entered, the entry is divided
by 100. Entering 400 for example, would show as 4.00, while 400. will show as 400.00. Therefore $4.25 may be entered as 4.25 or 425 (without a decimal point). Both
result in 4.25. $400.00 may be entered as 400. or 40000 (no decimal). Use
'Reverse Sign of Amount On/Off' in the Edit drop-down menu to toggle the Reversing
of amounts (that is: plus entries are reversed to minus, minus to plus). If you
type a question mark '?' in the amount field the Journal Total (times -1) will
be supplied. In other words, the balancing figure is supplied, a handy shortcut.
You can now use '/' to divide amounts in the amount textbox. For example, 120.00/12
would show up as 10.00.
You can also use '*' to multiply amounts. 4*5 would show up as 20.00.
Edit options(edit menu)
Clicking Edit shows the Insert Record, Increment Reference on/off, Reverse sign of
amount on/off, Autocomplete description field on/off and Popup Calculator.
Insert record is pretty self explanatory to insert a new record within the records
already posted.
Increment Reference: When on, and the reference field is a number, this will
increase the reference by one if no input is entered (Enter or Tab with no input
is pressed).
Autocomplete on: searches for a match of previous postings to what it being typed.
(Does not apply to payroll,payee,customer entries). The matching description
will be shown above the input text boxes Enter Description of transaction <Enter>
=matching text (where matching text is the text that will be displayed in the description textbox if Enter (or Tab) is pressed.
Group Change allows you to change the journal code and - or reference within a
group of records.
Group Move allows you to move a group of records within the posting records.
Let's say you have sales entries in journal code SJ01 then some disbursement entries
in journal code 01 and then some more sales entries in journal code SJ.
You could move these last sales entries after the previous sales entries using the
Group Move, then change the journal code using the Group Change to have them all
together under one journal code.
The popup calculator shows the total at the top. Functions (+,-,/,*) may be entered
or clicked at the beginning or end of the number.
NOTE:PopCalc requires a decimal point if needed.
4.1.7 CHANGES TO EXISTING RECORDS (Edit)
Click the record number text box, enter the record number to change in the Edit
box and press enter or left click on the record to be edited.
The record will then be displayed in the textboxes. (You can also enter C in
the date field as described in 4.1.2 above)
If it is the wrong record, just click the record number text box and enter the correct record number. Clicking 'Edit' then Insert Record allows you to define a record to
be inserted. Proceed through the fields and make the appropriate changes.
Proceeding through all the the fields will save the record. If you are inserting
a record, you will be asked for the record when you click the 'insert record...'
in the drop-down (Edit) menu Use the scrollbar to display prior records. Click
the Help button to call up the manual.
NOTE:The new posting screen has a full menu of clickable options. Gone are
the exit/change buttons when in the date field
You can also Toggle the "Reverse sign of amount (Alt-E R)", and "Reference
Incrementing " and the "Description AutoComplete" options from the Edit menu.
The popup Calculator has been redone to make it simpler to use. You can enter a
function (+,-,*,/) before the number then press enter, or enter the number then
press the appropriate function (without pressing enter). Example: +123
then <enter> will add 123 to the previous total. 123+ will do that too
without pressing <enter>. Ctrl-P is no longer used to paste to the amount
field. Simply exit the calculator (click Exit 'X' or press Esc) and the total will
be "pasted" to the amount field (IF you are in the amount field when the
calculator is called up).
You can now put a slash, period, or money symbol in the first position of the
description field, press enter and the appropriate selection dialog box will
be displayed to select an employee or payee or customer.
(NOTE:If you have set the tracking flag in the client file to Y, a record will
be written each time you enter and exit the journal posting for that client.
Be sure you print this file before closing if you use it!!)
Included with the full version is a Trial Balance adjustment entry posting program.
It shows the balances of all posting accounts. By double clicking a line, you
can enter an amount and an optional description for adjusting the balances.
(Adjustments must balance to 0 in order to use the posting option). A trial
balance type report may be printed, then you can post the adjustments to the
journal transactions by clicking the POST button.
4.2 UPDATE CIP
This option updates the CIP (Changes in Financial Position-Cash Flow) from the
current postings. The CIP file may be used for either Changes in Financial
Position or Cash Flow. See the CIP and
COA File Maintenance chapters for more detail. The Update CIP searches the COA
file for CIP Debit and CIP Credit codes. If a COA account has a CIP Debit or
Credit Code, it searches the CIP file for a match in the CIP CODE field of the
CIP file. If a match is found, the CIP file is updated with the current debits
or current credits depending on whether the match was with the Debit code or
Credit code. Use Cip Print to print out a CIP report.
4.3 UPDATE EMPLOYEE-PAYEE FILES
This option updates the Employee and Payee file from current postings.
The computer searches the current postings looking for payroll entries
(explanations beginning with /) and payee entries (explanations beginning with
a period). These records then make up the current amounts in the employee or
payee files. QTD payroll and employee earnings may also be printed from the Financial Statement.
4.4 CLOSE CURRENT PERIOD
This option adds current debits and current credits to prior month YTD amounts,
clears MTD amounts, Updates any prior period adjustments to correct month(s),
clears current amounts in the employee and payee files and clears QTD payroll if new month is 1, 4, 7, or 10 and clears YTD info in Employee and Payee files if
the new month is January. You can override this however (clear at a later time).
You are shown the status of the client as far as primary reports printed and you
are given the option to abort the month-end close.
4.5 Clear QTD and-or YTD payroll
This option clears the QTD and-or YTD payroll totals from the employee to start a
new quarter. If you abort the clear payroll in the month-end close, use this
option to clear. A warning is displayed if the new date is not the beginning
of a calendar quarter.
4.6 BANK RECONCILIATION
See Reconciliation Printout example in Appendix. See Also the Help Message box in
Bank Reconciliation.
The Bank reconciliation requires you enter the cash account number from the Chart
of Accounts.This enables you to have multiple reconciliations, if necessary. The
options from the edit menu allow you to enter the ending balances per bank and per book. It will supply the "key" and the description for you. A discussion of the
other options follows. Use the client code Demo to familiarize yourself with
these options.
Click File then click the appropriate option from the pulldown menu.
4.6.1 Enter New Records
Enter the key, optional description, and amount pressing Enter in the amount
textbox to write the record. Use the check number as the key for checks, DPmmdd
(suggested) as the key for deposits (where mmdd is the month and day), and a
unique code for other adjustments (you might use ADJ### where ### is a number).
4.6.2 Print Reconciliation
From the File menu, select Print Reconciliation. Enter the report date. Then click
OK.
4.6.3 Update Bank side from GL transactions
From the File menu, select Update Bank side from GL transactions. Enter the Journal
Code for the program to scan. It will put records on the bank side for all entries
for the cash account within the journal code you select. (If you are using one
entry to your cash account for a group of checks, you should enter the checks
in the bank reconciliation instead).
4.6.4 Deleting Records
Double click a record in the listbox (showing prior records). You will be asked to confirm that you want to delete it.
4.7 Client Status
Client Status window shows the reports printed or not printed, current
processing date, whether the journal is in balance or not, and number of employees.
4.8 Trial Balance Adjustment Posting
This option allows the user to make entries similar to journal posting entries but with only an optional description and amount. A listbox is shown with the Accounts
and their balance in Trial Balance format. Double clicking a line makes the entry
available. A printout of entries in Trial Balance format can be printed, and the
user can post entries to the journal by clicking the post button.
4.9 BACKUP CLIENT
This option copies client files TO OR FROM a floppy. Enter the drive code of the disk containing the client files and the destination drive code Floppy drive codes are A or B. Hard Disk Drive code is typically C.
For Depreciation See Appendix C
For Amortization Schedule See Other Options.
The following sections describe the major reports that are printed on a monthly
basis. Report dates default to the period ending date. Changing this date does
not change the report content except in the Financial Statement print. See the
payroll reports section for a discussion of the payroll reports printed primarily
monthly and-or quarterly. Most reports ask for the report date. Some like the
Financial Statements have more input for the additional options available.
We suggest you preview the report. This will allow review of the report before printing.
5.1 PRINT JOURNAL
See Journal Printout Example in Appendix
The journal is a listing of all transactions entered.
It may be printed by selecting Print Journal or from the Financial Statement or from Journal Posting.
If you select Print Journal, you are prompted for the date of the report, beginning ; and ending record numbers to print (default 1 and total number of current records),
sort method (by JRNL, REFERENCE, EXPLANATION, or NONE), and whether to print on
screen or printer. Prior Periods may be reprinted by entering the prior period
ending date (report date), if the prior periods have been entered on the OASYS
Client Write Up. Reprinting prior periods may not reflect prior period adjustments
posted in a subsequent period, however. This is because you are printing the records
from a prior posting period and subsequent prior period adjustments are written
directly to the chart of accounts when the subsequent period is closed rather
than writing a GL transaction record.
Printing all records will rewrite the journal total as a check for journal total
accuracy.
5.2 PRINT DETAILED LEDGER
See Detailed Ledger Printout Example in Appendix
The detailed ledger is a listing of all transactions entered by account number.
It shows the account beginning balance, transactions, and account ending balance.
It may also be printed by selecting from the Financial Statement print option or in Journal Posting.
If you select Detail Ledger, you are prompted for the date of the report, and whether
to print on the screen or printer. As with the journal, you can reprint up to 12
prior detail ledgers by changing the report date (period ending date). If prior
period adjustments were posted in a subsequent period, however, there is a
possibility that a reprinting of a prior period with show an error because of the way prior period adjustments are handled in the month-end close. Of course, you
can only reprint those prior periods (up to 12) in which you have actually made
postings.
5.3 PRINT ACCOUNT DETAIL
See Detailed Ledger Printout Example in Appendix
The account detail is a listing of all transactions for a particular account number.
It shows the account beginning balance, transactions, and account ending balance.
If you select Account Detail, you are prompted for the account number to print.
5.4 PRINT TRIAL BALANCE
See DEMO Company to Print an example
The trial balance is a listing of all account numbers, their balances and a place
to enter adjustments. If you select Trial Balance, you are prompted for the report
date and whether to print on the screen or printer. Click OK to start the
report or Cancel to return to the menu.
5.5 FINANCIAL STATEMENTS
See examples in appendix
The financial statement program allows the printing of the Balance Sheet, Income Statement Journal and Detailed Ledger.
The financial statements start with a cover sheet followed optionally by one of 99
letters to the clients generally used to express that Generally Accepted
Accounting principles were used in compiling the information for the statements,
etc. These letters can be modified to your particular wording through the cover
letter file maintenance option or the system editor. Do not use a Word Processor
to modify the letters.
The print financial or all reports (F-A) allows the Journal and Detail Ledger to
also be printed if A is selected. Prior Periods may be reprinted by changing the
Period Ending Date field to the period ending date wanted. This is especially
helpful when prior period adjustments were entered in a prior period. See APPENDIX B for more information. If you use a 12 period year, you can now print
up to 24 months of prior financial statements (income statement and balance sheet).
5.7 PRINT CIP STATEMENT
Use Demo Company to print an example
The CIP Statement can be configured as a Changes in Financial Position or Cash
flow statement and possibly Statement of Retained earnings. The CIP debit and
credit codes in the Chart of accounts are used to update the accounts in the
CIP file (cip code) during the CIP update.
See the Chart of Accounts and CIP File Maintenance
chapters for more information. The CIP statement may be printed with 1 -
Current & Year to date info for the current year, 2 - Year to date info for
This Year and the Prior year, or 3 - Year to date for the current year only.
5.6 PRINT GROSS PROFIT ANALYSIS
Use Demo Company to print an example The Gross profit analysis printout is
initially set up by entering Sales and Cost of Sales accounts to be printed in the
GPA file maintenance.
The report then gives Gross profits and percentages for these groups.
It can be accessed by Gross Profit Analysis on the Main Menu. Of course no printout
is possible if the account numbers have not been set up through the GPA file maintenance.
5.8 PRINT GRAPH (Available as a plug-in for an extra charge)
Use Demo Company to print an example
The graph printout prints a bar graph on the printer of selected accounts. You must
have already set up the accounts in the graph file maintenance to be able to
print this report.
5.9 PRINT YTD DETAIL
The Year-to-Date detail is like the Detailed Ledger in style except that only the 'saved' entries (see below) for the entire year are printed. In order to print a
YTD detail you must select either to save ytd info on all accounts or on selected
accounts in the Client File Maintenance.
If you selected all accounts, then the detail for all months for all accounts
should be there (at the end of the year).
If you selected to save only selected accounts, then you must have set the field
save ytd y-n in the chart of accounts file maintenance for each account (regular
posting account) for which you want the detail saved.
See the client file maintenance and chart of accounts
file maintenance sections for more information.
Note: The reference field shows the file number before the reference.
I.E. ytd entries are saved in files called YTD##.FIL where ## is the period. So, a
record from YTD05 would print 05- before the actual reference. THE YTD INFORMATION
IS SAVED WHILE PRINTING THE DETAILED LEDGER.IF YOU DO NOT PRINT THE DETAILED
LEDGER FOR A PARTICULAR MONTH, THE YTD DETAIL FOR THAT MONTH WILL NOT BE SAVED.
The file listing options print listings of the Chart of Accounts, CIP, Employee, Graph, GPA, and PAYEE files which show the keys entered and name (or description) and in the case of the COA and CIP their format codes.The COA file posting accounts may be printed in a compressed format. This makes a handy printout that is short (usually 1 to 2 pages) and just shows posting accounts. The listing section also includes mailing labels (available in the full version). This includes a mailing list maintenance program to add,change,delete mailing list entries, a label maintenance program to add,change,delete mailing label types, and a print label program (with print preview).
The employee Alpha listing sorts the employee file by name rather than by file key as with the other reports in this group.
The Journal Posting Time Listing is a listing of the start and stop times for journal posting by client. The tracking field must be set to Y in the client file for the tracking to be engaged. This file, if used should be printed at least once a month before closing as it is cleared when the month-end close is run. Two records are written each time the journal posting is entered and exited showing the Date and time. Most setup entries are: Date of the reports and device (P,S,V,etc)
The mailing list program lets you set up a mailing list to be printed on pre-printed labels.
You can select the mailing list and the type of labels. You can modify or enter a new type of label.
Chapter 7 Payroll Reports
|
These reports all relate to payroll entries in the journal. All except W-2 and 1099s have the report date and print device as fields you can set. The Quarterly Report allows some adjustments to be entered also. The W-2s and 1099s have specific fields relating to the forms.
We suggest you check the preview box when printing reports in the printer select dialog. This will allow you to change several options before printing as well as zooming in to better see what the report will look like.
PAYROLL REGISTER prints the earnings from current postings, withholding tax summary, and 941 liability by deposit period (daily).
QTD-YTD REPORT prints Current, Quarter-to-date, and Year-to-to-date totals by employee.
QUARTERLY WORKSHEET lists earnings and a 941 facsimile form.
UNEMPLOYMENT REPORT prints quarterly wages and taxable wages based on the percentages and limits you have entered in the client file for federal and state unemployment.
W-2 FORMSBe sure to check the W-2 format which allows row and column positions to be set up for the employee name, and amounts; and client name, etc. If the W-2 doesn't print correctly, change the format. Rows (up and down on the form maximum of 33), columns (left and right on the form). See Chapter 7 and Appendix B.
If you have a laser printer and it is not color, you can print the facsimiles, and put pre-printed SS copies and pre-printed W-3 (optional) and it will print them. Just change the Color Printer textbox to N, and click Facsimile, then Print.
NOTE:W-2 AND 1099 FOR LASER and W-2 for MAG MEDIA ARE NOW SUPPORTED. SEE
APPENDIX B for more information.
1099 FORMS can be printed from the Employee file (if W2-1099 field = 1) or the Payee file. A format routine for the 1099 row and column is also provided (maximum row 22).
COA Income Tax Summary See COA Tax Summary in Other Options
We will discuss the options under the Main Menu Headings: Other.
8.1 INITIALIZE DISKETTE
You are shown that formatting diskettes should be done from double clicking the My Computer icon, then selecting the floppy drive (click once), then click File, then Format.
8.2 DISK DIRECTORY LIST
A list of the files in the current directory is shown using windows explorer.
8.3 DISK SPACE
This option shows the available and total space on your hard disk. Enter the drive code for the disk whose information you request. If you use A or B (floppy disks) be sure to have a diskette in the drive.
8.4 COA INCOME TAX SUMMARY
This report prints out YTD amounts from the COA file for those accounts that have an entry in the tax form and-or tax line field. Totals are by form and line number. It is intended for check totals rather than actual form totals.
Amounts are reversed (for report purposes) making income a positive number. Page 1 of the 1120, 1120S, 1065, and Schedule C (1040) are available from us.
These COA Income Tax Summary will check for these forms and Schedule, and if present, the
appropriate form or schedule will also be displayed and/or printed.
8.5 BATCH F-S PROCESSING (not presently active)
Enter B as the device in Print Financial Statements. Press <enter> then return to the menu, change clients and add the next client in Print Financial Statements using B. When all have been added select the Batch Printing. This is especially convenient when using a slow printer. You might start these printing at lunch. This way data entry time can be maximized.
8.6 PREPARE CONSOLIDATED F-S
This option allows several subsidiary companies to be combined into one consolidated company. This is not to be confused with departmentalized statements, which are set up using DEPTnn (nn represents the department number) as an account(s) in the Chart of Accounts with position 5 and 6 of the account numbers as the department number (See COA maintenance). Item 1 defines the subsidiary Clients, 2 consolidates them. See appendix B for more information.
8.7 AR / AP Options
This accesses a menu consisting of customer file maintenance, Aged AR and AP, and Customer Statements. In order to print an aged listing or Customer statements, you MUST have posted invoices using the $ first for AR (like using the / for employees), or setting the AP invoice option in the client file and posting payee invoices using the period (.) first as described in the section on journal posting.
Codes for posting Invoices, Payments, and Adjustments are I,P, and A put in position 25 of the description field (as described in the section on Journal Posting). See also section B.29 of Appendix B.
Click the option wanted. The Customer File Maintenance works much the same way as other file maintenance programs discussed in the maintaining the File>Maintenance section.
To return to the main menu from the AR/AP options menu, click the exit bar (button).
8.7.1 Customer File Maintenance Enter a customer ID (or select from File >Customer File) and Click OK. If it is a new customer (not in the file), enter the information in the name, address, and other fields, then click Save. If the customer ID is already entered the information will be displayed. Change any appropriate fields and click Save.
8.7.2 Aged Accounts Receivable and Payable These reports will only print if you have records in the open invoice file or open payables file. Type the report date and press Enter (no entry=default date), type the beginning Customer/Vendor to print and press enter (default=From beginning), type the ending Customer/Vendor to print and press enter (default=through last), type the print device P or S, finally type Y or N if you want paid invoices to print or not. Click OK for the print dialog or if S was selected to start printing on the screen.
8.7.3 Customer Statements Enter the report date, beginning and ending customer, print device, and if paid invoices are to print with the Aged reports.
8.7.4 Exit Returns to client writeup main menu.
8.7.5 Help Calls up this help file.
8.8 AMORTIZATION SCHEDULE
You may go to the amortization schedule program from this option or by accessing the depreciation menu which has an option for this report. The amortization schedule will print a report (on the screen or printer) for the schedule you set up. Either interest rate or monthly payment may be calculated BUT NOT BOTH. You may start printing at any month and end printing with any month as long as the ending month is equal or greater than the beginning month.
The Entry Fields for printing an amortization schedule are:
HEADING- Your heading for the report (ONLY PRINTS ON PRINTER)
LOAN AMOUNT- actual amount borrowed excluding interest (Principal)
INTEREST RATE- Percentage ('U' will calculate rate based on Payment)
MONTHLY PAYMENT- $ ('U' will calculate payment based on interest rate)
TERM OF LOAN- Total months (i.e. 30 year mortgage would be 360)
DATES- To provide reference dates for payments and totals.
ADD'L PAYMENTS- Amounts paid monthly but not part of amount borrowed
(taxes, insurance, etc.)
>> ACCELERATED PAYOFF ENTRIES <<
ADDITIONAL PER YEAR PAYMENT- Pay one extra payment each year
(Applied To Principal)
ADDITIONAL ONE TIME- One time PAYMENT at beginning before
interest starts.
PAY NEXT MONTH PRINCIPAL ?- Pay current and next month principal
to cut time 1/2
8.9 PRINT JOURNAL NOTES
Allows printing of journal notes made in journal posting (F6 window). This file contains miscellaneous comments or information that you entered during journal posting for the period (F6 window). THIS FILE IS CLEARED WHEN THE MONTH END CLOSE IS RUN. Press Escape to abort the printing of the journal notes. NOTE:You may also print this while in journal posting.
8.10 EXPORT TRANSACTIONS TO SPREADSHEET
You can Export the transaction file to a comma delimited file with quote marks surrounding the text fields. Enter the path including file name, for the output file. Answer the questions concerning which fields to include, the Sort Method, and the beginning and ending record numbers. You can include/exclude the Date, Journal, Reference, Explanation, Account, and Amount fields. You can also optionally sort by explanation or Reference (even if
that field is not included in the output file). Once complete,the file is ready for import by a spreadsheet program. One example of a use for this option might be an RV dealership floor plan spreadsheet to keep track of sales, payments, purchases, and consignments of specific units.
8.11 IMPORT FROM QP/QB
This option allows you to import records from QP or QB. Enter the full file path of the QP/QB export file (including the file name) in the text box. Click the appropriate checkbox then Click OK to start the import. Once the records have been found they will be shown in a listbox on the import dialog (window). Click Close. Step 2 will then start to update the transaction file and the Chart of Accounts file with the records found. If an "account number" is not found in the update record you will be asked to provide it. The records must be for the current period for this part to complete.
HINT: Use your synonym file for QP/QB "account numbers" that are not truly GL account numbers. In this way the update should find these synonyms and update them correctly (without the need of entering the account number in Step 2 because the 'account number' according to QP/QB was not found).
8.12 Custom Applications
Custom applications can be added to the menu (Plug-ins). A file called PLUGIN.FIL contains the information for the plugins. the format of the file is:
filename.exe * description
Once there is an entry in this file, the Custom application menu (See drop-down option Other) will show the description you entered then run the program (filename.exe) when clicked. For example, you could put:
notepad.exe * notepad editor
then when you click 'notepad editor' the notepad will start.
8.13 Additional Options
See Appendix B
for information about other options such as import/export, and Accounts Receivable options.See Appendix C for information on Depreciation.
Appendix A SELECTED REPORT EXAMPLES
|
Acknowledgements and Other Products:
Quicken, QuickPay, MS-DOS,and WINDOWS 3.?/95-XP are ® MicroSoft,
Epson ® Epson America Inc.,
All others are patented/copyrighted
products of their respective companies.
Bank Reconciliation
Key Description Amount |Key Description Amount
---------------------------------------------------------------------------
ENDING BANK BALANCE: 12,411.94 |ENDING BOOK BALANCE: 12,238.34
002 Employee 2 -203.88 |
1115 /EMP002 -477.67 |
1241 /EMP001 -812.39 |
1242 /EMP001 -812.39 |
1243 /EMP001 -789.09 |
1302 /EMP001 -789.09 |
1304 /EMP001 -789.09 |
DIT DEPOSIT 4,500.00 |
|
---------------------------------------------------------------------------
TOTAL D.I.T. + ADJMTS: 4,500.00 |
---------------------------------------------------------------------------
ADJUSTED BALANCE: 12,238.34 |ADJUSTED BALANCE: 12,238.34
---------------------------------------------------------------------------
06-21-1994 Sample Company, Inc. Page 3
J O U R N A L L I S T I N G
-========================================================================
Rec. Transact Ref. Explanation Account -Transact- -Referenc
No. --Date-- No. Number ------- Amount -----
=========================================================================
CASH DISBURSEMENTS
------------------
64 08/31/91 CD08 DEBIT-VISA 425 55.40
65 08/31/91 CD08 DEBIT INSUR 447 320.76
66 08/31/91 CD08 DEBIT RETURNED CK 400 30.48
67 08/31/91 CD08 TOTAL DISB 102 -10,654.63 -10,247.99
----------
JOURNAL -- 01 65 ENTRIES - TOTAL 0.00
---------------------------------------------------------------------------
RECEIPTS-SALES
-------------
68 08/31/91 CR08 TOTAL RECEIPTS 102 9,616.56
69 08/31/91 CR08 RECEIPTS-SALES 400 -9,616.56 0.00
-----------
JOURNAL -- 02 2 ENTRIES - TOTAL 0.00
---------------------------------------------------------------------------
05/31/94 Sample Company, Inc. Page 3
D E T A I L L E D G E R
===========================================================================
Rec. --Date-- Ref. Explanation JRNL --Debit--- --Credit-
No. No. No. ------ Amounts -----
===========================================================================
301 - PAID IN CAPITAL
Beginning Balance: 7,154.49
Ending Balance: 0.00 7,154.49
305 - RETAINED EARNINGS
Beginning Balance: 22,093.00
Ending Balance: 0.00 22,093.00
400 - SALES
Beginning Balance: 61,305.54
66 08/31/91 CD08 DEBIT RETURNED CK 01 30.48
69 08/31/91 CR08 RECEIPTS-SALES 02 9,616.54
Appendix B (Additions and/or Changes to enhance package.)
|
B.1 Employee File Maintenance.
B.1.1 Items 6 and 17.
Only briefly discussed in the manual. Withhold FICA Y/N, is just that,telling the computer whether or not to withhold FICA during posting.
The Send 1099 and Send W-2 checkboxes allow entry of 'employees' (employee being used loosely here) and sending a 1099 instead of a W-2. This was included because the old BCS packages originally only had one file to keep track of payees and employees with a code like this to distinguish between actual employees and those receiving a 1099. Later,the inclusion of the payee file still left many using the 'employee' file for both 1099s and W-2s. Since many of these customers are now using this package,
it was necessary to provide this option.
B.1.2 Item(s) Salary amounts.
THIS GROUP OF THREE FIELDS ALLOW YOU TO ENTER Gross Pay, State, Withholding, and
Federal Withholding for an employee that is paid the same amount each pay period.
When these fields are used (and the correct accounts are in the account number
fields), THE COMPUTER WILL MAKE THESE THREE ENTRIES PLUS AN ENTRY FOR FICA
AUTOMATICALLY !!
B.2 Journal and Ledger Printouts
Removed -- Enhanced Print Codes for Epson® no longer applicable.
B.3 Quarter to date Payroll
The Quarter-To-Date/Year-To-Date printout now prints net pay as the last field printed. The local and state withholding are now combined and the 3 misc. deductions are also not printed.Since the printer is limited to 132 columns we made a trade off, combining the state and local withholding to include the last miscellaneous deduction. Net pay is an important check figure, so it is felt that combining the state w/h and the local w/h gave the best option to print all fields.
B.4 Configuration File Maintenance
You may now instruct the computer to retain the last client for the next time you come back to the system. If you answer Y to this field, the client you last accessed will be the client upon reentering the system.
B.5 FICA Rate file Maintenance
The FICA rate file now has a caution to be sure you enter limits for FICA and Medicare portions even if there are no longer limits. A wrong assumption by an end user was that since there was no limit any more for medicare, use 0 for the medicare limit. This made the reports come out wrong. If there is no limit, put in 9999999.99 in the limit field.
B.6 Using Floppies
If you plan to use a floppy for data, it is suggested that you use the floppy drive code in addition to the client code instead of putting it in the path field of the configuration file. If your client code is DEMO and it is on the A: drive use --> A: as the client code.
B.7 Letter Editor
The Letter editor uses a notepad-like editor to edit the client letters. You can also edit most any small text file with it. To edit one of the client letters, Click the Letter Editor button, then type the name of the client letter and click OK. Eight letters are included with the system initially but you can have up to 99 letters. For any other text file type the full path and file name in the text box and click OK. The client letters are named THLETTER.N# where # is a number from 1-99.
B.8 Journal Posting Special Journal
A Special Journal has been added. RECJ for Recurring Journal entries. This journal, if it exists in your journal posting, will be put in the new transaction journal for the new month as it was entered (may have different record numbers). This journal is helpful for entries such as monthly depreciation that doesn't change (assuming no depreciable assets are purchased). Another example might be the automatic withdrawal by the bank each month for an insurance payment.
B.9 Journal Posting Change Prior Entries N/A
B.10 Journal Posting - Selecting from Display Windows
In Journal Posting the Display Windows for COA, Employee, and Payee, and Customer may now be used to select items in certain fields. In the Account # field, the COA file window or Synonym File window may be used to select an account number or synonym. In the Explanation field, the Employee or Payee code may be selected. To select an item, Click the appropriate button, highlight the item (up/down),and press <Enter>.
B.11 Special W-2 Formats
A definition for text used with Cafeteria, 401K, and Childcare deductions on the W-2 is accessed from the employee file maintenance.
B.12 Journal Posting - More Options
a) JOURNAL EXPLANATIONS OF MORE THAN 25 characters are now allowed IF:
1- YOU'RE NOT entering an employee check-Explanation beginning with '/'.
2- YOU'RE NOT entering a payee record-Explanation beginning with '.'.
3- YOU'RE NOT entering a customer record-Explanation beginning with '$'.
4- YOU'RE NOT editing a previous record.
The Posting will automatically write comment records,(account number '*') so that you do not have to type part of the comment, write a dummy record then enter the rest of the comment. You may 'backup' also using the left arrow key BUT any characters that 'disappear' at the right side of the field are lost. SEE Example below.
Example:
Say you type the following explanation (without pressing <Enter>). This entry is to correct the prior month entry made in January for Depreciation. The explanation field at this point (<Enter> has not been pressed yet) will look like this:
[January for Depreciation.]
If you now use the left arrow and go back to the J of January and keep pressing the left arrow 3 times you will get:
[ January for Depreciation]
then,
[n January for Depreciatio]
then,
[in January for Depreciati]
and so on. However, at this point Depreciati is the end of the field and 'on.' must be retyped at the end if you want it in the field.
b) AMOUNTS FROM THE POPUP CALCULATOR may be 'pasted' to the amount field by pressing Esc or Exit while in the calculator (You MUST be in the AMOUNT FIELD when you call up the calculator TO USE THE 'Paste' FEATURE).
c) AUTOMATIC REVERSING OF SIGNS for the amounts entered may be toggled on/ off by using Alt-E R (Alt key and E then R). If the toggle is on, a message will be displayed on line 24(Amounts will be reversed).This makes for quicker entry of a group of credit entries (plus amounts will be changed to minus, or minus amounts to plus).
B.13 W-2 1099 Laser / Mag Media
W-2s may now be printed as facsimiles or Magnetic Media.
Click Print W-2s then from the W-2/1099 print program click facsimile, or Mag (Magnetic Media - floppy). The laser W-2 will print the B,C,2, and D copies on the laser printer and fill them in. You will be asked some setup questions for pre-printed S.S. copies and prompted to put the SS copies in the paper tray. If you have a color laser (or compatible) the SSA copy may be reproduced.
B.14 Computer Printed Signatures
WE CAN NOW PRINT YOUR SIGNATURE ON THE CLIENT LETTERS, OR BUILD A CUSTOM PROGRAM TO PRINT A SIGNATURE ON OTHER DOCUMENTS. Call or write us for details: at (405) 329-0731 (OASYS)
For the Client letter use the LSn% variable (where n is 1 to 99), for up to 99 different signatures (or variations). Put the variable in the letter just below your closing (Sincerely, etc.) or wherever a signature
is needed. We will have 1040 and 1120S software available in 1997 for (for 1996 tax year) that will have the option to print signatures on the tax returns. See the letter editor (Help screen) for a summary of
variables that can be used in the client letters.
B.15 Rebates (HELP US PROMOTE the OASYS Client Write Up)
For registered owners, anyone buying the Client Write Up package and mentioning your name, qualifies you for a $50 REBATE per package (call us for details).
B.16 Deleting and Inserting Records in Journal Posting
a) TO DELETE A RECORD in journal posting, double click the record to be deleted in the listbox. You will be asked 'Do you want to delete this record ? (Y/N)'. Click Yes to delete the record. CAUTION should be used when deleting records. The transaction file is rewritten when a record is deleted, so if you have several records to delete, work from the last to the first to keep the record numbers straight. EXAMPLE: Say you want to delete records 3, 4, and 5:
If you delete 3 first,record 4 now becomes record 3 and record 5 becomes record 4 and so on. If you start with record 5 instead, then records 3 and 4 will still have the same record number.
b) TO INSERT A RECORD, Click Edit > Insert Record. You will be asked for the insert record number. Enter the record number where this record is to be inserted. then enter the fields for the insert record. EXAMPLE: You tell the posting to insert a record as record number 3. The record that was 3 becomes record 4, the record that was 4 becomes 5, etc. and your new record is inserted as record number 3.
B.17 Financial Statements (more information)
Prior periods may be reprinted by changing the Period Ending Date (item A) in the financial statement print. Change the date to the ending date of the prior period you wish to print. Any of 12 prior periods (13 for clients with '13' period years) may be printed. If you posted prior period adjustments in a period, this allows you to reprint the prior period financial with the prior period adjustments included (the period in which the prior period adjustments were actually posted must have already been closed !)
B.18 Journal Posting - More
You can now post advanced earned income credit to the employee postings. ('/empl#'). After posting the Gross pay, FICA, Fed, etc., enter D in the date field as described in the journal posting chapter of the Manual for miscellaneous deductions then enter the letters "AE" for Advanced Earned Income Credit. The Employee/Payee update now handles this and it is also included in the 941 printout. (a facsimile version of the 941 is available on our site).
B.19 Journal Printout
Partial journal codes may be used in the Journal Description file. For example,if you use GJ plus month number (GJ01, GJ02, etc.) as the General Journal Code; using GJ in the Journal description file is now valid for GJ01,GJ02 etc. and will print the description entered for GJ.
B.20 Journal Explanations
If YOU ARE NOT entering a Payroll entry (beginning with '/') or a Payee entry (beginning with a '.') and
YOU ARE NOT in the Changes to Existing Entries (Change Mode), the explanation field will search the previous 12 records for a match to the text you are entering. This can speed up entry. Use Demo Client to see how it works by using "S" as the first letter,then using 'n" as the first letter of the explanation field.Of course, a blank explanation field automatically duplicates the previous entry as always.
B.21 Journal Posting (more)
To add or change an employee or payee without returning to the menu first type /ADD or .ADD in the explanation field and press enter. You will then be taken to the employee or payee file maintenance.When you exit the file maintenance, you will be returned to journal posting rather than the menu.
The same applies to the Account Number field as mentioned in the manual. Type ADD in the Account Number field of journal posting to go to the COA file maintenance. Again you will be returned to journal posting when you have completed the file maintenance.
Clicking "File" brings up the File View window allowing the use of the up/down arrows to select a file window to be displayed.
B.22 Financial Statements
A Helpful note when designing your financial statements. When two total accounts are printed back-to-back, leave the underline code blank for the first total.Whenever a total account is encountered a single underline is printed before the total. See for example Demo Company CIP printout.
B.23 Journal Printout - more
The journal may now be sorted by Explanation or Reference in addition to the Journal Code. The Sort by Explanation or Reference does not, however, print any journal codes.The intent is to give other methods of sorting to either find specific entries or save to disk, then edit the disk file for use by another application. The disk file name (D as the device) will be: client.DSK where client is the client code. Press E to sort by the Explanation or R to sort by the reference in the sort field of. The journal is not sorted (but can be saved to disk) when using financial statement print to print the journal.
B.24 Consolidated Financial Statements
An Option provides for defining and updating the Chart of Accounts for a consolidated report. You must first create a Client ID beginning with C$. Once the files have been created for C$???, use the consolidated maintenance to define the client codes to be combined (You must have already set up the client and Chart of Accounts for each company to be combined into the consolidated company defined by the code C$??? [for example C$ABC].)
Click the first option in the Consolidation Maintenance program and type in the client codes that are to be consolidated (up to 9).
Next, use the next option to combine the current Debits,Credits,and Prior Period Adjustments into the consolidating company.
Now you may print the consolidated company financial statements in the print financial statements. Use close period option to close the consolidated company for a new period. Any prior period adjustments will be transferred to the transaction file of the consolidated company. Other transactions, however, will not. To avoid problems it is advisable to make the consolidating companies as similar as possible in their Chart of Accounts layout.Since only the prior period adjustments, if any, are transferred to the Journal Transaction File of the consolidated company, running a detailed ledger for the consolidated company may show errors. This is because not all transactions were copied (all debit,credit, and prior period adjustment totals should be contained in the consolidated company's Chart Of Accounts. Do not be concerned. Since the consolidated company is for the purpose of reporting only, the detailed ledgers of the subsidiary companies show the supporting entries. The prior period adjustments are transferred so that the correct months can be updated in the month-end close. The word CONSOLIDATED will be added to the financial statement headings, if needed. The only exception to this is the supplementary schedules.
B.25 Financial Statements (more)
Print Financial Statements option now checks for upper and lower case letters in the headings in the client file. If the key word DEPARTMENTAL and/or CONSOLIDATED is required, it responds with the correct case. Also, the fields F,G, and I (F/A reports, round to whole $, and print only YTD) are toggled (no input Required).
B.26 Client File Maintenance (more)
Client File Maintenance page 3, allows you to customize the financial statement headings used for the Balance Sheet, Profit and Loss Changes in Financial Position and Supplementary Schedules.
After creating a new client, the default headings from the Configuration file will be the headings shown on page 3. You may change these any time to your personal preference. The headings in the client file allow longer descriptions than the configuration file.(You may also change the default headings in the configuration file if you wish.) The purpose of the default headings in the configuration file is to reduce entry time by providing the headings for a new client.Needless to say,different clients may require different headings depending on the type of venture.So,it was necessary to provide a way of customizing the headings.
B.27 Departmental Accounts (Some final Notes)
When setting up departmental accounts, the manual states to use 3 digit account number, + any character, then 2 digit department number. To keep the account numbers in order we strongly suggest that the 'any character' be the same throughout. A period, dash, etc. provide good separation but numbers may also be used. 411.01, 411.02, 411.03 used in conjunction with DEPT01, DEPT02, DEPT03, is an example of departmental accounts. However, 411001, 411002, 411002, would also work. Although 411.01, 411002, 411-03, would also work, the accounts may appear to be 'out of order' in the Chart of accounts file listing and within the COA file windows. This is due to the alphanumeric sort discussed in the manual. This is why we suggest keeping the 'any character' the same in a group of departmental accounts. This in effect gives you the ability to have a 4 digit account number with a two digit department number. Remember, without the DEPTnn (where nn represents the department number),
the program will regard 6 character account numbers as normal accounts and not departmental accounts.
B.28 Letter Editor
Client letters are called THLETTER.Nnn, where nn is letter number (1-99). Click Letter editor and type the name (including the path) for the file (client letters only require a number). If you use the letter editor a lot, you should check periodically for files you can delete.
B.29 Accounts Receivable ! and Journal Posting
Accounts Receivable Customers may now be set up in the Customer File Maintenance (AR/AP Options). Journal Posting to these customers is done by entering a $ and the Customer ID in the Explanation field (or use F8 to select the 'key' as with payees and employees).Add "I" for Invoice, "P" for Payment, "A" for Adjustment at the end of the explanation field. Use Credit entries (other than adjustments) for your invoices (Sales, etc.) and Debit entries (Cash, etc.) for Payments. Use Customer Statements (in AR/AP Options) to print statements.
B.30 Payee (Vendor) Balances
Payee (Vendor) Balances may now be kept in the payee file. By posting AP invoices to the AP account (use the payee code [.payee #] and I or A for Invoice or Adjustment) the payee will be updated for the invoice or adjustment amount just as payments are updated in Update employee/payee. The Payee list now prints vendor balance and total payments.
B.31 Changing Prior months information
Care should be taken if you change prior month totals in the Chart of Accounts file maintenance. There will be no 'Hard copy' trail of these changes unless:
To add/delete information in the period immediately preceding the current period, select C to change company id and enter the company id plus \prior and make the necessary changes but do not close the period. Then change the company id back to the original company ID without and make the necessary changes to the totals in the Chart of Accounts file maintenance (and the CIP file if necessary).
To 'unclose' the period immediately preceding the current period, copy the company is performed. Add the items to last period journal. Reprint the journal, ledger, and financial statements (and any other reports affected). Change the ID back to DEMO (using the Change Client option) and change the totals in the Chart of Accounts file maintenance to reflect these changes. Again take care when changing totals. Months affected should be reprinted at least on the screen to verify that the changes are correct. You are now back in 5/98.
-OR-
WARNING: Doing this procedure will replace any current transactions entered; and they
will have to be reentered (after re-closing the period).
Let's assume the company ID is DEMO. The current period is 05/98 and you
have entered several transactions. Your client comes by and informs you
of some items (for the previous period) that were not included with the
monthly information they gave you the previous month. You can:
1) Enter these items as adjustments in the current period.
-OR-
2) Enter these items as prior period adjustments. Then after closing the
current period, reprint the prior period to reflect the changes.
-OR-
3) Change the company id to DEMO\PRIOR (using the Change Client option
from the menu. You are now effectively back in 4/98 (the current period
is always copied to \PRIOR when the period-end close is
performed. Add the items to last period journal. Reprint the journal, ledger,
and financial statements (and any other reports affected). Change the ID
back to DEMO (using the Change Client option) and change the totals in the Chart
of Accounts file maintenance to reflect these changes. Again take care
when changing totals. Months affected should be reprinted at least on
the screen to verify that the changes are correct. You are now back in
5/98.
-OR-
4) Copy DEMO\PRIOR\*.* DEMO
Do this from the DOS prompt or copy and paste the above files through explorer
and replace DEMO with the applicable ID.
This will put you back to the previous period and allow you to enter
the new items. It will, however, replace any current transactions. Any
current transactions will have to be reentered after reclosing 4/98.
Of course your original company id may be ABC500 instead of DEMO, and
your period (or month) will no doubt be different, but all the other
information will apply.
B.32 Letter Editor (More)
Two new script commands have been added to the Letter Editor. The first
is: COMP% This turns compressed print on/off within the letter to print
some text in compressed print then by using it again, returns to regular
print. The second is: LOAD% + fname.ext. This will print a separate text
file within the letter. filename.ext stands for the name of the file and
its extension. For instance, the logo file OASYS.LGO can be inserted in
a letter by using LOAD%OASYS.LGO within the letter. LOAD% must be in the
1st or 2nd position of the line in the letter. By using &LOAD%OASYS.LGO
the file can also be centered on the page, and compressed print is taken
into account if it is in effect. If you use COMP%, be sure it is off at
the end of the letter.Be sure the filename.ext is correct when using the
LOAD% command. These commands also work in the Financial Statement Print
for cover letters. Of course, the 'OASYS.LGO' for the LOAD%
command, is an example and any text file can be used. Stay away from
word processing files for the results will be unpredictable. Any file
edited with the DOS editor or the WU letter editor should be OK. Do not
use files containing WU cover letter script commands in a 'LOADed' file
because the LOAD% command prints the file without checking for any type
of embedded commands.
B.33 Financial Statements (Cover Page)
The Cover Page for the Financial Statements has been updated.
Two lines have been added: "Prepared by:" and the Preparer file line 1.
For printer types 3, 8, 9, 12, 18 and 23 the new cover page will put the
information in boxes. For type 21, the boxes will also be shaded. All of
the other printer types will print the same as before but with the new
"prepared by" lines mentioned (no boxes). The new "prepared by" lines
will be about 10 lines below the financial statement date. You can set
this on or off now in the configuration file maintenance. See
Sec B.61.
B.34 Depreciation
The Depreciation Report now allows the choice of rounding the sustained
depreciation to whole dollars. This is especially helpful for tax return
preparation. A correction has also been made to allow Real Property for
27.5 and 31.5 year life, method 'F' to correctly calculate the Mid Month
convention in the first year.
Example:
Date Asset Acquired: 05\01\96
Asset Cost: 135,150
Method: F
Rate or Years: 27.5 years
Current Sustained: 3071.59
or
3072. (rounded to whole dollars)
As a final note, the speed of the report to print may also increase due
to a minor change in the calculation procedure. This should be apparent
especially if printing the abbreviated report to the screen.
B.35 Financial Statements - More
A Correction has been made to correctly print total account descriptions
after an accumulator in the balance sheet. EX: A one-line total is used
to print Miscellaneous Assets on the Balance Sheet using an accumulator
and non-printing accounts for the miscellaneous asset accounts.After the
printing of this total, Total Assets, a total account, was to be printed.
The description TOTAL ASSETS was not printing. This has been corrected.
An Adjustment has been made to suppress the printing of supplementary
schedules when the 'non-printing' accounts are departmental accounts in
the Income Statement section. This was felt to be a duplication when the
departmental income statements will show the detail and the total of all
accounts should be shown on the All Departments income statement.
These 2 changes mean that supplementary schedules will be printed for
balance sheet items but will not be printed for income statement items
if the income statement is a departmental income statement.So try not to
mix departmental income statement accounts and 'non-departmental' income
statement accounts (except for accumulators and totals) in the same
statement.
B.36 Changes In Financial Position (CIP)
The Demo Company now includes a Cash Flow, Funds Flow, and Statement of
Retained Earnings, all within the cip file. If you plan to use one or
more of these statements for your clients', study the demo client to get
a better understanding of the CIP file and the relationship to the Chart
of Accounts. We included a 'dummy' account in the Chart of Accounts that
has the same amount for current appropriations as a plus and as a minus
(credit) amount. This allows the adding and subtracting of current year
appropriations on the R/E statement, without affecting the financial
statement. This account or accounts, for multiple appropriations, should
be set up as a N (non printing) account type and R schedule code with N
in the print zero balance field. This will keep it from printing on the
Balance Sheet. Separate CIP codes for debit and credit should be used.
Before closing the year, an entry should be made to zero out the Current
appropriations account (not dummy account(s)) to transfer the balance to
the accumulated appropriations account(s). This will make the current
appropriations account(s) zero at the beginning of the fiscal year as it
should be.The amounts in the dummy account(s) may be posted or edited in
the COA Maintenance.
B.37 Print 1099
The 1099 print has been updated to print the Client telephone number
directly under the the Client city/state/zip. No additional entry in the
1099 format is needed. This is to comply with the 1997
guidelines.
B.38 Cover Page 'Boxes'
An Option has been added to the Configuration file maintenance that
allows the 'boxes' on the cover sheet to be turned on/off and
allows the 'Prepared by' lines to be included/excluded.
B.39 Accounts Payable and Journal Posting
You may now select Y/N to maintain an open invoice file for payees. This
is done in the company file page 2. The journal posting will update the
invoice and payee (vendor) files. The Aged Accounts Payable button prints
the aged A/P list.
To set up beginning balances for Accounts Payable or Accounts Receivable
(i.e. to post balances to the open invoice files so that the G/L agrees
with the open invoice files), it is best to set up a 'dummy' client. If
you have set up the Payees and/or Customers in the actual client, copy
the files into the 'dummy' client subdirectory, post beginning balances
to those payees/customers with invoices, then copy the applicable files
back to the actual client subdirectory. The files for Accounts Payables
/Accounts Receivables are:
Accounts Payable
APINVI.FIL
PAYEE.*
*.PDX
Accounts Receivable
ARINVI.FIL
CUSTOMER.*
*.RDX
Example: Set up a dummy client by entering a client code to be used for
this purpose. If it is new, answer Y to copy COA from another client,and
use the real client code.
Change client
codes to DUMMY, go into journal posting and post the prior invoices or
balances to the Customer and/or Payees using the format for A/R and A/P
posting, that is, $customer code AND/OR .payee code.Use 'I' for Invoice
and post the balances. The Journal does not have to balance for this,as
it is only to post beginning balances to the open invoice files that
were part of prior periods.
Now, exit back to the menu, and from Windows explorer copy and paste
all the files with a pdx extension to abc500. (rdx for accounts receivable).
and so on using the files listed above. This gets the A/R and/or A/P
copied back into the actual client subdirectory without affecting the
Chart of Accounts in the actual client. Remember to only post invoices
or balances up to but not including the current period. Now change your
client code back to the actual client code (abc500 in the example) and
you can now post A/R, A/P and all other entries and your open invoice
files should be correct.
Keep in mind that A/R invoice entries are normally credits to an income
account, A/P invoice entries are normally debits to an expense account.
The offsetting debit or credit should not have the $ or . as the first
character in the description field.
B.40 Payroll and Journal Posting
When posting payroll, if the gross pay figure is to be distributed to
more than one Account number; handle it in one of the two following
ways:
1) Post total gross pay to one of the accounts, then make a separate
journal entry to distribute portions to the other accounts.
2) Post the applicable gross pay to the to each wage account keeping
the reference the same for all gross pay entries with the same
check number.
Number 1 is preferred, resulting in less postings and a more concise
record. This will ensure that the liability by deposit period prints
correctly as well as the quarterly 941 worksheet (or facsimile).
When posting payroll, if you enter FICA payable and it is doesn't agree
with the calculated amount, a warning window will be shown, displaying
the calculated amount. Also you may press R to reenter the FICA amount,
A to adjust the FICA and federal withholding or to ignore and
use the amount you entered. If you select A (to adjust FICA and Federal
withholding), the FICA will be entered at the calculated amount, then
the federal withholding will be adjusted by the difference between your
entry and the calculated amount.For instance, if the Gross Pay is $250,
the calculated FICA would normally be $19.12. If you enter 19.00, the
computer will prompt you to R reenter, A adjust, ignore. If you
select A, then FICA will be entered as 19.12, and federal withholding
will be adjusted by .12. This automatically keeps FICA as well as Net
Pay correct.
B.41 VGA Mode
N/A
B.42 Employee Earnings Report
A Departmental Recap has been added to the report and prints after the
totals. It is controlled by the account numbers used for gross pay. If
positions 5 and 6 are numeric, a department is assumed and gross pay is
accumulated. For example, if you post gross pay to account 550.01, then
department 1 is assumed (ACCOUNT NUMBERS WILL VARY).
B.43 Disk Space
This option shows the full size of the drive and the available space
left on the drive (Hard Disk).
B.44 Setting up Special Deductions
As previously noted, 6 description fields are available in
the employee file maintenance (Click Special W2 button or Edit menu option)
The screen shown,
shows 6 description fields. Description fields 1-2-3 horizontally are for
Childcare, 401K and Cafeteria plan to be used in the employee earnings
register. Descriptions 4-6 are for W-2 codes or box 14 description for the
same plans Childcare, 401K, and Cafeteria plan.
B.45 YTD Detail and W-2s
You can now select 1 account to print in the YTD detail. Enter
1 in the prompt "Print 1 or All accounts (1/A). Then enter the Account
Number in the prompt "Enter Account to print". Any other response will
print the complete report as before. When printing Standard W-2s,you can
now select to print 1 W-2 instead of All in the same manner as the Y-T-D
Detail. This is really helpful when people call and say they have "lost"
or didn't get their W-2, rather than typing one or printing out all.
B.46 A Payroll Journal Posting Tip ***
If your client separates FICA and medicare on the check information sent
to you, try this little trick. When the FICA comes up for posting, enter
the Federal withholding instead. Then, select Adjust FWH, and enter the
FICA calculated amount shown at the top for the Federal withholding.Most
every time this will result in both figures being correct.This is due to
the fact that the FICA/Medicare will be posted at the correct combined
amount and the difference will be added/subtracted from the amount that
you enter for Federal withholding.Since the total of the two amounts are
the same, the result is both figures correctly posted.You can also enter
the total of FICA and Federal in the FICA, select Adjust, and enter 0 in
the Federal withholding and both should come out correct
B.47 Changing Journal Codes in Journal Posting
Simple press the Up Arrow key until the cursor is in the journal code
field. Type in a new journal code that you want to use (anything up to 4
characters). Then press and continue posting. The Journal Code
will remain the same until you change it.
B.48 Entering Tips for employees in Journal Posting
Once you have entered the Gross Pay, FICA, Federal W/H. State W/H and any
other deductions, enter a D in the Date field. This will copy the date,
reference, and description fields of the previous record to position 24.
Enter TP and press Enter. An asterisk will be put in the account number
field and you can enter the amount of the tips. These are updated to the
employee file during the employee update but are not kept as a
debit/credit in the chart of accounts.
Normally a D in the date field will copy the description field and put you
in the account number field unless as above the previous entry was,in fact,
a payroll entry.
B.49 Journal Posting Increment Reference
The Edit drop-down now allows toggling incrementing the reference field on / off.
This can be used rather than entering a D in the date field.Works only for
numeric reference numbers.
B.50 Maintenance Screens Do not line up
If you experience trouble with the File maintenance screens, or Depreciation,
or AR / AP options screens not lining up, be sure you auto-hide (Start > Settings
> Taskbar) the bottom task bar OR temporarily reduce it while in the client
write-up.
B.51 Journal Posting codes for payroll
The codes using in position 24-25 of the description field are:
GP - Gross Pay
FI - FICA (includes medicare)
FW - federal withholding
SW - State withholding
OW - Other withholding
TP - Tips
M1 - Miscellaneous deduction 1
M2 - Miscellaneous deduction 2
M3 - Miscellaneous deduction 3
AE - Advanced earned income credit
NT - Non-Taxable Pay
CC - Childcare
K4 - 401K plan
CF - Cafeteria plan
B.52 Special Subtotal for Financial Statements
You can now use a Account Type N and Schedule Code S within a
accumulator group for a subtotal if it is not a departmental
income statement and the account is in the Income Statement.
Example: If you have a one-line total for expenses on the income
statement and print a subsidiary schedule to show the accounts
in that total, this combination can be used to print a subtotal
on the schedule.
Appendix C DEPRECIATION AND AMORTIZATION
|
C.1 DEPRECIATION MENU
a. The Depreciation Menu gives you the option to Add, Change, or Delete
depreciable assets, enter company information, print the depreciation
schedule, close out current depreciation, print a FORM 4562, and print
an amortization schedule.
b. DEPRECIATION IS INDEPENDENT OF CLIENT WRITE UP AND DOES NOT UPDATE THE
GENERAL LEDGER TRANSACTION FILE OR THE CHART OF ACCOUNTS.
C.2 ASSET FILE MAINTENANCE
Enter a new or existing Asset Key (up to 6 characters alphanumeric) and click OK.
You can also change or delete existing asset records by Clicking 'file' and 'Asset File'
then highlighting the asset to edit, then click 'OK' in the listbox.
To delete an asset record, click 'Edit' (after selecting an asset record), then
click 'delete'. You will be asked to confirm that you want the record deleted.
C.4.1 Asset Numbers
6 character Alpha Numeric as with other files.If you use a descriptive
key like CAR01 remember that if you want assets grouped together, they
are sorted in the same way the COA is sorted; #s (0 to 9) first, then
Capital Letters, then small letters in that order.
C.2.2 Description Ä 30 character description of asset
C.2.3 Date Acquired
Date asset was put in service (mmddyy). Using S in this field makes
it a subtotal rather than an actual asset (for printing subtotals on
the report), and an H makes it a heading (for printing headings on
the report).
C.2.4 Date Sold (Disposed)
Date the asset was sold in mmddyy format (if applicable).
C.2.5 Depreciation Method
'H' (for HELP) gives you a display of depreciation methods available.
Enter the appropriate method.
C.2.6 Depreciation Rate (or years)
A value of less than 1 is assumed to be the 'rate' of depreciation,
a value of 1 or more, the 'years' of service for the asset.
C.2.7 Asset Basis or Cost Ä Beginning Asset Value.
Enter the asset's dollar Basis for depreciation.
C.2.8 Prior Depreciation Ä
Enter here, any prior year(s) depreciation for the asset. When you
close out the year, current year amount is added to the prior amount.
C.2.9 Current Depreciation
Calculated (or manually entered) for the period specified in the
depreciation report.
C.2.10 Manual Calculation
A Yes/No (Y/N) field Ä Normally N is entered indicating the computer
will calculate the depreciation. Enter a Y to be able to override
the depreciation calculation for current sustained depreciation with
your manual calculation.
C.2.11 4562 code
This allows you to specify the line(s) to print the information on
the Form 4562. Multiple lines may be used by separating line numbers
with a comma (,). EX: 2,6 would print cost as part of line 2 and the
description, cost, and 179 expense on line 6. Entering 14 here will
print the Cost (beginning value), recovery period or rate, the 4562
convention (normally MY or MM),the method,and sustained depreciation
on line 14 (applicable line depends on the rate Ä 3Äyr, 5Äyr, etc.).
NOTE: TAX AND BOOK FIELDS FOR SEPARATE CALCULATIONS ARE AVAILABLE TO
PRINT REPORTS.
You may change any field in the Change mode except the Asset Key.
C.3 DEPRECIATION REPORT
The report asks for the report date (must be within the current fiscal
year),the report type (Book or Tax), whether to round the current year
depreciation to whole dollars, and whether to print on the console or
printer. The console printout is abbreviated.
C.4 AMORTIZATION
Also SEE CLIENT WRITE UP AMORTIZATION SCHEDULE for more.
This option allows you to print amortization schedules for loans with
several features such as fast payoff and the ability to include other
amounts (nonÄloan amounts such as taxes) on the printout.
C.5 PRINT FORM 4562
The 4562 will print those assets (already calculated by running the
depreciation report) which have a 4562 code (see file maintenance).
C.6 COMPANY FILE MAINTENANCE
Enter here the Company Name, address, city / state / zip for reports.
Also, enter the fiscal year end (mmddyy). Finally, the Business, or
activity may be entered (to print on the Form 4562 and Report).
C.7 YEAR END CLOSE
Current year sustained amounts are added to prior depreciation then
the current year sustained is set to zero for the next year. Year end
date is updated (company file). A printout of the whole year should be
run in order to update the sustained field with a full year's amount.
C.8 AMORTIZATION - some final notes
The amortization schedule allows you to select the disk as the output
device (as with most Client Write-Up print options). This way it can
be saved and printed later. To save more than one schedule to disk,
you will need to rename the file before creating a new schedule. The
file name used is amort.sch, and will be located in the directory used
for the programs (OASYS if you chose the default on the install).
The following list words and terms used in the manuals. In an effort
to make these terms more meaningful this glossary is provided.
* to the left of a 'word' means that the 'word' is also referenced
elsewhere in the glossary.
Anything enclosed in single or double quotes (' or ")
refers to what is within the single or double quotes.
That is, the quote mark is not to be typed if referring
to the user typing or pressing a key or combination.
Acct
This stands for Account. Refers to the Chart of Accounts
Account Numbers or *CIP account numbers.
Alphanumeric
Grouping of letters and/or numbers. A *field is alpha-
numeric if both numbers and letters are allowed. Example,
a description field would be alphanumeric a date field
would not.
Alt-I
Combination of keys to be pressed. Alt refers to the Alt
key usually located on either side of the space bar at
bottom of the keyboard. Press and hold down the Alt key
then press the I key. Other combinations (Alt-H, Alt-C)
are done the same way except for the letter key pressed
after the Alt key is pressed. Although most of the programs
still have the ability to use Alt functions and Function
keys, most have been replaced with mouse buttons.
A/P Stands for Accounts Payable.
A/R Stands for Accounts Receivable.
CIP
Refers to the Changes in Financial Position file that is
set up by the user in order to print a report containing
the Changes in Financial Position and/or Cash flow.
COA Refers to the Chart of Accounts file.
Column
Left or right on the display screen or printer. Normally
there are 80 columns on a screen or printer using fixed
font rather than a proportional font. Usually this is used
when setting up the W-2 for printing. *Rows are the lines
(typically 25 on a display screen, 66 on a printer -fixed
font).
Comp
Short for Comparative or Company. In the financial print
program comp stands for comparative with for example, 1
meaning a comparative income statement comparing current
and *YTD to last year's.
Compressed
Sometimes referred to as condensed. This allows printers
to print 132 columns on an 8.5 standard sheet instead of
the normal 80 *columns (8 inches times 10 characters per
inch). Compressed codes are kept in a special file by
printer type.
Config
Short for configuration, it refers to the Configuration
file in Client Write Up. This file contains
various *variables that can be set up and changed by the
user.
Console Synonym for Screen (your Monitor).
Ctrl-X
Like *Alt-I except the Control key marked Ctl or Ctrl on
the keyboard is pressed first and held down until the
letter indicated is pressed. In this example the letter
is X.
cursor
The (usually) flashing block or underline that shows the
user where on the display screen any keyboard input will
be displayed.
Directory
Synonym for folder. A logical grouping of files on a disk.
This aids the user by keeping the number of files to a
manageable number and grouping them by their application.
Just a way to divide the disk into parts and make things
much easier to find. It also allows the use of 'duplicate'
file names. For example, all employee files are called
'employee.fil'. If there was no way to separate these
files, only one client could be used per Disk !!
END
Indicates the key(s) to press to end the current program.
Esc=END would signify that pressing the Esc key will end
the program and return to the prior program or exit to
the operating system.
The Enter key on the keyboard.
Esc
Refers to the Escape key marked Esc and usually located
at the top left hand corner of the keyboard.
Exit
Indicates the key(s) to press to abort and/or return to
the current *menu module. (usually X=Exit).
field
A specific part of a *record in a data *file that can be
input by the user such as an employee address. The date,
reference, journal code, explanation, Account number,and
amount in journal posting are examples of fields.
file A group of related *records kept in a specific place on
the disk. The employee records are kept in the employee
file.
F/S Financial Statements.
interface
Something that connects two pieces of equipment so that
they can be used together.
item
A number or letter required to access a specific *field
in a *file (from an application program).
key
A keyboard key OR most usually a code made up of letters
and/or numbers that access a specific record in a file.
the 'key' for the Chart of Accounts file is the Account
Number. the 'key' for the employee file is a 6 character
code called the employee code or employee number. In the
employee and payee files, we suggest using 3 letters of
the last name and 3 numbers such as JON500. This will
almost insure that the file's records will be kept in
alphabetical order. A key 'unlocks' information.
maint
Short for maintenance. Refers to the file maintenance
section options.
memory
Temporary storage of information and commands. This IS
NOT DISK SPACE. Disk space is permanent storage. When
you use an editor to write a letter for example, if the
letter was previously written and saved, it is stored on
the disk. When you edit it, it is loaded into memory and
you can make changes to it. If you quit without saving
the changes, then those changes will not be there when
you edit the letter the next time.
menu
A group of *options available to the user displayed on a
screen and accessed by number,letter,*mouse, or Alt-key.
mmddyy
Designates a date entry. mm is a two digit month, dd a
two digit day, and yy a two digit year. 060196 would be
June 1,1996. One digit months are allowed but NOT one
digit days. 60196 would be allowed but not 6196 or 06196.
mmyy Designates a two digit month and two digit year.
modem
A communications *interface between the computer and the
telephone line allowing computers to be connected to let
the users talk or more usually to transfer information
from one computer to another.
mouse
A device used to move the *cursor to any point on the
display screen. It is usually connected to a *port.
nn
Refers to a two digit number. Client letters use a two
digit number (01-99) that the user may set up to print
at the beginning of the financial statements.
Option
A function that the program performs such as printing
a report. Usually accessed from a *menu.
Port
A hardware connection to a device. Modems, printers, etc.
are connected to ports.
prompt
Text and/or other characters to the left of a field that
shows the user where input is to begin.
QP An abbreviation for QuickPay ® a software program.
QTD Refers to Quarter-to-Date payroll information.
Record
A specific group of information within a *file. Each
employee record within the employee file contains the
name, address, social security number, etc.
Row
Lines on a display screen or printer. Used with *column
to set up the W-2 columns and rows.Columns are left and
right positions within a row.Typically there are 66 rows
and 80 columns on a printer page. Column 1 row 1 is the
top left corner and column 80 row 1 the top right corner.
For a dot matrix printer, line 1 is considered to be the
first line that prints (not necessarily the physical top
of the page) and laser printers typically will not print
on the actual (physical) first and last lines of a page.
Screen
The VGA monitor. Many Reports can be printed on the 'screen'
as well as the printer.
Sequential
Refers to a file that contains records that are stored
consecutively. The General Ledger Postings are stored
sequentially. This is really an oversimpliFICAtion, but
for our purposes it will do.
YTD
Refers to Year-to-Date information in any file or report.
