ProfitMAKER. major update. Version 9.1! Features. to ProfitMaker. ASI Computer Systems announces a. with the release of. Streamline Month-End

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1 Features ASI Computer Systems announces a major update to ProfitMaker with the release of! Streamline Month-End This new function will allow the scheduling of month-end reports and update/clearing options to run automatically. The user can select to start the automated processing immediately or at a later time. The reports will be stored in a directory specific to each month and year. A new option will be available to print the stored month-end reports. Payments w/credit Cards Create the open payable to your Credit Card Vendor and remove the regular vendor open invoices that you paid by credit card, all in one single step. Automated Alerts Setup alerts for key events in ProfitMaker to put important information in the hands of the people that need to make decisions when they need it. Vendor/Item Document Folders Vendor and Item maintenance allow you to store files/ documents for each vendor or item. This may include graphic files, scanned documents, etc. The vendor s or item s document folder may also be viewed/accessed within the order entry graphics tab.

2 General Streamline Month-End This new function will allow the scheduling and batching of the month-end reports and update/clearing options. Once all data entry for the month has been completed, you may use this new function to flag all month-end reports and update/clearing options that should be processed. This option may either be Run immediately or may be set up to process automatically at a later time. During processing, the indicated reports will be stored and the update/clear functions will be completed. This option also allows a zipped copy of your data to be stored. The reports and data copy will be stored in a directory specific to each month and year. Reports will not be printed by this option. A new option titled Month-End Reports, similar to the current Journals options, will allow the printing of any of the stored month-end reports for each year/month and module. For a month-end report to appear in the list of reports which may be stored, a stored report format must be created. This will ensure the report gets saved just as you normally choose to print it. You may store as many formats for a month-end report as you want. Sample formats are available with the enhancement. Prior to using this option, you will want to compare your company's month-end report checklist to the new stored report month-end format(s) for that option to be certain the correct selections have been chosen for your needs. See F1-Help for further details. A new menu folder titled "Schedule End-of-Month Routines" has been created. This allows you to complete all month-end closing steps either through the current Closing/ Clearing (End of Month) menus or through the new menu. This does not include General Ledger closing. Graphic Menu - The option Schedule End-of-Month Routines is located in the Accounting Menu. You will choose to perform month end by clicking on either the "Schedule End of Month Routines" or the "End of Month Routines" graphical images. Treeview Menu - The Schedule Month-End Reports/Clearing folder will be located within the Closing/Clearing Menu. You will choose to perform month end by either accessing all of the options within the Schedule Month-End Reports/Clearing folder or by going into each of the month end modules, as you would have previously completed. Page 2

3 General (continued) Activity Manager Activity Manager Window Completed activities can now be re-opened. You will be asked if you want to re-open the activity, if you select no, then the activity will be copied into a new activity. New quick date selections have been added for filtering activities. Selection choices are: All, Past Due, Today, This Week, This Month & Next Month. Copy has been added to the Right-Click menu option available in the activity manager s list of activities. Activity Detail Window Keyboard shortcuts have been added for selecting the activity Type. Activities associated with an order now display the order status (same one that is seen in order entry s order info tab.) Payables/Vendor Payments w/credit Card This program was previously used to record vendor advance payments which were paid with a credit card. It has been expanded to allow you to also clear OPEN invoices for a regular vendor you wish to pay with a credit card. For the total amount of all the invoices which get cleared from the actual vendor s open invoices, a single open invoice will be created under the credit card vendor #. For anyone familiar with the check writing program, the screens are almost exactly the same. A new CC ref# is required for each transaction. Previously, as you could only post one advance at a time, the advance # was used to create the open invoice for both the regular vendor and the credit card vendor. If you wish to continue to post these advances individually and use the advance # as the CC ref#, you may do so. Page 3

4 Payables/Vendor (continued) Payments w/credit Card (continued) However, if you are paying multiple vendor invoices/advances with one credit card transaction or are looking for a numbering recommendation, we recommend for the CC ref#, to use the Auth # provided by the vendor, if they are truly charging your credit card and passing some type of confirmation back to you (verbal or ). The Auth# is typically a 5 or 6 character value and is not to be confused with a transaction ID (normally the card holder does not see this except, and this is only a maybe, on their CC statement). The Trans ID is typically 12 char for PayPal, but may vary, based on processor therefore, it is not our recommendation to use this ID for the CC ref#. Example: I call SANMAR and give them my credit card info; I would want some type of confirmation as to when my card was charged. This may be verbal during the actual call or may occur later when they provide me with an or some other form of communication that my card was processed. The new cc ref# will be the invoice # for the open payable which is created for the credit card vendor and will appear on the vendor history view/print options. When the open payable is created for the credit card vendor, a note will be written into the invoice note for that invoice. The note will indicate which invoices for which vendor were paid by that credit card transaction. This information is also available through the drilldown within View Vendor History for the credit card vendor. There is a new flag within the vendor masters for Credit card vendor Y/N)". For your credit card vendors, you will check this box. This new flag has also been added to the vendor lookup window. You will have the option to print the Cash Requirements or Vendor Open Invoices Reports for credit card vendors only. After installing the update, you will need to modify all vendor masters, for your credit card vendors, and check the new box on the first screen titled "Credit card vendor". Only those vendors indicated as a credit card vendor will be available for selection when indicating the credit card used to pay the regular vendor s open invoices, in this option. A new AP g/l account may optionally be set up and added to Company Information for Accts Payable-Cr Cd. If used, this new g/l account will be affected anytime any A/P activity occurs for a vendor master set up as a credit card vendor (Vouching, Vouch/Bill, Page 4

5 Payables/Vendor (continued) Payments w/credit Card (continued) Checkwriting, Rec Invs Pd by CC), excluding advances. If the new g/l account is setup, it will appear on the Daily Systems Checks & Balances Report. This new A/P CC g/l is not required in order to flag credit card vendors or to be able to print the above A/P reports for only credit card vendors. Setup Steps If Using Separate A/P Credit Card G/L Account - When you install the update, the Accts Payable-Cr Cd account within the Company Info g/l accounts will be populated with the same g/l account as your current A/P g/l account. 1. Modify all vendor masters for your credit card vendors and check the new box on the first screen titled "Credit card vendor" as indicated above for all users who want to flag their credit card vendors. If you want to use a separate g/l account, continue on to the following steps. 2. Go into G/L maintenance and add a new g/l account- Accounts Payable-Cr cards. We suggest GL205, if you are not already using that account. Be certain to set this up as a Balance Sheet account. 3. Go into Company Information and change the Accounts Payable CR CD g/l account to the new g/l account which was just setup. This must be done for all units. 4. To get the correct beginning balance into the new g/l account, a journal entry may need to be made. Print the Vendor Open Invoice Report with the following checkboxes selected: Print credit card vendors & Print credit card vendors only. Do NOT print advances. The grand total on this report should be journalized from your current Accounts Payable g/l account (debited) into your new Accounts Payable-CR Card g/l account (credited). NOTE: Once you set up the new g/l account, anytime a credit card vendor is affected during Vouching, Vouch & Bill, Pay With Credit Card or Checkwriting, the new g/l account will be affected instead of the regular Accounts Payable g/l account. However, anytime the Advance on Purchases (G/L132) should be affected, G/L132 will still be updated. Page 5

6 Payables/Vendor (continued) Vendor Document Folders Vendor maintenance will allow you to store files/documents for each vendor. This may include graphic files, scanned documents, etc. The vendor s document folder may also be viewed/accessed within the order entry graphics tab. The main vendor document folder path of your choice will need to be set up within the General Info of Company Info prior to storing any vendor documents. Inventory Item Document Folders Item maintenance will allow you to store files/documents for each customer. This may include graphic files, scanned documents, etc. The item s document folder may also be viewed/accessed within the order entry graphics tab. The main item master document folder path of your choice will need to be set up within the General Info of Company Info prior to storing any item master documents. Interface Servers Automated Alerts The new alerts enhancement includes alerts for: Order Follow-Up Vendor Payments Required Customer Invoices Past Due Orders due to ship Quote Follow-Up Reorder Notices Daily Reports Low Drive Space No Time Outs Page 6

7 Interface Servers (continued) Automated Alerts (continued) Alerts are located in the ASI Fax/ /Alert server (formerly ASI Fax/ Server). To setup alerts for your company, select the button, Add/Edit Alert, from the ASI Fax/ / Alert Server window. Highlight a Template Alert and select the button, Create Alert from Template, or double click a Template Alert. The Company Alert window is opened. Input the necessary information. Click the button properties to change the frequency or comparison value for DISK or DBF alerts. SQL alerts are only available when Advantage is in use. Build your own SQL alert Template allows the power user to create your own Alerts. The SQL Alerts query can be modified for your company s specific needs. The ASI Fax/ /Alert window s Options allow you to select the functions that will be performed through the server. This allows your Company the ability to setup different workstations to handle Faxing, ing (excluding Alerts) and the Creation/ ing Alerts. As a default, the ASI Fax/ /Alert server will perform all three functions when the server is cycled or started. Page 7