ProfitMaker to ASI Smartbooks Report Cross References

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Raymond York
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1 ProfitMaker to ASI SmartBooks Report Cross Reference Table of Contents ProfitMaker to ASI Smartbooks Where Do I Find?: Open Orders Report 3 Book/Billed Order Comparison 3 Order Costing Report 3 Monthly Booked Orders Report 4 Monthly Billed Orders Report 4 Product or Line Item Code Summary Report 4 Source Code Summary Report 4 Credit Memo Report 5 Open Invoice Report 5 AR Ageing or Open Receivables Report 5 Customer Sales Report 5 Sales Tax Report 6 Sales Tax Jurisdiction Report 6 Customer Contact Report 6 Vendor Contact Report 6 Vendor Cash Requirement or Vendor Open Invoice Report 6 Vendor Cash Requirement Summary 6 A/P G/L Distribution Report 7 Vendor Purchase Comparison Report 7 Page 1

2 ProfitMaker to ASI SmartBooks Report Cross Reference Table of Contents Monthly Payments Report (listing of checks written) 7 Monthly Deposits Report (listing of payments received) 8 Salesperson Open Commission 8 Salesperson Paid in Full Open Commission Report 8 Invoices Billed, not paid by Customer 9 Systems Checks & Balances for AR 9 Systems Checks & Balances for AP 9 Systems Checks & Balances for Commission 9 Page 2

3 Open Orders Report Where: Customer- List- Orders Explanation: This is a list of all orders that have a status of Open. The status does not close automatically and can be closed as deemed appropriate for the way the business operates. The order is still fully available to use and can be re-opened if necessary. Steps: Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time it is used. Book/Billed Orders Comparison Where: Not available at this time in one report Explanation: The same information can be pulled through separate Orders and Invoices reports. Steps: Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time it is used. Order Costing Report Where: Order-List-Costs Explanation: This report is meant to be used as a tool to make sure that costs are being correctly updated on the orders. This can assist in balancing or reconciling the balance sheet holding accounts for merchandise or freight. See Recommended Reports to Review for balancing assistance in the document. Order Costing with Invoice Variance is available by changing the Lists view. This list shows which invoices have costs that need to be adjusted to ensure all vendor costs are accounted for. This is an important list for those customers who are using an asset account during Bill-Apply and those that are paying commission based on gross profit. The Order Costing with Invoice Variance list shows those orders that have been invoiced with costs listed that do not match the vendor s costs applied to the order. Steps: Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time it is used. Page 3

4 Monthly Booked Orders Report? Where: Customer- List- Booked Explanation: This is a list of all orders booked (entered) into the system. Determine for what date range of information is required. Steps: Change the date selector to This Month or Last Month depending on the time frame desired to see. Select a custom date selector and enter in the beginning and ending dates if desired. Review the tools and controls for assistance in other format and printing options. Monthly Billed orders Report? Where: Customer- List- Sales Explanation: This is a list of all orders invoiced in the system. Determine the date range of the information desired. Steps: Change the date selector to This Month or Last Month depending on the time frame desired to see. Select a custom date selector and enter in the beginning and ending dates if desired. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Product or Line Item Code Summary Report? Where: Not available at this time Source Code Summary Report? Where: Customer- List- Sales Explanation: This is a list of all invoices in the system. Determine the date range for the information desired. Steps: The source from the customer resource is available to be added to the column headings. Add this to the list through the tools option. Also, select grouping to produce a list grouped by the customer source code. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Page 4

5 Credit Memo Report? Where: Customer- List- Sales Explanation: This is a list of all invoices in the system. Determine the date range for the information desired. Steps: Change the date selector to This Month or Last Month depending on the time frame desired to see. Filter the invoice amount to show only invoices below zero dollars. These invoices will be the credit memos if entered as negative invoices into the system rather than change an existing invoice and reprocessing. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Open Invoice Report? Where: Customer- List- Invoices Explanation: This is a list of all Invoices. Filters can be set to that only open invoices show here. The status of open or close is updated by each business based on what that company views as open or closed. The invoice is still fully available and can be re-opened if necessary. Steps: Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. AR Aging or Open Receivables Report? Where: Customer- Collections- Receivables Explanation: This will provide a listing of all open receivables. There is a default list created already to show this list Grouped by Customer. Steps: To reformat the list to show more of an Aging report, a filter can be set on Age, Past Due or the Due Date column to pull only the invoices that meet certain criteria. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Customer Sales Report? Where: Customer- List- Sales- Sales by Customer Explanation: This is a list of all invoices in the system. Determine what date range of information is desired. Steps: Change the date selector to This Month or Last Year depending on the time frame desired. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Page 5

6 Sales Tax Report? Where: Vendor- List- Payables- Lists- Sales Tax Payables Explanation: This is a listing of all the payables that have been posted by the system during the Invoice process option. This list should be used to determine the total amount of sales, taxable and non taxable, and can be of great value when filling out sales tax reports. Steps: This report can be grouped by tax code vendor if there is more than one entity that the business will need to pay sales tax to. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Sales Tax Jurisdiction Report? Where: Not available at this time Customer contact report? Where: Not available at this time Vendor contact report? Where: Not available at this time Vendor Cash Requirement or Vendor Open Invoice Report? Where: Vendor- List- Payables Explanation: This report will give a complete listing of all vendor bills that have been entered through Bills-New and have not yet been recorded as paid through Bill-Pay. Steps: The date selector can be changed so that only invoices meeting a certain date criteria show. This would be an equivalent to selecting invoice due on or before a specific date. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Vendor Cash Requirement Summary? Where: Vendor Bill- Pay Explanation: This shows a summary list of each vendor's open payables in aged columns. This list can also be printed. Page 6

7 A/P G/L Distribution Report? Where: Accounting- Ledger- Transactions Explanation: This report needs to be built (created) through a ledger report. Exactly how this is formatted will depend on what it is to be used for. Steps: To filter the ledger to an A/P GL distribution only, start with the List Transactions Grouped by Account. Set the filter for source to Bills-Apply. This will show only those transactions that have been entered through the Bills- Allocated option. However, this will not show transactions that were entered through a ledger entry. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Vendor Purchases Comparison Report? Where: Vendor- List- Purchases- Lists- Purchase by Vendor Explanation: This report is a listing of all purchases (Bills New) and Sales Tax and Commission liabilities posted by the system. The Purchased by Vendor list is already formatted to break down each vendor by year and month. Steps: Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Monthly Payments Report (listing of checks written)? Where: Accounting- Banking- Check Register Explanation: The check register is a listing of the increases and decreases of a specific ledger account- in this case, a cash account. Steps: Filter for check number greater than 1 and set the date selector for either This Month, Last Month or a custom date range depending on what report is desired. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Page 7

8 Monthly Deposits Report (listing of payments received)? Where: Accounting- Banking- Check Register Explanation: The check register is a listing of the increases and decreases of a specific ledger account- in this case, a cash account. Steps: Filter for source equal to Receipts-Deposit and set the date selector for either This Month, Last Month or a custom date range depending on what report is desired. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Salesperson Open Commission Report? Where: Supervise- Salesperson- Open Commissions Explanation: The default view for this is to list all the open commissions already sorted and grouped by salesperson. These would include commissions calculated and posted by the system at the time of processing invoices or those that are entered manually through Bills- New. Steps: This report will show all open commissions as well as if the commissions have been paid in full by the customer or not. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Salesperson Paid in Full Open Commission Report? Where: Supervise- Salesperson- Open Commissions ProfitMaker to ASI Smartbooks Explanation: The default view for this is to list all the open commissions already sorted and grouped by salesperson. These would include commissions calculated and posted by the system at the time of processing invoices or those that are entered manually through Bills- New. Steps: This report will show all open commissions as well as commissions paid in full by the customer. Filter the Paid column to show those equal to Full. Adjustments to the filter may have to be made if some commissions are being entering manually and they are appearing as N/A. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Page 8

9 Invoices Billed, not paid by the customer? Where: Supervise- Salesperson- Open Commissions Explanation: The default view is to list all the open commissions already sorted and grouped by salesperson. These would include commissions calculated and posted by the system at the time of processing invoices or those that are entered manually through Bills- New. Steps: This report will show all open commissions as well as commissions paid in full by the customer. Filter the Paid column to show those not equal to Full. Adjustments to the filter may have to be made if some commissions are being entered manually and they are appearing as N/A. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Systems checks and balances for AR? Where: Customer- Collections- Receivables Explanation: This is a listing of all Receivables. Steps: To get a breakdown of the various types of receivables, this report can be grouped by type. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. System checks and balances for AP? Where: Vendor- List- Payables Explanation: This is a listing of all payables. Steps: To get a breakdown of the various types of payables, this report can be grouped by type. See the Recommended Reports to Review for more information on balancing or reconciling. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. System checks and balances for Commission? Where: Supervise- Salesperson- Commissions Explanation: This is a listing of all commissions shown as a liability. ProfitMaker to ASI Smartbooks Steps: See the Recommended Reports to Review for more information on balancing or reconciling. Review the tools and controls for assistance in other format and printing options. Remember all changes made to these lists can be saved as a new list so formatting will be in place for the next time. Page 9

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