Accounting Master Update for Version 14.2 Date: October 2014 From: MACC s Product Development Team Re: Version 14.2 Release The following enhancements have been made to the Accounting Master software application. Please take time to review these changes, which become effective with Version 14.2 of Accounting Master. This document provides an overview of the changes made and added functionality included in the latest version of the software. It refers to the changes by accounting Module, followed by a brief summary of the enhancements included in that Module. Accounting Master s online help has also been updated to include information on the latest enhancements. Please refer to the help documentation for an in-depth explanation of the enhancements included in this letter, or contact your MACC Accounting Master Software Support Representative. Web training sessions on these enhancements are also available. Table of Contents ACCOUNTING MASTER LOOK AND FEEL CHANGES.... 2 ACCOUNTS PAYABLE 4 ACCOUNTS RECEIVABLE. 5 BANK RECONCILIATION.. 6 CONTINUING PROPERTY RECORDS. 7 GENERAL LEDGER..9 INVENTORY. 11 PAYROLL 12 WORK ORDER...15 TAX. 16
Accounting Master Look and Feel Changes Several changes will be immediately noticeable with the release of Accounting Master 14.2 as they relate to the look and feel of the product. MACC implemented these changes to better serve our customers and to create a fresher, more efficient, and user friendly product. Suites A suite will bring like processes and maintenance tables together in a single, central location. Every suite will have a navigation sidebar listing all the possible screens within the database that can be docked into the suite s workable area. Selecting a screen from the navigation sidebar will create focus on that feature in the work space. Screens can be opened individually for use or can be opened as tabs across the bottom of the suite. Customization will allow you to hide certain screens from your navigation sidebar or set specific screens as the default for the suite. Full functionality of the screen will remain intact within the suite. Using a suite will limit the opening and closing of screens from the main menu to complete a task. It also provides a more complete look at the entire task, not just one step at a time. You ll find yourself using fewer clicks to get from one area of the database to the other using the suites feature. General Ledger Suite 2
Ribbon Navigation throughout the database can now be performed directly from a ribbon without having to use the main menu drop-down selections. Any screen accessible from the previous Packages, Reports, Tools, Window, and Help drop-down menu is now available from the database ribbon. Each module will have at least one associated suite on the ribbon for easy access to all processing and maintenance screens. Common processes and screens used on a more frequent basis will also appear on the ribbon. A custom section will be available from each ribbon tab to allow the addition of screens you frequently access to your workstation ribbon. Screens can be added from anywhere in the database making it easy to navigate to your most used functions. General Ledger Ribbon Additional Notable Look and Feel Changes The implementation of customizable database skins will give your database a unique style that fits your personality. With 40+ skins available, they range from a holiday theme to specific color themes. Skin management will be found under the File tab on the ribbon. The Sales Tab located in the database ribbon consolidates the Point-of-Sale and Accounts Receivable modules. The Materials Management Tab, located in the database ribbon, consolidates the Inventory, Work Order, and Continuing Property Record modules. Security for each module will still be applicable. Interface processing has moved to the General Ledger module and will include the capital credit check writing process, the capital credit advanced disbursement process, the CM refund check writing process, the billing JE import process, the cash receipt import process, the CABS import processes, and the chart of account export functionality. A new security role has been added to the database for History access (Payroll, Inventory, and Invoice). Only users with these roles will have access to the history screens. History access will be removed from all other security roles in the database, including AcctAdmin. All electronic document directory mapping will now be accessed from the Electronic Documents option under the Maintenance ribbon (or from Tools Utilities). 3
MACC will begin to transition icon images across the database into a new updated style. These icons will be noticeable on the ribbon in 14.2. The database icon for Accounting Master has changed and will appear differently on your workstation icon and your computer s toolbar. Accounts Payable Update Details of Open and Paid Invoices As Accounts Payable Invoices are coded and posted; and checks are written, it is sometimes realized after the fact that the initial GL coding was incorrect. The AP invoice screen has been updated to accommodate coding changes when applicable. Invoices in a status of new, open, hold, paid, or partial now have the ability to edit data from the detail information section. Users with the appropriate database rights will be able to unlock the invoice detail and make these changes. Updates can be made to the Detail Company, GL account, amount, debit, credit, work order, description, or suffix. This action will create reversing journal entries of the previously posted AP invoice and new journal entries reflecting the changes. Updated AP Search Screen The AP Search screen has been updated to display each individual invoice s general ledger detail coding. This new feature will give you a quick and easy look at the invoice information without having to generate a report or drillback to the invoice screen. To view these details, execute your search criteria to display qualifying invoices in the grid. From here use the treeview icon to the left of each record to expand to see the detailed coding of the invoice. You can also use the grid features to expand or suppress all details if applicable. Select the Report Type option of Detail to print the general ledger coding information on the AP Invoice Search Listing Report. The Report Type option of Summary will suppress the general ledger coding and print only basic invoice information. Display Remaining Balance in the Detail Information Section of the Invoice Screen A workstation preference to Populate the Difference in the Amount Field has been added to both the AP Invoice screen and the AP Recurring Invoice screen. When entering invoice detail information on either screen, as you tab through the Amount field, the system will populate this field with the remaining amount to bring the difference between the entered gross amount and the details to zero. This preference will save time as you will no longer have to manually enter the amount into this field. 4
From either screen, go to the Preferences icon on the toolbar to set the system to Populate the Difference in the Amount field. As a reminder, preferences are workstation specific and must be set at each computer. Additional Recurring Frequencies From the AP Recurring Invoice screen, and the Recurring Labor Entry screen, additional frequencies have been added to the Due Dates section of the screen. You can now set your recurring date frequencies based on the last day of the month, quarterly, or annually. For all three options, you may select to include weekends in the calculation of due dates. Print Check Approval Detail on the AP Payment Register and Customer History Reports An option to Print Check Approval Detail has been added to both the Payment Register and the Vendor Check Report accessed through Accounts Payable. If your company is using the AP Check Approval Process within Accounting Master, the approved by user name and approved date will appear on these reports when this option has been selected on the report criteria screen. If multiple approvers exist for a single check they will be listed accordingly. Accounts Receivable Late Penalty Processing Additional Calculation Methods The late penalty process within the Accounts Receivable module has been updated to accommodate multiple methods of calculation. Adding more calculation methods will provide greater user flexibility when determining the best method for your company. You can now select to process late fees on the unpaid principal balance only. This method excludes previously generated late fees from the qualifying balance during processing. The late fee can now be percentage based, split percentage based, or a flat fee. Additionally, automatic forgiveness is available based on a calendar month or rolling month. As a result of these new calculation methods, the late penalty process screen has taken on a new look. Qualifying customers and balances will appear in a grid where they can be reviewed and forgiven from the process, if necessary. From this screen you will create a list and post penalties. 5
Late Penalty Processing Screen Option to Post Payments in Summary An option has been added to the Accounts Receivable module to post payments in summary. Posting payments in summary will reduce the number of JE detail lines that will be coded to a cash account. This will benefit the bank reconciliation process creating a single deposit line for an entire AR payment batch instead of by each individual payment within the batch. This option must be turned on at the AR Company Options screen from the General Information package. Once designated as summary posting, the AR Batch Posting process will be changed to record a single cash debit line per cash account, per batch. Bank Reconciliation Universal Payment (Check) Register The Check Register accessed from the Bank Reconciliation module has been renamed to Payment Register. Both check and ACH payments made from a cash account can be viewed on the Payment Register Report. 6
Additionally, Check Register Report screens previously accessed from the Accounts Payable, Payroll, and Stock modules have been consolidated with the Bank Reconciliation Payment Register Report. Security for this screen will allow users with specific module level rights to generate reports based on the source of Accounts Payable, Capital Credits, CM Refunds, Stock, or Payroll with the ability to group combinations of different sources, as needed. Payment Register Reports Continuing Property Records CPR Link to Depreciation A direct and reportable link is now available between continuing property record detail items and fixed asset management depreciation records. This link will bond the modules together making it easy and accurate to see an asset in-service and its associated depreciation details. When actively viewing a CPR detail item, select the option to access Fixed Asset Depreciation. Accessing depreciation in this manner will create the link between records. Likewise, if reviewing an Asset ID from the Fixed Asset Management screen, select the CPR Master icon to access the CPR Master Detail record. The CPR/Depreciation Report has been added to the CPR Module to report on both the fixed asset details and their associated depreciation. This report will display depreciation setup as either Account Depreciation or Fixed Asset Depreciation. 7
CPR/Deprecation Report Criteria Screen CPR/FAM Validation Report The CPR Validation Report now has the ability to compare not only CPR records to their associated GL account, but also Fixed Asset Management Records (Depreciation). This report is designed to validate that records existing within the CPR module and the Fixed Asset Management Depreciation feature match back to the chart of accounts. This report can be accessed from the reports menu under General Ledger Depreciation or the reports menu under the Property Records module. As an additional option, this report can be set to auto-generate if either CPR or FAM records are out of balance with the general ledger during period processing. To include this report in period processing you must indicate that it be displayed from the General Ledger Options screen at the General Information package. General Information Vendor Maintenance Update Vendor default information can now be stored at the Company level. When associating default GL accounts, suffixes, etc., you can now have a specific relationship default per AP Company. Prior to this enhancement a single company could be chosen to store the defaults and all other AP Companies would have to be selected manually from the invoice screen. 8
As a result, the Vendor screen has been updated to display Contacts, Defaults, Terms Codes, and 1099 information in a subsequent tab at the bottom of the vendor screen. As you add new vendors to the system, select each respective tab and store pertinent information accordingly. The Term Code Copy screen has also been impacted by this change, making it more efficient to copy a term code from one vendor to several vendors within the database. Update Cash Balance Report As Of Date Adjustments to the Cash Balance Report criteria have been made. The printed report will now display all transactions entered through the As of Date instead of up to the As of Date. General Ledger CM Cash Receipt JE Post The cash receipt integration between Customer Master and Accounting Master now includes the transfer of security deposit payments as well as write-off payments. As these types of payments are created through Customer Master on a specific account, batches can now be assigned giving the payment an identity and the opportunity for automatic posting. Incorporated with the new interface options, the billing export/import process has also been updated. In Accounting Master you will access the import by going to General Ledger Interface Processing CM Cash Receipt JE Post or selecting the Billing Suite from the General Ledger Ribbon. The Cash JE Import screen will remain available for those companies that do not use MACC s Customer Master Product. From this screen select the CM Company number and the Export Batch Name to be posted. Cash Receipt Batch Names will only appear after the CM Company has been selected. Choose the Load button to find the cash receipt data. Every accounting company that has received payment data for the selected process will be displayed in the grid. Here you can edit the posting Period and/or Year. If changes are needed, select the Cash JE Edit button and then select a GL Company to populate the grid. Several fields can be edited from this grid including: GL account number, description, suffix, amount, and inter-company. If a company is selected in the inter-company Due To and Due From, entries will be created during the posting process. 9
CM Cash JE Post CM Cash JE Edit Inter-Company Functionality on JE Import A company column has been added to the JE Import format for optional inter-company importing capabilities. Importing journal entries through the Journal Entry File Import tool found at Packages General Ledger Journal 10
Entry has become a popular practice for many MACC clients. As a result, MACC has taken the import to the next level by adding optional features to create inter-company journal entries during the import process. To accommodate this feature, the JE import file format will now need to contain a company column. During the import process the system will attempt to map the company name from the file to a GL company or division within the database. A Company Mapping step has been added to validate that the file came across correctly and to allow you to adjust posting periods for each company, as needed. The remainder of the import process will continue to be the same: previewing, editing, and posting the entries. If inter-company exists within the file, the system will autogenerate the inter-company entries just as it does with all other processes within the database. Elimination Entries on Financial Report Viewer Use the Elimination Entries feature within the Financial Report Viewer to create elimination entries across your Accounting Master database. Elimination entries will not impact the general ledger and can only be entered through the Financial Report Viewer screen. The purpose of these entries is to shift values for the financial report viewer, typically associated to report codes containing more than one GL Company. Elimination entries may be used in the instance where a parent company either directly or indirectly controls a majority interest of a subsidiary company. As a result consolidated financials with elimination entries present the results of operations and financial position of the combined entity. Separate accounting records are kept for each company, but not for the consolidated entity. To determine the consolidated amounts, the amounts for the individual affiliated companies are added together. Elimination entries are made to remove the effects of intercompany transactions. Elimination Entry Screen 11
Print JE Option from the Journal Entry and Cash Receipt Screens A print option has been added directly to the Journal Entry and Cash Receipt screen for easy access to the Search Listing Report. This feature will allow you to manage and print copies of a specific journal entry as they are saved to the database. The report is identical to the printed report displayed from the search screen. To enable the printer icon on the screen, select a saved journal entry or cash receipt entry. Journal entry comments will print on the report if the Print Comments checkbox is flagged on the Journal Entry Search screen. If applicable, a preference is available from these screens to Hold Newly Added Entries. Allow Updates to Journal Entries (or Cash Receipts) after Bank Reconcilation After completing bank reconciliation, if edits need to be made to a detail line on a Journal Entry (JE) or Cash Receipt Entry (CR), users can do so accordingly. Previously, once a detail line was reconciled through bank reconciliation the entire journal entry (cash receipt entry) was disabled from editing. Now only the specific debit or credit to the cleared cash account will be disabled, all other non-cash related accounts can be changed as needed. Inventory Grid Filter Option on Inventory Reconcile Post Screen A filter has been added to the Locations grid of the Inventory Reconcile Post screen. Whether you are reconciling several locations or a single location use this grid filter to narrow the results of your location search. Use the Select column header to select all or deselect all locations in the grid. Payroll Option to Save or Display PR Cycle Process Reports Payroll Cycle Processing presents several reports for review during each step. Some reports hold higher priority for your company than others. To assist with organization and efficiency, MACC has added a new option to control which reports are displayed and/or automatically saved for future reference during this process. If you wish to automatically save Payroll Reports during cycle processing you must first establish a Save To Location. This is done at the Payroll Company screen from the General Information package. Here you can turn on the feature to Save Payroll Cycle Reports and select whether to save these reports internally in the AM documents database or externally to a directory of your choice. The Payroll Cycle Report Save Options screen has been added to the Payroll Cycle Processing toolbar to establish your company s preferences. Each payroll Step will be listed with its associated Report Names. Initially all reports in the process will be selected to Display during cycle processing. If your company does not use or wish to see a specific report, remove the display checkmark. Likewise all reports in the process will be deselected to Save during 12
cycle processing. If your company wishes to save a specific report for future reference, place a checkmark in this column. Reports saved externally will be accessed from the selected directory outside of Accounting Master. Reports saved internally through the documents database can be accessed from the Payroll Reports menu through the Payroll Cycle Report Viewer screen. All reports will be saved in a PDF format. Payroll Cycle Report Save Options Screen 13
Payroll Cycle Report Viewer Screen Combined Contribution Column on the Payroll Tax Summary Report The Payroll Tax Summary Report and Payroll Tax Report by Tax Type now have a final column for Combined Contribution. This data will represent a combined total of employee tax withheld and employer tax accrued. Update Special Pay Process from PR Cycle Process Screen The Special Company and Employee Selection screen has been updated with grid selection options. A special payroll can be processed independently of a regular payroll when an occasion arises where a check for one or two employees must be cut separately from the rest of the company. Using the special run type will only be necessary if labor has been entered for more than just the individual(s) that need to be processed. Print Report Totals on NTCA Savings Plan Report An option to Print Report Totals has been added to the Results screen of the NTCA Savings Plan Report Wizard. As a result, the printed report for your company records will a have final total line adding all applicable information for the range of employees. Additionally, the Results grid can now be filtered giving you the ability to run the report on specific employees or departments within your company. Additional Recurring Frequencies From the Recurring Labor Entry screen and the AP Recurring Invoice screen additional frequencies have been added to the Due Dates section of the screen. You can now set your recurring date frequencies based on the last day of the month, quarterly, or annually. For all three options, you may select to include weekends in the calculation of due dates or not. 14
Work Order Work Order Close Process Accounting Master s Work Order Close Process has been updated to include more efficient functionality allowing you to easily and quickly identify work order information and edit close account details. As part of this upgraded functionality, the close process has been redesigned to take you through the steps necessary to close a work order. You will still have the option to close work orders with or without closing entries as it best fits your practices. Additionally, work order close account information can still be entered from each source screen as journal entries are coded to a work order. After selecting the work order(s) you wish to close, a series of validation reports will be displayed highlighting any errors that may be present and need to be resolved before the work order close process can be completed. The Edit Closing Accounts screen will allow you to update close information on a single row or multiple rows, copy close information from one detail to another, apply default close accounts, drill-back to the journal entry source, access the Work Order Analysis Report, and view attachments associated to the work order. If no errors exist you may review and/or update accounts as needed and proceed to the Post Closing Entries step of the process. Close Work Orders Edit Closing Accounts Screen 15
Tax New Tax Process Platform for 2014 Year-End and Beyond New tax processing functionality will be introduced in this release. All W-2, W-3, State, 940, 941, 1096, 1099, etc. forms will be available through a single tax selection screen within Accounting Master. Processing, printing, and e- filing tax information will be completed through integration with Aatrix Software. All tax processing and reports will be accessed from the Tax Forms and efiling screen in Accounting Master. With the appropriate security this screen will be available from the Accounts Payable, General Ledger, Payroll, Stock, and Maintenance ribbons. From this screen you will select the Company to process along with the Form Type of Federal or State. A Form Name drop-down will contain the available and up-to-date forms based on the Form Type selection. Additional Date Range selections may be needed depending on the type of form chosen. Select the Create New Form button to generate your data. If reviewing previously processed forms, select the View Existing Forms button. Note, upon entry into the screen, updates may need to be run to get the most up-to-date forms. Tax Forms and efiling Depending on the form, additional prompts may appear to confirm all necessary tax information. A complete review, edit, print, and file process will be available through the Accounting Master Tax Reports process. Highlights of this process include: 16
The W-2 employee grid and the 1099 grid will display your entire relevant W-2 employee/1099 recipient data in an Excel like grid with columns and rows of information. The columns correspond to the boxes on each respective form. The grid performs several data verification steps to ensure you have the correct W-2/1099 information and to avoid rejections by Federal and State agencies. Once you have completed reviewing all the information in the grid and have passed all the error checking you are ready to begin preparing for the processing of your W-2s/1099s. o Complete efile Service allows you to efile all of your W-2s/1099s with Aatrix including: Print and Mail Copies (employee/recipient) File your Federal forms to the SSA File your State and Reconciliation Forms Online W-2s - available for all Employees and e1099s available for all Recipients o Or pick one or several of the following options: (i.e. You may want to print your employee W-2s, but efile your Federal and State W-2s) Self-Print my Forms (Employee W-2s and Recipient 1099s) efile Federal Forms efile State and Reconciliation Forms Print Federal Forms Print State and Reconciliation Forms Print Employer and Payer Copy Once you are complete with the process filing wizard the FormsViewer displays and allows you to review and print a copy of each form that will be filed. Once you have reviewed and/or printed copies in the FormsViewer, the efile process begins. This process will require you to enroll through the Aatrix Software at https://efile.aatrix.com/. For complete tax processing functionality please contact your Accounting Master Software Support Representative. 17
W-2 Preparer 18
941 FormViewer 19