Frequently Asked Questions
System Manager
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How can I set up additional report profiles in IP?
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Can I print part of a report? If so, how do I do it?
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How can I schedule a report to run every morning before working hours
so that it is ready when I arrive?
General Ledger
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How do I maintain the current budget as well as forecasts?
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How do I create my subsequent month reversing entries?
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How can I go on to the next year without closing the prior year?
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How do I close my year?
- Will the system
automatically create and post the year end closing journal entry?
- We have just started a
new fiscal year. When I try to view vendor invoice detail, why do I get an
error message that says the accounts are not set up as valid accounts?
- How do I setup new
accounts for the new fiscal year? Also, can I run this several weeks prior to
the actual new fiscal year?
- When does the
income/revenue get posted to the General Ledger?
Accounts Payable
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How do I assign vendor numbers?
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How do I enter manual checks after the fact?
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How do I void a check?
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How do we find out how much we've paid a vendor over a period of time?
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Can I change an existing invoice?
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Can I delete an open invoice?
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How do I keep Accounts Payable in balance with the General
Ledger?
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How do I prepare a list of outstanding Accounts Payable for the auditors at
the end of an accounting period?
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How can I find the problem if APOPENP does not balance to the GLU?
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How do I clear (process) open accounts payable invoices and credits that net
to zero?
Accounts Receivable
- My
system was not converted. How do I set up my customers and their opening
balances?
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Can I use my bank deposit slip as the
basis of my cash receipts entry?
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How can I post "on-account" cash if
there is no document to which to apply the payment, as is the case with
prepayments for goods and services?
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How do I "clean up" my Accounts Receivable detail of the on-account
cash amounts which have not been matched with payments?
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Can I delete an incorrectly applied payment?
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How do I update the information on CRH, the customer credit history
screen?
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We track Accounts Receivable from affiliated companies in a different General
Ledger control account than is used to track normal trade customers. How can
I continue doing this and still be able to balance the daily aging report to
the General Ledger?
- How do I run an ARAGING report for a previous account period that balances to
my General Ledger?
- How do I run a report showing only those customers with over due balances?
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What is the purpose of the "Future Periods Excluded
Balance" total when I run ARAGING with a cutoff date?
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How do I print out a customer's payment history?
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Why are there asterisks (*)
in the tax code column on the ARSLSTX (Sales Tax) report?
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How do I set up a new customer that has multiple ship-to locations?
Job Cost
- On
the job header screen I see classification of costs and revenues as INSIDE
versus OUTSIDE. What do these mean and how do I use them?
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What is BID used for on the job header screen?
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How can I move erroneously entered amounts from the wrong job to the right
job?
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What is the purpose of EST COMP DT (Estimated Completion Date) on the JCH
screen?
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We track employee time spent on projects but do not bill our clients based on
the time charged to a job. How should we set up our job headers and when, if
ever, should we run JCTMINV with the update/post option?
Purchase Order
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How do I set up a vendor record ir a vendor's shipping address is different
from the billing address?
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How do I find which vendor(s) sell a specific part?
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Which report do I run to list purchase order receipts?
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Which report do I run to list open purchase orders?
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How do I find discrepancies between purchase orders and A/P invoices?
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How do I print a purchase order?
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When do I create a new A/P entry in POR?
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How do I assign vendor numbers?
- How do I edit a purchase order receipt that has been received?
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Can I receive a quantity greater than the quantity that was on the purchase
order?
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How do I cancel a purchase
order that has not been fully received?
Customer Order
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Where do I make changes to the message printed on the CO030R (Customer Order
Invoice Print) report?
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How do I make changes to
the CO030ct.txt file?
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How do you set up a new customer that has multiple ship-to locations?
Inventory Control
- How do I find out the
total on-hand amount for a specific part?
- What are the necessary
steps in order to create a kit?
- Why is the cost field
wrong for certain parts in PFM?
- An over-shipment was
sent to a customer, who returned the over shipped item. Do I need to make an
inventory transaction adjustment?
- How do I use a wild card
search in order to find a part by a partial description?
- How do I change the
stocking unit of measure once a part is active?
Physical Inventory
- How do I freeze
inventory?
- Which report do I use to
print the inventory count worksheet and tags?
- How do I check for
variances between the physical inventory count entries and the inventory
amounts in the system?
- How do I post inventory
count entries?
- Why is there an asterisk
(*) displayed next to the Count field on the PIE screen?
Event Scheduler
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When do I need to balance, or finalize a course?
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What finalizes a course?
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How can I make changes to a finalized event?
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Why do I get an error message when I try to transfer a participant to another
event?
System Manager FAQ
Scenarios
1.1 Your system was delivered with
a standard set of report profiles. It is possible to set up additional profiles
for reports you run often. This way you can choose the profile and not have to
start with the standard release profile and continually have to re-enter the
parameters. Examples of this exist for the GLDTLS report. This report is
installed with 2 different sets of defaults.
1.2
Determine the values for the default parameters of the new profile you want to
set up.
1.3
Select a profile letter. Using an existing profile, as the model, select each
record using DTF and add the profile letter to the record. Save it using CP, not
F6 (this saves the original file and saves the new one, too).
1.4 Test the report to see that you get the
expected results.
2.1 The skip function
(SK) in SPL allows you to print a portion of a report by allowing you to create
a new print file from the existing print file by skipping a number of lines or
pages from the beginning of the report.
NOTE:
You may wish to view the report first to
determine the page number or line number to skip. When viewing the report, the
line count can be found in the upper left hand corner next to the word LIST.
2.2 After transferring
to SPL, the print function from the main menu, enter SK in the CTL field. When
asked to enter the number of the report, enter the line number to the left of
the report you wish to skip part of.
2.3 After the line
number is entered, the File Reprint screen is displayed. Enter either the number
of lines to skip in the SKIP COUNT field or the number of pages to skip in the
PAGE COUNT field and press F6 to process the request.
2.4 IRESS creates a new file from the
existing file and labels the new file SPLS2. That file can be printed or viewed
like any other spooled file.
3.1 The background
scheduler allows for scheduling of programs to run without user intervention on
selection of frequencies - daily, weekly or monthly.
NOTE:
If the program you wish to run needs a
different set of parameters each time it is run, then use the scheduler to enter
a different job for each set of parameters required. If the parameters do not
need to be changed, the above technique will work.
3.2 After entering the
program name in the PROGRAM field on BAC and completing the parameters' pop-up
window, schedule the job to run on a job queue. After entering the date and time
for the first execution of the job, enter the proper code for (D)aily, (W)eekly
or (M)onthly.
General Ledger FAQ
Scenarios
1.1 The GLU master
screen carries monthly budgets for all accounts. These budget entries can be
entered and edited as desired.
1.2 Using the GLB
function allows storage of a second budget/forecast for each account. This
second budget/forecast is available for reporting using GLDEF reports.
2.1 In order to create
the reversing entries from GLE's with an R flag, you must run the background
process GLREV. Use the period into which the entries are to be reversed as a
parameter.
NOTE: It doesn't matter if you
accidentally run this more than once, as you can only reverse entries once.
3.1 In order to begin
processing, including AP and AR, a new set of GL Master records must be created.
In order to do this, you need to do the same steps as closing year (see scenario
4) EXCEPT the amount posted will not be net income/loss for the year, but the
net income (loss) as of the time you run GLCLOSE S. The amount will have to be
adjusted later and GLCLOSE S needs to run again. Create an entry as described
in scenario 4 for the amount equal to the net income/loss to the point in time
when the entry is made.
NOTE:
NEVER run GLCLOSE S without posting a
net income entry.
Back to
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4.1 Make sure all
journal entries are completed and financial statements are printed.
4.2 Print a GLCLST in
order to make sure that all accounts are properly designated as Balance Sheet
(Y) or Income Statement (N).
4.3 Run either a GLTBAL
or GLSUMS report for income statement accounts only and for balance sheet
accounts only. The two report totals should equal and should be the same as net
income for the year.
4.31 If a General Ledger master account
doesn't exist for "net income/loss," create an income statement account. This
account is used for posting the offsetting entry posted to retained earnings
for net income for the period.
4.4 Do a journal entry using GLE to affect
retained earnings and to affect the account above for the net income for the
year.
NOTE: Do NOT make an entry to each
profit/loss account as comparative numbers will be adversely affected.
4.5
As a final check, complete the 4.3 step again. The report totals should now
equal zero.
4.6
Run GLCLOSE S with the parameters for the new year to be set up.
4.7 Change the accounting period in Table 29
to the new year.
5.1 Yes,
the system will create and post the year end closing journal entry, only
if you set up the retained earnings GLU entry with the Funds S/A field coded "T"
(Retained Earnings Auto Close). This will set the Retained Earnings G/L account
as the "auto close" account. IRESS will automatically generate and post the year
end closing journal entry when you run GLCLOSE.
The other side of the
entry is to account 9999-99999. If the 9999-99999 account does not exist, a
message is displayed and the entry is not booked.
The journal entry
reference number assigned to the entry is $PAL$CCYY where CCYY is the year being
closed. It is posed to period 12 of the closing year.
If a year is reclosed and
the closing journal entry was done by GLCLOSE, the original journal entry is
unposted and a new journal entry is posted.
6.1 If
your company has just started a new fiscal year, then you need to run GLCLOSE S
to close out the year and set up the accounts for the new fiscal year. Once this
is done, the error should no longer occur.
NOTE: Keep in mind
that you need to run GLCLOSE S without the clear options.
This error occurs if an
attempt is made to look at current or future periods and the account(s) are not
set up yet, usually at the beginning of a new fiscal year.
7.1 To
setup new accounts for the new fiscal year, run GLCLOSE S without the
clear options.
7.2 This
report can be run up to 2 months prior to the actual new fiscal year.
When you are ready to
close the year completely (all necessary report have been run, etc.), the
GLCLOSE S program can be re-run in order to post the proper balance forward
totals. Refer to FAQ 4 on page 8-130 in the General Ledger User Manual.
8.1
Sales (income) for all products, including training income/revenue, are posted
to the General Ledger once the orders have been invoiced.
GL accounts:
8.2
Accounts Receivable receipts and cash-with-order get posted when the A/R batches
are closed. Regular A/R batches can contain a mixture of cash, checks, credit
cards, etc. However, cash-with-order will always go into a separate batch and
will be posted when that batch is closed.
GL accounts:
8.3 For
deferred income, a query could be run each month that would give future revenue
so it could be backed out from the current month's revenue. Then each month
reverse the previous month's adjustment.
Future revenue includes
events not yet active, whether the events are finalized or not finalized.
Accounts Payable FAQ
Scenarios
1.1 In IRESS, vendor numbers are assigned
according to a scheme selected by you. Some users assign vendor numbers
numerically, keeping a manual log of numbers assigned. Other users arbitrarily
divide the alphabet and the available number sequences to assign set sequences
to letters. Since there is a user defined alpha search if the vendor number is
unknown, this method is only for convenience. If the sequence method is used, a
numeric vendor list can be placed somewhere in the office where all users who
need to assign vendor numbers have it available. Then, when a new number is
needed, the name and number can be written in the list as assigned. The vendor
list then should be run periodically.
Manual checks are defined
as handwritten checks, whether the invoices for which the checks are being
written for are already entered in IRESS or not.
If the invoices are
already on IRESS, then recording the manual check involves only updating the
invoice record in APE and posting the check.
2.1 Locate the invoice
record and bring it up in APE.
2.2 Move the cursor to
field 08, Manual, and enter Y.
2.3 When the cursor
moves to Check # and Date, enter the manual check number and date.
2.4 F6 to move to the
CTL field and F6 to update.
2.5 If the invoices are
not already on IRESS, use the ordinary method to enter the invoices, but
complete Manual as Y and Check # and date.
You may want to process
the manual checks for a period (week or month) in one group with one register
and one journal entry posting the manual checks. In order to accomplish this,
use a due date for each of the invoices which are earlier than any of the due
dates for other open invoices. Then, run the APPREG report with the due date
entered on each invoice. After reviewing the APPREG to verify the manual checks
are listed (or changing due dates on other items to a date after the due date
for the other manual checks and re-running in APPREG) run APLSRCK. No checks
will be printed, since all the checks in the run were already issued manually.
Next, run APRGSTR. APRGSTR gives you a report of the manual checks. Finally, run
APPSTS. APPSTS posts all the manual checks.
You can update Accounts
Payable and General Ledger records as well as 1099 totals by using this
procedure to void checks.
3.1 In order to void a
check, enter a new Accounts Payable invoice for the same vendor in the
accounting period in which you want the void to appear. The invoice item as well
as the distributions must be entered with the reverse sign of the original. You
also have the choice of summarizing all the invoices appearing on the original
check into a single invoice or entering each invoice separately. You must
answer the 1099 options in the same manner they were answered when the original
invoice was entered.
3.2 Each invoice must
be entered with the status of VO (void). This causes the cursor to skip to the
Manual/Void field in which a V is entered. The check number and date entered
should be the same as the original check. The due date should be entered as the
current date.
The next time
APPSTS is run in the normal processing sequence, all the voided items are
changed to a status of PV. Totals appear on the check register for the voided
items. Check reconciliation items appear for the items after APPSTS is run.
4.1 The APVARPT report
allows you to list total payments for a vendor or group of vendors by two
different methods. The first method makes it possible to list the invoices
according to the accounting period in which they were entered. The second method
lists the invoices according to the date the check was written. Either report
method can be run for a range of dates.
5.1 Only open,
unpaid invoices can be changed. Further, accounting distribution changes can
only be made for open, unpaid invoices which are coded for the current period or
a future period. The accounting period for an invoice cannot be changed under
any circumstances. See Can I delete an open invoice?
6.1 Once an invoice is
entered and updated, it cannot be deleted. If you find that an invoice is in
error or a change needs to be made to an invoice in a prior period, the invoice
must be put in a CA, canceled status. This status removes the invoice from the
open payables list. However, it does NOT remove or reverse the accounting
distribution (and Job Cost distribution) of the invoice.
6.2 In order to reverse
the accounting distribution of a canceled invoice, it is suggested that a second
invoice be entered with an invoice number similar (perhaps by entering a suffix
letter at the end of the invoice number) to the first invoice so that the two
invoices can easily be found together during invoice browsing. The invoice
should be entered with an amount in the opposite sign as the invoice which was
already canceled; with the account distributions in the opposite sign also.
6.3 After all the
distributions have been entered, press F6 to go to the CTL field and then move
to the Status field. Enter CA to change this invoice to canceled status. Then,
the original invoice is canceled and the accounting distributions of other
original invoices are effectively reversed.
7.1 In order to keep
the Accounts Payable open items in balance with the General Ledger control
account (the account which appears as Accounts Payable on the APE screen), it is
important you establish a daily balancing procedure which is reviewed
periodically for accuracy. Each day, after all processing for the day is done, a
log should be completed with the following information: prior day ending balance
in Accounts Payable, added Accounts Payable transactions, total checks written.
7.2 The total
transactions entered are available by running APTRNS for the current day. The
balance of this report should equal the total of the adding machine tapes,
(separately prepared), of all the invoices entered for the day. Total checks is
available from the check registers (APRGSTR). An APOPENP report should be run.
Then, use GLU to look up the final balance at the end of the day in the Accounts
Payable account. This final balance must equal the calculated balance and the
APOPENP report.
8.1 Use APOPENP with
the CLOSE option. Running the report with the CLOSE parameters for the end of a
period recreates the list of invoices open at the end of a month. This is
accomplished by including all items open at the end of a month for which checks
have subsequently been written (and therefore the items are no longer on the
normal APOPENP run at the end of the day). The resulting report should balance
exactly to the ending balance in GLU for the period run.
9.1 Check the GLU to
make sure journal entries not accounted for in the APOPENP are not included. Run
APCANS to see that all canceled APE entries have an offsetting canceled APE
entry.
There are three ways to
clear (process) open accounts payable invoices and credits that net zero.
10.1 For Items that net
to zero that you wish to process, set the due date for those items to a date
that causes only those items to be selected by the APPREG program. Run APPREG
and review its report to be sure that it contains only the items you wish. Once
the APPREG report is the way you want it, run APRGSTR and APPSTS. IF you wish
to have a document to file, like a check copy, you can run APLSRCK. When
running these programs, remember that the check date is really the processing
date and the check number is really an internal processing number.
10.2 In a regular check
print run, include items that net to zero that you wish to process with the
invoices you are going to pay by setting their due date equal to or earlier than
the due date for the run. Run APPREG and review the report to be sure it
contains only the invoices and credits you wish. Then run APLSRCK, APRGSTR and
APPPSTS. You will print a voided check for any checks that net zero. (Be sure
to pull these checks to avoid mailing them.) Voided checks that are printed are
not added to the check reconciliation file.
10.3 Cancel the
accounts payable item by selecting the item in the APE (Accounts Payable Entry)
function and changing its status to ‘CA’ (cancel). This has no effect on the
general ledger. You must be careful to cancel all the items that result in the
net of zero. Otherwise, you might cut a check in error or have a credit
outstanding in error.
Accounts Receivable FAQ
Scenarios
1.1 First, set up your
customers.
1.1a The first
customer record to be set up is always the bill-to customer (the main billing
address). The bill-to number and the ship-to number are the same for a
customer bill-to record, which means the bill-to record links to itself.
Ship-to records are then linked to the corresponding bill-to record. Keep in
mind that in order to set up a ship-to record, a bill-to record must
already exist.
1.1b A customer
number (ship-to or bill-to) is 9 alphanumeric characters long; this means the
customer number can include letters and numbers. The customer number is
divided into 3 parts, X-XXXXXX-XX.
For example, the ABC
Company is assigned the following customer number: A-ABC -00. This customer
number represents ABC Company’s main billing address (the bill-to).
1.2 Using CUF, set up
each customer.
1.3 Second, enter the
items comprising the open balance for each customer.
1.3a You will need to
use the last detailed aging report which you have from your prior system as a
starting point. Mark the aging with the new numbering system for each
customer.
1.3b When you have
marked all the customer numbers, count the number of open items on your
detailed aging report. This total will become the number of documents for an
AJ type batch. The total of the aging will become the batch amount for entry
of the open items.
Each
transaction must be entered with a General Ledger distribution. Decide what
account to distribute all these beginning balance entries to. Most often, users
select the main AR account so that both the debit and the credit from each entry
affects the same account. You can also use an exchange type account expressly
for this purpose which would serve to isolate any difference created on entry in
order to quickly fix them.
2.1 If
your company procedures require that the bank deposit be made prior to the
posting of cash receipts against a customer account, then use the bank deposit
slip as the batch control for your cash receipts entry. Have the person making
the deposit make copies of all the checks and other documents which can then be
used as the basis for posting the receipts.
The ARDEP report
can be used as a deposit slip if cash is posted to AR prior to deposit. After
the batch is finished and closed, run ARDEP for the batch and attach it to the
checks and other remittances in accordance with your procedures.
3.1 From an open PY
cash batch, use the ARC type payment entry screen to complete the fields at the
top of the screen (customer, amount, type, CC#, etc.). With the cursor in the
CTL field, Press F6. This allows you to enter a comment. This comment helps
identify the account payment so that it can be identified later when you want to
match it with an invoice.
4.1 From an open PY
batch, use the ARC type payment entry screen to display the transactions for the
desired customer. Complete the entries at the top of the screen (customer, type)
but make the amount 1, since you will be applying a positive amount against a
negative amount with the negative effect of 0. You should also use a naming
convention of the check number, so you can easily locate this check at a later
time (in ARS search). Then, assuming the transactions you want to match are
equal and opposite to one another, move the cursor to the line of the first
item. In the payment field, enter the amount of the item to be matched. In the
comment field, enter a comment to identify the transaction. Move the cursor to
the line of the matching item and enter in the payment field the amount to be
matched. The amount field at the top of the screen will be 0.
6.1 If the batch in
which the payments has been applied is still open, use the ARD type payment
screen to display the payments applied in the open batch. Move the cursor to the
line of the incorrectly applied payment and enter a D in the field in front of
the line. Then you will be asked to confirm that you want to delete the item by
pressing F6. Either press F6 to delete the item or press HOME to escape the
transaction without deleting the item.
5.2 If
the batch is closed, then the correction must be made by entering a reversing
transaction of the account to which the cash was incorrectly applied and by
entering a credit transaction of the account to which the cash really belonged.
The credit can then be matched with the invoice being paid on the correct
account.
6.1 Run the ARCHUP
program each month, when all the transactions for the month have been posted and
prior to the entry of transactions for the next month. This updates the fields
on the CRH screen.
7.1 Although the entries on the INT screen
determine the default control accounts for the Accounts Receivable control
account and cash account, each customer is assigned a code from Table 10,
Customer Type. Included in Table 10, Customer Type, are fields which if filled
in with a valid General Ledger account number, allow posting of transactions for
the customer to a different A/R control account.
8.1 You need to run an ARAGING report that has an entry for a ‘cutoff period’ in order to run a report
for previous account periods that balance to the General Ledger. There are two
reports that can be used for this purpose, ARAGING (by sales ID) and ARAGING C
(by customer number).
8.2
Enter the appropriate information to include or exclude from the report.
When you get to the ‘cutoff period’ enter the period you want the report to
represent and run the report.
9.1 Choose ARAGING E
(AR Aging Exception Report) from the report menu. This report is set up to
print past due accounts only.
10.1 The
“Future Periods Excluded Balance” total is the net effect of transactions
(invoices and payments) excluded from the aging report because the period was
beyond the cutoff date.
11.1 Use
the ARAGING C (AR AGING by Customer Number) report to print a customer's payment
history.
11.2
Select ARAGING C in the BAC function.
11.3
Enter parameters for page 1:
11.4
Enter remaining parameters or leave as default values.
11.5 Run
the ARAGING C report. Print or List the report via the SPL function.
12.1 If
the tax code column for the invoice has an asterisk (*), then a line item has
been coded incorrectly. The asterisk flags invoices that have line item coding
errors.
12.2 For
example, if an invoice is tax exempt, all the items on the invoice must be tax
exempt for the same reason (code). Therefore, an invoice with multiple tax
exempt codes has line item(s) coded incorrectly and IRESS will flag these
invoices with an asterisk (*).
NOTE:
Keep in mind that freight line items are not
included in the line item processing. In COE, Freight line items are coded by an
entry from TBL SC (Special Charges).
13.1 The first customer
record to be set up is always the bill-to customer (the main billing address).
The bill-to number and the ship-to number are the same for a customer bill-to
record, which means the bill-to record links to itself. Ship-to records are
then linked to the corresponding bill-to record. Keep in mind that in order to
set up a ship-to record, a bill-to record must already exist.
13.1a A customer
number (ship-to or bill-to) is 9 alphanumeric characters long; this means the
customer number can include letters and numbers. The customer number is
divided into 3 parts, X-XXXXXX-XX.
13.1b
For example, the ABC Company is assigned the following customer number: A-ABC
-00. This customer number represents ABC Company’s main billing address
(the bill-to).
13.2
Once you have assigned the bill-to customer number, the ship-to customer numbers
can be assigned.
13.2a
When creating ship-to customer numbers, you want to try to use the same code
for the first 7 positions.
13.2b
For example, since ABC Company’s bill-to customer number is A-ABC
-00, the ship-to customer numbers for ABC Company are assigned as follows:
A-ABC -01 for ABC New York, A-ABC -02 for ABC Los
Angeles, A-ABC -03 for ABC San Diego, etc. By using the same
starting code for the ship-codes, it makes it more obvious which bill-to with
which this customer is associated.
13.2c Ship-to codes
could end in alphabetic characters instead of numeric characters as well.
State codes are one example. Possible ship-to codes could be: A-ABC -NY for
ABC New York, A-ABC -CA for ABC California, A-ABC -IL for Illinois, etc.
This option only allows 50 possible ship-to’s (one for each state) while the
numeric option allows up to 99 possible ship-to’s.
13.3 Special cases exist
if you ship material to one location for multiple customers (bill-to’s) as shown
in the following example.
13.3a
Ship-to customer records (for the ship-to location) need to be linked to each
bill-to customer.
13.3b
For example ABC Company (A-ABC -00) and XYZ Enterprises (X-XYZ
-00) both have material shipped to the same location.
13.3c The ship-to’s
are assigned as follows: A-ABC -04 and X-XYZ -01. These ship-to’s need to
be linked to the corresponding bill-to’s (See step 1.3b).
13.3d
Since the primary name and address is the single ship-to, a customer reference
could be added in an address line or the attention line to make it obvious
which bill-to customer the ship-to record is referring. For example the
attention line might say ABC Company or XYZ Enterprises as part of the Foundry
ship-to address.
Job Cost FAQ Scenarios
1.1 INSIDE is used to
describe billings and costs generated within your organization. For example,
time worked and subsequently billed to a client is recorded as INSIDE expense
and INSIDE revenue in the Job Cost system. OUTSIDE is used for expenses to
describe goods and services purchased from outside processors. OUTSIDE revenues
are billings through the Billing/Accounts Receivable function.
2.1 BID fields are
totally user defined fields. As such they can be utilized in whatever way is
meaningful for you.
2.2 The fields are most
often used for entry of overall totals for the amounts quoted to customers for
the expected total billing for a job. For internal jobs the fields can be used
to store original total expected costs and hours for a job.
3.1 Billings to
customers which were posted to a job as the result of entering an invoice/credit
memo in A/R can be moved to another job only through the use of a journal entry
or entry of another invoice/credit memo reversing the effect of the original
document to the job in error and then making an entry to the correct job.
3.2 Journal entries
within the same accounting period can simply be edited and updated. For prior
periods either make correcting journal entries or see your supervisor.
3.3 Accounts Payable
invoices within the same accounting period which are unpaid can also be simply
edited and updated.
3.4 Time entries which
have not been invoiced and posted using JCTMINV can be edited at any time.
4.1 The Estimated
Completion Date can be utilized to store the date on which you believe that the
job will be finished. This date is used by some reports in the system as a
selection parameter.
4.2 Two of the sets of
parameters available for running JCDEF (user defined reports for Job Cost) uses
the EST COMP DT as a criteria for where jobs are included in the report. The
reports include jobs with EST COMP DT prior to the date included in the
parameters in one section of the report and jobs with EST COMP DT after the date
in another section of the report.
5.1 The four entries in
the Time/Bill Rpt field determine if the time on a job is ever posted as billed.
The entries also determine how the time on a job is presented on the JCTMINV
report.
5.2 Leaving the
Time/Bill Rpt field blank results in time on the job never being billed. The
first character of the field is completed with a number (1 through 4) to
determine whether the time is summarized at the segment level (1), the task and
segment level (2), the step, task and segment level (3) or all detail (4).
5.3 The second
character as an E gives a breakdown by employee. The third character as an N
determines whether or not to include non-billable time in the report and the
final character as an S includes dollar signs.
5.4 JCTMINV may be run
with a post option even though time is not billed to clients. Doing this
protects older time entries from being inadvertently changed. Posted time is not
subject to change/update.
Purchase Order FAQ
Scenarios
1.1 A separate VDR file
needs to be created for the main billing address first, which is the vendor’s
main billing (A/P) address. New VDR files can then be created with the main
vendor number entered into the Pay-To field. This refers the secondary vendor
file to the main vendor file.
1.2 In the VDR (Vendor
File Maintenance) function, enter the main vendor number into the Pay-To field
(#02) to refer the vendor file to the main billing office.
2.1 You can use the VPM
(Vendor Part Maintenance) function to search for all vendors that sell a
specific part. To find the vendor(s) that sell a specific part, enter the part
number and press PGDN. The vendor(s) that sell the part are listed by vendor
number.
2.2 You can also use
the VPM function to search for all parts sold by a specific vendor by entering
the vendor number and pressing PGDN. The part(s) sold by that vendor are listed
by part number.
3.1 There are five
reports you can run to obtain a list of purchase order receipts. Three of these
reports list purchase orders that have been received, the other two list open
purchase orders.
3.2 The following three
reports list purchase orders that have been received.
3.2a PO030R, Received
PO Report lists received purchase orders by PO number.
3.2b PO030R RP,
Received by Part Report lists received purchase orders by part number.
3.2c PO030R RV,
Received by Vendor Report lists received purchase orders by vendor number.
3.3 The following two
reports list open purchase orders; those POs that have not been received.
3.3a PO030R OP (Open
Receipts by Part Report) lists the purchase order receipts by parts.
3.3b PO030R OV (Open
Receipts by Vendor Report) lists the purchase order receipts by vendor.
4.1
PO020R B, Open PO by Buyer Report lists the purchase orders by buyer code.
4.2
PO020R D. Open PO by Due Date Report lists the purchase orders by due date.
5.1 First, use POR to
reconcile A/P to PO.
5.2 Secondly, run
PO080R and check for any discrepancies or errors.
6.1 Run PO010R,
Purchase Order Print.
7.1 You create a new
A/P entry when you have an order that has been received from a vendor and an
invoice has been received with prices for the items.
7.2 Create a new A/P
entry in POR (A/P Reconciliation to PO).
8.1 In IRESS, vendor
numbers are assigned according to a scheme selected by you. Some users assign
vendor numbers numerically, keeping a manual log of numbers assigned. Other
users arbitrarily divide the alphabet and the available number sequences to
assign set sequences to letters. Since there is a user defined alpha search if
the vendor number is unknown, this method is only for convenience.
8.2 If the sequence
method is used, a numeric vendor list can be placed somewhere in the office
where all users who need to assign vendor numbers have it available. Then, when
a new number is needed, the name and number can be written in the list as
assigned. The vendor list then should be run periodically.
9.1 The
receipt needs to be reopened and line item(s) must be un-received. Only receipts with the status RE (received) can be reopened.
9.2 First, find the
purchase order receipt in REC.
Second, press F7 to reopen the receipt. IRESS
changes the status to RP (receipt in process). The cursor moves to the CTL
field.
9.3 In order to edit the
purchase order, you must un-received the line you want to edit.
With the cursor in the CTL field or the reopened
receipt, enter the 2 digit line number or the line to un-receive. The cursor
moves to the edit field of the selected line. Press ENTER.
IRESS displays a pop-up window asking if you want
to un-receive the line. Press YES. IRESS un-receives the line and changes the
line status to OB (open backordered).
9.4 The
purchase order detail line can now be edited.
10.1
Yes. In order to be able to receive a quantity greater than the quantity on the
purchase order, you need to make a change to table R4, Processing Rules - PO
table.
10.2
Using DTF, select the TBM Table (refer to Systems Manger Manual for more
information regarding choosing different table files).
10.3
Select table R4 (Processing Rules - PO)
10.4
Make the necessary changes to the table.
10.4a Go to the second page, field 06 (Allow Over-Receive?)
Set to "Y"
10.4b If a warning message is desired, go to field 07 (Warning
on REC <> PO?) on the same page (page 2).
Set to "Y"
11.1
A purchase order header with a status of OB (open backordered) that has a
mixture of received (RE) and un-received (OB) line items may be cancelled by
changing the PO header status to CN (cancelled).
11.2
Changing the header status to CN will cause any line items with a status of OP
or OB to changed to CN (cancelled). Line items that are already closed (CL) or
received (RE) will not be changed.
NOTE:
Keep in mind that, once the PO header is changed
to CN status, no more processing can occur. For this reason, before
canceling a PO header, make sure all A/P
vendor invoices and PO Reconciliations are completed for all received line
items.
Customer Order FAQ
Scenarios
1.1 Changes need to be
made in the text file CO030ct.txt, which produces the message for CO030R. This
file is user changeable. The file looks like this:
$NEWLINE
CONFIRMATION RECEIPT:
$PARNAME
is registered to attend the
$PARTDESC
on
$EVENTDATE
from
$EVENTSTARTTIME
-
$EVENTENDTIME
in
$EVENTCITYSTATE
.
A processing fee of $25 will be assessed for changes made after
$EVENTDATE-07
. Your registration fee becomes nonrefundable on
$EVENTDATE-03
The report prints out the
following message, pulling the variable data from the specified files:
"CONFIRMATION
RECEIPT: John Smith is registered to attend the Chicago Convention on Friday,
April 19, 2002 from 9:00AM - 5:00 PM in Chicago, IL. A processing fee of $25
will be assessed for changes made after Friday, April 12, 2002. Your
registration fee becomes nonrefundable on Tuesday, April 16, 2002."
The variable $EVENTDATE
allows arithmetic. In the above example, 7 and 3 are being subtracted from the
event date. The two-digit number can be changed to whatever two-digit number
you need. In the above example, the event date is 04/19/2002. The program
subtracts 7 days from the event date for a processing fee date of 04/12/2002.
Then the program subtracts 3 days from the event date to calculate the
registration fee date, 04/16/2002.
The key fields, which are
identified by a dollar sign (e.g., $PARNAME), indicate a programmed variable.
The information in this file can be changed accordingly and can be presented in
whatever order you want it to appear. The available programmed variables are:
$NEWLINE
$PARNAME
$PARTDESC
$EVENTDATE
$EVENTSTARTTIME
$EVENTENDTIME
$EVENTCITYSTATE
2.1 Open the
CO030ct.txt file.
2.2 Make the necessary
changes to the text.
2.3 Once you have made your
changes, you need to save the file.
2.4 Exit the file and print your
report to make sure the message prints out correctly.
Below is an example of the CO030ct.txt.file.
This message reflects the change of the processing fee to $30 as well as making
the dates earlier for the processing fee and registration fee.
$NEWLINE
CONFIRMATION RECEIPT:
$PARNAME
is registered to attend the
$PARTDESC
on
$EVENTDATE
from
$EVENTSTARTTIME
-
$EVENTENDTIME
in
$EVENTCITYSTATE
.
A processing fee of $30 will be assessed for changes made after
$EVENTDATE-30
. Your registration fee becomes nonrefundable on
$EVENTDATE-21
The report prints out the
following message, pulling the variable data from the specified files:
“CONFIRMATION RECEIPT: John Smith is registered
to attend the Chicago Convention on Friday, April 19, 2002 from 9:00 AM - 5:00
PM in Chicago, IL. A processing fee of $30 will be assessed for changes made
after Wednesday, March 20, 2002. Your registration fee becomes nonrefundable on
Friday, March 29, 2002.”
3.1 The first customer
record to be set up is always the bill-to customer (the main billing address).
The bill-to number and the ship-to number are the same for a customer bill-to
record, which means the bill-to record links to itself. Ship-to records are
then linked to the corresponding bill-to record. Keep in mind that in order to
set up a ship-to record, a bill-to record must already exist.
3.1a A customer
number (ship-to or bill-to) is 9 alphanumeric characters long; this means the
customer number can include letters and numbers. The customer number is
divided into 3 parts, X-XXXXXX-XX.
3.1b For example, the
ABC Company is assigned the following customer number: A-ABC -00. This
customer number represents ABC Company’s main billing address (the bill-to).
3.2 Once you have
assigned the bill-to customer number, the ship-to customer numbers can be
assigned.
3.2a When creating
ship-to customer numbers, you want to try to use the same code for the first 7
positions.
3.2b For example,
since ABC Company’s bill-to customer number is A-ABC -00, the ship-to
customer numbers for ABC Company are assigned as follows: A-ABC -01 for ABC
New York, A-ABC -02 for ABC Los Angeles, A-ABC -03 for ABC San Diego,
etc. By using the same starting code for the ship-codes, it makes it more
obvious which bill-to with which this customer is associated.
3.2c Ship-to codes
could end in alphabetic characters instead of numeric characters as well.
State codes are one example. Possible ship-to codes could be: A-ABC -NY for
ABC New York, A-ABC -CA for ABC California, A-ABC -IL for Illinois, etc.
This option only allows 50 possible ship-to’s (one for each state) while the
numeric option allows up to 99 possible ship-to’s.
3.3 Special cases exist
if you ship material to one location for multiple customers (bill-to’s) as shown
in the following example.
3.3a Ship-to customer
records (for the ship-to location) need to be linked to each bill-to
customer.
3.3b For example ABC
Company (A-ABC -00) and XYZ Enterprises (X-XYZ -00) both have material
shipped to the same location.
3.3 c The ship-to’s
are assigned as follows: A-ABC -04 and X-XYZ -01. These ship-to’s need to
be linked to the corresponding bill-to’s (See step 1.3b).
3.3d Since the
primary name and address is the single ship-to, a customer reference could be
added in an address line or the attention line to make it obvious which
bill-to customer the ship-to record is referring. For example the attention
line might say ABC Company or XYZ Enterprises as part of the Foundry ship-to
address.
Inventory Control FAQ
Scenarios
1.1 Use
the IVL (Inventory Locations) function to find a total on-hand amount for a
specific part.
1.2
First, select the part that you want to total.
1.3
Second, press in the location code field
The system will display a summary of the on-hand amounts available for the
selected parts at all locations.
2.1
Creating a kit directly involves 3 functions, PFM, BOM and KIT.
2.2
First, all parts to be included in the kit must be entered into PFM.
2.3
Second, a bill of materials needs to be created in order to list all parts to be
included in the kit.
2.4 The
final step is to use the KIT function in order to reserve and/or pick the
necessary materials for the kit. Once a kit is completed, the system
automatically creates the necessary inventory transactions and updates the
inventory files.
See the Create a Kit user
procedure on page 15-314 in the Distribution User Manual for more detailed
instructions.
3.1
First, use ITH (Inventory Transaction History) to check the last transactions
for the selected parts.
3.2 If
transaction 605 (returned item) is listed, then these adjustments were made with
an incorrect cost entry, which then updated the PFM record.
3.3
There are several ways to prevent an entry of wrong cost.
3.3a Before entering a transaction 605 (returned item)
adjustment, lookup the correct cost in PFM.
3.3b If a credit needs to be issued to the customer because of
a return, then use COE and an automatic adjustment of inventory is made and the
PFM cost is not updated.
4.1 If
the reason for the adjustment is because the customer ordered four, the systems
shows four were shipped, but the customer received five and has now returned
one, no entry needs to be made in the system. Simply put the item back on
the shelf as the inventory in the system is correct and the customer does not
need a credit.
4.2 If
the instance of over shipment (from instance in 4.1), has been returned to a
different warehouse than the one that it shipped from, then use code 300
(Transfer Inventory from warehouse) to track the movement of inventory from one
warehouse to another. Enter a 300 transaction (from warehouse) will
automatically create a 310 (to warehouse) transaction.
5.1 Wild
card searches can be created using & (ampersand), which means and or *
(asterisk), which means or.
For example, to find
records that have office somewhere within their name (description):
Enter *OFFICE
5.2 Both
can be used in a search, but the order must be &xx *xx [in other words, then
and search (&) must come before the or search (*)].
For example, to find
records that have either office or supply in their name:
Enter &OFFICE *SUPPLY
6.1 Use
the IC190R report to change the stocking unit of measure once a part is active.
Physical Inventory FAQ
Scenarios
1.1 To
freeze inventory, run PI010R (Physical Inventory Freeze). This creates a
temporary file of inventory amounts; this
is a base which you can compare physical inventory counts to system generated
on-hand inventory amounts.
2.1
Run PI020R (Inventory Count Worksheets/Tags)
3.1 Run
PI030R (Physical Inventory Variance/Update) with the update field set to N
(no).
4.1 Run
PI030R (Physical Inventory Variance/Update) with the update field set to Y (yes)
after you have checked for any variances.
5.1 The system
marks the parts with an asterisk (*) only if an actual count has been entered
wither via the PIE or PIM function.
Event Scheduler FAQ
Scenarios
1.1 It is recommended
that an event be finalized as soon as possible after the event is held and the
instructor returns roster information to the main office.
1.2 Use the EVF (Event
Finalization) function to finalize a course, or event.
2.1 A course is
finalized once it has been entered in the EVF (Event Finalization) function and
updated. Today’s date appears on the event once it is updated.
2.2 To finalize a
course, or event, you need to do four basic steps.
These steps are:
-
gather all event information; attendance, participant information, etc.
-
make
any changes to participant or event information
-
enter the event in EVF
-
finalize (update) the event
Refer to
the Event Scheduler user manual and follow User Procedures 5 – Finalize an Event
for a more detailed procedure on how to finalize an event.
3.1 Changes can be made
to an event once the finalization date is removed in EVF and the event has been
updated to reflect the removal of the finalization date. Refer to the Event
Scheduler user Manual, User Procedures 6 – Edit Finalized Events for the
detailed procedure of removing the finalization date.
NOTE:
Only a manager with the sufficient security
clearance can remove the finalized date from an event.
3.2 Make the necessary
changes. Reasons to make changes to a finalized event may include: an omitted
participant needs to be added, participant information such as a phone number
and address has changed or billing needs to be fixed.
3.3 Once the necessary
changes have been made to the event, the event needs to be re-finalized. Refer
to the Event Scheduler user manual , User Procedures 5 – Finalized Events.
4.1 The system will not
allow you to transfer a participant from an event in a prior month to a new
event in a current month. This is because the revenue is tied to an event when
the participant is registered. This revenue is deferred, or not applied to
actual sales until the event has been held. Revenue from the prior event has
already been applied to the previous month, booked as sales.
You must
finalize the prior event in order to register the participant for another
event.
4.2
Finalize the event from the prior month.
4.2a Follow User
Procedures 5 – Finalize an Event in the Event Scheduler user manual.
When you
get to the participant’s attendance, make sure that the participant’s attendance
is blank, meaning the participant did not attend the event.
Once you
have finalized the prior event, the participant can be registered for another
event.
