SOFTWARE SUPPORT



Frequently Asked Questions

System Manager

  1. How can I set up additional report profiles in IP? 
  2. Can I print part of a report? If so, how do I do it?
  3. How can I schedule a report to run every morning before working hours so that it is ready when I arrive?

General Ledger

  1. How do I maintain the current budget as well as forecasts?
  2. How do I create my subsequent month reversing entries? 
  3. How can I go on to the next year without closing the prior year?
  4. How do I close my year?
  5. Will the system automatically create and post the year end closing journal entry?
  6. 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?
  7. 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?
  8. When does the income/revenue get posted to the General Ledger?

Accounts Payable

  1. How do I assign vendor numbers?
  2. How do I enter manual checks after the fact? 
  3. How do I void a check?
  4. How do we find out how much we've paid a vendor over a period of time?
  5. Can I change an existing invoice?
  6. Can I delete an open invoice?
  7. How do I keep Accounts Payable in balance with the General Ledger?
  8. How do I prepare a list of outstanding Accounts Payable for the auditors at the end of an accounting period?
  9. How can I find the problem if APOPENP does not balance to the GLU?
  10. How do I clear (process) open accounts payable invoices and credits that net to zero?

Accounts Receivable

  1. My system was not converted. How do I set up my customers and their opening balances?
  2. Can I use my bank deposit slip as the basis of my cash receipts entry?
  3. 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?
  4. How do I "clean up" my Accounts Receivable detail of the on-account cash amounts which have not been matched with payments?
  5. Can I delete an incorrectly applied payment?
  6. How do I update the information on CRH, the customer credit history screen?
  7. 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?
  8. How do I run an ARAGING report for a previous account period that balances to my General Ledger?
  9. How do I run a report showing only those customers with over due balances?
  10. What is the purpose of the "Future Periods Excluded Balance" total when I run ARAGING with a cutoff date?
  11. How do I print out a customer's payment history?
  12. Why are there asterisks (*) in the tax code column on the ARSLSTX (Sales Tax) report?
  13. How do I set up a new customer that has multiple ship-to locations?

Job Cost

  1. 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?
  2. What is BID used for on the job header screen?
  3. How can I move erroneously entered amounts from the wrong job to the right job?
  4. What is the purpose of EST COMP DT (Estimated Completion Date) on the JCH screen?
  5. 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

  1. How do I set up a vendor record ir a vendor's shipping address is different from the billing address?
  2. How do I find which vendor(s) sell a specific part?
  3. Which report do I run to list purchase order receipts?
  4. Which report do I run to list open purchase orders?
  5. How do I find discrepancies between purchase orders and A/P invoices?
  6. How do I print a purchase order?
  7. When do I create a new A/P entry in POR?
  8. How do I assign vendor numbers?
  9. How do I edit a purchase order receipt that has been received?
  10. Can I receive a quantity greater than the quantity that was on the purchase order?
  11. How do I cancel a purchase order that has not been fully received?

Customer Order

  1. Where do I make changes to the message printed on the CO030R (Customer Order Invoice Print) report?
  2. How do I make changes to the CO030ct.txt file?
  3. How do you set up a new customer that has multiple ship-to locations?

Inventory Control

  1. How do I find out the total on-hand amount for a specific part?
  2. What are the necessary steps in order to create a kit?
  3. Why is the cost field wrong for certain parts in PFM?
  4. An over-shipment was sent to a customer, who returned the over shipped item. Do I need to make an inventory transaction adjustment?
  5. How do I use a wild card search in order to find a part by a partial description?
  6. How do I change the stocking unit of measure once a part is active?

Physical Inventory

  1. How do I freeze inventory?
  2. Which report do I use to print the inventory count worksheet and tags?
  3. How do I check for variances between the physical inventory count entries and the inventory amounts in the system?
  4. How do I post inventory count entries?
  5. Why is there an asterisk (*) displayed next to the Count field on the PIE screen?

Event Scheduler

  1. When do I need to balance, or finalize a course?
  2. What finalizes a course?
  3. How can I make changes to a finalized event?
  4. Why do I get an error message when I try to transfer a participant to another event?

System Manager FAQ Scenarios

1.    How can I set up additional report profiles in IP?

 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.

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2.    Can I print part of a report? If so, how do I do it?

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.

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3.    How can I schedule a report to run every morning before working hours so that it is ready when I arrive?

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.

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General Ledger FAQ Scenarios

1.    How do I maintain the current budget as well as forecasts?

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.

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2.    How do I create my subsequent month reversing entries?  

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.

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3.    How can I go on to the next year without closing the prior year?

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.

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4.    How do I close my year?

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.

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5.    Will the system automatically create and post the year end closing journal entry?

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.

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6.   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? 

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.

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7.   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? 

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.

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8.   When does the income/revenue get posted to the General Ledger? 

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:

  • Debit         Accounts Receivable

  • Credit        Sales

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:

  • Debit         Cash

  • Credit        Accounts Receivable

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.

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Accounts Payable FAQ Scenarios

1.    How do I assign vendor numbers?

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.

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2.    How do I enter a manual check after the fact?

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.

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3.    How do I void a check?

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.

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4.    How do we find out how much we've paid a vendor over a period of time?

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.

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5.    Can I change an existing invoice?

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?

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6.    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.

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7.    How do I keep Accounts Payable in balance with the General Ledger?

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.

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8.    How do I prepare a list of outstanding Accounts Payable for the auditors at the end of an accounting period?

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.

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9.    How can I find the problem if APOPENP does not balance to the GLU?

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.

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10.    How do I clear (process) open accounts payable invoices and credits that net to zero?

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.

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Accounts Receivable FAQ Scenarios

1.    My system was not converted.  How do I set up my customers and their opening balances?

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.

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2.    Can I use my bank deposit slip as the basis of my cash receipts entry?

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.

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3.    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?

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.  

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4.    How do I "clean up" my Accounts Receivable detail of the on-account cash amounts which have not been matched with payments?

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.

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5.    Can I delete an incorrectly applied payment?

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.

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6.    How do I update the information on CRH, the customer credit history screen?

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.

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7.    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?

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.

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8.    How do I run an ARAGING report for a previous account period that balances to my General Ledger?

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.

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9.    How do I run a report showing only those customers with over due balances?

9.1    Choose ARAGING E (AR Aging Exception Report) from the report menu.  This report is set up to print past due accounts only.

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10.    What is the purpose of the "Future Periods Excluded Balance" total when I run ARAGING with a cutoff date?

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.

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11.    How do I print out a customer's payment history?

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:

  • Age by Inv or Due Date       D

  • Print Address                    A

  • Print Contact                     C

  • Print Zero Balances           Z

  • Print Customer Totals        blank

  • Print Payments                 P

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.

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12.    Why are there asterisks (*) in the tax code column on the ARSLSTX (Sales Tax) report?

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).

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13.    How do you set up a new customer that has multiple ship-to locations?

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.

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Job Cost FAQ Scenarios

1.    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?

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.

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2.    What is BID used for on the job header screen?

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.

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3.    How can I move erroneously entered amounts from the wrong job to the right 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.

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4.    What is the purpose of EST COMP DT (Estimated Completion Date) on the JCH screen?

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.

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5.    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?

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.

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Purchase Order FAQ Scenarios

1.    How do I set up a vendor record if a vendor's shipping address is different from the billing address?

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.

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2.    How do I find which vendor(s) sell a specific part?

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.

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3.    Which report do I run to list purchase order receipts?

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.

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4.    Which report do I run to list open purchase orders?

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.

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5.    How do I find discrepancies between purchase orders and A/P invoices?

5.1    First, use POR to reconcile A/P to PO.

5.2    Secondly, run PO080R and check for any discrepancies or errors.

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6.    How do I print a purchase order?

6.1    Run PO010R, Purchase Order Print.

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7.    When do I create a new A/P entry in POR?

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).

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8.    How do I assign vendor numbers?

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.

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9.    How do I edit a purchase order receipt that has been received?

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.   

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10.    Can I receive a quantity greater than the quantity that was on the purchase order?

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"

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11.    How do I cancel a purchase order that has not been fully received?

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.
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Customer Order FAQ Scenarios

1.    Where do I make changes to the message printed on the CO030R (Customer Order Invoice Print) report?

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

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2.    How do I make changes to the CO030ct.txt file?

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.”

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3.    How do you set up a new customer that has multiple ship-to locations?

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.

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Inventory Control FAQ Scenarios

1.    How do I find out the total on-hand amount for a specific part?

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.

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2.    What are the necessary steps in order to create a kit?

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.

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3.    Why is the cost field wrong for certain parts in PFM?

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.

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4.    An over-shipment was sent to a customer, who returned the over shipped item. Do I need to make an inventory transaction adjustment?

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.

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5.    How do I use a wild card search in order to find a part by a partial description?

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

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6.    How do I change the stocking unit of measure once a part is active?

6.1    Use the IC190R report to change the stocking unit of measure once a part is active.

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Physical Inventory FAQ Scenarios

1.    How do I freeze inventory?

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.

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2.    Which report do I use to print the inventory count worksheet and tags?

2.1    Run PI020R (Inventory Count Worksheets/Tags)

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3.    How do I check for variances between the physical inventory count entries and the inventory amounts in the system?

3.1    Run PI030R (Physical Inventory Variance/Update) with the update field set to N (no).

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4.    How do I post the inventory count entries?

4.1    Run PI030R (Physical Inventory Variance/Update) with the update field set to Y (yes) after you have checked for any variances.

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5.    Why is there an asterisk (*) displayed next to the Count field on the PIE screen?

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.

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Event Scheduler FAQ Scenarios

1.    When do I need to balance, or finalize a course?

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.

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2.    What finalizes a course?

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.

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3.    How can I make changes to a finalized 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.

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4.    Why do I get an error message when I try to transfer a participant to another event?

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.

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