Cogitate Inc Newsletters

Here you can find archives of our newsletters and other important information.

April 2017 Newsletter

Goals For New Inventory Management Process

Now that Cogitate has released version 8 of the Pro Fund Accounting package, we can now focus on the inventory management process. We are working out the major points to the suggested inventory system and want your input. At this time, we are still looking for 3 to 5 road commissions that we can discuss the details of proposed changes with and get their input. So please contact George by email at I will share the current goals of the new inventory system, but as we get input from everyone I am sure we will add more.


CHARGES: The goal is to ensure the proper dollar amount and quantity is charged. To ensure this, we need to make it so that no inventory item goes negative. The proposed method to accomplish this is to create a pending state for the charges so that only the quantity will be entered in the post programs. Then at a specific time perhaps weekly or monthly the clerk can rectify or commit those charges and that is when the dollar amounts will be applied.

SIMPLIFY POSTING: The goal is to make the post program ‘tailored’ to the job you are doing. We propose that we have a different post program for fuel, one for parts, and one for road materials. Perhaps even a complete separate pit management system.

RECEIVING INVENTORY: The goal is to have inventory that is received capture and maintain a better price and quantity so that there should be a minimal write off at the end of the year. The receive quantity will be applied immediately, but the dollar amount will go into a pending state until an AP invoice is applied to it. This will allow timely tracking of the inventory quantity at the road commission.

SIMPLIFY RECEIVING: The goal here is to allow the parts, road materials, and fuel inventories to have a place that can receive the quantity as they get it. Perhaps in separate programs.

Please remember that these are goals and we want your input during the process of development.

So please contact George by email to confirm you like these goals and with any other ideas or enhancements to inventory you would like to see.

Read Full April 2017 Newsletter

March 2017 Newsletter

Financial Statements In Pro Fund Accounting

We have recently added some new financial statement reports to Pro Fund Accounting! These financial statement reports are as follows:

  • Statement of Financial Position - This report is essentially a balance sheet for your organization. It is designed for those entities that use our full 7-digit account numbers.
  • Statement of Activities - This report is essentially an income statement for your organization. It is designed for those entities that use our full 7-digit account numbers.
Both reports can be found under Reports>General Ledger. These financial statement reports are formatted per the GASB regulations for financial statements. They are also exportable to Microsoft Excel for any advanced editing that you need to do to them. The financial statements show the balances just for the current fiscal year, if you need to have multi year comparisons; you would need to export each year to Excel and copy the numbers from each year in Excel.

If there are any other reports you would like to see added to Pro Fund Accounting, please feel free to contact our Pro Fund Accounting support staff and let them know what reports you would like to see.

Read Full March 2017 Newsletter

February 2017 Newsletter

Controlling Account & Services Billed

This month we will review some of your options for controlling which accounts and services will be billed when running your calculations in UtilAbility.

If you need to control whether or not an account is billed at all for any given billing period, you can enable or disable the account. UtilAbility will include enabled accounts and skip disabled accounts when calculating your bills. To enabled or disable an account, you simply check or uncheck the Acct Active Check Box in Account Information Maintenance. You can do this any time before running a calculation.

Another way you can stop the billing for an account would be to change their Billing Cycle to one you have setup that you will not be calculating (i.e. a holding Bill Cycle). The Billing Cycle is often used to group your accounts together so you can control which groups of accounts will be included when you calculate your bills. UtilAbility will only include accounts within the bill cycle you specify. You can modify their Billing Cycle in Account Information Maintenance any time before running a calculation. If you want them to re-join your regular billing, you can change it back any time you wish.

If you need to control whether or not an account gets billed for any particular service, you can enable or disable that service individually for each account. This allows you to bill them for some services and not for others. UtilAbility will include enabled services and skip disabled services when calculating your bills. To enable or disable a service, you simply check or uncheck the Service Active check box in Service Information Maintenance. You can do this any time before running a calculation.

Finally, if you only want to bill an account just one time for any service, you can set its Calculate Date for that service to match the effective date of your calculation. UtilAbility will include services with either no Calculate Date or services with a Calculate Date that matches the effective date of your calculation. Services with Calculation Dates that do not match will be excluded. You can set the Calculate Date for any service in Service Information Maintenance any time before running a calculation.

As you can see, UtilAbility offers a wide range of options for controlling Accounts and Services Billed. If you need to control these things when calculation your bills and have any questions, please see our UtilAbility help documentation of contact our support staff.

Read Full February 2017 Newsletter

January 2017 Newsletter

Helpful Reminders For 1099-MISC Forms

It is the beginning of 2017, and that means that 1099 MISC forms will need to be filled out and submitted to the IRS. A Form 1099-MISC needs to be filed for each person to whom you have paid, during the year, in the course of your business, at least $600 in rents, services, (including attorney fees) other income payments, medical and health care payments.Payments for which a Form 1099-MISC is NOT required include all of the following:

  1. Generally, payments to a corporation. (See below)
  2. Payments for merchandise, telegrams, telephone, freight, storage, and similar items.
  3. Wages paid to an employee (report on Form W-2).
  4. Business travel allowances paid to employees.
  5. Distributions from Pensions, Annuities, Retirement Plans, IRA’s etc.

Here are some examples of what goes in the most common boxes:

Real estate rentals paid for office space.
Machine rentals. If the machine rental is part of a contract that includes both the use of the and operator, prorate the rental between the rent of the machine (box 1) and the operator’s wages(box7)

Enter payments of $600 or more made to each physician or other supplier or provider of medical or health care services. Include payments made by medical or health care insurers under health, accident, and sickness insurance programs. You are not required to report payments to pharmacies for prescription drugs. The exemption from issuing Form 1099-MISC to a corporation does not apply to payments for medical or health care services provided by corporations, including professional corporations.

If the following four conditions are met, you must generally report a payment as non-employee compensation:

  1. You made the payment to someone who is not your employee
  2. You made the payment for services in the course of your business
  3. You made the payment to an individual, partnership, estate, or, in some cases, a corporation
  4. You made payments of at least $600 during the year.

Attorney fees of $600 or more paid in the course of your business are reportable in box 7. The term attorney includes a law firm or other provider of legal services. The exemption from issuing Form 1099-MISC to a corporation does not apply to payments for legal services. Therefore, you must report attorney fees paid to corporations that provide legal services. 

Read Full January 2017 Newsletter

December 2016 Newsletter

Duplicating Accounts in Your Chart of Accounts

When setting up a new fund or a new account branch under an existing fund, instead of creating each new account by hand, there is an easy way to duplicate multiple accounts. This process takes any existing account branch in your chart of accounts and copies it into a new branch. The following steps will guide you through duplicating an existing account or level in your chart of accounts.

  1. Open Account Maintenance
  2. Choose which account or account level that you want to duplicate
  3. Click on the Duplicate Account button
  4. Once the duplicate account screen appears, enter the new number for the account or account level that you picked in step 2. If you are doing an account level such as level 3, then you don’t need to enter a description.
  5. Click on OK to start the duplication process
  6. Exit and reopen Pro Fund Accounting to make sure that everything happened correctly.

For example, if you want to duplicate all accounts under 201-000 and want to change the 000 to 030, then you would select account 201-000 in step 2 and in step 4 enter 030. After the process is complete, all the accounts that are under 201-000 will be copied to 201-030.

If you need to add a new fund which has a similar account structure to an existing fund, then in step 2 choose the fund account level, and then follow the rest of the steps. When duplicating the fund account, there may be accounts that you don’t want to have in the new fund. You can simply delete those accounts from the chart of accounts.

This process will not remove or change any existing accounts.

If you need help with duplicating accounts, or if you have any questions about Pro Fund Accounting; please call our support staff at 866-634-9991 x2.

Read Full December 2016 Newsletter

November 2016 Newsletter

Rounded Meters in UtilAbility

When you setup metered services for your accounts, you need to setup and assign a meter to each of those services. While services can share meters, you need to have at least one meter for each account. This allows you to post your readings to the proper meters, services and accounts so the information can be saved appropriately.

The meters contain information such as the Serial Number, Book Number and Read Sequence (for your meter routes), and various other optional information.

Meters can also share common characteristics. Rather than repeating that common information in each meter, you would setup various meter types and assign those to your meters. Meter types can be assigned to any meters that share their characteristics. These would include the size, the maximum number of digits (for determining when meters roll over), the factor, and again, various other optional information.

The factor is important for your bills to be calculated correctly, because your readings may be gathered from various types of rounded meters. For example, you may gather and post some of your readings in single units with a factor of 1 such as in gallons and some of them in multiple units with a factor of 1000 such as in thousands of gallons (i.e. 5000 or 5 can mean the same thing when multiplied by the appropriate factor). This allows UtilAbility to use the same meter rate tables when calculating your bills regardless of how your meter readings are rounded.

When you print your bills, the readings are displayed the way they were gathered and posted and the factored usage (the gathered usage multiplied by the factor) is displayed the way it was used when calculating the bills. Typically this is the actual usage.

If you have different types of meters that may round their readings differently and need more help setting up various meter types with the appropriate factors, please see our UtilAbility help documentation or contact our support staff for more information.

Read Full November 2016 Newsletter

October 2016 Newsletter

Grouping Late Charges

One of the nice features within UtilAbility is the ability to setup multiple Late Charge Services. Late Charges are setup in the Service Types Maintenance form, like any other service and you can setup as many of them as you wish.

There are a few differences to consider when setting up Late Charges as compared to other services however. It’s important to use Calculation Type 3 as this is the Calculation Type UtilAbility reserves for Late Charges. Calculation Type 3 Services use the Late Charge Types Table designated by each customers Account Information record when determining the amount to bill for their Late Charges. Once your Late Charge Services are setup, you can add them to your customers. You can even add multiple Late Charges to each customer.

So how does UtilAbility know which Late Charge service to use when a customer pays late if that customer has multiple Late Charges? This is handled by grouping your late Charges. Grouping Late Charges in UtilAbility is easy. When you create a Late Charge Service in Service Types Maintenance and set it to Calculation Type 3, you can then enter its unique Late Charge Group ID. Then, when setting up your other services, you can specify which Late Charge Group ID they belong to. This is helpful because it allows you to split your Late Charges up by individual services or groups of services if you wish. They will also be itemized individually on your invoices and other various reports so you can keep track of them.

If you would like more information about multiple Late Charges or Grouping Late Charges, please see our UtilAbility help documentation or contact our support staff.

Read Full October 2016 Newsletter

September 2016 Newsletter

Employee Types In Pro Fund Accounting

Pro Fund Accounting provides a very useful way to group employees in the Payroll system. So why would this be useful you might ask? For example, suppose your Township’s or Road Commission’s board members receive a stipend and there are also a few employees who work in the office and receive a salary.

You just finished your normal payroll that includes all employees and board members. Now you need to see how much just the office workers received. This is where the power of grouping your employees comes in. If we group our employees by office workers and board members, we can now run reports that show us exactly how much our office workers received during this pay period by excluding the board member group.

You can see a list of the reports that support employee grouping below:

  • Equivalent Overtime PR Break Down
  • PR Break Down By Day PR Earnings
  • PR Gross PR Gross And Net
  • PR Gross For Retirement PR Pension Report
  • PR Retro Earnings By Pct PR Third Party Pay And Taxes

Please see our Pro Fund Accounting knowledgebase at: to learn how to start grouping your employees in Pro Fund Accounting payroll.

You can also contact our support team for help in getting started with grouping your employees.

Read Full September 2016 Newsletter

August 2016 Newsletter

Major Call Log Maintenance Feature Added!

We have added a major feature to the Call Log Maintenance portion of Pro Fund Accounting. Call Log Maintenance now gives you the ability to email call log item alerts to employees.

You will be able to email a notification of each call log that you create to the employee that is setup as the call log resolver. These email alerts will be sent automatically to the call log resolver for all call logs that are marked as Urgent or Extremely Urgent. Otherwise there is an email button that will send out a call log alert email to the call log resolver for the currently selected call log.

Under Preferences, there is an option where you can disable the call log item alerts from being automatically sent for the Urgent or Extremely Urgent call logs.

We hope you enjoy the ability to email call log item alerts from Call Log Maintenance. If you need any help with setting up the Call Log Maintenance program to email call log item alerts, please feel free to give our support staff a call at 866-634-9991 x2.

Read Full August 2016 Newsletter

July 2016 Newsletter

Pursuit Of Maintenance


A little bit ago we were working on the development of the new inventory and work order/preventative maintenance program.
One of the road commissions supervisors asked us to look at the VMRS.

VMRS? What is that you may ask like we did. It is an industry standard used for vehicle maintenance developed and maintained by the ATA (American Trucking Association), but let them describe the system better.

Developed by the American Trucking Associations’ Technology & Maintenance Council (TMC), the leading voice on industry best practices, VMRS™ is the universal language of maintenance reporting—the vital link between the shop floor and management.

ATA’s VMRS helps you create a single process to:

  • Simplify, Clarify and Unify with ATA’s Technology & Maintenance Council Vehicle Maintenance Reporting Standards
  • Create a Single Concise Method to Manage Fleet Assets and Analyze Maintenance Operations and Costs
  • Document when, why, and how maintenance is performed on equipment.
  • Improve equipment and parts inventory control.
  • Identify where money is spent.
  • Help control costs and create greater efficiency.
  • Manage a wide variety of equipment, including trucks of all types cars, buses, vans, construction equipment, and more.

We would like to fully embrace the methods and codes that this system entails.

But before we spend any more time, is this what the maintenance and inventory people want?

So please check out the VMRS system and let us know, via email to, what you think.
George Loescher, President


Read Full July 2016 Newsletter

June 2016 Newsletter



Are you a newer person to your organization? Or, did something unexpected happen to one of your staff and now you find yourself trying to handle their job while they are away?


Being the new kid on the block, or being thrown into someone else’s job in a pinch, can be very stressful. Cogitate would like to help alleviate some of that stress!


We have put together lots of “how to” videos to help you. Please check them out in the Training Section of our website at:


As you take a moment to check these out, please give us your feedback. Are these videos helpful? What additional videos would you like to see? Please contact Julie at or 866-634-9991, extension 12 to give your feedback and offer additional suggestions.




Read Full June 2016 Newsletter

May 2016 Newsletter



If you accidentally make a mistake while posting cash receipts, there a few simple ways you can correct them. Below are some common mistakes and how to correct them.


One of the more common mistakes is posting your receipts using the incorrect effective date. As you may know we suggest separating your receipt dates into separate journals since the journal title is automatically created based on the date of your first entry. If you discover that you are using the wrong effective date while you are still posting cash receipts, rather than changing the effective date and having multiple dates within the same journal, go ahead and continue posting the rest of them using the same date. After you are finished and have closed your journal, you can run the Change Various Journal Values utility to change the effective date for all the receipts within the journal along with the title of the journal to reflect the corrected effective date.


Another common mistake is posting an incorrect amount. If you post an incorrect amount to an account and you catch it right way while you are still in your post session, you can simply undo the posting for that account and then repost it. Please note that this will remove any postings to that account within that journal. If you have already closed your journal, you can simply modify the incorrect receipt transaction(s) within Transaction Maintenance.


Finally, you may have accidentally posted the receipt to the incorrect account. If you catch that right away while you are still in your post session, you can simply undo the posting for that account and then post the receipt to the correct account. If you have already closed your journal, you can simply delete the incorrect receipt transaction(s) within Transaction Maintenance. You can locate any transaction using UtilAbility Central. You can then reopen the Post Cash Receipts utility and post the receipt to the correct account. While this will be posted in a separate journal, you can still group your receipts by date to include the corrected receipt with the other ones from the original journal when running reports.


UtilAbility allows you to easily correct mistakes; however, if you have any problems or questions please review our UtilAbility help documentation or give us a call and we will be happy to help you.


Read Full May 2016 Newsletter