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Cogitate Inc Newsletters


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


September 2017 Newsletter

New AP Feature:  Unpay Invoices 

In the latest Pro Fund Accounting update, we have added a brand new way to unpay an entire Payables payment journal. Before you would have to go to GL Post and select the source of entry as AP, then you had to find the payment journal that the payments were in, then delete all the entries in that payment journal to unpay the invoices that were paid using that journal.

Now there is a new feature called Unpay Invoices under the Payables menu which makes it easy to unpay a payment journal. To unpay a specific payment journal, you now do the following:

  1. Go to Payables>Unpay Invoices
  2. Highlight the specific payment journal that you want to unpay
    • If you need to see the transactions in that journal, click on the plus button next to the journal number and it will display a list of the transactions that are a part of that specific payment journal
  3. Click on the Unpay selected payment journal button to complete the unpayment process

Once you finish the unpayment process, all the invoices that were paid in that payment journal are now considered unpaid. This means that you make any changes to the invoices, such as changing the dollar amount or distribution account. When you are ready to pay those invoices again, you would pay them through the Pay Invoices program.

You will have to add the security rights to be able to access the new Unpay Invoices feature using the security management program under Tools>Security.

If there are any questions about this new feature or if you have trouble setting up the security for the new feature, please give our Pro Fund Accounting support staff a call at 866-634-9991 x2.

 

Read Full September 2017 Newsletter

August 2017 Newsletter

Controlling Addresses Within UtilAbility

Our tip this month is one we have discussed before, but warrants revisiting. 

When you print your invoices, and shut off notices etc., you have the option to choose between any combination of up to three addresses that can be assigned to each customer. These include the billing address, an alternate address and the service address.

The billing address and the alternate address are maintained on their respective pages in Customer Information Maintenance while the service address is maintained in Account Information Maintenance. The addresses that are used depends on your settings.

First, whichever address you set as the Original Invoice address in Customer Information Maintenance will always be used and considered the original document address for that customer. Next, you can check the Invoice This Address check box next to each address to indicate you also want an item printed using that address for that customer. Any additional addresses that have this item checked will also be used and considered copies of the original documents. This can be useful in situations such as when a landlord or guardian may want to be sent a copy of an invoice to oversee them.

These settings can be changed at any time. This ability to easily maintain which addresses are used is helpful in situations such as when you have seasonal customers that may change their location at different times of the year. You can simply change the designated address that you want to be used without changing any of the actual addresses themselves.

If you have any questions about controlling the addresses you want to be used when printing items to send to your customers, please see our UtilAbility help documentation, visit our UtilAbility web site or contact our support staff for more information. We are always happy to help.

 

Read Full August 2017 Newsletter

June 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 of these 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 June 2017 Newsletter

May 2017 Newsletter

What Is Your Backup Plan?

Accidental loss of user data, database corruption, hardware failures and natural disasters are bad enough, now we have malware called ransom ware.

Ransom Ware is a file used to encrypt your data that usually comes in from an email or an internet site. The ransom ware does not steal your data, but encrypts it, making it impossible to access unless you pay the ransom. This happens quickly and can leave you without data critical to run your operation unless your data is backed up.

What kind of backup plan do you need? Off-site backup up is essential for recovering your systems in case of a natural disaster. Your off-site storage should include copies of software needed to reestablish operational systems. It is essential to have a recovery plan. Who will be the primary contact? What steps are necessary and who do you call in the event you cannot access your data? A data backup plan can potentially save you money, frustration, and time.

Cogitate offers 9GBACKUP that is HIPPA and PCA approved to securely store your data in the cloud. Our pricing is competitive and our service will get you up and running again as quickly as possible. For more information and pricing, please contact any of our support staff at 866-634-9991.

 

Read Full May 2017 Newsletter

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 president@cogitateinc.com. 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:

BOX 1, RENTS
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)

BOX 6, MEDICAL and HEALTH CARE PAYMENTS
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.

BOX 7, NON-EMPLOYEE COMPENSATION
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: www.profundaccounting.com/Knowledge-Base 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