Cogitate Inc Newsletters Here you can find archives of our newsletters and other important information. 1 April April 2017 Newsletter By SuperUser Account newsletter 0 Comment 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 firstname.lastname@example.org. 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 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 email@example.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 Attached Files April 2017 Newsletter 1.16 MB Related Articles April 2015 Newsletter Spring Is In the Air, Time For Spring Cleaning Spring is in the air and it is time for a good spring cleaning. These words my mother would say the first warmer day in April. And sure enough I was voluntold (forcibly volunteered) to open and clean all the windows from the top of the house to the bottom. Inevitably during the cleaning we would hear the words "how did this place get so dirty?" And of course nobody dared to suggest any answer to my Mom for fear of extra chores. When it comes to viruses and malware for your PC, I hear the same question many times, "How did I get infected?" I will try to answer that by giving the 9 easiest ways to get infected. 1.Simply click on any links. Simply clicking on any links without proper investigation will result you in having the risk of accessing either a malicious site or phishing site. Any of those are not good and you stand a high chance to get your computer infected, especially if you click on incoming links from unknown user. 2. Never perform software update. Attackers sometimes can make use of your out-dated software which consists of certain vulnerabilities to attack your computer and gain full control of it. A very good example is Adobe Flash player, your web browser, or any other application that has the potential to go out to the internet, and it stands a very high chance to get infected. As a result, just go on without updating your software and the attacker will find the vulnerability to penetrate where the attacker will then gain full access to your computer and plant a Trojan there. 3. Turning off automatic Windows update. Turning off the automatic Windows update is like turning off a security feature. Making your Windows update automatically means getting the latest security patch automatically as well. If you want to get infected, just don’t update your Windows and by 2-3 months’ time, you should be able to see the list of Windows vulnerability that you have. 4. No antivirus installed. If you still do not have any antivirus installed, I would like to know how you can tell if your computer is infected with a virus? How are you going to disinfect them? Antivirus software today can come as cheap as free and there is no reason for you not to install one. Let’s put it this way, antivirus software is like a security guard, do you see any banks operate without at least one security guard? 5. No firewall installed. A Firewall is not an antivirus. If you owned an antivirus and treating it like a firewall, then you might be wrong. A firewall is best at preventing and not disinfecting. Firewalls today can also come as cheap as free. Since we have a security guard as antivirus, firewall is going to be things that can prevent theft such as a solid steel door, CCTV, and good alarm system. As a result, if you don’t have a firewall, you are just welcoming the Malware to your computer. 6. Executing unknown file without scanning. When you download a file from somewhere or receive a file from your friend, do you run a scan on the file before executing it? How sure are you that the file you are about to execute is not malicious? Scanning just one file or two does not hurt and it should be done whenever you want to execute them especially when you just received a file. If you want to get yourself infected, download more files randomly from the internet and launch them without a proper virus scan. 7. Do not have a regular full system scan. Even human body needs regular medical checkup from time to time to know the condition of your health. The same goes for your computer…it needs to be scanned regularly so that you will know your own computer is Malware-free or not. Malware today does not have to be active 24×7. Most of them hide themselves and you can’t detect them until you scan your computer. As a result, scan your computer at least once a week to tell the Malware that the hide and seek game is over. 8. Do not read error messages. I realized that there are some users who somehow can read a long error message in less than a second. They are fantastic speed readers, aren’t they? No, they aren’t. They just ignore those error messages and click OK without reading them. If you do not know what is going wrong on the site you are visiting, you might just be visiting an unsafe site. They might have some security feature turned off and you did not realize because you didn’t read the error message. So now, do you want to spend your one minute to read the error message or just don’t read them and think that you are too smart to know everything? 9. Ignoring error messages. For some of the users who read error messages, but are somewhat stubborn or have no concern for their security, they just continue their browsing as usual. This happens commonly when the website is trying to tell you that the site that you are visiting has HTTPS connection error. This could lead to either the certificate had already expired or the web address had been compromised. That is why the Certificate Authority revoked the web certificate so that it can warn you all about the compromised event. However, many users just ignore them and don’t give a piece of concern at all on the HTTPS issue and just visit. Do remember that if you are visiting a non-HTTPS site, it means your communication channel is not encrypted! Credit: Alan Tay Read Full April 2015 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: Generally, payments to a corporation. (See below) Payments for merchandise, telegrams, telephone, freight, storage, and similar items. Wages paid to an employee (report on Form W-2). Business travel allowances paid to employees. 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: You made the payment to someone who is not your employee You made the payment for services in the course of your business You made the payment to an individual, partnership, estate, or, in some cases, a corporation 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 2017 Newsletter One Time Charges in UtilAbility A while back, we discussed adding One Time Charges such as Turn On, Turn Off and Service Fees to your accounts. Please reference our November 2013 newsletter, located in our newsletter archives at www.utilability.com for this discussion. Now, while that discussion included a detailed explanation, it’s worth revisiting to add a few more helpful tips. Often, when adding One Time Charges, it’s only for certain services and only for specific accounts. You will need to first determine if the service even exists for each account and if so, locate and modify that record. If it doesn’t exist, you will need to create a new record to hold that information. Fortunately, UtilAbility provides a helpful lookup tool in UtilAbility Central that will help you determine these things. If you open UtilAbility Central and click on the Accounts check box at the top of the form and then enter the Accounts tab, you will be able to search for any accounts within your database. You can search by any field in the Account Information table by clicking its column header. So, if you set it to search by the account number, you can simply enter it in the Search box. This will position the list to the appropriate account. Now, since we have the accounts check box already checked, you can immediately go to theServices tab to view all the services that are assigned to that specific account. Here, you can determine if the service even exists for that account. If you see the service, you can double click that line or right click on it and choose Maintain to modify the record appropriately. If you do not see the service, then it has not yet been assigned to that account and you will have to add the record. You can double click or right click and maintain any line to open the Service Information maintenance screen. Rather than editing that account and service record, you would click the New button and create a new record to hold the appropriate information. The same information would need to be set and saved either way, as described in our previous discussion. Additionally, it’s worth noting that you want to make sure that you have the appropriate rates entered based on the Calculation Type defined for your service. For example, services defined with Calculation Type 1 will use the Flat Amount field from the Service Information screen for each account and service, while services defined with Calculation Type 4 will use one central Standard Amount from its definition in the Service Types screen for all accounts when they are billed for that service. Please see our UtilAbility Help documentation for more information on Calculation Types. Once you have the information saved, you can close the Service Information screen and return to the Accounts tab on the UtilAbility Central screen to locate the next account you want to set. You will need to repeat this procedure for each account in which you want to calculate a One Time Charge. Once you are finished you can calculate your bills for that service along with your other services and they will be billed based on the information that you have entered. If you would like more information on One Time Billing, please see our UtilAbility Help documentation or contact our support staff, we are always happy to talk with you. Read Full December 2017 Newsletter April 2014 Newsletter Checkless Payments Pro Fund Accounting offers checkless payment options for both Payroll and Accounts Payable. In Payroll we have the Direct Deposit option, which create a text file for your bank. This file contains all the employee information necessary to transfer funds from your bank account to theirs. You can also provide your employees with a copy of their check electronically. All of the reports (PR JOURNAL, PR GROSS and NET, PR EFTPS, etc.) are still available. To use the PR Direct Deposit you first have to contact your bank and get the program set up with them. Then, in PR Deductions Maintenance, set up a Deduction Code DD, with a name of Direct Deposit, a Calc Type 21, and a Calc Order 99. Finally, in Employee Maintenance, set up the Deduction Code DD for each employee in the program. Enter their Bank Account # in the Direct Deposit Acct# field, and their banks Routing # in the Direct Deposit Routing# field, with a C for checking or an S for savings. After the payroll is calculated, run the Payroll Direct Deposit program to create the file for your bank. Accounts Payable is handled a little differently. We do not create a text file for your bank. Most banks have an eBill Pay option. Once you have this setup with your bank, it’s just a matter of checking the EFTP box in Vender Maintenance. This will flag the payments as being made electronically. You can generate reports for your venders notifying them that a payment has been made. The APPOST and APPAY procedures are not affected. Read Full April 2014 Newsletter April 2016 Newsletter Pro Fund Accounting Evolution I was at the coffee shop and was surprised to see how young many of the patrons were. Looking around the place and observing the next generation interacting with their devices, I wondered about the lack of person to person contact that is missing. As I was finishing my large overpriced coffee and remarking to myself ‘I just don’t get it’, I remembered when my father would say that about me when I would play the Atari videogames on the TV for hours. Since the generations have evolved, we are beginning the evolution of the entire Pro Fund Accounting software. The last few months many of the changes we made have been related to the ‘insides’ to enable the software to gradually evolve. A key component of the changes will be the input we get from our customers. I know you are all very busy and do not want a lot of change in your life. With this in mind, we will be evolving small pieces of Pro Fund Accounting. Communication with you will be through email, webinars, real phone calls and yes, even text messages, about each piece that will be changed. We want to allow you time to share your thoughts so we can factor those into the software before we change it. This brings me to the first part we will evolve and that is security. We will be sending out more information soon, so be ready. Read Full April 2016 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 Comments are closed.