Cogitate Inc Newsletters Here you can find archives of our newsletters and other important information. 2 August August 2017 Newsletter By SuperUser Account newsletter 0 Comment 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 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 Attached Files August 2017 Newsletter 834.77 KB Related Articles 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 August 2014 Newsletter Disaster Recovery 101—Have a Plan! Whether it’s a storm knocking out your power lines, a computer virus disabling your software, or a fire, your operation can be disrupted by any number of threats. When that happens, a strong disaster recovery plan can make the difference between a brief hiccup in your operations and a costly blow to your organization. Because your operation involves several connected parts, a number of elements will go into a good disaster recovery strategy. How do you define a “disaster”? If you hear the word and immediately imagine an 8.5 magnitude earthquake or a category 5 hurricane, you’re correct – natural disasters are probably the most threatening types of disasters in terms of damage, potential loss of human life and disruption to operation operations. But the reality is that there are many other types of disasters that can cause significant operation disruptions. Savvy operation directors and managers should be prepared for disasters or disruptions, which come in many forms. Some disasters are man-made, such as industrial accidents, nuclear accidents or terrorist attacks. Natural disasters range vastly from blizzards and hurricanes to lightening, fire, or flooding. Even technical failures like a malicious computer virus should be considered disasters because of how detrimental the downtime can be to your operation. All of these scenarios, and many others, could create an immediate need for decision makers within your organization to flip the switch into recovery mode. Your disaster recovery plan should answer the questions “What do we do now?” and “What is the chain of command?” The process of creating a disaster recovery plan should involve operation management who are fully committed in investing the necessary time and resources. A plan can be relatively simple, or you might hire an external consultant to guide the process. Regardless of its complexity, here are a few key components of the disaster recovery planning process: Prioritizing internal functions – In the event of a disaster or operation disruption, which operation functions will need to be up and running first? For example, depending upon your industry or size, you may need to develop a plan for getting your accounting department’s technology up and running first, followed by other departments. Your plan should outline the IT resources that will be required to address the most time- sensitive operation functions. Restoring data – Is your data stored at an alternate site? Are you backing up to a cloud or web-based backup system regularly? Your disaster recovery plan should clearly spell out how your data will be retrieved. Minimizing downtime – What is your strategy for minimizing the amount of time your IT systems may be down? How long can you afford to be down? For some operations, the answer is “zero downtime.” If this is the case for your operation, your disaster recovery plan must include a strategy for backing up and restoring your IT systems, or running two synchronized systems, which is costly but sometimes necessary. Now go and develop a plan that is right for your organization. The internet has many free tools that will help you along the way. Search for Disaster Recovery Plan and you should find lots of information to help you. Read Full August 2014 Newsletter August 2015 Newsletter Reboot I remember the bad old days when I had to reboot my computer several times a day. The reasons were the usual suspects: the computer hung up in some unresponsive state; operations had slowed down so much that a clean reboot would make it go faster and I would gain back the time lost rebooting; going out to lunch and not wanting to keep the computer running and disk drive spinning; having a hard time debugging some code and wanting to just start with a clean slate; wanting to save power and lessen the air conditioning load, etc. etc. etc. Of course the most famous reason was the BSOD. That’s the Blue Screen of Death introduced by Microsoft sometime in the 90’s to let one know that the operating system was so fouled up that it couldn’t unscramble itself and wanted to be put out of its misery by a nice clean reboot. Of course, ‘they’ blamed it on faulty hardware so it was really, really not their fault. Over time the need to reboot got less and less as the operating systems got more reliable and robust, and hardware, such as memory, got even better, and disk drives and the computer would put themselves to sleep to keep wear and tear to a minimum. Over even more time, the need to reboot got even more infrequent and I found myself letting my computer run for days, weeks and months at a time without a reason for a reboot. Until, recently I was working away at my system when suddenly it locked up as we used to say. I figured it was just some update getting in the way and gave it a couple minutes to clear things up. That didn’t work so I decided I would have to reboot my computer for the first time since I got this new one in over a year ago. Then I had the awful realization that I didn’t know how to reboot my computer! I couldn’t believe that I didn’t know. I’ve booted computers thousands of times in my career and I was looking at the computer trying to find the button and I had to get down to floor level to look around the sleek and stylish cabinet to find the button. I found two but couldn’t read any label so I poked one and then the other with no response. There used to be reset buttons that would immediately reboot a computer and I guess that wasn’t the case here. So I did the press and hold for 6 seconds trick and that did it. If that didn’t work I would have gone to the wall plug, but the computer was alive enough to know I wanted a ‘hard’ reboot. But not knowing how to reboot my computer really struck me as a watershed moment in my history of using computers. The hardware and software have become so good, so long lasting, so reliable that there’s probably people who have never had to reboot their computer. Well, there’s probably not that many but I’m sure they’re around and their numbers must be growing. I also realized that I’ve got to bring my programming skills up to new levels so that my programs are up to the reliability of the computers they’re running on. I think I need to reboot myself but I’m not sure if I’ve got a power button I can hold for 6 seconds! And I’m not sure I would want to! Read Full August 2015 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 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.