Cogitate Inc Newsletters Here you can find archives of our newsletters and other important information. 4 December December 2016 Newsletter By SuperUser Account newsletters 0 Comment 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. Open Account Maintenance Choose which account or account level that you want to duplicate Click on the Duplicate Account button 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. Click on OK to start the duplication process 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 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. Open Account Maintenance Choose which account or account level that you want to duplicate Click on the Duplicate Account button 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. Click on OK to start the duplication process 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 Attached Files December 2016 Newsletter 3.01 MB Related Articles March 2016 Newsletter The Windows 10 Free Upgrade Is Nearing Its End! Windows 10 was released on July 29, 2015 and is a highly recommended operating system upgrade. Microsoft is currently helping out by giving Windows 7, Windows 8, and Windows 8.1 users the chance to upgrade to Windows 10 for FREE until July 2016. With that being said, there is a limitation to this upgrade offer: Windows XP, Windows Vista, Windows RT, and all Enterprise versions of Windows are not included in this upgrade offer. Where does Cogitate stand on this? We recommend that if you are looking for new hardware in the near future to purchase new PCs with Windows 10 already installed. For those of us who are not looking for new hardware, if you are running Windows 7 then we recommend performing the Windows 10 upgrade as soon as possible so that you can take advantage of Microsoft’s great offer if you qualify. All of our current software including the PFA Works Timecard application is supported on Windows 10. If you would like to learn more about Windows 10 and the FREE upgrade offer, please take a look at the following link: https:// www.microsoft.com/en-US/windows/windows-10-faq Read Full March 2016 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 December 2014 Newsletter Save Schrödinger’s Cat! Schrodinger’s cat is neither alive nor dead. It is in a box and until a human opens the box the cat is in a juxtaposition of quantum states where the cat is both alive and dead. Ah, quantum physics at its unknowable best! This famous thought experiment in the early 20th century, by Erwin Schrödinger, was meant to show the absurdity of Neil Bohr’s theory that an atomic object exists in all possible states until it is observed. No, I don’t understand any of this either. But I find my programs are always in a duality of states: ‘there is no bug’ and ‘there is a bug’. Any program can have a bug or it can be perfect, but that is unknowable until a human interacts with it and observes the result. Hopefully that human is the programmer, and in my case me, but it frequently is the program’s user who causes the ‘quantum wave function to collapse’ into either the no bugs or bugs infested state. We always get a phone call when it’s the latter and it’s never from Erwin. Most findings of a bug are done by a diligent programmer, but many are found right away or years later by the even more diligent users of the program. It is the ‘years later’ discovery of the bugs that have lurked in a program that I find most, let me say, ‘interesting.’ If a bug can lie undiscovered for a number of years then there’s a lot of subtleties lurking about and they can be quite challenging to solve. I spend a fair amount of my time chasing these bugs down and fixing them. I sort of enjoy these challenges (with emphasis on the ‘sort of’). But the solution is easy: Don’t look! This would save Schrödinger’s Cat from being found dead and it would save my programs from being found imperfect and you and I will be living in an idyllic state where my programs would both contain bugs and not contain bugs, but we wouldn’t care because we’re not looking! Of course, I wouldn’t have much work to do either! --Jim Harlan Read Full December 2014 Newsletter December 2015 Newsletter Helpful Reminders for 1099-MISC Forms It is the last month of 2015, and that means that soon 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: 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. General instructions for Form 1099-MISC, and the rest of the boxes, are available at https://www.irs.gov/uac/About-Form-1099MISC. Read Full December 2015 Newsletter January 2016 Newsletter Changing Service Codes UtilAbility provides several utilities for various tasks that aren’t necessarily part of your typical day to day operations. We have talked about some of these utilities before. Many of them were designed to allow you to make changes to several records at once, where it would otherwise be difficult or time consuming to perform these changes manually. Today we are going to discuss the Change Service Code utility. This utility does exactly what its title says. However, this isn’t necessarily as simple as it sounds… Have you ever thought about changing the code you use for a particular service? Maybe the code isn’t working very well for some reason or you were never happy with the one that was setup in the first place and you simply want to use another one. You may have thought about changing such a code, and then decided that it’s not worth the trouble. To make a change like this you would have to change a lot of records from many different tables. In fact, changing a service code currently affects as many as nine different tables within the UtilAbility database and some of these may include thousands of records that would be affected by your change. Fortunately, UtilAbility does all this for you. You don’t have to think about tables and records let alone make any manual changes. You simply supply the old service code and the new one. UtilAbility will change all references from the old code to the new one in every table and every record as necessary. You can find the Change Service Code utility and other helpful utilities under Tools|Utilities from the menu on the main screen in UtilAbility. Please take a look at these as they may save you a lot of time and effort. If you have any questions about Changing Service Codes or any of the other utilities, please see the UtilAbility help documentation or contact our support staff for more information. Read Full January 2016 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 Comments are closed.