Cogitate Inc Newsletters Here you can find archives of our newsletters and other important information. 2 June June 2017 Newsletter By SuperUser Account newsletter 0 Comment 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 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 Attached Files June 2017 Newsletter 1.06 MB Related Articles June 2014 Newsletter PFA Works June Update We have been busy making enhancements to PFA Works which will help make the timecard process more efficient. Here are the enhancements that we made since last month’s newsletter: We made the size of the Equipment and Inventory grids bigger, so the grids can hold more items. On the Timecard Entry screen, we added the ability for PFA Works to automatically select the timecard information for an existing timecard. When you add a timecard entry, PFA Works will now automatically select the entry you just added. So now you won’t have to add a timecard entry and then tap on it again before entering information for that entry. We added the ability to enter mileage information for equipment. If this is something that you would like to use, the only requirement is that you setup a mileage preventive maintenance schedule in Pro Fund Accounting for each piece of equipment that you track mileage for. When the supervisor approves a timecard entry that includes mileage for an employee, the mileage information will be automatically added to the piece of equipment in Pro Fund Accounting. On the Equipment and Inventory screens, if you try to add an item that was already added; PFA Works will now automatically highlight the added item. This makes it clearer that the item was already added to the timecard. If you are interested in learning more about how PFA Works can streamline your road commission’s timecard entry process, please visit www.profundaccounting.com/pfaworks. If you are interested in purchasing PFA Works, please contact George Loescher at firstname.lastname@example.org. Read Full June 2014 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 June 2015 Newsletter CULTURE TEST I always pride myself on knowing everything so I’m going to put that little piece of vanity to the test. I’m going to give myself a culture test right here in front of your eyes (and I won’t even cheat!). Here we go: WHAT YEAR DID CAESAR DIE? JIM: 43BC. GOOGLE: 44BC Jim 0, Google 1 NAME THE 4 HORSEMEN OF THE APOCALYPSE JIM: I remember being asked that question long ago and I answered: Death, War, Famine and Greed. As soon as I said it, it didn’t sit well with me and I wondered aloud, "What’s a nice guy like Greed doing with that bunch of cut throats and I changed it to Pestilence. GOOGLE: A documentary film directed by Russ Ashcroft. I asked Google if that was its final answer and, reconsidering it answered, Death, War, Famine & Conquest. Because it got a second chance, I’ll give Google half credit even though I’m not sure it’s the correct answer. Maybe I should ask Bing? Jim 0, Google 1 ½: So far, not looking good for me. NAME THE 3 MUSES JIM: I know this is a lot of classical knowledge that’s probably not of much interest so I’ll try to get more ‘with it’ in the following questions. My answer is Singing, Music and Art. I know that’s probably not correct but sometimes you just gotta give it your best shot! I wonder where ‘they’ get such weird questions from anyway. GOOGLE: This page can’t be displayed. Jim 1, Google 1 ½: I may not be even close but Google really fell flat here, someone should get a point. HOW LONG TO REBOOT MY COMPUTER? (Now that’s a more ‘with it’ question) JIM: 52 seconds, though it took me 2 minutes to save and shut down all the stuff that was up and running. GOOGLE: waiting for google.com. I gave it some time to reconsider and it finally came up with many How to Restart, How to Reboot, How often do you need tor Reboot your PC, etc. In fact Google came up with 99,200,000 answers. I think being able to answer that many times is cheating. I’m going to give Google a -1 for bad sportsmanship and not even being close. Jim 2, Google ½: I was exactly right! Take that Google! Now Google is unhappy with the test scoring and it comes up with Music, Poetry and the Arts for the preceeding question. That’s completely out of order even though that sounds correct. Generously, I’ll give Google ½ point and I’ll deduct a point from me since I was probably wrong though singing and poetry are really pretty close. FINAL SCORE: Jim 1, Google 1 Well the time’s up and though I can see I don’t know as much as I thought I did, at least I’m as good as Google. I bet Google would never ever concede that it’s only as good as me and it would probably give many, many answers to that question. In fact it gave 1,400,000,000 answers! I still think that’s cheating! Read Full June 2015 Newsletter June 2016 Newsletter HELP! 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: www.Profundaccounting.com 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 Julie@cogitateinc.com or 866-634-9991, extension 12 to give your feedback and offer additional suggestions. Read Full June 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. 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