Cogitate Inc Newsletters Here you can find archives of our newsletters and other important information. 13 March March 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 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 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 Attached Files March 2017 Newsletter 850.53 KB Related Articles March 2014 Newsletter Customizing UtilAbility Central As we discussed in a previous newsletter, the UtilAbility Central form is the gateway to your data within UtilAbility. From time to time we may spotlight some of the unique features available in the UtilAbility Central form. This month we will discuss the ability to customize the default look and layout of the data fields that are displayed within UtilAbility Central. When you purchase UtilAbility, the UtilAbility Central form will default to display all the fields that are available on each tab. The column headings for the fields are the actual field names as they are defined within the database. The columns that we thought you might be most interested in are displayed first. Finally, the Sort/ Search Fields on each tab default to the field that we think you might most often want to search by. These are the defaults, but you can certainly change any of these to better suit your needs. To customize any list, you can right-click on that list and choose Customize Grid Display or hit Ctrl-G when that list is displayed to open the Customize Grid form. This form lets you select which fields will be displayed in the list and the order in which they will appear. You can even change the column header for each field and the width that will be used for that field column. When you click OK, your settings will become the new defaults that will be used whenever the UtilAbility Central form is opened. To change the default Sort/Search Field for any list, you can select the Search Field and Sort Order that you want by clicking the column header for any field. Subsequent clicks will reverse the Sort Order. Once you have it set the way you want, you can right-click on that list and choose Save Sort/Search Field as Default or hit Ctrl-S and your current Sort/Search Field will become the new default that will be used for that list whenever it is displayed. Please note that these settings will not change your data in any way. They simply change the way you view your data in the UtilAbility Central form. So if you wish to make a change, go ahead and give it a try. As always, for additional information about Customizing UtilAbility Central, please see the UtilAbility Help Documentation or contact the Cogitate support staff. Read Full March 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 March 2015 Newsletter Posting Meter Readings With Automatic Meter Reading Devices This month we are discussing the procedures for posting your meter readings when using Automatic Meter Reading Devices. When using Automatic Meter Reading Devices, your meter reading data is exported from and imported into UtilAbility via Meter Reader Interface text files that are recognized by both UtilAbility and your Meter Reader software. When it’s time to read your meters, you first need to export your data so that your Meter Reading Device is aware of any changes that you have made within UtilAbility since you last read your meters. These changes may include things such as your updated last readings, any new home owners, any specific comments regarding your meters and any meters that you have replaced. You can export your current data from the Export to Meter Reader menu item under the File Menu From the main screen in UtilAbility. Here you can specify some parameters for your export including the file name to be exported. Your data is exported a file that your Meter Reader software can read and ultimately export to your Meter Reading Device. Once you have read your meters, you will need to transfer the new readings to UtilAbility. Typically, your readings are first imported into your Meter Reader Software and then exported to a text file that UtilAbility can read. You can import that information into UtilAbility using the Import from Meter Reader function from the Post Meter Readings screen. Finally, you can review the imported automatic meter readings and commit your Meter Reading Journal the same way you would as when entering your readings manually. Before you calculate your bills, it’s a good idea to run your meter reading reports and review your reading and usage information to be sure there are no mistakes. This can save you time in the long run as it is better to catch any problems before you calculate rather than correcting them later. The Account Meter Reading Exceptions List report will show any potential problems with your meters, such as meters you may have missed or meters with higher than average usages, etc. The Meter Reading Journals and Details report will show all the readings posted in your entire meter reading journal. If you have any questions about Posting Meter Readings with Automatic Meter Reading Devices or would like more information, please contact our support staff or visit our UtilAbility web site at www.utilability.com. Read Full March 2015 Newsletter 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 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.