Cogitate Inc Newsletters Here you can find archives of our newsletters and other important information. 2 September September 2017 Newsletter By SuperUser Account newsletter 0 Comment New AP Feature: Unpay Invoices In the latest Pro Fund Accounting update, we have added a brand new way to unpay an entire Payables payment journal. Before you would have to go to GL Post and select the source of entry as AP, then you had to find the payment journal that the payments were in, then delete all the entries in that payment journal to unpay the invoices that were paid using that journal. Now there is a new feature called Unpay Invoices under the Payables menu which makes it easy to unpay a payment journal. To unpay a specific payment journal, you now do the following: Go to Payables>Unpay Invoices Highlight the specific payment journal that you want to unpay If you need to see the transactions in that journal, click on the plus button next to the journal number and it will display a list of the transactions that are a part of that specific payment journal Click on the Unpay selected payment journal button to complete the unpayment process Once you finish the unpayment process, all the invoices that were paid in that payment journal are now considered unpaid. This means that you make any changes to the invoices, such as changing the dollar amount or distribution account. When you are ready to pay those invoices again, you would pay them through the Pay Invoices program. You will have to add the security rights to be able to access the new Unpay Invoices feature using the security management program under Tools>Security. If there are any questions about this new feature or if you have trouble setting up the security for the new feature, please give our Pro Fund Accounting support staff a call at 866-634-9991 x2. Read Full September 2017 Newsletter New AP Feature: Unpay Invoices In the latest Pro Fund Accounting update, we have added a brand new way to unpay an entire Payables payment journal. Before you would have to go to GL Post and select the source of entry as AP, then you had to find the payment journal that the payments were in, then delete all the entries in that payment journal to unpay the invoices that were paid using that journal. Now there is a new feature called Unpay Invoices under the Payables menu which makes it easy to unpay a payment journal. To unpay a specific payment journal, you now do the following: Go to Payables>Unpay Invoices Highlight the specific payment journal that you want to unpay If you need to see the transactions in that journal, click on the plus button next to the journal number and it will display a list of the transactions that are a part of that specific payment journal Click on the Unpay selected payment journal button to complete the unpayment process Once you finish the unpayment process, all the invoices that were paid in that payment journal are now considered unpaid. This means that you make any changes to the invoices, such as changing the dollar amount or distribution account. When you are ready to pay those invoices again, you would pay them through the Pay Invoices program. You will have to add the security rights to be able to access the new Unpay Invoices feature using the security management program under Tools>Security. If there are any questions about this new feature or if you have trouble setting up the security for the new feature, please give our Pro Fund Accounting support staff a call at 866-634-9991 x2. Read Full September 2017 Newsletter Attached Files September 2017 Newsletter 819.5 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 September 2014 Newsletter Outstanding Invoices One of the conveniences in APPAY is being able to choose which invoices you want to pay. This could be for various reasons, and usually is a temporary situation. All invoices should be paid at some point; however, sometimes you end up with invoices that never seem to get paid. A good example of this may be an invoice for a vendor you rarely do business with. At some point, though, you need to rid the system of these invoices if they’re not going to be paid. First, we need to determine what APPOST Journal they were posted in. Often the invoice date will give you a clue as to when it was posted. If you cannot find when the invoice was posted, you can go to Vender Maintenance and run a Vender History report to find the invoice. Just remember to use a date range large enough to include this invoice. Once you know what invoice to look for, you can go to that APPOST Journal, select that invoice and delete it only if it was posted in this fiscal year. Every effort should be made to clean up these unpaid invoices before closing your fiscal year. What happens if this invoice is in a prior fiscal year? In this case you would have to go through the process of changing the year start date and deleting the BF and CE Journals, delete the invoice, and rerun the Post Balances Forward program. Please keep in mind that doing this will change your year end reports for the prior fiscal year. But what if these invoices go back 2 or 3 years, or more? First of all, TRY HARD not to let this happen, but we know on occasion that it does. To fix this, you could delete all the BF and CE journals back to the year in question, and then delete the invoice and rerun the Post Balances Forward program up to the current year. Another solution would be to ‘PAY’ these invoices in the current year. This will post a debit to the Accounts Payable account, which you want, and a credit to your Cash account, which you don’t want. To correct this, you need to go to GLPOST, choose the SOE GLJ, and post a debit to your Cash account and a credit to your Fund Balance account. The credit needs to be posted to the Fund Balance account because, when you close your books at year end the expenses get closed to the Fund Balance account. As you can see, it’s a lot easier to handle these open invoices as they happen. Read Full September 2014 Newsletter September 2015 Newsletter Cloudy Weather Around here over the past year there has been a lot of thick, orange cable getting placed in the ground. I watched as it was laid alongside the roads by digging ditches and unreeling it or by a DitchWitch horizontal boring machine would do about 250 feet underground without any ditch at all. It was fiber optic cable with 192 strands of glass and I’ve been lusting after the possibility of getting just one tiny fiber to my computer. I was just a half mile away from the glassy paradise, but it might as well have been a hundred miles. That’s called the Last Mile problem in the industry. It was being laid to supply high speed internet to a string of hotels and motels along the road, but that Last Mile was only going away from me. I’ve got pretty good internet now over wireless and 10 megabits up and down is something I’ve come to rely on. That used to be what we had to and from a server inside our office using an old Ethernet cable and now it’s just there, in the air. But, as is always the case in the computer business, I would like to have more. The problem is “The Cloud”. For the last year or so, I’ve been hooked on storing all my ‘stuff’ in the cloud. I’ve uploaded almost three terra bytes to some unknown place in the Cloud. I really don’t care where, all I care about is that the Cloud promises to keep it safe and secure and backed up as long as I pay for my service. So it’s always there, someplace safe, in the Cloud. It took me several months to transmit all that data to the Cloud, but over time I slowly got it uploaded and I came to really appreciate how much data there is in three terabytes. I was actually lucky because my wireless internet provider lets me use all the bandwidth there is when I’m uploading and since most internet data is downloaded, I had lots of 30 megabits per second uploads to the cloud. That’s fast. Of course, data in the Cloud is useless unless you can get to it. And there’s the rub. My download speed is pretty good and I get a consistent 6 to 10 megabits a second, but when I need something it’s usually in 10 or 30 gigabyte chunks and that can be 10 hours to download. And it’s even longer in practice because the downloads are stopped and started between each file and that cuts my speed by about a third. So my 30 gigabyte download will take more than 13 hours. I’m reminded of the old joke about a write only storage device for backup. I was just a brick. You could quickly write anything to it, but it was “write only” so you couldn’t read it. With the Cloud, I can read it but it’s as slow as a brick. I know that analogy doesn’t really work but it’s just so slow when I need gigabytes and I want them now! So that’s why I want just one tiny, little fiber of glass coming into my computer. Maybe if I moved into one of those hotels? I wouldn’t have to mow the lawn either! Read Full September 2015 Newsletter September 2016 Newsletter Employee Types In Pro Fund Accounting Pro Fund Accounting provides a very useful way to group employees in the Payroll system. So why would this be useful you might ask? For example, suppose your Township’s or Road Commission’s board members receive a stipend and there are also a few employees who work in the office and receive a salary. You just finished your normal payroll that includes all employees and board members. Now you need to see how much just the office workers received. This is where the power of grouping your employees comes in. If we group our employees by office workers and board members, we can now run reports that show us exactly how much our office workers received during this pay period by excluding the board member group. You can see a list of the reports that support employee grouping below: Equivalent Overtime PR Break Down PR Break Down By Day PR Earnings PR Gross PR Gross And Net PR Gross For Retirement PR Pension Report PR Retro Earnings By Pct PR Third Party Pay And Taxes Please see our Pro Fund Accounting knowledgebase at: www.profundaccounting.com/Knowledge-Base to learn how to start grouping your employees in Pro Fund Accounting payroll. You can also contact our support team for help in getting started with grouping your employees. Read Full September 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.