Cogitate Inc Newsletters Here you can find archives of our newsletters and other important information. 1 May May 2016 Newsletter By SuperUser Account newsletter 0 Comment FIXING POST CASH RECEIPT MISTAKES in UTILABILITY If you accidentally make a mistake while posting cash receipts, there a few simple ways you can correct them. Below are some common mistakes and how to correct them. One of the more common mistakes is posting your receipts using the incorrect effective date. As you may know we suggest separating your receipt dates into separate journals since the journal title is automatically created based on the date of your first entry. If you discover that you are using the wrong effective date while you are still posting cash receipts, rather than changing the effective date and having multiple dates within the same journal, go ahead and continue posting the rest of them using the same date. After you are finished and have closed your journal, you can run the Change Various Journal Values utility to change the effective date for all the receipts within the journal along with the title of the journal to reflect the corrected effective date. Another common mistake is posting an incorrect amount. If you post an incorrect amount to an account and you catch it right way while you are still in your post session, you can simply undo the posting for that account and then repost it. Please note that this will remove any postings to that account within that journal. If you have already closed your journal, you can simply modify the incorrect receipt transaction(s) within Transaction Maintenance. Finally, you may have accidentally posted the receipt to the incorrect account. If you catch that right away while you are still in your post session, you can simply undo the posting for that account and then post the receipt to the correct account. If you have already closed your journal, you can simply delete the incorrect receipt transaction(s) within Transaction Maintenance. You can locate any transaction using UtilAbility Central. You can then reopen the Post Cash Receipts utility and post the receipt to the correct account. While this will be posted in a separate journal, you can still group your receipts by date to include the corrected receipt with the other ones from the original journal when running reports. UtilAbility allows you to easily correct mistakes; however, if you have any problems or questions please review our UtilAbility help documentation or give us a call and we will be happy to help you. Read Full May 2016 Newsletter FIXING POST CASH RECEIPT MISTAKES in UTILABILITY If you accidentally make a mistake while posting cash receipts, there a few simple ways you can correct them. Below are some common mistakes and how to correct them. One of the more common mistakes is posting your receipts using the incorrect effective date. As you may know we suggest separating your receipt dates into separate journals since the journal title is automatically created based on the date of your first entry. If you discover that you are using the wrong effective date while you are still posting cash receipts, rather than changing the effective date and having multiple dates within the same journal, go ahead and continue posting the rest of them using the same date. After you are finished and have closed your journal, you can run the Change Various Journal Values utility to change the effective date for all the receipts within the journal along with the title of the journal to reflect the corrected effective date. Another common mistake is posting an incorrect amount. If you post an incorrect amount to an account and you catch it right way while you are still in your post session, you can simply undo the posting for that account and then repost it. Please note that this will remove any postings to that account within that journal. If you have already closed your journal, you can simply modify the incorrect receipt transaction(s) within Transaction Maintenance. Finally, you may have accidentally posted the receipt to the incorrect account. If you catch that right away while you are still in your post session, you can simply undo the posting for that account and then post the receipt to the correct account. If you have already closed your journal, you can simply delete the incorrect receipt transaction(s) within Transaction Maintenance. You can locate any transaction using UtilAbility Central. You can then reopen the Post Cash Receipts utility and post the receipt to the correct account. While this will be posted in a separate journal, you can still group your receipts by date to include the corrected receipt with the other ones from the original journal when running reports. UtilAbility allows you to easily correct mistakes; however, if you have any problems or questions please review our UtilAbility help documentation or give us a call and we will be happy to help you. Read Full May 2016 Newsletter Attached Files May 2016 Newsletter 1.97 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 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 July 2016 Newsletter Pursuit Of Maintenance A little bit ago we were working on the development of the new inventory and work order/preventative maintenance program. One of the road commissions supervisors asked us to look at the VMRS. VMRS? What is that you may ask like we did. It is an industry standard used for vehicle maintenance developed and maintained by the ATA (American Trucking Association), but let them describe the system better. Developed by the American Trucking Associations’ Technology & Maintenance Council (TMC), the leading voice on industry best practices, VMRS™ is the universal language of maintenance reporting—the vital link between the shop floor and management. ATA’s VMRS helps you create a single process to: Simplify, Clarify and Unify with ATA’s Technology & Maintenance Council Vehicle Maintenance Reporting Standards Create a Single Concise Method to Manage Fleet Assets and Analyze Maintenance Operations and Costs Document when, why, and how maintenance is performed on equipment. Improve equipment and parts inventory control. Identify where money is spent. Help control costs and create greater efficiency. Manage a wide variety of equipment, including trucks of all types cars, buses, vans, construction equipment, and more. We would like to fully embrace the methods and codes that this system entails. But before we spend any more time, is this what the maintenance and inventory people want? So please check out the VMRS system and let us know, via email to president@cogitateinc.com, what you think. George Loescher, President Read Full July 2016 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 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 Comments are closed.