MKS Help

STARK Version 5.1.35.X Accounts Receivable New Features

This Help File Page was last Modified on 05/14/2017

Hide Navigation Pane

STARK Version 5.1.35.X Accounts Receivable New Features

This Help File Page was last Modified on 05/14/2017

Previous topic Next topic No directory for this topic No expanding text in this topic  

STARK Version 5.1.35.X Accounts Receivable New Features

This Help File Page was last Modified on 05/14/2017

Previous topic Next topic Topic directory requires JavaScript JavaScript is required for expanding text JavaScript is required for the print function Mail us feedback on this topic!  

Welcome to the Summary Page which describes the major New Features added to the Accounts Receivable System within the MKMS STARK Version 5.1.35.X Release.

 

HelpFilesStark

This New Features Table contains three columns of data relating to each of these New features:

1.Program Module(s) Affected - This column lists the specific modules that were improved.

2.Chapter Links - This column lists of the link(s) to the chapter(s) where the previous instructions, illustrations and explanations have been revised to reflect the program changes and/or enhancements.

3.Description of the Enhancement - A brief explanation of the new features, functions and enhancements that have been added in this release with links to all of the affected chapters and some related chapters, also.

 

Understanding the New features Chart:

All of the Program Module(s) that are Affected are listed.

The Chapter Links are provided for finding the instructions, illustrations, and details on the operation and usage of the new feature(s).

A brief Description of the Enhancement is shown, sometimes with additional Chapter Links.

 

Program Module(s) Affected

Chapter Links

Description of the Enhancement

Accounts Receivable

Prospect Tracking

Themes

A new Themes capability has been added which allows the User to set their preferred coloration, screen accents (and special occasions) Theme in MKMS and MKMSCS.

Accounts Receivable

Prospect Tracking

 

Subscribers

Prospects

 

The new Add or Remove Buttons option - accessed by selecting the Down-Arrow at the top of the Subscribers, Prospect, and Vendor Forms - will now allow the User to Customize the content of the Quick Access Tool Bar on these Forms.

A new Email option is now available on the Subscriber, Prospect, Employee Forms; and as part of the Printing an Invoice, and/or Printing a Proposal process.

a)Click the Email option to open a pre-populated Email Dialog (e.g., using Outlook©, or another Email protocol) to send an Email to the Email Address associated with that Form

b)When an Email of an Invoice, or Proposal is sent, the appropriate document is attached to that Email as a PDF file.

Accounts Receivable

Prospect Tracking

 

Company Settings

Proposal

Converting a Subscriber Proposal

There is a new Proposal Package Commission in the Company Settings dialog

By default the ProposalPackageCommission option is set to False ("F") because most Companies - when converting a Proposal into Installation Order - want to bring Price entered on the Proposal  (the default setting) converted to that Work Order, but some Companies will not.

When the ProposalPackageCommission option is set to False ("F"), the program will use the Price of each item as it was entered on the Proposal.

When the ProposalPackageCommission option is set to True ("T"), the program will use the preset Price of the Proposal Package regardless of the Price entered on the Proposal.

Accounts Receivable

Central Station Monitoring

Subscribers Form

Layouts for the Subscribers Form

This completely redesigned Subscribers Form has a whole new "look" including new Ribbon Style Menu with special Edit View and Search Icons, History Options and Subscriber Options Menus, plus options on the Navigation and Actions sections of its Ribbon Menu; new Accounting, Monitoring and Service information sub-tabs, plus a Layout option (See Layouts below) which allows a User to customize what and where the Subscribers Form data is displayed.

Layouts - Among others, Deposits and Average Monthly Recurring Monitoring Revenue option ("Avg Mthly RMR") is now available for the Accounting tab on the Subscribers Form and a new Sort Code field in the Subscriber section.

Setting the new SaveSubscriberHistorySetting option to True ("T") in the Company Settings dialog will cause the system to save ("remember") each User's History Options History setting as they prefer it.

Accounts Receivable

Central Station Monitoring

Edit tab on the Subscribers Form

All additions, modifications and deletions of Subscriber data is now performed within the Edit tab on the Subscribers Form which has two sub-tabs:

1.Subscriber - This is where General information about the Subscriber is entered, and where specialized data entry sections for the Receivables, Auto Draft, Service, Acquisition and any Custom Defined field data are provided.

2.Monitoring - This is where basic Central Station Data is entered, and specialized sections for Subscriber Panels, Medical and the myriad number of other Monitoring related information fields are provided

Accounts Receivable

Receivables Section Data Entry Requirements

 

ItsPayd

ItsPayd is a user-friendly, cloud-based application that is accessible from all devices.

Within MKMS, the ItsPayd feature provides the ability to "tag" certain Subscribers and Export that Account Data to the ItsPayd collection service (which is still Under Development).

With ItsPayd, your Company can offer customizable payment plans, allowing your Subscribers to pay back their debt straight from their mobile device.

The goal of ItsPayd is to create a new way for Subscribers to pay off their obligations, while maintaining a positive relationship.

 

The revised Receivables Section Data Entry Requirements now includes an Export to ItsPayd field

Export to ItsPayd - If your Company is using the ItsPayd feature/service, and this Account will be submitted to them, you should Check this box.

Accounts Receivable

Receipts

 

The Receipts Form has been updated, and the process of Posting Receipts has changed. Now once a Receipt is recorded, it must then be Deposited by entering that Deposited information on this Receipts Form, or by using the Bank Deposits Form.

1.All Receipts must now be classified as either:

a)A Customer Deposit (a payment Amount accepted in advance of an anticipated future - as yet unentered - Sale (recorded in the General Ledger as an Advance Deposit Liability Account

b)An Amount that will be allocated to reduce (or eliminate) the balance due on an existing Invoice

2.All Receipts are initially recorded as not deposited, and are posted to the Undeposited Funds Asset Account in the General Ledger System (if in use).

3.A Receipt, regardless of whether it is an Advanced Deposit, or will be used to reduce a currently owed Accounts Receivable balance, must be specifically Deposited (See Recording a Deposit below).

a)A Receipt may not be Bounced, or Refunded until it has been Deposited.

b)A Receipt may not be Applied to an Invoice if it had been identified as a Customer Deposit - that designation must be changed (i.e., the Check removed on the Receipts Form) to be able to Allocate it.

c)The new Open Invoices Drop-Down Selection List on the Receipts Form provides a quick and easy will to selectively allocate the current Receipt. to one or more Invoices.

The Posting Receipts Form and that process is essentially unchanged.

Accounts Receivable

Bank Deposits

Recording a Deposit using the revised Receipts Form

Deposited On - If the Receipt being posted was (or will be) Deposited individually: use the Drop-Down Date/Calendar box provided in the Deposited On field to record that Date (the Receipt will be deposited in the Bank identified on the Receipts Form).

Deposited - Once recorded as Deposited by entering a Date in the Deposited On field (or by using the Bank Deposits Form), the system will insert a Check in the Deposited box for this Receipt.

However, in most cases multiple Receipts will be deposited at the same time and that type of Deposit Transaction will be recorded using the Bank Deposits Form (see below) so in that case the Check in the Deposited field and the Date in the Deposited On field will be inserted by the system automatically.

 

The new Bank Deposits Form lists all Receipts which have not yet been recorded as Deposited. These un-deposited Receipts are listed by Batch Number, Date recorded, Subscriber, Amount, and the Bank to which the Receipt has been assigned.

A Bank Deposit may then be identified based on the User selected (one, several or all) Batch Number(s).

 

Accounts Receivable

Cash Receipts Report

There is a new Deposited Only choice on the Cash Receipts report Options tab. which allows you to see those Receipts that were actually deposited in a Bank within a specific Date Range.

Accounts Receivable

Accounts Payable System

Refunds

The substantially revised Refund option on the Receipts Form now allows the User to identify a Receipt that must be Refunded and process that Refund all the way through the Accounts Payable System.:

 

An Overview: Creating a Refund Check for a Receipt using the Refunds For dialog along with the Accounts Payable System:

The Refund option on the Receipts Form allows the User to Print the Check for a Refund within the Accounts Payable System.  This process works as follows:

1.To Print a Refund Check, the Cut Check field on the Refunds For dialog is Checked - thus indicating that this Refund is to be processed through the Accounts Payable System.

2.All Refunds that have been identified for payment by inserting a Check in the Cut Check field [and have not yet been marked either as Ready To Print nor Printed by the system - see steps 3., a. and 4., a. below] will be listed in the Disbursement Form

oThe Disbursement Form lists all of the outstanding Bills and any Refunds that are to be paid - the Invoice # of these Refunds will be "REFUND".

oThe User must Check the Pay field for each item REFUND (and Bill) for which a Check should be created.

oOnce all of the Bills and Refunds have been identified, the User must then Click the Pay Bills button.

3.When a Check is entered in the Pay field for a REFUND item on the Disbursement Form:

a.On the associated Refunds For dialog each Refund selected for payment by Check will automatically have the Ready To Print field Checked by the system.

b.The REFUND item may be paid from any Bank Account (it does not have to come from the Bank to which the original Receipt was Deposited).

c.The Cash Requirements Report will include any Refund Payments that need to be Printed.

d.These Refund Payments become available to Print during the next Print Checks process.

4.Once the Refund Payments are printed using the Print Checks process:

a.On the associated Refunds For dialog the Printed field will be Checked, and Check # field will be populated with the Check Number assigned to the Printed Check.

5.On the Bank Reconciliation Form

a.Those Refunds which have not been identified on the Refunds For dialog with a Check in the Cut Check field will be displayed on the Deposits (right) side of the of the Bank Reconciliation Form as a negative Amount with a Description of Refund .

b.Those Refunds which are identified on the Refunds For dialog with a Check in the Cut Check field and a Check in the Printed field will appear under the Payment (left) side of the Bank Reconciliation Form as a positive Amount and the appropriate Check Number displayed.

Accounts Receivable

Auto Draft Setup

The Auto Draft Setup section in the Edit View of the Subscribers Form has been substantially modified.

There is now an Account Holder's Name field where the Card Holder's Name should be entered as two names only, with their Last Name entered first, and their First Name entered last - with no punctuation marks!

There are now individual Account Holder's Address fields for:  Address (or PO Box) where no punctuation marks in that Street address field should be entered, and separate City, State/Province, and Zip/Postal Code fields.

When the E-Payment option is used on the Subscribers Form (or the E-Pay option on the Work Order Form, or the Invoice Form), that Name and Address information is inserted into the E-Payment Form automatically.

If no Name and Address information has been entered in the Auto Draft Setup section, then the Subscriber's Name and Address will be used (but may need to be modified at that time).

Accounts Receivable

Post Pending Credits/Deposits

If the Post Pending Credits/Deposits process fails for any reason, the system displays an error message.  However, previously there was no way to know which Deposit Receipt and/or Credit Invoice was processing when that error occurred.

The posting procedure now creates a processing table (dba.AllocateReceiptParams) of these transactions.

If an error occurs, the last record (order by ID DESC) in this table is the one with the issue.

Accounts Receivable

Company Settings Form

There is a new Auto Deposit Receipts option in the Company Settings Form:

By default, the AutoDepositReceipts option is set to True ("T") so that Bank Auto Draft transactions are automatically recorded as Deposited on the Date that the Post Auto Draft procedure was run.

Setting the AutoDepositReceipts option to False ("F") in the Company Settings Form will require that the User manually Deposits those Bank Auto Draft transactions using the Bank Deposits Form.

Accounts Receivable

Prospect Tracking

Proposal Approval

This new Proposal Approval dialog allows the Sales Manager (or whoever is assigned this task) to approve Proposals presented to Prospects (or Subscribers) using the MKSales Cloud Based Application for the Apple® iPad.

Accounts Receivable

Post Auto Drafts

Payment Gateway

Several new Payment Gateway File Types for the Post Auto Drafts procedure have been implemented.

Accounts Receivable

Company Settings

Recurring Revenue

A new RestrictRRModification option is available and by default is set to False ("F").  

When set to True ("T") in the Company Settings dialog - which is accessed from the Company tab of the User Options Form - and a previously entered and saved Recurring Revenue record is being modified:

a)The User - determined by their specific Access Rights - will either be presented with an Authorize Transaction dialog requesting that User to specify the reason for this modification

b)Or the User will need their Administrator to provide that information and also enter their Admin User Name and Admin Password.

Accounts Receivable

Deferred Revenue Report

Post Earned Revenue

Earned Revenue Report

Deferred Revenue (Daily View)

This new Deferred Revenue Report provides a list of the pending Deferred Revenue records which may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

The new Post Earned Revenue dialog is used each month to recognize in the General Ledger System (i.e., transfer from Unearned to Earned) those Deferred Revenues which have now been earned.

 

This new Earned Revenue by Month Report tells your Company how much of the previously Deferred Revenue has subsequently been Earned.

It will itemize the Amounts of the previously Deferred Revenues that have now been earned during the chosen Accounting Period (e.g, within either a designated Month, or a designated Year)

 

This new Deferred Revenue (Daily View) report provides a listing in a Grid format of the pending Deferred Revenue records including the associated General Ledger information (those Recurring Revenue Sales Invoices which have yet to be recorded as fully Earned) which may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

Accounts Receivable System

Customer Deposit Report

This new Customer Deposit Report dialog displays a Grid with all of the designated Receipts listed (based on the Option selected) which may be Printed and/or Exported, as needed.

Accounts Receivable System

Accounts Receivable Collections

The new Accounts Receivable Collections is a multi-purpose Report that assists in the management and Collection of Past Due Accounts, offers a one page Accounts Receivable Summary format with or without a Chart, and can offer a snap-shot view of the Company's potential Cash Flow, a list the Average Monthly Recurring Revenue being billed to each Account, or list those Dealers (Divisions) for whom your Company provides Monitoring Services and is also billing those Alarm Dealer's Monitoring Accounts

Accounts Receivable System

Fixed Term Recurring Revenue

The new Fixed Term Recurring Revenue Report lists those Subscribers who have Fix Term Recurring Revenue record(s) defined that are still Active (or all Fix Term Recurring Revenue records, including those that are now Inactive) and shows the details of those Fix Term Recurring Revenue records - including any outstanding Balance - with this data presented as a Grid

Accounts Receivable System

RMR Rate Changes

The new RMR Rate Changes fully functional data grid (populated based on a User Defined Date Range) lists When, by Whom, and by what Amount the Rates being charged for Recurring Revenue have been changed.  As with fully functional data grid, the selected columns of data may be filtered, sorted, formatted; and then Printed and/or Exported, as needed.

Accounts Receivable

Proposal

When a Proposal is Converted to an Invoice, the Proposal will not be Deleted and no message will be displayed offering that option.

Now the User will have the ability to control whether or not the Proposal should/will be deleted when it's Converted to an Invoice.

To enable this new functionality, using the Interactive SQL (dbisql) utility, execute this script:

 

if not exists(Select 'exists' from dba.CompanySettings 

where Section = 'Proposal' and

SettingName = 'DeleteProposalWhenConverting')then 

insert into dba.CompanySettings(Section,SettingName,SettingValue) 

values('Proposal','DeleteProposalWhenConverting','F')

end if

 

The result will continue the normal process where the Proposal is Not deleted when it is Converted to an Invoice.  However, once this script is executed: within Company Settings, you may re-set value of 'DeleteProposalWhenConverting' to True ( 'T' ) to automatically Delete a Proposal when it's Converted to an Invoice.

Accounts Receivable

General Ledger System

Invoice

Accounts Receivable As Of Report

Invoice - The Printed Invoice will now include the Service Address on Printed Invoice as its displayed on the Invoice Form:

a)If there is an Invoice Billing Address (i.e., "Default Invoice Address") defined for that purpose in the Address Configuration section within the Edit View of the Subscribers Form

i.That "Default Invoice Address" will be used for the Billing Address

ii.The Address in the General Section of the Edit View of the Subscribers Form will become the Service Address.

b)Otherwise, the default Address on the Subscriber Form will be used for both the Billing and the Service Address.

 

Sale Date - The Sale Date entered on the Invoice Form determines the Transaction Date that will be used in the General Ledger System:

Therefore, if an Invoice is post dated (a "future" date is used), the Accounts Receivable Account balance reported in the General Ledger will not reflect that Invoiced Amount until that (post dated) "future" date.

a)The Accounts Receivable As Of Report - with a user defined As Of Date - has been completely revised and is now presented as a Sortable, Filterable, and Configurable Grid with Print (Print Preview) and Export options

b)The Accounts Receivable As Of Report has three new options:

i.List All Invoices with a Balance Due,

ii.List Only Recurring Revenue Invoices with a Balance Due,

iii.List only Invoices that are not for Recurring Revenue and have a Balance Due.

Accounts Receivable

Accounts Payable System

Canada Sales Tax

There is a new CanadaTax option in the Company Settings dialog available from within the Company tab of the Users Options Form that activates the revised and enhanced Canadian Sales Tax (HST, GST, and PST) taxing assessment and payment procedures.

Read the Canada Sales Tax and the Sale-Purchase Item - Sales Tax Fields chapters for more details about Sales Tax Charging & Assessment procedures for Canada.

Accounts Receivable

Inventory Tracking/Job Costing

Sale-Purchase Items

Inventory Items

The revised Sale-Purchase Items Form now has aP field which tracks those Inventory Items which have been assigned to a Job and/or Work Order and will be subject in future Invoicing.

There is a new COGS Value field which contains the Value of an Inventory Item that will be used in all General Ledger related Financial Transactions as documented in the Tracking Inventory Values & Quantities as Assets, Liabilities, Sales & Expenses chapter.

The new Inventory WIP Report lists all Inventory Items' Counts that were transferred to Work In Progress via a Job and/or Work Order entry, executed within the Date Range specified, and subject to certain filtering and selection options.

If an attempt to make an Inventory Item inactive when that Inventory Item has been used on a Proposal which is still active and has not yet been converted, a Conformation message will be displayed.

 

New Sales Tax fields:

A new AR Taxable? field has been added to the Sale-Purchase Item Form - replacing the original Taxable? field.

Accounts Receivable

Service Tracking

 

Work Order Invoicing/Review

Recording Work Order Charges

The revised Work Order Invoicing/Review Form with its new user interface now Excludes Work Orders which have been marked as Non Billable and are Completed and now has 2 filters plus the user interface has been substantially improved:

1.Using the new Date Options Drop-Down Selection List with six Date Range filtering options [i.e., Date Requested, Date, Date Serviced, Date Completed, Date Created, Last Date Modified, Schedule Date],

2.The Work Order Type Drop-Down Selection List with six filtering options [i.e., All, Standard Work Order, Fire Alarm Test, Fire Extinguisher Inspection, Installation Order, Jobs].

 

The old Completion Box has been eliminated: Editing is now done:

a)within the Work Order Listing's data grid, and/or

b)by using one or more of the 6 tabs at the bottom of the Work Order Invoicing / Review Form (see below), or

c)by using the Go To Work Order function to open the actual Work Order and complete that Work Orders within the actual Work Order Form.

There are now 6 tabs at the bottom of the Work Order Invoicing/Review Form: Labor, Inventory/Materials (where a Department may now be assigned to each Inventory entry), Installed Equipment, Technician Activity, Appointments, and Parts List which are explained in the Recording Work Order Charges chapter.

Accounts Receivable

General Ledger System

Deferred Revenue (Daily View)

The Deferred Revenue (Daily View) dialog provides a listing in a Grid format of the pending Deferred Revenue records including the associated General Ledger information (of those Recurring Revenue Sales Invoices which have yet to be recorded as fully Earned) which may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

Accounts Receivable

General Ledger System

Deferred Revenue Setup

This new Deferred Revenue Setup menu option only appears if the DeferRecurringRevenue option is set to False ("F") in Company Settings dialog which is accessible from the Company tab of the User Options Form.

It is used to properly initialize the Deferred Recurring Revenue feature within MKMS Accounts Receivable module and - if the General Ledger module is Registered - in the General Ledger System.