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STARK Version 5.1.35.X New Features

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

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STARK Version 5.1.35.X New Features

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

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STARK Version 5.1.35.X New Features

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

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Welcome to the Summary Page which describes the major New Features in the MKMS 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.

 

Each Module also has an individualized list of those features (all of which are contained in the chart below) that were changed or enhanced specifically for that particular module.

 

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

MKMS STARK

Millennium Series User Interface

Completely new user interface offering a simpler, cleaner design.

MKMS STARK

Help Files

Re-implemented Context Sensitive Help Files (The most recent Help File document (MKS.chm) must be located within the folder in which the MKMS.exe resides).

1.Pressing Ctrl+F1 will open the Help File's Introduction page and the Contents Menu.

2.When the User is within a Form for which Context Sensitive Help has been implemented, by Pressing F1 the specific Help Files chapter -associated with the current Form - will be displayed.

3.There is also a Help Menu Icon on two MKMS Desktop tabs (i.e., Receivables, Payables).

MKMS STARK

Millennium Series User Interface

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

MKMS STARK

Millennium Series User Interface

Backstage Menu System Menu tab on the MKMS Desktop provides a single point of access to almost all File, Maintenance, Reports, Windows, Security and Help options.

MKMS STARK

Millennium Series User Interface

Quick Access Menu opened with a Right-Click executed on any blank space on the MKMS Desktop, or be Clicking the Menu Icon at the top left of the MKMS Desktop, and provides access to almost all of the File, Maintenance, Reports, Windows, Security and Help options, and this Menu may be accessed while any number of Forms are currently displayed.

MKMS STARK

General Maintenance

All of the basic Maintenance Forms that must be accessed as each module is implemented (see the How to Setup a Module chapter for additional information) are now located (with a few exceptions) within their own General Maintenance Menu system and may be accessed with the General Maintenance option on the Backstage Menu System Menu tab and/or the Quick Access Menu

MKMS STARK

Review Audit

The Review Audit Form provides a dialog where records - identified as Audit Form Activity eligible records - are available for viewing.

MKMS STARK

Review Deleted Entities

There is a new Review Deleted Entities Form (Only available to the System Administrator i.e., ADMIN) which offers a dialog that allows for the selection by Date Range - based on either the Deletion Date or the Document's Creation Date - of a List of those Entities (e.g., Invoices, Receipts, Bills, Payments) which have been manually deleted by an authorized User from MKMS.

MKMS STARK

Widgets

Credit Card Balance - New Widget provides a summary list in the form of a Grid with all of the identified Credit Cards in use (and their associated Balances)

Service Tickets - New Widget provides a summary list in the form of a Grid with the status of various classification of Work Orders (e.g., Open, Scheduled by Type [i.e., today's Orders and Installs], recently Completed

MKMS STARK

Documents

Documents are now identified exclusively as a Link to a Drive, Folder, and File name (but previously Embedded Documents will still be available).

 

 

 

Accounts Receivable

Prospect Tracking

Accounts Payable

Service Tracking

Central Station Monitoring

Employee Form

Subscribers

Prospects

Vendors

Employee

Dealer

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

Accounts Receivable

Prospect Tracking

Accounts Payable

Customize the Quick Access Tool Bar

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

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 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

Accounts Receivable As Of

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) date.

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

The Accounts Receivable As Of Report has three new options:

1)List All Invoices with a Balance Due,

2)List Only Recurring Revenue Invoices with a Balance Due,

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

Accounts Receivable

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

Accounts Receivable Collections

The new Accounts Receivable Collections Report (Grid) is a multi-purpose Report that assists in the management and Collection of Past Due Accounts, offers a one page Accounts Receivable Summary format and offers a snap-shot view of the Company's potential Cash Flow, or list a specific Dealer's (Division's) Accounts for whom your Company provides Monitoring Services and is also billing those Alarm Dealer's Monitoring Accounts

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

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

Inventory Tracking/Job Costing

Sale-Purchase Items

Inventory Items

Canada Sales Taxes

The revised Sale-Purchase Items Form now has a WIP 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.

A new AP Taxable? field has been added to the Sale-Purchase Item Form - thus allowing Purchases and Sales to be identified as Taxable (by default) independently.

For Canada Sales Taxes -

a)AP National Tax - When an HST or GST Tax must be assessed on Purchases, Check this box.

b)AP Local Tax - When a PST Tax must be assessed on Purchases, Check this box.

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.

Installed Equipment tab has a new Install box in the Install column's Header:

oCheck the HelpFilesWorkOrderCompletionAndReview-GreenInstallBoxbox to Choose All listed Installed Equipment items (you may Check the HelpFilesWorkOrderCompletionAndReview-GreenInstallBoxbox again to remove the Check from all of the Installed Equipment items.

oOtherwise, you may Check the individual Install Check box of each Inventory Item that is to be added to this Subscriber's Installed Equipment Form.

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

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

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.

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.

 

 


Prospect Tracking

Employee Form

Prospects

Employee

 

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

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

When an Email of a Work Order, or Proposal is emailed, the desired document is attached to the Email as a PDF file.

Prospect Tracking

Subscribers Form

This completely redesigned Prospect Form has a whole new "look" including new Ribbon Style Menu with special Edit View and Search Icons, History Options and Prospect Options Menus, plus options on the Navigation and Actions Icons of its Ribbon Menu; plus a Layout option which allows a User to customize what and where the associated Prospect Form data is displayed.

Prospect Tracking

Edit Icon on the Prospect Form

All additions, modifications and deletions of Prospect data is now performed within the Edit Icon on the Prospect Form

Prospect Tracking

Accounts Receivable

New Account Approval

This (new) New Account Approval dialog provides a list of those Proposals which have been entered by a Salesperson via MKSales or from within MKMS.

The Account Approval functions works as follows:

a)A Salesperson has created a Proposal using MKSales or from within MKMS.

b)That Salesperson has submitted the Proposal for approval via MKSales or it was created directly within MKMS.

c)Regardless of where it was initially created, it is now a Proposal which is pending approval from both that Prospect or Subscriber, and from your Company's Sales Manager.

d)Therefore, that Proposal is automatically inserted into this New Account Approval Form.

Convert - This option on the New Account Approval dialog offers two Conversion processes, depending on whether the selected Proposal was submitted to a Prospect or an existing Subscriber:

1.If the selected Proposal is associated with a Prospect, this option will allow the User to Convert a selected Prospect to a Subscriber (See the Convert a Prospect to a Subscriber chapter for the instructions covering how to Convert a selected Proposal to a Subscriber record and ultimately an Invoice, Installation Order, or Job Costing record).

2.If the selected Proposal is associated with a Subscriber, this option will allow the User to Convert a selected Subscriber's Proposal directly into an Invoice, Installation Order, or Job Costing record (See the Converting a Subscriber Proposal chapter for the instructions covering how to Convert a selected Proposal into an Invoice, Installation Order, or Job Costing record).

Prospect Tracking

Leads by Salesperson

The Leads by Salesperson report has been improved as follows:

Report by All or a selected group of Salespersons

Report by All or a selected group of Lead Types

Report by All or a selected group of Lead Sources

Added Group Sub-totals by Salesperson and Grand Total

Date Range to be reported may be selected as 30, 60, 90, or Specific

 

 


Accounts Receivable

Service Tracking

 

Work Order Invoicing/Review

Recording Work Order Charges

The revised Work Order Invoicing/Review Form 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 Completion Box has been eliminated: Editing is now done within the Work Order Listing Grid, by using one or more of the 6 tabs at the bottom of the Work Order Invoicing/Review Form (see below), or by using the Go To Work Order function within the Work Orders 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.

Service Tracking System

Company Settings

Default Warranty Terms - By default, the Value of the new DefaultWarrantyTerms option in Company Settings will be set to 12.

This Value represents the number of Months after the Sale Date entered in the Service Info section of the Edit View of the Subscribers Form when the installation's Warranty Ends.

The Value entered here will automatically populate that Warranty Ends field (i.e., Sales Date + Value in months = Warranty Date).

This Value may be changed, based on your individual Company's Warranty Policy.

 

Default Warranty WO Settings - By default, the new DefaultWarrantyWOSettings option in Company Settings is set to False ("F") .

Setting the DefaultWarrantyWOSettings option to True ("T") will set the Non Billable and Exclude Invoice Labor Check boxes on a new Work Order Form to match the settings in the Service Contract record associated with (assigned to) the current Subscriber - if that Subscriber is still under Warranty (i.e., Warranty Ends Date > Today).

Service Tracking System

Service Contracts

The revised Service Contracts Form now has two additonal fields:

1.Exclude Invoice Labor - Check the box when Work Order Labor Charges should not be billed to a Subscriber with this type of Service Contract.

2.Non Billable - Check the box when Work Order Charges should never be billed to a Subscriber with this type of Service Contract.

Setting the DefaultWarrantyWOSettings option to True ("T") in the Company Settings Form will set the Non Billable and Exclude Invoice Labor Check boxes on a new Work Order Form to match the settings in the Service Contract record associated with (i.e., assigned to) the current Subscriber - if that Subscriber is still under Warranty (i.e., Warranty Ends Date is greater than Today).

Service Tracking System

Work Orders

Inventory/Materials

Completing a Work Order

 

The Work Orders Form has been substantially changed and new features have been added.

When a new Work Order is created, the "Non Billable" and "Exclude Invoice Labor" fields will be set based on the Service Contract assigned to that Subscriber only if the DefaultWarrantyWOSettings option is set to True ("T") in the Company Settings Form and Subscriber is still under warranty (i.e., Warranty End Date >= Today).

 

Department - Use the new Drop-Down Selection List provided to Choose the Department that should be charged for the Inventory/Materials expenses used to complete this Work Order.

oUse the Drop-Down Selection List provided to Choose the Department that should be charged for the Inventory/Materials expenses used to complete this Work Order.

oIf a Department has been assigned when the Work Order was created, it will become the default Department, and will be inserted automatically when the Inventory/Materials expense record is added.

oWhen a Work Order is Invoiced, the Department assigned on the Work Order will be Department assigned to each Detail Line Item on that Invoice.

 

The User may Select which Columns of data will be included in the List (Grid) by Clicking the Asterisk (*) at the top left of the List's Header to display a list of all available Columns (Header Names).  The User may Check the desired Header (column) Names (all will be Checked initially), or hide columns by removing the Check.

 

Parts List tab: When the Use Inventory option is selected:

a)The User may now identify How Many items are to be (were) used (when first opened, to this the How Many field will equal the Quantity field).

b)When the Use function is executed, the Quantity in the new record created in the Inventory/Materials tab will equal the How Many Amount entered in the Parts List tab.

c)If the Quantity of any item in the Parts List tab becomes less than or equal to zero, the item will be deleted from the Parts List.

d)Use Parts - If the Used Parts option is selected for an inactive item or for an item that was not identified as one that can Show on a Work Order, a warning message will be displayed: "The following items could not be used because they are not set to show on work orders, or the part is inactive"

 

When Completing a Work Order, a new Completed On field has been added, and the Labor and Inventory/Materials entry method has been enhanced.

The new Itemized WO Invoicing dialog (see Automatic Invoice Generation in the Completing a Work Order chapter) allows the User to choose which (or all) items will be Invoiced, whether any items will be billed at a $0.00 value, and allows the User to choose which (or all) items are to be added to the Installed Equipment table for the Subscriber.

Service Tracking System

Pending Work Orders List

Technician Scheduling

The Pending Work Orders List on the Technician Scheduling Form has been substantially revised, and so will now function as a true Grid.

The new Identifier column in the Pending Work Orders List (Grid) identifies each Work Order record as being either for a Subscriber or a Prospect

Therefore, Grouping the Pending Work Orders List by Identifier enables the User to quickly identify which Work Orders are for a Subscriber versus a Prospect.

See the Pending Work Orders List chapter and the "Grouping the Grid Data" discussion in the Grids & Lists chapter for more information about this Grouping capability.

Service Tracking System

Pending Work Orders List

The new Print Pending Work Orders option on the Actions Menu on the Pending Work Orders List will display a Print Preview of the Pending Work Order List as currently filtered and displayed in the Pending Work Orders Grid.

Service Tracking System

Work Order Profit Report

A new Work Order Profit dialog (which is actually presented as a fully functional data grid) may be populated based on a user selected Date Type (i.e., Completed Date, Requested Date, Date of Service, Date Created, Last Modified Date, or Schedule Date) of the Work Orders and filtered based on a specified Date Range

Each selected Work Order is listed with:

a)The (Retail) Charges and (Wholesale) Costs that were recorded

b)The Totals for those Charges and Costs, and

c)The calculated Profit (or Loss) resulting from them.

There are new Invoice Profit and Invoice Net columns available, and the Profit column has been renamed to Proposed Profit.

Grand Totals for those Charges and Costs are also provided.

The resulting data may be formatted, custom filtered, sorted and then Printed and/or Exported, as needed.

Service Tracking System

Technician Performance Grid

The new Technician Performance Grid provides a list of Work Orders within a specified Date Range (based on a User designated Type of Date field) and includes:

The Labor Hours, the Labor Cost, and related explanatory information (e.g., Subscriber, Technician, Service Type, Services Performed, Resolution description) for each Work Order.

Totals number of the Work Orders that are listed, the total Labor Hours and the Total Labor (retail) Charges.

This fully functional data grid also provides Print and Export options.

Service Tracking System

Work Orders

Added the ability to Email the contents of the Parts List tab on the Work Orders Form.

Service Tracking System

Technician Scheduling

Added a "Show On Google Map" option when the User has selected an Appointment record within the Day View tab of the Technician Scheding Form.and Right Clicked their Mouse.  Also, Reorganized the Right Click Menu to be more intuitive.

Service Tracking System

Service Tickets Widget

The new Service Tickets Widget provides a summary list in the form of a Grid with the status of various classification of Work Orders (e.g., Open, Scheduled by Type [i.e., today's Orders and Installs], recently Completed, and recently Billed).

 

 


 

 

 

Accounts Payable System

Accounts Payable As Of

The Accounts Payable 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.

Accounts Payable System

Purchases Analysis Report

The revised Purchases Analysis Report now allows User to also limit the report to:

Division - Using the Drop-Down Selection List provided, you may now Choose a Division or Division Group code to restrict the report to Purchases entered within the Date Range specified above (and limited by any Specific Selection Options chosen above) to only those Purchases made from Vendors that were assigned to the selected Division or Division Group.\

Department - Using the Drop-Down Selection List provided, you may now Choose a Department Name to restrict the report to Purchases entered within the Date Range specified above (and limited by any Specific Selection Options chosen above) to only those Purchases made for a specific Department.

Accounts Payable System

Credit Cards

This new Credit Cards Form accessible on the Payables section of the General Maintenance Menu and is used to identify those Credit Cards which may be used to make Payments for Bills,

See the Credit Card Maintenance and Tracking chapter for detailed information about using this new feature.

Accounts Payable System

Credit Card Register

This new Credit Card Register dialog is accessible from the Register option on the Vendor Options Menu of a Vendors Form (if that Vendor represents a Credit Card Company that is being used to Pay Bills)

The Credit Card Register contains a Grid with a list of all the previously posted Payments made on Bills using the currently selected Credit Card (or Credit Card Company); and any Statements (entered as Bills to the Vendor) - whether or not Paid - from the currently selected Credit Card Company.

Accounts Payable System

Credit Card Pay

This new Credit Card Pay dialog is accessible from the Bills Form's Actions Menu (see the "Credit Card Pay" section in the Bills - Understanding the Bills Form chapter for more information) and provides a simple one-step process to pay a Bill using a predefined Credit Card.

Accounts Payable System

Purchase Orders

Several processes have been improved (and stabilized):

To better handle Back Orders, the Ordered Quantity may now be modified to match the Received Quantity when one or more Ordered Items will be unavailable from this Vendor for an extended period of time.

System Maintained fields

i.Amount Billed - The Amount that has been Billed to date for the Detail Line Items entered on this Purchase Order  

ii.Amount Left to Bill - The Amount that has not been Billed for the Detail Line Items entered on this Purchase Order

iii.Line Items Left to Bill/Receive - The number of Detail Line Items on this Purchase Order which have not been Billed and/or Received

Bills - Offers a Drop-Down List of Invoice Number(s) for any Bills previously created from Detail Line Items on this Purchase Order that were Received and Billed using the Bill It Icon.

A dedicated Ribbon Menu has been added to the Detail Line Items section of the Purchase Order Form.

After Checking In Inventory, the User is allowed to repeatedly use of the Bill It function until all Item(s) are Received, or until the Ordered Quantity is modified to match the Received Quantity, at which time the Bill It function may be used one final time if there are Items that were just Checked In which had not been Billed

When using the Bill It Icon on the Purchase Order Form to create a Bill for the Items that were Received, there is a new PO Line Items To Bill dialog displayed to allow the User to Choose the Quantity of the Received Detail Lines Items that are to be billed, and/or Choose whether a Detail Lines Item will, or will not be billed at all.

The recommended procedure for handing Back Orders is now:

1.Adjust - If none of an ordered item is going to be available in the near future from this Vendor:

a.Adjust the Quantity Ordered to match what if anything, has been Checked In (and therefore shown in the Received column )

b.HelpFilesNavigatorMenu-StandardSaveClick the Save Icon

c.Then, use the Bill It Icon to record the Bill for what was received,

d.This action will automatically Close the Purchase Order,

e.Attempt to order the back ordered Quantity of those items from another Vendor.

 

2.Wait - Leave the Purchase Order open while waiting for the back ordered items:

a.Use the Bill It Icon to record the Bill for what was Received so far

b.Then, when those back ordered Items are eventually received, Check In those additional items at that time

c.HelpFilesNavigatorMenu-StandardSaveClick the Save Icon to move the Quantity that was just Check In to the Received column

d.Use the Bill It Icon to record the Bill for what was finally received

e.This action will automatically Close the Purchase Order

 

3.Cancel - If none of an ordered item is going to be available in the near future from this Vendor, and no other items were ordered on this Purchase Order:

a.Delete the Purchase Order

b.Then attempt to order the item(s) from another Vendor

Accounts Payable System

General Ledger System

Bills

The Purchase Date entered on the Bills Form determines the Transaction Date that will be used in the General Ledger System.

Therefore, if a Bill is post-dated (a "future" date is entered), the Accounts Payable Account balance reported in the General Ledger will not reflect that Billed Amount until on or after that (post-dated) date arrives.

 

The Bills Form will no longer separate and post the Sales Taxes that are charged to special Locale and National Sales Tax Expense Accounts in the General Ledger.

Instead, these Sales Tax charges will be included in the Accounts Payable Liability Account, and the Expense Account associated with the Sale-Purchase Item (as well as posting that cost to the Profit Equity Account and the special YTD Profit Account).

 

Deleting an existing Division Code assigned to a Bill:

If a Division Code is assigned to the Bill Header (because the Vendor's default Division was inserted automatically) but you do not want any Division Code assigned:

a)Click within the Division field and Press your keyboard's Delete key to remove the Division Code from the Bill Header.

b)If one or more Detail Line Items have already been entered, the Division Code assigned to them (internally) will also be removed when the Bill Header Division Code is deleted.

However, once a Payment has been Allocated to a Bill, that Bill cannot be changed in any manner without first Unallocating the Payment.

Accounts Payable System

Payments

The revised Payments Form now shows - when appropriate - the Credit Card payment information (Payments on Bills made by Credit Card must be executed using the Credit Card Pay Icon on the Bills Form)

See theCredit Card Maintenance & Tracking chapter for more information about using a Credit Card to Pay a Bill.

Accounts Payable System

Cash Requirements Report

The revised Cash Requirements Report will now also report which (if any) Refund Checks will need to be printed.

Accounts Payable System

Check Register

Voiding a Payment (Check)

Voided Checks - The Check Register Report will now show any Voided Check(s) with the original date of the Check and its Amount in the Credit column; that same Voided Check Amount will also be listed as an additional entry in the Debit column.

Accounts Payable System

Disbursements

The substantially revised and enhanced Disbursements Form now lists of all outstanding Bills and allows the User to easily Choose:

It also offers four (4) Payment Options for how each Bill will be Paid (i.,e., Auto Check, E-Pay,Credit Card, and Hand Check).

A Default Check Type may be selected (Auto Check, Credit Card or E-Pay).  It may be overwritten for individual Bills.

If Credit Card is chosen as the Default Check Type, a Default Credit Card field will be displayed with a Drop-Down Selection List from which to Choose the appropriate default Credit Card. These Credit Card transactions will appear on the associated Credit Card Register.

Which Bills will be Paid,

The Amount that will be Paid on each

The Date on which the Payment is to be recorded.

All of these payment methods may be used during the same Disbursements process with Check # and Confirmation # fields which may be filled in when that information is available.

Accounts Payable System

Sale-Purchase Item

Purchase Categories

Canada Sales Tax

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

A new AP Taxable? field has been added to the Sale-Purchase Item Form - thus allowing Purchases and Sales to be identified as Taxable (by default) independently.

 

Canada Sales Tax

Canada Tax - This new "CanadaTax" option in the Company Settings dialog is available from within the Company tab of the Users Options Form and "Turns On" the newly revised Canadian Sales Tax tracking system.

AP National Tax - This is a new field in the Vendor Form's Edit View and allows new control of managing Taxable Purchases made within Canada.

AP Local Tax - This is a new field in the Vendor Form's Edit View and allows new control of managing Taxable Purchases made within Canada.

Accounts Payable System

Credit Card Balance Widget

The new Credit Card Balance Widget provides a summary list in the form of a Grid with all of the identified Credit Cards in use (and their associated Balances)

Accounts Payable System

General Ledger System

Credit Card

Credit Memo

You may now Process Credit Card Refunds using a Credit Memo

When a previous Payment for a Bill was made using a Credit Card and your Company is now eligible for (and getting) a Refund this process may now be recorded within MKMS as follows:

a)Create a Credit Note for the Bill that was Paid using a Credit Card

b)Use the Credit Card Pay option on that Credit Note Form to post a credit to that Credit Card Account's Register.

c)The appropriate General Ledger System Financial Transactions will be posted automatically.

 

 


Inventory Tracking/Job Costing

Sale-Purchase Items

The revised Sale-Purchase Items Form now has a WIP (Work in Progress) field with the Quantity of those items which have been identified as Inventory Items.

Inventory Tracking/Job Costing

General Ledger System

Inventory Usage Report

Inventory Items

Work Orders

Job Costing

Tracking Work in Progress

1.The Inventory Usage Report will now exclude any Inventory Items that  are WIP Inventory (shown in the Sale-Purchase Items Form in its new WIP field); and will includde the usage once these Inventory Items come out of WIP Inventory (i.e., have been Invoiced).

2.When an Inventory Item is Used on the Job Costing Form which was previously Reserved on that Job Costing Form the Committed on Hand Count will be decreased, and the WIP (Work in Progress) will be increased by the Quantity that was recorded as Used.

3.When an Inventory Item is Used on the Job Costing Form which was not previously Reserved on that Job Costing Form the Available on Hand Count will be decreased, and the WIP (Work in Progress) will be increased by the Quantity that was recorded as Used.

 

When Inventory Usage is recorded on a Work Order Form:

1.If the Service Request was created through the Job Costing Form, and those required Inventory Item(s) were previously identified on that Job Costing Form as Reserved

a.The On Hand Count will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

b.The Available On Hand will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

c.The WIP (Work in Progress) will be increased by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

 

2.If the Service Request record was created directly on the Inventory\Material tab (not created from a Job),

a.The On Hand Count will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

b.The Available On Hand will be decreased  by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Service Request Form.

c.The WIP (Work in Progress) will be increased by the Quantity that was recorded as Inventory Items Used on the Inventory\Material tab of the Work Order Form.

 

3.When a Service Request - which had Inventory Usage recorded on the Inventory\Material tab of a Work Order Form (see "When Inventory Usage is recorded on a Work Order Form" above) - is then Invoiced

a.In the Inventory Tracking System: As part of the Completing the Service Request, when an Invoice is created for the services performed and there were Inventory and Materials recorded as required for the completion of that Work Order, The WIP (Work in Progress) Count will be decreased by the Quantity that was recorded on the Inventory\Material tab of the Work Order Form  

 

4.When a Service Request - which had Inventory Usage recorded on the Inventory\Material tab of a Work Order Form - is Closed, but Not Invoiced (e.g., Warranty Repair, Free-bee, for Office use):

a.In the Inventory Tracking System:  As part of the Completing the Service Request, when no Invoice is created for the services performed but there were Inventory and Materials recorded as required for the completion of that Work Order,

i.The WIP (Work in Progress) Count will be decreased by the Quantity that was recorded on the Inventory\Material tab of the Work Order Form  

Inventory Tracking/Job Costing

Job Costing

There is a new Job Invoice Multi Usage dialog - When the Use Inventory option is selected on the Item List sub-tab of the Inventory tab of the Job Costing Form, the new Job Invoice Multi Usage dialog will be displayed.  The User may identify:

Each Inventory Item that has been used on a Job

ALL items in the list as having been used

The Warehouse from which each Item was taken

How many (Quantity) were used

Whether an Inventory Item should be inserted into the Subscriber's Installed Equipment Form.

 

Note: The latest Forms.txt file must be installed and the appropriate User Access Rights to the Job Invoice Multi Usage Form must be granted.

Inventory Tracking/Job Costing

Inventory WIP Report

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; and may be produced within the Date Range specified, or for an As Of date, and subject to certain filtering and selection options.

Inventory Tracking/Job Costing

Sale-Purchase Items

A new Work In Progress field (WIP) on the Sale-Purchase Items Form tracks that WIP Quantity of Inventory Items as follows:

The WIP Quantity is increased when an Inventory Item is Used on a Job; and/or recorded in the Inventory/Materials tab on a Work Order Form.

The WIP Quantity is reduced when those Inventory Items recorded on the Inventory/Materials tab on a Work Order are actually Invoiced to the Subscriber after the Work Order is completed; or when a Work Order associated Job Task is Invoiced, and/or the Job itself is marked as Completed.

Inventory Tracking/Job Costing

Inventory Transfer

The new Inventory Transfer Report is a fully functional data grid which lists the transfer details for those Inventory Items which have been Transferred from one Warehouse to another, within a Date Range specified by the User, with this data presented as a Grid.

As with all fully functional data grids, the User selected columns of data may be filtered, sorted, formatted; and then Printed and/or Exported, as needed.

Inventory Tracking/Job Costing

Edit Warehouse Inventory

Inventory Adjustments

Reason for Change: The note entered in the Edit Warehouse Inventory Form describing why an Inventory Adjustment was made, will now appear in the Reason column of the Inventory Adjustments Report.

Inventory Tracking/Job Costing

Inventory WIP Report

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.

Inventory Tracking/Job Costing

Inventory Worksheet

Exclude Zeros - This new Check box option has been added to allow the User to eliminate any Inventory Items that have no Available On Hand and no Committed On Hand quantities from the report.

Inventory Tracking/Job Costing

Job Costing

The functionality of the Inventory tab - particularly as it related to Work in Progress - and its Inventory Used, Inventory Reserved, and Inventory List sub-tabs have been substantially redesigned (use those chapter links to access the revised instructions for Ordering, Reserving and Using Inventory Items).

Inventory Tracking/Job Costing

Accounts Receivable

Subscriber Options - Jobs

Jobs Listing

Now when you Choose the Job Listing option to display a list of all Job Costing records previously created for the currently selected Subscriber, that Job Listing includes the Proposal's Title and thje Proposal's Number when that Job Costing record was converted from a Proposal.

 

 


General Ledger System

New Features in STARK 35

The General Ledger System has been completely redesigned for MKMS STARK (see the New General Ledger Features in STARK 35, the General Ledger Setup Overview and the General Ledger System chapters for more information) to be more flexible and powerful for all sizes of businesses.

General Ledger System

Deferred Revenue Setup

This new Deferred Revenue Setup procedure is used to properly initialize the Deferred Recurring Revenue feature within MKMS Accounts Receivable module and the General Ledger module.

General Ledger System

General Ledger Checkpoints

This new General Ledger Checkpoints dialog is used to create and track manually and system created Checkpoints data, as needed or when a Month or Year is Closed.

General Ledger System

General Ledger Notifications

After any General Ledger Checkpoint is created (manually or automatically) or an Accounting Period is Closed, the General Ledger Notification dialog is automatically displayed the next time an authorized Employee Logs Into MKMS.

General Ledger System

Account Register

The new Account Register Form provides a selectable List of every Debit and Credit Financial Transaction that was posted to a specific General Ledger Account Number - based on a User specified Date Range, various User definable Filters for Source , Document Type, Department and/or Division criteria.  

This Account Register (Form) documents exactly how each Financial Transaction was recorded to the selected General Ledger Account.

General Ledger System

Transaction File

There is a completely revised Transaction File dialog which now has many additional features:

The User may specify a Date Range and view all General Ledger System Financial Transactions (Debits and Credits) which were posted within that Date Range,

Options to specify exactly which Financial Transactions will be listed based on General Ledger Account Number, Division Code, Department Number, and/or Document Type

Look-up the original document that created the Financial Transaction,

Print (and/or export) a report of those selected Financial Transactions.

General Ledger System

Financial Statements and Reports

As Of Date Reporting - All of the General Ledger Financial Statements and Reports may now be Viewed and/or Printed for any Accounting Period, current or past.

General Ledger System

Account Divisions

Account Groups

General Ledger Accounts

There are now predefined types of Account Divisions (which are not related to your Company Divisions if they are being used), one of which will be assigned to every General Ledger Account (indirectly - because an Account Group is assigned to each General Ledger Account, and each Account Group is assigned to an Account Division).

Although not an actual Maintenance Entry (these Account Divisions cannot be changed), they are an integral part of the General Ledger System and allow for far greater flexibility when creating your Company's Chart of Accounts.

General Ledger System

General Ledger Accounts

When creating your Company's Chart of Accounts: up to 9,999,999 Primary General Ledger Account Numbers may be defined, and each Primary Account may have up to 9,999 Subordinate Account Numbers defined (i.e., resulting is a possible format of: 12345678.1234).

To accomplish this expanded capability, each General Ledger Account must be assigned to a General Ledger Group, and each General Ledger Group must be assigned to one of the five Primary Account Divisions.

Thereafter, when Reporting Financial Transactions, those reports will be sorted first by Account Division, within each Account Division sorted by Account Groups, then within each Account Group, ordered by the General Ledger Account Number.

General Ledger System

Financial Statements

The Financial Statements for All Open and/or Closed Financial Accounting Periods may now be re-produced at any time, whenever needed.

This "As OF" capability has been incorporated into the Balance Sheet, Trial Balance, Profit & Loss Comparison and Income Statement reports.

General Ledger System

Profit & Loss Comparison

There is a new Profit & Loss Comparison report which

a)Compares Revenue to Expenses for All or a selected set of (one or more) Departments, and/or

b)A selected set of (one or more) Divisions,

c)For a chosen Custom Date Range, or for one of the predefined Accounting Periods;

The report shows the net difference between each of those Periods (or the Month within those Years) as the Profit (or Loss - if those Expenses are greater than the Revenue) for each of the reported Years/Months.

General Ledger System

Mandatory Account

There are two new General Ledger Accounts (i.e., Mandatory Accounts) which are required for the proper implementation of the General Ledger System, and the successful completion of the General Ledger Setup Wizard procedure.

 

1.Undeposited Funds - All Receipts are recorded as an increase in this new Undeposited Funds Asset Account; and as either an increase in the Customer Deposit Liability Account or a Reduction in the Accounts Receivable Asset Account.

All Receipts must be specifically identified as having been Deposited.

Once Deposited , the Undeposited Funds Asset Account is decreased and the appropriate Bank Asset Account is increased.

 

2.Inventory WIP - This represents the Value of any Inventory Items, a Quantity of which has been identified as being part of a Work in Progress.

 

Tracking the Value of Work in Progress in the General Ledger System for Inventory Items defined as such in the Sale-Purchase Items Form:

When a WIP Quantity is increased in the Sale-Purchase Items Form, the Inventory WIP Asset Account is Debited (Increased) and the Inventory Asset Account is Credited (decreased) by the calculated Value of that increase (i.e., Quantity x the current COGS Value of that Inventory Item).

When a WIP Quantity is decreased (because the Inventory Items have been installed and Invoiced), the Inventory WIP Asset Account is Credited (decreased) by the calculated Value of that decrease (Quantity x the current COGS Value of those Inventory Items), and the COGS Expense Account Debited (increased) by the same Value.

 

Tracking Inventory Item and Non-InventoryValues within the General Ledger System:

1.Invoice - There will be a Credit posted for the Amount of the Retail Price of all Items (added) to the Sales Credit Account (using the GL Account Number assigned in the Sale Purchase Items Form - which may, or may not be an Inventory Item); and a Debit (added) to the Accounts Receivable Asset Account for the same Amount.

2.Sales Tax - If any of the Items that were sold had to be Taxed, the Sales Tax amount that was charged to the Detail Line Item of the Invoice will also be Debited (added to) the Accounts Receivable Asset Account (as part of the General Ledger System Sales transaction), and a Credit posted (added) to the appropriate Sales Tax Liability Account(s).

3.Inventory Item - When any Detail Line Item on that Invoice represents the Sale of an Inventory Item, these additional Financial Transactions are required for tracking the Change of Value for the Expense and Asset for the Cost of Goods Sold ("COGS"), and for recording any resulting Profit:

Calculating the COGS Amount - The Value of those Inventory Items (as currently recorded in the COGS Value field on the Sale-Purchases Items Form) is multiplied by the Quantity of the Inventory Item(s) that are being sold is the COGS Amount.

a)That COGS Amount is Credited (subtracted) from the Inventory Asset Account

b)That COGS Amount is Debited (added) to the COGS Expense Account

c)The Net Amount of the Detail Line Item - excluding the COGS Amount (i.e. The Net Amount of the Detail Line Item - not including the Sales Tax charged (if any) - minus the COGS Amount) - is Credited (added) to the Current Earnings Net Income Credit Account.

d)The Net Amount of the Detail Line Item - excluding the COGS Amount (i.e. The Net Amount of the Detail Line Item - not including the Sales Tax charged (if any) - minus the COGS Amount) - is Debited (added) to the Earnings Posting Net Income Debit Account.

General Ledger System

General Ledger Setup Wizard

A greatly enhanced and redesigned General Ledger Setup Wizard now walks the Accounting Administrator through a step by step process - using a series of Data Entry Forms

Each Form allow the Accounting Administrator to input one specific type of General Ledger information required for proper set-up.

The Form must be filled out properly before proceeding to the next one.

Using the back arrow - located at the top left corner of each Form - enables the Accounting Administrator to go back to any previously completed Form, if necessary to make corrections.

Because this process may take some time, the Accounting Administrator may exit this set-up process at any time and all entries made to that point are saved when the Administrator returns to complete the process..

General Ledger System

Closing an Accounting Period

When an Accounting Period is now Closed in the General Ledger System, there are multiple Closing Stages available to characterize the type of Close that's being performed for each Accounting Period:

i.Open - This is the default Closing Stage and allows posting to and from all modules.

ii.Partially Closed - This Closing Stage temporarily restricts all posting to and from all modules; and this Stage may be changed back to Open, if necessary; and this Stage may be changed to Closed, GJ Only, or Open, if necessary; and/or reset to Partially Closed.

iii.GJ Only - This Closing Stage temporarily restricts all posting to and from all modules, except that it allows entries to be made using the General Journal; and this Stage may be changed to Partially Closed, or Open, if necessary; or reset to Closed.

iv.Closed - This Closing Stage restricts all posting to and from all modules, and provides the option to Recalculate the Earnings for this Accounting Period (see Closing the Month below).

v.Until the next month has been set to Closed, the Closed Stage may be changed to Partially Closed, GJ Only, or Open, if necessary; or remain at Closed.

General Ledger System

General Journal

a)This revised General Journal entry Form now includes a Subscriber and Vendor option to indicate that the associated General Journal entries are to be included in that Subscriber's History Grid and the Vendor's History Grid.

b)If a User selected the "Templates" option before picking a "Transaction Date", the General Journal records were created with the date 1899-12-30.

Because this date is never displayed to the User, it could be confusing if trying to troubleshoot a Financial Transaction issue.  

Now, the "Templates" button is Enabled only after a "Transaction Date" is identified.

General Ledger System

Month Close

a)When Closing a Accounting Period (changing Stage from Open to Close), the program was not asking the User if he/she wanted to "Generate Late Fee Invoices"  which it should.

b)When reopening a period (changing Stage from Close to Open), the program was asking user if the User wanted to "Generate Late Fee Invoices" which it should not do.

The correct functionality has been reimplemented.

General Ledger System

Review GJ Transactions

This new Review GJ Transactions Form is used to Review, Modify, or Reverse a set of previously entered General Journal transactions.

General Ledger System

Accounts Receivable

Accounts Payable System

Invoices

Bills

Purchase Orders

Each Detail Line Item stores the specific General Ledger Financial Transactions that were posted for that line item.  

A General Ledger Detail dialog is accessible by Double-Clicking on any selected Invoice, Bill, and/or Purchase Order Detail Line Item.

 

 

 

Central Station Monitoring

STARK 5.1.35.7000 UL® Version

This new version of MKMSCS.exe is the latest UL®  version of the MKMSCS Monitoring Module

Central Station Monitoring

UL Installation Reference

The information required for the proper installation of certain Micro Key Solutions applications, along with a Sybase SQL Anywhere Database application, that will be used by a UL® 1981 Listed Central Stations, are identified in this chapter (and its associated sub-chapters):

1) MKMS.exe ("MKMS")

2) MKMSCS.exe ("MKMSCS")

3) MKSSounds.exe (MKSSounds)

4) MKSSYSSTATUS.exe (MKSSysStatus)

5) SPA.exe ("SPA")

Central Station Monitoring

UL Settings, Signal Processing & Reporting Procedures

This new UL Settings, Signal Processing & Reporting Procedures chapter (along with many other associated chapters which are identified with Links) will document certain Settings, and the Signal Processing & Reporting Procedures which are required when implementing the Second Edition UL® 1981 Standard, specifically for compliance with 20.8(a-q), and 24.3, Passwords.

Central Station Monitoring

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.

Central Station Monitoring

Operator Activity Crosstab

This new Operator Activity Crosstab report provides two views based on a Date Range filtered analysis of Operator Activity data.

Central Station Monitoring

Operator Activity New

This new Operator Activity New report provides two views based on a Date Range, and selected Alarm Code(s), and/or Operator(s) filtered analysis of Operator Activity data; and Grouped by the Operator, Alarm Condition, or Load Type (e.g., Stack, Auto, Related).

Central Station Monitoring

Operator Polling

This new Operator Polling report is based on a Date Range, and optionally selected Operator(s) and provides a filtered analysis of Operator Activity data to evaluate their work load and efficiency.

Central Station Monitoring

Condition Code Resolutions

The new Condition Code Resolutions Form allows you to designate which Resolution Code may be used when completing certain types of Alarm Signals (i.e., Alarm Conditions).

Central Station Monitoring

Monitoring tab - Subscribers Form Edit View

The Monitoring tab - Subscribers Form Edit View now has a new:

Alarm History Icon on its Menu which displays the Alarm History Form for the currently selected Subscriber record.

Sub Dealer field to accommodate that new capability in the new Dealer Billing module.

Time Zone field with a Drop-Down Selection List containing all of the US and international Time Zones.

Cross Street field for identifying the nearest cross street

Central Station Monitoring

Alarm Stack

The Alarm Stack has been revised with additional Columns of data available and a new History Icon that opens a Signal History sub-grid for the currently selected Signal listed in the Alarm Stack.

Central Station Monitoring

Signal History - F4

When an Operator is Processing an Alarm in MKMSCS, (s)he may Look Up the Alarm History for the Subscriber currently being displayed on the Signal Processing screen by Pressing F4.  This Signal History - F4 dialog has been substantially enhanced.

Central Station Monitoring

Company tab & Company Settings

CSID Zones

Zone Triggers

By default, the new ZoneTriggers option is set to False ("F") in the Company Settings Form

When the new Zone Triggers ("ZoneTriggers") option is set to True ("T"), it will add a Zone Triggers sub-tab to the CSID Zones Form.

If a Zone Trigger is defined, it will use its CSID, Zone, and Alarm Condition Code combination to cause command strings to be transmitted that can control various peripheral devices.

Central Station Monitoring

Subscriber Options Menu

Alarms - The Alarm History dialog for the currently selected Subscriber may now be accessed from the Subscriber Options Menu and provides the same Alarm History dialog that is available when viewing the Monitoring tab on the Edit View of the Subscribers Form..

Central Station Monitoring

Communications Module

Notifications

This new Notifications sub-tab within the Monitoring tab provides the ability to identify and define one or more specific Alarm Conditions which - when received by SPA - are to be processed internally by sending a Predefined Message via an Email or Pager message (using the Communications Module) to a specific Person.

Central Station Monitoring

Dealer Breakdown Report

The revised Dealer Breakdown Report which provides a listing of each Dealer, their Accounts, related reporting and signal data, and summary information about each Dealer, now has a new options to Include Offline Accounts.