STARK Version 5.1.35.XXXX New Features

This Help File Page was last modified on 03/24/2019

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STARK Version 5.1.35.XXXX New Features

This Help File Page was last modified on 03/24/2019

Welcome to the Summary Page which describes the major New Features in the MKMS Version 5.1.35.XXXX Release.

Many "bug fixes" have been completed during this series of updates.

The major changes and enhancements are included in the Features List below.

 

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 Topic Links - This column lists of the link(s) to the Chapter Topic(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 Chapter Topics and some related Chapter Topics, 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 Topic 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 Topic Links.

 

Program Module(s) Affected

Chapter Topic Links

Description of the Enhancement

MKMS STARK

Millennium Series User Interface

Completely new user interface offering a simpler, cleaner design.

MKMS STARK

Millennium Series User Interface

Implemented Spell Checking in most editable comments and notes fields:

The system will Spell Check as you type, underlining any misspelled words with a wavy red line.

Select (Double-Click) and then Right Click on a misspelled word to view a Drop-Down Suggestion List from which a replacement may be chosen.

 

Inside of the Rich Text Editor dialog (Double-Click to open in the RTE Memo field), there is now a Spell Check option to check the entire memo.  

F7 is a hot key for checking inside the Rich Text Editor dialog.

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 Topic - 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

Themes

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

MKS Dashboard Application for Widgets

The Widgets Dashboard normally used within MKMS is now available as a stand-alone MKS Dashboard application and provides access to any/all of those same Widgets.

Because it is a stand-alone application, it can be run from any workstation on your Company's network that has access to the SQL Anywhere Network Server.

Owners and Managers may use the MKS Dashboard application without having to run MKMS - thereby using less local and network resources.

MKMS STARK

Widgets

The Widget - Quick Search option has been deactivated because the Widgets feature is now loaded from an external application to improve MKMS performance, and as a result, this type of search would no longer work properly.

MKMS STARK

Quick Search

The new Quick Search dialog (to replace the deactivated Widget - Quick Search option) provides an easy method to Search designated field(s) in Subscriber, Prospect and/or Vendor records - all at the same time - and display a list of each record that matches their Search entry

This Quick Search dialog and is accessible two ways:

1)On the Receivables tab in the MKMS Desktop, Select the Search Icon and Choose the Quick Search option.    

2)From anywhere within the MKMS Desktop, Press the Ctrl+Alt+Q key combination.

MKMS STARK

MKS Auto Billing

The Auto Billing capability normally used within MKMS is now available as a stand-alone MKS Auto Billing application and provides far greater flexibility for determining when and which Billing Cycles will be Invoiced.

Because it is a stand-alone application, it can be run from any workstation on your Company's network that has access to the SQL Anywhere Network Server.

Accounting Administrators and authorized Accounts Receivable System Users may run the MKS Auto Billing application without having to run MKMS - thereby using less local and network resources.

MKMS STARK

MKMS Data Archive Utility

The new MKMS Data Archive Utility application provides an alternative to the current set of MKMS Purging capabilities..

It can Purge Alarm History and Purge Audit Data based on a selected Purge Date,

Under Development - But, it will soon be able Archive (e.g., store those types of data in special database files without having to store the entire database (e.g., Accounting transactions, Service call history, Billing & Service Addresses, Inventory Usage records, etc.) those records in a separate database before purging them.

The result is a faster running database because of the Purging, and with access to the Purged Alarm History and Audit Data.

MKMS STARK

Advanced Sale Item Look-up

The Advanced Sale Item Look-up dialog available within the Invoices, Proposals, Bills, and Purchase Orders Forms has been enhanced and simplified with the elimination of the Sale Item field in the header, faster operation, and a more powerful Find capability added:

Find - Type the characters (numbers) for the Sale-Purchase Item to be located.

i.Upper and lower case entries are treated the same (the entry is compared to both).

ii.The  incremental search will highlight the closest match.

Clear - To start a new search, or just to cancel the existing search, Click the Clear option.

MKMS STARK

Various Reports presented in a data grid

For some time: A data grid may be separated into Groups based on a selected column's Header Name by Dragging & Dropping a Header Name to the Drag a column here to group a column area above the data grid's Header.

Then, to cancel the Grouping, the User would Drag & Drop the selected Header Name back to the Header itself.

Now if this data grid is closed when Grouping is still in effect, once reopened, in most cases the previously established Grouping will still be in effect.

MKMS STARK

Print Preview (from Grid style Reports)

Any user defined Print Preview enhancements (e.g., Headers, Footers, Page Numbering, Date & Time location, User Name, Machine Name) are stored and retrieved automatically for each User and for each Report that is derived from a Grid.

MKMS STARK

New Icons on Reports using a data grid

An Email (the data in the Grid) capability, and in some cases a Print Detail and/or Go To Subscriber function has been added to many more reports that present their information in a data grid.  When available, these options will appear on the Ribbon Menu at the top of that Report Form as an Icon.  Those reports include:

Accounts Receivable Report

Fix Term Recurring Revenue

Inventory Transfer

Pipeline Analysis

Converted Proposals Report

Converted Prospects Report

Proposals (Grid)

Accounts Payable As Of

Technician Performance (New Grid)

Job Aging As Of

Job Work Sheets (New Grid)

MKMS STARK

User Options

Logo

The Logo tab on the User Options Form will now accept .bmp, .jpg, and .png file formats when Choosing the Company's Logo Image.  The Image File Size requirement remains the same.

MKMS STARK

Millennium Series User Interface

A special MKGM.dup file is included in this upgrade to enable the use of Google Maps® without incurring the map views limitation. Google Map® may now initially display either in the "roadmap" (default) view, or in the "satellite" view, as your Company's Central Station and/or Operations Manager prefers.

For those who want to use this feature, this feature requires the installation of a new Company Setting which may be accomplished by using the dbisql utility to run this script:

INSERT INTO "DBA"."CompanySettings"("Section","SettingName","SettingValue") 

VALUES('Feature','DefaultMapType','roadmap')

To change the default map display to "satellite":

update dba.companysettings set settingvalue = 'satellite' 

where settingname = 'DefaultMapType'

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 Topic 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

Documents

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

MKMS STARK

Grids & Lists

The selected sorting order for a List (which, when changed, becomes the new default sorting order for that List), will also determine how, and which records are displayed (when the User is not in the List mode) as those Record Movement options (e.g., Begin, Next, Previous, Last) are used on the Main Form's Ribbon Menu.

MKMS STARK

Subscriber Search

In the Subscriber Search dialog, the system will now show the Limit Record and Search Delay menu options in the Drop-Down Selection Menu for all Users, not just for the Admin User.

MKMS STARK

MKS Validate

An MKS Validate stand-alone Utility has been created with similar functionality to the Validate Database function within MKMS.

MKMS STARK

Employees

The keyboard's Insert (to start a new entry on an Employees Form tab with a Grid format), Delete (to remove an existing entry on an Employees Form tab with a Grid format); plus the Ctrl+S combination (for Save) have been implemented.

The Left and Right Arrow Navigation Keys will move the focus from one Employees Form tab to another has been implemented, as has the Ctrl+Insert combination to start a new record on the Employees Form;

MKMS STARK

Various as Listed

The keyboard's Insert (to start a new entry), Delete (to remove an existing entry), and the Left-Right-Up-Down-Arrow Keys for Navigating within the Grid or Form; plus the Ctrl+S combination (for Save) are implemented on these Forms:

On the Job Costing Form's

i.Labor tab

ii.Sub-Contract tab

iii.Materials tab

iv.Expenses tab

v.Commissions tab

vi.Job Tasks tab

vii.Inventory tab's Item List sub-tab

General Journal Entry Form

Work Order Invoicing/Review dialog

 

 

 

Security & Access Management

Change Password

Add/Delete Users

When the UL® 1981 Version is Registered (i.e., Active), the Company Settings CheckULPasswordRestrictions option is set to True ("T") to comply with Section 6.2.6 relating to Password Restrictions in the Third Edition UL® 1981 Standard.

 

When the CheckULPasswordRestrictions option is set to True ("T") in Company Settings, the Password Requirement legend on the Change Password Form and the Add/Delete Users Form has been updated to more clearly identify those UL® requirements for password creation.

Security & Access Management

Review Deleted Entities

A new Entities Drop-Down Selection List field has been added to the Review Deleted Entities Form where previously deleted Proposals were not included.

Entities - By default, All deleted entities (e.g., Invoices, Bills, Receipts, Proposals, etc.) will be listed based on the selected Filter type and Date Range.

oUsing the Drop-Down Selection List provided, you may also Choose to list only one type of Entity.

oIf Proposals are selected, you may Choose whether to list the deleted Proposals for Prospects (the default) or Subscribers.

 

The Restore option on the Review Deleted Entities Form can now restore Proposals including data entered in the Proposal Items, Recurring Items, Job Tasks, and Options tabs, when present.

Security & Access Management

Employees Form

Personal Tab

Security Tab

HelpFilesEmployeeFormPersonalTab-E-SignatureIcon

There is a new E-Signature field and E-Signature Icon (shown Above) on the Personal Tab of the Employees Form that provides the ability to store an Electronic Signature for an Employees. The Electronic Signature dialog - where the Electronic Signature is actually created - is accessible by Clicking the E-Signature Icon.

This E-Signature Icon is only active when a User has been given the appropriate Access Rights to the Electronic Signature Form. 

These Access Rights are provided by including the Electronic Signature Form in the Employee Group to which the Employee is a member (in the Security Access Group field within the Security tab of their Employee Form), and/or by specifically adding the Electronic Signature Form to the User Access Rights Form for this User.

 

When entering the Employee's User Name in the Database User Name field in the Security tab of their Employee Form, if the CheckULPasswordRestrictions option is set to False ("F"), the UL® Password and Username Requirements Password Restrictions feature will be turned off.

Accounts Receivable

Prospect Tracking

Accounts Payable

Employee Form

Subscriber

Prospects

Vendor

Employee

 

A new Email option is now available on the Subscriber, Prospect, Employee and Vendor 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

Accounts Payable

Subscribers

Prospects

Vendor

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 new Quick Access Tool Bar on these Forms.

Accounts Receivable

Prospect Tracking

Lead Information

Convert a Prospect to a Subscriber

Status - A new Status field has been added to the Lead Information section of the Edit View of the Subscribers Form (which, during a conversion of a Prospect to a Subscriber, will also be populated with any corresponding Status field in the Edit View of the Prospects Form).  If empty, use the Drop-Down Selection List provided to select appropriate Status of this Subscriber (or any of their pending Proposals).

This Status field is also used in the new Pipeline Analysis Report

Prospect Tracking System

Accounts Receivable System

 

Convert a Prospect to Subscriber

When the new "UseSubscriberTerms" option in Company Settings is set to True ("T"), it now also requires that the Convert a Prospect to Subscriber Process gets the payment Terms your Company will offer to that newly created Subscriber.

Accounts Receivable

General Ledger System

Understanding Earned & Deferred Revenue

Post Earned Revenue

The documentation for the Understanding Earned & Deferred Revenue and Post Earned Revenue chapters, plus the related Billing Cycles, Company Settings, Run Automatic Billing and Deferred Revenue Setup chapters have all been rewritten; and the Deferred Revenue (Daily View), Deferred Revenue, and Earned Revenue by Month report chapters have also been updated - all based on the revised (Monthly Basis) methodology used to calculate Earned & Deferred Revenues .

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

Batch Number Assignment

Receipts

Micro Key is now recommending a new way to Assign Batch Numbers on the Receipts, E-Payments, Receipt Posting, and Post Auto Drafts Forms that will better identify When (what day and month) the Receipt was entered, and will also identify what Type of Receipt was posted (e.g,, Check or Cash, Electronic Funds Transfer [E-Pay], the specific Credit or Debit Card, Other) which will make Bank Deposits and Bank Reconciliation processes much easier.

When a Batch Number needs to be entered, follow this process:

a)Enter the (one digit) number for the Payment Type of the Receipt being posted (1 - 9 based on your Company's adopted Batch Number Assignment method)

b)Append the two-digit Month Number and two-digit Day Number

If your Company is using InnoEPay as your Payment Gateway, this Batch Number configuration will be inserted in the E-Payments Form and while Posting Auto Drafts automatically.

Accounts Receivable System

Company Settings

There is a new Search Open Invoice Read Only - By default, the SearchOpenInvoiceReadOnly option is set to False ("F") which means, when the Subscriber Search by Invoice Number feature is used, the Invoice - if located - will NOT be opened in Read Only Mode, even if the Invoice is for a Service Only Address record and it has a separate Bill Payer identified.

Setting this SearchOpenInvoiceReadOnly option to True ("T") Will open the Invoice in Read Only Mode, but only when that Invoice is for a Service Only Address record with a separate Bill Payer identified.

When an Invoice is opened in Read Only Mode, the Navigation Icons are not available.

Accounts Receivable

Company Settings

Special new Sales Tax related Company Settings:

a.3 Digits Tax - By default, the 3DigitsTax option is set to False ("F").  

When Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this Company Settings that must be re-set to True ("T") to support Charging and Collecting this type of Sales Tax.  

Therefore, setting this 3DigitsTax option to True ("T") will also activate this Three Decimal Places Sales Tax feature in the Tax Rates Form.

 

b.Show Tax And Total Per Line Item Report - By default, the ShowTaxAndTotalPerLineItemReport option is set to True ("T").  

By always setting this ShowTaxAndTotalPerLineItemReport option to True ("T"), which is recommended, it will automatically support - when required - the Three Decimal Places Sales Tax feature's three (3) Decimal Places Sales Tax format on reports; and will also show the exact Sales Tax being charged on each Detail Line Item on related reports regardless of how many decimal places, are needed.  

Whether or not Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this Company Settings may be set to add support on Reports for Charging and Collecting this type of Sales Tax (also see "Show Tax And Total Per Line Item Screen" immediately below) .  

Setting the ShowTaxAndTotalPerLineItemReport option to False ("F") will eliminate Detail Line Item Sales Tax totals from reports.

 

c.Show Tax And Total Per Line Item Screen - By default, the ShowTaxAndTotalPerLineItemScreen option is set to True ("T") which - regardless of the 3DigitsTax option setting, includes Detail Line Item calculations for Sales Tax Amounts (the Tax Rate and Sales Tax per line item is shown); and also provides a Totals information box with Net, Tax, and Gross Amounts at the bottom of the Invoice.

When Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this is one of the three Company Settings that may be set (see "Show Tax And Total Per Line Item Report" immediately above) to add support for Charging and Collecting this type of Sales Tax on Invoices.

Setting this ShowTaxAndTotalPerLineItemScreen option to True ("T") which is the default, will also support this Three Decimal Places Sales Tax feature on Invoices thus showing three (3) Decimal Places on all Detail Line Item entries plus net, tax and total columns.

However, you may still consider changing the ShowTaxAndTotalPerLineItemScreen option setting to its default of False ("F") when the 3DigitsTax option to True ("T").

oThis False setting will show the Tax Rate on an Invoice's Detail Line Item in two (2) or three (3) Decimal Places, as appropriate, but will not show the extension pricing in  two (2) or three (3) Decimal Places to avoid confusion.

oIn this case the  net, tax and total columns are removed, but a Totals information box with Net, Tax, and Gross Amounts is included at the bottom of the Invoice.

See the Sample Results of these Sales Tax related Company Settings Options discussion in the Company Settings for Accounts Receivable chapter for Invoice Detail Line Item illustrations.

Accounts Receivable System

Subscribers Form: Edit View

While in the Subscribers Form: Edit View, two Users could modify the same Subscriber record at the same time. Once this issue was identified, it was corrected by implementing record locks when a User has started Editing a record.

If a User attempts to modify an existing Subscriber's record while another User has already started doing the same, an error message will now be displayed:

 

HelpFilesRecordIsLockedByUser-

Record is locked by user XYZ (abc)

 

OK - Click OK to continue, and the modification made by the second User will be canceled.

Once the first User has completed and Saved their entry, the second User may then proceed with making their changes.

Accounts Receivable System

Subscribers

The CSID field on the main Subscribers Form's Browse View page now has a Drop-Down Selection List to allow a User to view all of the CSIDs that have been defined for that Subscriber.

Accounts Receivable System

Printing Invoices

When Printing Invoices, in some cases, the Comments entered when an Invoice was created where so long, or had rows of extra spaces, that they were generating extra blank pages on the Invoice.

These extra long Comments are now being trimmed, when required.

Accounts Receivable System

Auto Bill Recurring Revenue

The system will now stop a User from running the Auto Bill Recurring Revenue process when the wrong Sale Date is selected by checking whether or not your Company bills their Recurring Revenues in Advance [e.g., whether the "BillInAdvance" Company Setting option is set to True ("'T") or False ("F")'].

a)If Bill in Advance is set to True, the Sale Date must be within the month prior to the Month and Year selected as the Period To Bill.

b)If Bill in Advance is set to False, the Sale Date must be within the same Month and Year selected as the Period To Bill.

 

Examples:

When Bill in Advance is set to True and:

1)You are running Auto Billing for any Billing Cycle for the Month and Year of April 2018, the Sale Date must be set to a date within March 2018 only.

2)You are running Auto Billing for any Billing Cycle for the Month and Year of January 2018, the Sale Date must be set to a date within December 2017 only.

 

When Bill in Advance is set to False and:

1)You are running Auto Billing for any Billing Cycle for the Month and Year of April 2018, the Sale Date must be set to a date within April 2018 only.

2)You are running Auto Billing for any Billing Cycle for the Month and Year of January 2018, the Sale Date must be set to a date within January 2018 only.

Accounts Receivable

Its Payd Module

A new sPaydModule option has been added to the Company Settings Grid which, by default, is set to False ("F").

To access Its Payd Module Menus the IsPaydModule option is set to True ("T").

Accounts Receivable System

ItsPayd - Submit Export File

The number of Transactions which are to exported to the ItsPayd file when using the ItsPayd - Submit Export File Form may now be limited by using the new Export Limit field.

By default, 100 is inserted; but this number may be changed, or deleted altogether (blank = no limit).

You may use the Drop-Down Selection List provided to Choose from a list of pre-set limits.

Accounts Receivable System

ItsPayd FTP Client dialog

The ItsPayd FTP Client dialog - accessed from the ItsPayd File Import/Export Form - is divided into two sections: The Down Load Files section contains a list of the files to be downloaded.  

Among these files are Payments and Statements.  

MKMS requires a “payment file” to import the payments received by ItsPayd into its database.  

Clicking the Download option will generate standard Windows® "Save as..." dialog to allow the User to select a location to save the desired payment file.

A file must be selected in the list view or the User will be prompted to select a file before attempting to download.

 

Once the User has chosen to download a file: a Query dialog is now presented asking if the User wants to Delete the file after it is downloaded.

Answering Yes will delete that selected file from the ItsPayd FTP Site.

Accounts Receivable System

Company Settings

A new feature that allows your Company to establish individualized Payment Terms for each (any) of your Subscribers has been implemented.  It is enabled in Company Settings

By default, this new UseSubscriberTerms option is set to False ("F").

The Individualized Payment Terms feature is implemented by setting the new UseSubscriberTerms option to True ("T") in Company Settings:

a)When the UseSubscriberTerms option is set to True ("T"), a new field is added to the Receivables section of the Edit View on the Subscribers Form.

b)That new Terms field in the Receivables section may then be modified, as and when needed, on a Subscriber by Subscriber basis.

c)To update all of the entries in this new Terms field, using dbisql.exe, run the following script:

 

update dba.AccountsReceivable 

  set Terms = (Select Terms from dba.Useroptions)

  where SubscriberID IN 

(Select SubscriberID from dba.Subscriber where SubscriberID = BillPayer)

 

In a planned future version, the User will be offered the opportunity [when the UseSubscriberTerms option is first set to True ("T")]  to pre-populate that Terms field in the Receivables section with the Terms set in the General sub-tab in the Company Options tab on the User Options Form.

Accounts Receivable System

Fully Automated Recurring Billing

Automatic Billings Setup Wizard

MKMS now provides a Fully Automated Recurring Billing process which identifies and Invoices those Subscribers who have Recurring Revenue records defined, every day.  

An Automatic Billings Setup Wizard is also provided.

Accounts Receivable System

InnoEPay

Multiple InnoEPay PINs are now supported based on the number of Banks into which InnoEPay must deposit Receipts.

 

When using InnoEPay as your Company's Payment Gateway and your Company is using more than one Bank for making Deposits via InnoEpay transactions, each InnoEPay Payment Gateway will make deposits directly to only one Bank.

Therefore, when your Company is using additional Banks for depositing InnoEpay transactions, your Company will need to get additional keys and have additional Payment Gateways defined - one for each Bank that will get those Receipts..

As those additional Payment Gateways are identified, consider a naming method such as InnoEPay-Bank1, InnoEPay-Bank2, etc., with the actual Bank Name used in each case.

Also, if your Company will tokenize Credit Cards, all Tokens will be based on the default, so the other InnoEPay Payment Gateway will automatically recognize those Token. 

Accounts Receivable System

Billing Cycles

The Billing Cycles Form has been substantially updated to accommodate a variety of Payment Gateways and other automatic payment methods relating to the available Automatic Billing process.

Accounts Receivable System

Auto Billing

The original Auto Billing process which is selected and run manually, will now use the more powerful Fully Automated Recurring Billing engine.

Accounts Receivable System

Auto Billing

When ePay transactions are created as the Auto Billing process runs, the Batch Number for a Receipt will be comprised of the Receipt Type Code "#" followed by the Month "99" and Day "99" on which it is actually Deposited (see the Defining your Company's Batch Numbers discussion in the E-Payments chapter for more information).

Accounts Receivable System

Customer History Grid

Email Notifications for Invoices will now be inserted into the Customer History Grid,

Accounts Receivable System

Customer History Grid

Email Notifications for Receipts will now be inserted into the Customer History Grid,

Accounts Receivable System

Customer History Grid

Normally, when the History Options Date Range is selected (e.g., Last 30 Days, Last Year, etc.), only those transactions dated within that selected Date Range will be displayed.

However, there are times when your Company may post-date transactions to some future date, and those future transactions were never listed until they came within the selected Date Range.

Now, when the All History Date Range is chosen, transactions as much as two years into the future will be displayed.

Accounts Receivable System

Printing Invoices

Added a "Dealer" option in the Details section of the Print Invoices dialog.   Choosing this option provides the following functionality:

The Invoice report's Dealer format will have an initial summary page with the Dealer's Name and Sale Items that were Invoiced based on the other specified parameters, grouped by Sale Item ID and Price, displaying how many there were for that Sale Item at that Price.

Thereafter, the Invoice report's Dealer format shows subsequent pages with detailed sales information.

 

 


Accounts Receivable System

Prospect Tracking System

Invoices

Proposals

The Activate/Deactivate Edit Mode Icon which was used to toggle the Detail Line Item's Edit Mode interface has been removed from the Invoice and Proposals Forms so In Line Editing is now the only data entry method supported.

In doing so, the issue with not being able to modify data while the Edit Text Editor was activated has also been resolved.

Accounts Receivable System

Prospect Tracking System

Company Settings

Proposal Package

 

There is a new UpdatePackagePrices option in Company Settings.

To Automatically Update the Sale-Purchase Item's Price in a Proposal Package when an associated Sale-Purchase Item's Retail Price field is modified in the Sale-Purchase Items Form:

Set the UpdatePackagePrices option in Company Settings to True ("T") - which is the initial default setting.

Setting the UpdatePackagePrices option in Company Settings to False ("F") will turn off that Automatic Price Update feature.

Accounts Receivable System

Prospect Tracking System

Company Settings

Tax Rates

When Taxing Authorities have implemented Sales Tax Percentage Rates with up to three (3) Decimal Places, three Company Settings may (one must) be re-set to support Charging and Collecting this type of Sales Tax.

1)3 Digits Tax - By default, the 3DigitsTax option is set to False ("F").  

When Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this Company Settings must be re-set to support Charging and Collecting this three (3) Decimal Places Sales Tax.  

Setting this 3DigitsTax option to True ("T") will activate this Three Decimal Places Sales Tax feature in the Tax Rates Form.

 

2)Show Tax And Total Per Line Item Report - By default, the ShowTaxAndTotalPerLineItemReport option is set to False ("F").  

When Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this is one of the three Company Settings that may be re-set to add support on Reports for Charging and Collecting this type of Sales Tax.  

Setting this ShowTaxAndTotalPerLineItemReport option to True ("T") will include a three Decimal Places Sales Tax format on reports.  

a)Setting this ShowTaxAndTotalPerLineItemReport option to True ("T") will activate this Three Decimal Places Sales Tax feature on certain Reports (listed below) thus showing the Tax Collected/Invoiced in three (3) Decimal Places on all Detail Line Item entries.

b)Alternately, consider leaving the ShowTaxAndTotalPerLineItemReport option setting to its default of False ("F") when the 3DigitsTax option has been set to True ("T").

i.To avoid confusion, this False setting will show the Tax Rate in three (3) Decimal Places for each Invoice, but will not show the extended price in three (3) Decimal Places and column Totals are shown rounded to two Decimal Places.

ii.In this case a Totals information with rounded Net, Tax, and Gross Amounts are typically included in a Totals section at the bottom of the Report.

 

3)Show Tax And Total Per Line Item Screen  

By default, the ShowTaxAndTotalPerLineItemScreen option is set to False ("F") which - regardless of the 3DigitsTax setting, excludes Detail Line Item calculations for Sales Tax Amounts (the Tax % Rate is still shown); but instead provides a Totals information box with Net, Tax, and Gross Amounts at the bottom of the Invoice.

When Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this is one of the three Company Settings that may be re-set (see "Show Tax And Total Per Line Item Report" immediately above) to add support for Charging and Collecting this three (3) Decimal Places Sales Tax on Invoices.

a)Setting this ShowTaxAndTotalPerLineItemScreen option to True ("T") will activate this Three Decimal Places Sales Tax feature on Invoices thus showing three (3) Decimal Places on all Detail Line Item entries plus in each column's Total field.

b)Alternately, consider leaving the ShowTaxAndTotalPerLineItemScreen option setting to its default of False ("F") when the 3DigitsTax option has been set to True ("T").

iii.To avoid confusion, this False setting will show the Tax Rate on an Invoice's Detail Line Item in three (3) Decimal Places but will not show the extended price in three (3) Decimal Places and no column Totals are shown.

iv.In this case a Totals information box with Net, Tax, and Gross Amounts are included in a Totals information box at the bottom of the Invoice.

 

Once these two Sales Tax related Company Settings are re-set to True ("T"):

a)The Tax Rates Form will allow for a Sales Tax entry with three (3) Decimal Places when identifying a Tax Rate.

b)The Receivable section within the Edit View of the Subscribers Form will allow for a Sales Tax entry with three (3) Decimal Places when identifying a Tax Rate.

c)The Detail Line Items section on the Invoice Form will allow for a Sales Tax entry with three (3) Decimal Places

d)The Printed Invoices will support the resulting Sales Tax charges.

e)The Sales Taxes Invoiced report will include this three (3) Decimal Places Sales Tax information

f)The Sales Taxes Collected report will include this three (3) Decimal Places Sales Tax information

g)The Sales Taxes Breakdown report will include this three (3) Decimal Places Sales Tax information

h)The Recurring Revenue Form will display the three (3) Decimal Places when identifying a Tax Rate.

i)The Sales Analysis Report (detail) will report the resulting Sales Tax charges.

j)The Ledger Card for a Subscriber will will report the resulting Sales Tax charges.

k)The Tax Information section within the Edit View of the Prospects Form will allow for a Sales Tax entry with three (3) Decimal Places when identifying a Tax Rate.

l)The Detail Line Items section on the Proposal Form will allow for a Sales Tax entry with three (3) Decimal Places

m)The Recurring Revenue Items for a Proposal will display three (3) Decimal Places

n)The Printed Proposals will report the resulting Sales Tax charges.

o)The Vendor Tax Information section in Edit View of the Vendors Form allows for a Sales Tax entry with three (3) Decimal Places

p)The Detail Line Items section on the Bills Form supports a three (3) Decimal Places Sales Tax entry.

 

See the Sample Results of these Sales Tax related Company Settings Options discussion in the Company Settings for Accounts Receivable chapter for illustrations.

Accounts Receivable System

Prospect Tracking System

Proposals

When inserting a taxable Detail Line Item into a Prospects/Subscriber's Proposal, the Local Tax ("Lcl") column was being populated with "Y".  

The Local Tax column is now pre-populated with the Tax Code entered for the selected Tax Rate ID for this Subscriber in the Receivables section of the Edit View of the Subscriber Form (or the corresponding Tax Information section is the Prospects Form).

 

The Activate/Deactivate Edit Mode Icon which was used to toggle the Detail Line Item's Edit Mode interface has been removed from the Proposals Form so In Line Editing is now the only data entry method supported.

In doing so, the issue with not being able to modify data while the Edit Text Editor was activated has been resolved.

Prospect Tracking System

Accounts Receivable System

Proposals

Proposal Items tab

Improvements to the Note field on the Proposal Items tab:

When a more definitive explanation is required for a Proposal Item for a Proposal, a detailed explanation of that Item may be entered:

Click within the Note field to open a Note Pad dialog (no formatting options are available, but multiple lines of information may be entered).

When formatting options are desired, a Rich Text Editor may also be opened by Double-Clicking within the Note field.

Enter and Format the appropriate explanation in the Rich Text Editor dialog, then Press Ctrl+S or Click the Save option on the Rich Text Editor Form

If the Proposal Item was inserted using a predefined Proposal Package or Copied From Template, the Note field will be populated automatically when the imported Proposal Item has Note information available.

Accounts Receivable

Prospect Tracking

Proposal Expiration Aging Report

There is a new Proposal Expiration Aging Report - presented as a data grid - which displays an "Aging Grid" showing how many days have passed since the Expiration Date that was assigned to each listed Proposal.

This information lets the Sale Team and/or Sales Manager see how "stale" these Proposals have become.

Accounts Receivable System

Prospect Tracking System

Templates

Proposals

When importing the Detail Line Items for a new Proposal by using an existing Proposal as a Template, if a Detail Line Item in the selected Template is Taxable (e.g., Tax Code is Y, 1, 2, 3) then:

a)If the Proposal is for a Subscriber the Tax Code and Tax Rate will be pulled from the Receivables section of the Edit View of the current Subscriber,

b)If the Proposal is for a Prospect the Tax Code and Tax Rate will be pulled from the Tax Information section of the current Prospect (as appropriate).

 

However, If any Detail Line Item in the selected Template is Non Taxable (Tax Code is N or E), the system will use that same Tax Code from the selected Template's Detail Line Item (therefore the Tax Code will be N or E), regardless of the current Subscriber's or Prospect's tax status.

Accounts Receivable System

Deferred Revenue Setup

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

 

When the Deferred Revenue Setup process is completed, the User must Click the OK button to acknowledge the successful completion of the Deferred Revenue Setup procedure.

The Defer Recurring Revenue ("DeferRecurringRevenue") option in Company Settings will be set to True ("T").

As indicated in a new "Complete!  - Deferred Revenue tracking is now active." message, the User is now reminded that they must Logout and then Log In again to fully activate the Deferred Revenue process.

 

Earned & Deferred Revenues are calculated on a Monthly basis.

Bill in Advance - This means that the Date Sold recorded on the Invoice is within the month before the Starting Day of the Period Covered for the related Billing Cycle.

Starting Day - The Starting Day - which is identified in the Billing Cycle record - is now used to determine when the Recurring Revenue related Services will start being provided (i.e. Earned).

Start Date - The Start Date (Starting Day) of the Period Covered being Billed is not always the "First of the Month"

 

Therefore:

a)Whenever the Starting Day is not the "First of the Month" and the Date Sold recorded on the Invoice is in the month before or simply in the same month but Prior to the Starting Day of the Period Covered for the related Billing Cycle: the associated Recurring Revenue will not be "Earned" until the following month, or

b)Whenever the Date Sold recorded on the Invoice is in a month Prior to the first month of the Date Range of the Period Covered being billed: the associated Recurring Revenue will not be "Earned" for that month until service for the Period Covered month has been provided.

c)Whenever the Date Sold recorded on the Invoice is within (on or after) the Period Covered identified on the Invoice, your Company is not Billing in Advance, nor deferring the first months Revenue, so the first month of the Period Covered is "Earned" in that month.

Accounts Receivable System

General Ledger System

Post Earned Revenue

 

The internal General Ledger calculations for Earned & Deferred Revenue have been updated:

Earned & Deferred Revenue is now calculated on a Monthly basis rather than on a Daily basis.

The Starting Day - which is identified in the Billing Cycle record - is used to determine when the Recurring Revenue will start being Earned.  

Billing in Advance means that the Date Sold recorded on the Invoice is before the Starting Day of the Period Covered for the related Billing Cycle.

Keep in mind that sometimes the Starting Date (Starting Day) of many Periods Covered being Billed may not by the "First of the Month"

 

Therefore, when the Starting Day is not the "First of the Month" and the Date Sold recorded on the Invoice is before the Starting Day of the Period Covered for the related Billing Cycle, then the associated Recurring Revenue will not be "Earned" until the following month.

If the Date Sold recorded on the Invoice is within the Period Covered on the Invoice, your Company is not Billing in Advance.

To assure the Earned Revenue is posted for the final Months within all Service Periods that were Billed, it's best to Post Earned Revenue after the normal Date of the last Automatic Billing process (e.g., we suggest the last day of the month).

Accounts Receivable System

General Ledger System

Post Earned Revenue

When you Post Earned Revenue for a negative Recurring Revenue detail line item it will now post these Transaction File entries:

a)The Deferred Revenue Liability Account is Credited (increased) by the Value of the Recurring Revenue that was Un-Earned during the Accounting Period

b)The (Revenue) Sales Account assigned to the Recurring Revenue Item is Debited (decreased) by the Value of the Recurring Revenue that was Un-Earned during the Accounting Period

c)The Current Earnings Equity Account (a Mandatory Account) is Debited (decreased) by the Value of the Recurring Revenue that was Un-Earned during the Accounting Period

d)The Earnings Posting Expense Account (a Mandatory Account) is Credited (decreased) by the Value of the Recurring Revenue that was Un-Earned during the Accounting Period

Accounts Receivable

Receipts

Bounced Checks

 

Previously, once a Check (Receipt) had been Reconciled, it could no long be Bounced (the Bounce option was Grayed Out).  In real life, this limitation was not workable.

The system will now allow the User to Bounce a Receipt that is Reconciled.

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

Receipts

Added a new Email Notification Icon on the Receipts Form to be used to create an Email to inform the Subscriber that a Receipt record has been entered for their most recent Payment.

Requires that the Connection Service is active.

Accounts Receivable

Receipts

Receipt Information

There is a new possible (RECONCILED) entry in the Receipt Information section on the right of the Receipts Form which may now include:

1)(BOUNCED) - The Receipt has Bounced.

2)(RECONCILED) - Includes the Bank Statement Date for when the Receipt was Reconciled.

3)(CONVERTED) - The Receipt was Converted from a Customer Deposit to a regular Receipt.

4)Refund Issued - A Refund was Issued for this Receipt.  The detail information for that Refund is available by Clicking the Refunds Icon on the Receipts Form.

Accounts Receivable

Receipts

The Batch Number of a Receipt may now be changed, even after it was Deposited, when necessary.

Accounts Receivable

Receipts

Invoices

Allocation

If either the Date Paid of a Receipt which has been Allocated, or a Date Sold of an Invoice which has been Allocated has subsequently been modified, the system will now update the Allocation Date to be equal to either the Date Paid on the Receipt or the Sale Date of the Invoice, by inserting whichever of those Dates is newer.

Accounts Receivable

Recurring Revenue (Audit Report)

A new "Log_Recurring Revenue" table has been created and will be used to record Recurring Revenue record Inserts, Edits and Deletes.

There is a new Recurring Revenue (Audit Report) which is displayed in a fully functioning Grid format and contains the data recorded in the new "Log_Recurring Revenue" table described above.  The data to be included may or may not be filtered by a Date Range, and reported for All Recurring Revenue records, or only those entries made for a User selected Subscriber.

This report has been enhanced with additional system maintained fields for the Last Period Billed , Next Billing Period, and Last Date Billed information.

Accounts Receivable

Recurring Revenue

Billing History

The Recurring Revenue Form has been enhanced with system maintained fields for the Last Period Billed , Next Billing Period, and Last Date Billed information.

 

A new Billing History Grid has been added - accessed with the new Billing History Icon - which displays a Grid List of all Recurring Revenue Billing records that were Invoiced to (and/or subsequently Deleted form) this Subscriber for the selected Recurring Revenue record.

Accounts Receivable

 

Company Settings

Tax tab on User Options

Sales Tax Rate

Creating an Invoice

When the MultinationalTax option is set to False ("F") - the default in Company Settings  - and the CanadaTax option is set to True ("T") - and a National Sales Tax (or a National and Local Sales Tax) is identified in the Tax tab of the User Options Form:

a)The appropriate Provincial Sales Tax Rate Code must be assigned to each Canadian Subscriber,

b)On a Detail Line Item of an Invoice the National Tax Code (Ntl) may only be N, E, 1, 2, or 3; and the Local Tax Code (Lcl) may only be Y, N, or E.

Accounts Receivable

Subscriber Search by Invoice Number

Search Open Invoice Read Only - By default, the new SearchOpenInvoiceReadOnly option is set to False ("F") which, when the Subscriber Search by Invoice Number feature is used, the Invoice - if located - will NOT be opened in Read Only Mode.

Setting this SearchOpenInvoiceReadOnly option to True ("T") Will open the Invoice - if located - in Read Only Mode.

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 Calendar/Date Entry field 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

Customer Deposit Report

Two new options have been added to the Customer Deposit Report

1.Current Customer Deposits Liability - This shows Receipts marked as a Customer Deposit, subtracts any Amount that was Refunded from those Receipts and displays it as the Amount paid;  and also subtracts any Receipt that was Allocated ((thereby "paying off some portion of an Invoice, causing a reduction in your Company's Accounts Receivable balance) within the designated Date Range (see "Reporting Date Range" immediately below).  

Note: The Amount from Current Customer Deposits Liability should match the Customer Deposit Liability Mandatory General Ledger Account listed in the Balance Sheet report if the Start Date is 01/01/1985 and the End Date is the same as the As Of Date entered for the Balance Sheet.

2.Converted Customer Deposits - These are Receipts originally marked as a Customer Deposit which have subsequently been Allocated (thereby "paying off some portion of an Invoice, causing a reduction in your Company's Accounts Receivable balance).

Accounts Receivable System

Accounts Receivable Report

Receipt

Bounced Checks

 

Bounced Check records, and the original Receipt record are now reported on the Accounts Receivable Report.as follows:

The original Receipt record, and the negative Bounced Check record, will be included in the Accounts Receivable Report only until the report's selected As Of Date  is equal to, or after the Date the of (negative) Bounced Check record.

If the Receipt record and the negative Bounced Receipt record were dated the same day, neither will be included on the Accounts Receivable Report.

 

Disabled the Bounce Icon on the Receipt created for a Customer Deposit, if that Customer Deposit has been Reconciled.

Accounts Receivable System

Outstanding Invoices

A new Outstanding Invoices report provides an additional view (with lots of formatting and filtering options) of the Outstanding Invoice Amounts owed to your Company.

a)This report is not intended to be used as a Collection Report.

b)The Subscriber's Account Balance does not reflect Unallocated Receipts nor Unallocated Credit Memos.

c)The report can include All Invoices, even those created with a Future Date.

d)Customer Deposits are excluded from this report.

 

HelpFilesOutstandingInvoices-Disclaimer

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 System

Cash Receipts Report

The Cash Receipts Report dialog has been updated with the addition of a Data View tab and an enhanced version of the Windows® Print dialog's Print to File option (available using the Print option on the Preview tab).

The User may now create a Spreadsheet ("XLS Data File") by Choosing Print to File, then selecting the Type: of XLS Data File, and indicating Where: that file is to be "written."

Accounts Receivable System

Company Settings

A new Company Settings enabled feature has been implemented which allows your Company to establish individualized Payment Terms for each (any) of your Subscribers.  

a)By default, this new UseSubscriberTerms option is set to False ("F").

b)Individualized Payment Terms may be implemented by setting the new UseSubscriberTerms option to True ("T") in Company Settings:

i.When the UseSubscriberTerms option to True ("T"), a new field is added to the Receivables section of the Edit View on the Subscribers Form.

ii.The User will be offered the opportunity to pre-populate that Terms field in the Receivables section with the Terms set in the General sub-tab in the Company Options tab on the User Options Form.

iii.That new Terms field in the Receivables section may then be modified, as and when needed, on a Subscriber by Subscriber basis.

Accounts Receivable System

Converting a Proposal to a Job

When Converting a Proposal to a Job, the order of the Proposal Items on the Proposal is now duplicated in the Item List sub-tab of the Inventory tab on the Job Costing Form.

Accounts Receivable

Sales Analysis Report

Some changes have been made to the Sales Analysis Report:

Exclude Credits - The option to exclude Credit Memo transactions for this report has been removed.

Hide Tax on Line Items - this new Check box has been added to hide Tax Amount and Gross Sales Amt. columns when the Detail Line Items are included as part of the Detail Report format.

Accounts Receivable

Service Tracking System

Company Settings

Display Warranty Info - By default, the new DisplayWarrantyInfo option is set to False ("F") which means when a Subscriber record is displayed, their Warranty Status is not included on the Information Bar on that Subscriber Form.

When the ShowWarrantyInfo option is set to True ["T"] the Subscriber's Warranty Status is displayed in the Information Bar on that Subscriber Form.

Accounts Receivable

Service Tracking

Work Order Invoicing/Review

Tech and Sales Person column is now displayed with no information (blank) in the Work Order Invoicing/Review Form when the Employee (Technician and/or Sales Person) has been identified as Terminated.

Accounts Receivable

Inventory Tracking/Job Costing

Generating Invoices for a Job

Modifying an Existing Invoice

Invoices may be created from the Job Costing module.  Some Users were Modifying an Existing Invoice by adding additional Inventory Items to those Invoices after they were created - causing issues with the accuracy of the Job Costing module.

The system will no longer allow a User to enter new Inventory Items to any Invoices originally Generated for a Job

 

 


Accounts Receivable

Prospect Tracking

Accounts Payable

Subscriber F2 Search

Prospect F2 Search

Vendor F2 Search

Two new features have been added to the Subscriber F2 Search, Prospect F2 Search and Vendor F2 Search dialogs:

Columns - A User may now Select which specific columns are to be listed in these Search dialogs:

 

HelpFilesVendorSearch-ColumnSelectionOptions

Sample - Vendor Search dialog

Sample - Field selection options

 

i.Click the asterisk (¬) at the left of the list's Header row (see the mouse pointer in the illustration above) to display a list of all of the column names - and associated data - which may be displayed.

ii.By default, all Column Names will be Checked.

iii.Remove the Check mark (Click on the Check to remove it) to hide that column of data from the list.

 

Columns - A User may now Rearrange the left to right sequence in which the Columns are to be displayed:

i.To move a Column left or right of its original location, Drag and Drop that Column to the desired location.

ii.This relocation may be executed on the Vendor Search dialog itself, or within the Column List described above.

 

 


Prospect Tracking

Accounts Receivable

Central Station

Converted Prospects Report

Central Station Data

Added all of the fields in the Central Station Data table including Account Type to the Converted Prospects Report - Available Columns list.

By default, the original columns plus the Account Type column will be displayed.  

Because this is a true Grid, columns may be filtered and grouped, showing the count per group.

Accounts Receivable System

Prospect Tracking System

Proposals

Copy From Template

Converted Proposals

Proposals (Grid)

Improved Copy From Template feature now pulls the Salesman information from the Prospect (or Subscriber) who is getting the Proposal (rather than from the Template) and inserts it into the Commissions To field of each Detail Line Item imported from that Template.

New Inside Sale field - The purpose of this new field is to determine if a Proposal was created for an existing Subscriber (the Sales Person would Check this Inside Sale box when creating that Proposal), or for a Prospect (the Inside Sale field will be left unchecked).

The Converted Proposals and Proposals (Grid) reports will include the "Inside Sale"  field and allow the User to filter that Inside Sale field in those reports' Grids by "True" (Subscriber's Proposal), or "False" (Prospect's Proposal).

Accounts Receivable

Prospect Tracking

Proposal Status

There is a new Proposal Status Form (located in General Maintenance) which is used to create Descriptions representing the current Status (as it relates to a Proposal's Sales Cycle) of any Proposal created for a Prospect or Subscriber.  

a)One of these Proposal Status Descriptions must be assigned to each Proposal.  (initially the system provided Default Proposal Status will be assigned automatically).

b)Thereafter:

1)The associated Pipeline Analysis Report will provide a list (among many other things) of the Status of each listed Proposal  

2)The associated Proposals (Grid) report will also report the Status of each listed Proposal.

3)The new Proposal Lost Report (see below) which includes the Status that existed immediately prior to when the Proposal was rejected.

4)The Status and Rating Modification report (see Status/Rating Modification Report immediately below) which displays a list (of selected) Proposals which have had a Proposal Status and/or Confidence % Rate change occur (See the "Understanding and Using the Confidence % field" discussion in the Proposals chapter for more information) within a specified Range of Days.

c)These reports may be grouped, sorted, and/or filter by one or more the assigned Proposal Status.

Accounts Receivable

Prospect Tracking

Status/Rating Modification Report

There is a new Status/Rating Modification Report - presented as a data grid - which displays a list (of selected) Proposals which have had no Proposal Status, and/or Confidence % Rate, and/or Active State changes made to those Proposals within a specified Range of Days.

This information will help the Sale Team and/or Sales Manager see how "actively and/or inactively" these Proposals are being managed.

Accounts Receivable System

Prospect Tracking System

Proposals

Proposals (Grid)

1)The Proposals Form has a new Demoed field which should by Checked when a presentation and/or demonstration was provided to the Prospect and/or Subscriber.

2)The Proposals (Grid) report also lists that new Demoed field when a presentation and/or demonstration was identified on a Proposal to the Prospect and/or Subscriber.

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 System

Accounts Payable System

Bank

There is a new Inactive Check box on the Bank (maintenance) Form

If a Bank Account will no longer be used, Check this box.

A Bank record cannot be identified as Inactive if:

a)There are Receipts that have not yet been Allocated  

b)There are Receipts that have not yet been Deposited

c)There are Payments that have not yet been Allocated

d)It is the Default Bank Account as defined in the Company Options - General tab on the User Options Form.

Accounts Receivable System

Accounts Payable System

Bank

Now, an Inactive Bank Account will not be included in a Drop-Down Selection List on any of these Forms:

a)Auto Payment  

b)Payroll Import

c)Transaction Register

d)Disbursements

e)Payment Import

f)Payments

g)Post Auto Drafts

h)Receipts

i)Receipt Posting

j)E-Payments

k)Billing Cycle

l)Credit Cards

m)Bank (widget)

n)Company Options - General tab on the User Options Form Default Bank Account Drop-Down Selection List.

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

Auto Draft Setup

Pay Batch Pending Transactions

E-Payments

In the Auto Draft Setup, the Pay Batch Pending Transactions and/or the E-Payments dialog, when setting up or modifying a Credit Card, the system will now ensure that the Credit Card Number starts with the appropriate Credit Card prefix (i.e., "American Express" must start with "3"; "Visa" must start with "4"; "MasterCard" must start with "5"; "Discover" must start with "6".

If a User attempts to Save a Credit Card Number entry with the wrong starting number (i.e., the appropriate Credit Card prefix), the system will present the appropriate error message and require that the entry is corrected before it can be saved.

Accounts Receivable

Auto Draft Setup

In the Auto Draft Setup section, when Credit Card Draft information is added, the system will now ensure that the Credit Card Type, Account Number, and Expiration Date fields are filled in.

Accounts Receivable

Pay Batch Pending Transactions

The Auto Draft Setup section will present the Pay Batch Pending Transactions dialog when Credit Card Number and/or Expiration Date changes were made and there are existing Pay Batch Pending Transactions which may need to be updated.

Modified any Pending Transactions as appropriate (e.g., to coincide with the Credit Card Number and/or Expiration Date changes made in the Auto Draft Setup section).

When (if) Credit Card Number changes are made, the Card Token field for that modified record should be emptied.

Within the Pay Batch Pending Transactions grid, you may use the Tab F key to move from field to field, and/or use the Left fand Right gKeyboard Arrows to to move through each Detail Line Item, also.

Accounts Receivable

Invoice

InnoEPay

For those Companies who use InnoEPay for their Payment Gateway:

When an Invoice is deleted, the PENDING ePay transactions will now be marked as CLOSED; the Credit Card Number entry will be X'd out; and the LastStatusUpdate field will be updated with Today's Date.

Thereafter, if the Invoice is reinstated, the User is again responsible for arranging payment for that Invoice.

Accounts Receivable System

Receipts

To avoid a Bank Reconciliation problem, the system will not allow the User to modify the "Deposited On" date of a Receipt which has already been Reconciled.

Accounts Receivable System

Recurring Revenue

When offered the option to Create a Pro-Rated Invoice? on the Recurring Revenue Form there are two choices offered:

1.Create (an Invoice Amount covering the time period that would pass prior to when the first Auto Billed Invoice will be generated), or

2.Suspend (instead, calculate and hold that Amount, then add it to the first Auto Billed Invoice when it is generated).

 

Previously, "Today" was used for this time period calculation. The time period calculation will now use the Acquired Date (entered in the Attrition Tracking section on the Recurring Revenue Form) - which defaults to Today - but may be reset to whatever the appropriate Date should be.

 

This is a full explanation of the new process used for this time period calculation:

i.An Average Month is assumed to be 30 days.

ii.The number of Days Remaining from today's date to the end of that Average Month is calculated and inserted in the Detail Line Item's Qty field of the Invoice

iii.The Payment Amount (determined by Payment assigned to the Pay Group Code, or a Custom Pay Amount entry) is divided by 30 to establish a Daily Rate which is inserted as the Detail Line Item's Price.

iv.That Daily Rate is multiplied by the number of Days Remaining between the Acquired Date (entered in the Attrition Tracking Section on the Recurring Revenue Form) and the Start Date (entered in the Billing Information Section on the Recurring Revenue Form) to establish the Detail Line Item's Net.

v.The Item and Description as entered on the Recurring Revenue Form are inserted in those Detail Line Item fields.

Accounts Receivable

Deferred Revenue Setup

The Deferred Revenue Setup procedure has been enhanced with three new options:

1)Select GL Account # - Using the Drop-Down Selection List provided, Choose the Deferred Revenue Liability created for that purpose in the General Ledger Accounts Form.

2)Date To Start Deferred Revenue - Use the Drop-Down Calendar/Date Entry field provided to Choose the desired Date when you want to start tracking your Company's Deferred Revenue

3)Set All - Click this option to assign the selected Deferred Revenue Liability General Ledger Account Number to all Recurring Revenue Sale-Purchase Items

Optionally, a GL Number may still be assigned or modified for any listed GL Number - one at a time.

Accounts Receivable

Post Auto Drafts

Payment Gateway

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

 

HelpFilesEFTFileTypes

Accounts Receivable

Company Settings

Recurring Revenue

A new RestrictRRModification option is by default 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

Recurring Revenue

If a Recurring Revenue record has been assigned an End Date and the DeferRecurrringRevenue option in Company Settings is set to True ("T"), the End Date can no longer be modified.

When that Recurring Revenue record was ended, it inserted the remaining Amount that was in Deferred into the Transaction File thus reducing Deferred Amount and increasing Sales Amount.  

Therefore, changing the End Date would double-dip the Deferred Amount.  

 

Now, the User must create a new Recurring Revenue record, and set the End Datedate to the Date to which is should have been set.

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

Deferred Revenue

The Deferred Revenue report's dialog now requires a User designated Month and Year instead of an As Of Date to establish the time-frame for that report.

Month - No default Month is inserted: Use the Drop-Down Selection List provided to Choose the Month for which the Earned/Deferred Revenue Values will be calculated.

Year - No default Year is inserted: Use the Drop-Down Selection List provided to Choose the Year for which the Earned/Deferred Revenue Values will be calculated.

Modified the query to use the Cycle Starting Date (which is identified in the Billing Cycle record) to determine when Recurring Revenue is Deferred/Earned.

Accounts Receivable

Earned Revenue by Month

Modified the Earned Revenue by Month report's query so it uses the Cycle Starting Date (which is identified in the Billing Cycle record) to determine when Recurring Revenue is Deferred/Earned.

Accounts Receivable

Sales Taxes Invoiced Report

The Sales Taxes Invoiced may now be reported for a specific Division or Division Group

Accounts Receivable

Sales Analysis Report

If you erroneously selected a Division, or Division Group to be reported in the Sales Analysis Report, you may now place the Mouse within the Division field and press the Delete key to cancel that selection.

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 System

Unallocated Receipts/Credits/Customer Deposits Report

A new Show "Comments" option has been added to the Unallocated Receipts/Credits/Customer Deposits Report

Check this box to have any Comments recorded on the Receipts, Customer Deposits, and/or Credit Memos included on the Unallocated Receipts/Credits/Customer Deposits Report.

Accounts Receivable

Subscriber Statements

A new "Enter Message for Email Statements Below" field has been added to the Subscriber Statements Dialog,

When some or all of the Statements are to be Emailed to Subscribers: this field is where you can now include a message in the Body of the Email sent with the Subscriber Statements, which may be based on the selected days Past Due, for a general note to remind them that their Statement is attached, and/or even a note about their Company Division (or Alarm Dealer).  

This message is sent in addition to the Note To Include On Statement message that will be included in the attached Statement itself.

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 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

Other Accounts Receivable Collections Report modifications include:

The All Invoices (Excludes future Invoices) field will now list All Subscribers who have any Invoices with any Balance Due, but will Exclude Invoices dated after Today.

A specific description of what the report is to be used for has been added.

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

Accounts Receivable Collections

These updates have been made to the Accounts Receivable Collections report's Options tab

The Past Due box has been renamed to " Options".

A new option in the Options box has been added with a title of "All Invoices" and will list all Subscribers who have an Invoice with any Balance Due.

Accounts Receivable

Receipts

The Receipts Form will now load more quickly for those Subscribers who have a large number of Receipts records in that table.

Accounts Receivable

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.

You may Double-Click on any Rate Change record line item in the RMR Rate Changes report data grid to display the associated Subscriber record.

 

This RMR Rate Changes report also now contains these four additional columns:

CSID, Dealer, Division and Division Group.

These fields will be visible by default, but as with most Grid reports, the Users will be able to select the fields they want to display on the Grid by Clicking the asterisk (*) on the upper left hand corner of the Grid.

Accounts Receivable

Billing Cycles

Active - By default the new Active field on the Billing Cycles Form will be Checked.  

If your Company will no longer be using this Billing Cycle Code, remove this Check mark.

Accounts Receivable

Billing Cycles

The system will not allow a Starting Day Number greater than 28 to be used when defining a Recurring Billing Cycle.

This is because an Auto Billing Invoice with a Starting Day Number greater that 28 would not be generated in February - even if it should have been.

Therefore, no Recurring Billing Cycle will have a Starting Day Number greater that 28

This fact should be kept in mind when creating Recurring Billing records and running your Company's Auto Billing process(es).  

When assigning a Start Date (in a Recurring Billing Form), the Starting Day Number will be inserted in between the Month and Year selected to compose a complete Start Date.

Accounts Receivable

Subscriber Edit View

Accounts Receivables Section - Data Entry

When the currently selected Subscriber record represents a Service Address which is not the Bill Payer for that Account, the Accounts Receivables section will have no Account Status section, but will have all of the other Accounts Receivable Configuration items i.e., Sales Tax Rate, Division, Credit Limit, Later Fee Group, and/or Pricing Markup Category as needed) - except the Terms field (which will be determined by the associated Billing Payer Account).

 

Separate RMR Invoice - Additionally, when the currently selected Subscriber record represents a Service Address which is not the Bill Payer for that Account, there is a new "Separate RMR Invoice" field which offers a Drop-Down Selection List containing Yes or No options.

1.No - Select No (the default) when the Recurring Revenue charges for this Service Address are to be Invoiced on the Bill Payer's Recurring Revenue Invoices.

2.Yes - Select Yes when the Recurring Revenue charges for this Service Address are to be Invoiced separately.

Accounts Receivable System

Closing a Month in AR

The Accounts Receivable System Period Close dialog (only available when the General Ledger System has not been activated) has been substantially changed and now allows different Closing Stages on a month by month basis when Closing a Month in AR:

1)Closed - This Closing Stage restricts all posting to and from all modules

This Stage may be changed to Partially Closed, or Open, if necessary; or remain as Closed.

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

3)Partially Closed - This Closing Stage temporarily restricts all posting to and from all modules.  

This Stage may be changed back to Closed,  or Open, if necessary.

Accounts Receivable System

Converting a Proposal

The system will no longer allow a Proposal containing a line item with a Zero ("0") Quantity to be Converted to an Invoice.

When Converting a Proposal to a Job, the system was not populating the Job's Title field.  When a Proposal with a Title entered, is converted to a Job, the Title is now properly converted and displayed on that Job Costing Form.

Accounts Receivable

Print Invoices

When Printing Invoices, the system will now removes any empty lines from the Invoice Comments field which was causing formatting issues during the Invoice printing process.

Accounts Receivable

Payment Gateway

InnoEPay

 

There is a new Payment Gateway available named InnoEPay - and because of its advanced functionality, InnoEPay is now the Micro Key Solutions recommended Payment Gateway

InnoEPay is one of the oldest Payment Gateway providers in the eCommerce industry.

InnoEPay integrates seamlessly with MKMS, is secure, simple to use, and has plenty of extra features in addition to its basic Credit Card and Check processing functions.

1.InnoEPay is an automatic, real-time Payment Gateway that is installed on your system (computer) as a Service and so is available whenever it's needed. There are no files to upload or download because all of the payment processing requirements are handled internally by MKMS.

2.The E-Payments dialog - available from the Subscriber and Invoice Forms - now supports the InnoEPay Payment Gateway.

3.The File Type field offers the InnoEPay Payment Gateway on the Post Auto Drafts Form

When InnoEPay is adopted as your Company's Payment Gateway, this will be the only Payment Gateway that you'll need. See the "The InnoEPay Setup Process" discussion in the InnoEPay chapter, plus the Auto Draft Setup, ePay Review, E-Payments, and the Post Auto Drafts chapters for additional information.

Note: InnoEPay will match any Rates charged by your Company's current Payment Gateway

Accounts Receivable

ePay Review

There is a new ePay Review report - presented as a data grid - which provides a listing with (a selectable set of any or) All of the Reportable Data Elements of the new InnoEPay service's transactional responses (see the "InnoEPay Status and Error Codes" chapter for that information) .

This ePay Review report's data grid includes Credit Card and Check Payments (Receipts), Transaction Flow, and related Funding Status updates, plus other related information.

This data may be Printed as a report, and/or Exported (or Emailed) as an Excel style Spreadsheet (or as a comma delimited file, or a text file).

Accounts Receivable

ePay Review

The ePay Review report (data grid) - see immediately above - has been updated to:

Allow a User to specify which Date Field Type (i.e., Date Created, Due Date, Status Time, Last Status Update, or Last Retry) will be used when retrieving the ePay Review report's data; and to retrieve that data set based on a User specified Date Range.

Allow a User to open an Invoice associated with the currently select ePay transaction using the Radial Right-Click Menu

Accounts Receivable

Pay Batch Pending Transactions

There is a new Pay Batch Pending Transactions dialog - which is used for Editing the Pending Payment Transactions created if the InnoEPay system is your Company's Payment Gateway - when (if) a User modifies existing Auto Draft Setup information and one or more InnoEPay Pending Payment Transactions exist.

Accounts Receivable

Subscriber Form - Edit View

Auto Draft Setup

Pay Batch Pending Transactions

When a Bank Draft is being defined in the Auto Draft Setup section of the Subscriber Form's Edit View,  there is a new "Account Holder" field available.  

By default, the Subscriber's Name entered in the General Subscriber Information section is inserted as the Account Holder, but this should be modified as required.

 

Thereafter, when changing certain Auto Draft fields

a)Draft Type (CardType),

b)Account Holder (BankAccountHolder),

c)Routing Number (RoutingNumber),

d)Account Number (BankAccountNumber),

e)Account Number (CardNumber),

f)Credit Card Type (CardKind),

g)Account Holder's Name (CardHolderName),

h)Expiration Date (CardExpiryDate),

i)Account Holder's Address (CardHolderAddress),

j)Zip/Postal Code (CardHolderZip)

 

The system will display a Confirmation box with three options will be displayed:

1)Yes - Click the "Yes" option to use the new information and to update any pending transactions.

2)No - Click the "No" option to save the changes and the existing payment transactions will be processed with the old (previous) information.

3)Cancel - Click the "Cancel" option to abort the changes.

 

When the "Yes" option is selected, the new Pay Batch Pending Transactions dialog - data grid - will be displayed.

This Pay Batch Pending Transactions dialog will allow the User to modify PENDING payment transactions.

If you do not want to modify a PENDING payment transaction, you may (as needed) Delete a selected payment transaction from the data grid and then enter a new E-Payment which would use any revised information.

Accounts Receivable

Post Auto Drafts

E-Payments

The new InnoEPay Payment Gateway has been added to the Post Auto Drafts dialog as a new option and No additional fields are required to be populated when InnoEPay is Selected.

The new InnoEPay Payment Gateway has also been added to the E-Payments dialog and streamlines that process as well.

Note: The InnoEPay Payment Gateway feature is controlled by the parameter settings found in a special MKSePayService.exe.config file (see the "The InnoEPay Setup Process" section in the InnoEPay chapter for more information).

Accounts Receivable

Invoicing Groups

Recurring Revenue

Print Invoices

There is a new Invoicing Groups Form (located in General Maintenance) which has been added for those Companies who have a large number of Accounts (Subscribers), many of whom are Invoiced for on-going monitoring and recurring maintenance services, and often these services are provided at multiple locations for varying sets of those recurring services.  

Under these circumstances, the associated Recurring Revenue Invoices can become extremely long, complicated to read, and difficult to comprehend.

 

The "Summarize Recurring Items" option on the Print Invoices Form allows the Detail Line Items on those Recurring Revenue Invoices to be condensed into groups - sets of related Recurring Revenue Items summarized together - and printed with a simple Description and Total for each set (Invoicing Group) of items.

The Description for each recurring revenue Invoicing Group is defined using this new Invoicing Groups Form

When a Recurring Revenue Item may need to be grouped with similar items when the Summarize Recurring Items option is chosen on the Print Invoices dialog, use the Drop-Down Selection List provided on the Recurring Revenue Form to Choose the appropriate Invoicing Groups Description from that list.

 

Any number of Invoicing Group Descriptions may be defined, and any one of these may be added to any Recurring Revenue record when that Recurring Revenue item is to be available for grouping.

a)This Invoicing Group's Description will determine in which Invoicing Group that Recurring Revenue Item will be included when the "Summarize Recurring Items" option is Checked in the Print Invoices dialog.

b)The Description of the assigned Invoicing Group will be the Description printed on the Invoice - along with the Total charges for the set (group) of summarized Recurring Revenue Items.

c)By using this feature, the length of those Recurring Revenue Invoices will become much more manageable (and comprehend-able) for the recipient.

 

See the Summarize Recurring Items discussion in the Print Invoices chapter for more information.

Accounts Receivable

Recurring Revenue

Defining Open Term Recurring Billing

Defining Fixed Term Billing

Other System Maintained fields section on the Recurring Revenue Form:now has fields which are populated by the system as that data becomes available.

 

HelpFilesRecurringBilling-OtherSystemMaintainedFields

a)Last Period Billed -  The Month and Year in which Auto Billing was executed for this Recurring Revenue item.

b)Last Date Billed - The Billing Date assigned to that Recurring Revenue item's Invoice.

c)Next Billing Period - The Month and Year in which Auto Billing should be executed for this Recurring Revenue item.

 

Invoice Group - The Invoicing Groups Form is used to define the Description of Summarized Invoices when a Recurring Revenue Item should be grouped with other similar items to simplify and clarify the resulting Recurring Billing Invoices.

This Special Function Invoice Group field is manually populated when appropriate.

 

HelpFilesRecurringBilling-OtherSystemMaintainedFields-InvoiceGroup

See the Summarize Recurring Items discussion in the Print Invoices chapter for more information.

Accounts Receivable

Payment Gateway

InnoEPay

 

Tokenized Credit Card Information:

When InnoEPay is properly installed and operating as your Company's Payment Gateway, that system will "tokenize" the Account Number and Expiration Date of those Credit Cards identified in the Auto Draft Setup section of the Edit View of the Subscriber Form

a)Thereafter, when the Credit Card Account Number and/or Expiration Date changes, the system will set Credit Card Status field in the epPayBatchDet table back to PENDING and Card Token data back to NULL,

b)This will cause the InnoEPay service to "tokenize" the Credit Card again using the new (revised) Credit Card Account Number and/or Expiration Date information.

Accounts Receivable

Subscriber Form - Edit View

Auto Draft Setup

When a Bank Draft is being defined in the Auto Draft Setup section of the Subscriber Form's Edit View,  there is a new Account Holder field available. By default, the Name entered in the General Subscriber Information section is inserted as the Account Holder, but this may be modified when required.

Accounts Receivable

Printing Invoices

Summarize Recurring Items

There is a new Summarize Recurring Items? option on the Print Invoices dialog.

This "Summarize Recurring Items" option allows the Detail Line Items on those Recurring Revenue Invoices to be condensed into groups - sets of related Recurring Revenue Items summarized together - and printed with a simple Description and Total for each set (group) of items.

The Invoicing Groups (General Maintenance) Form will be used by those Companies who have a large number of Accounts (Subscribers), many of whom are Invoiced for on-going monitoring and recurring maintenance services, and often these services are provided at multiple locations for multiple, for varying sets of those recurring services.

oUnder these circumstances, the associated Recurring Revenue Invoices can become extremely long and complicated to read (and difficult to comprehend).

The Description for each recurring revenue Invoicing Group is defined using the Invoicing Groups Form (located in General Maintenance).

 

Check this Summarize Recurring Items? box on the Print Invoices dialog to have those Recurring Revenue Items - which were assigned an Invoicing Group Description - summarized into one Detail Line Item on the Subscriber's Invoice.  

The Description printed on the Invoice (along with the Total charges of those summarized Recurring Revenue Items) will be the Description of the Invoicing Group assigned to each member of that group of summarized Recurring Revenue Items (i.e., by assigning the appropriate Invoicing Group to those Recurring Revenue item's record, those Recurring Revenue Items will be summarized on that Invoice when the "Summarize Recurring Items" option is selected.

 

Note: When there are Recurring Revenue Items not assigned to an Invoicing Group and/or other non-recurring item(s) on the same Invoice, those Detail Line Items will appear individually as usual.

Accounts Receivable

Custom Pay Increase

An Export Icon has been added to the Custom Pay Increase dialog:

Export - Once the data has been formatted, filtered, sorted and configured as needed, the Rate Increase defined and Previewed, the User may Click the new Export Icon to display the standard Windows® Save As dialog. to export this grid in a spreadsheet format.

See the data grid chapter for more information.

Accounts Receivable

Auto Draft Accounts Report

Because the Auto Draft Amount field is no longer a Mandatory field when entering Auto Draft Setup information within the Edit View of the Subscribers Form, the Auto Draft Accounts Report no longer lists this information.

Accounts Receivable

Ledger Card

The Subscriber's Ledger Card report has a new Running Balance Format which Lists all Invoices for (Purchases by) the current Subscriber in chronological order based on a User selected Date Range.

Accounts Receivable

Invoices - Printing Options

A new option has been added to the Invoices - Printing Options dialog:

Division - By default, the Invoices for All Divisions will be Printed.

All - All Invoices from All Divisions will be Printed.

Specific - Invoices only originating from the specified Division will be Printed.

oUsing the Select Division dialog, Choose that required Division.

oThe selected Division will be inserted in the Division field.

 

 


Accounts Receivable System

Service Tracking System

Inventory Tracking/Job Costing

Converting a Subscriber's Proposal

Installation Order (Work Order)

Job Costing

Billing a Work Order

1.When a Work Order which originated from a Proposal is converted to an Installation Order:

a.All of the Proposal Detail Line Items will be included in the Parts List tab of that Installation Order (Work Order) .

b.When the Installation Order is finished, the Installation Order (Work Order) is Completed and an Invoice is Generated

c.All of the Note entries from the Detail Line Items of the original Proposal will now be included in the corresponding Note entries for the Detail Line Items of that Invoice.

2.When a Work Order - which originated from a Proposal - is converted to a Job Costing record

a.When this Proposal is converted to a Job, any Job Tasks defined on that Proposal, will be inserted in the Job Tasks tab on the Job Costing Form.

b.All of the Proposal Detail Line Items will be included in the Item List sub-tab of the Inventory tab of that Job Costing record.

c.When a Work Order is created for the Job Tasks, the Parts List may Pick (import) the Inventory (defined in the Proposal) that was automatically inserted into the Item List sub-tab of the Inventory tab of that Job Costing record.

d.When the Job is finished, the Job Costing record is Completed and an Invoice is Generated for the Work Order created for this Job Task.

e.All of the Note entries from the Detail Line Items of the original Proposal will now be included in the corresponding Note entries for the Detail Line Items of that Invoice.

Accounts Receivable System

Accounts Payable System

Bank (Account Information)

To make the (General Maintenance) Bank Form's Bank Reconciliation History Grid easier to use, it is now ordered by the Statement Date column (descending), and the "Report" column with the Report Icon - used to access a specific Bank Reconciliation Summary report's PDF - is now listed first.

Accounts Receivable System

Prospect Tracking System

 

Company Settings

Account Approval

A new AutoRefreshAccountApproval option has been added to the Company Settings Grid which, by default, is set to False ("F")

When the AutoRefreshAccountApproval option is set to True ("T") the new “Auto Refresh” box on the Account Approval Form will be Checked and the system will automatically refresh the Account Approval Form every 5 minutes.

Accounts Receivable

Prospect Tracking

Proposals

When searching for a another Proposal to Copy the Contents From an existing Template to start a new Proposal, there are now three (3) Search By options:

i.Proposal Number  

ii.Creation Date  

iii.Title  

 

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 System

Prospect Tracking System

Proposals

There are situations where a User who has Access Rights to Create, Read, Update, and Audit. but not to Delete a Proposal - but that User may still need to Delete a specific Detail Line Item.  This capability has been added using the new option in Company Settings which is the Proposal Override Line Item Delete ("ProposalOverrideLineItemDelete") option in Company Settings.

a)When set to False ("F") - which is the default - the normal case exists (i.e., When a User does not have Delete Access Rights for a Proposal, he/she may not delete a Proposal nor any Detail Line Item in that Proposal.

b)When set to True ("T"), if a User does not have Delete Access Rights for a Proposal, he/she will now be able to delete any Detail Line Item in that Proposal.

Accounts Receivable System

Prospect Tracking System

Proposals

Options

When entering an item on the Options Tab of the Proposals Form, after the first item is added, the User may now use the keyboard's Down Arrow to start another entry.

Accounts Receivable System

Service Tracking System

Prospect Tracking System

Job Costing

Service Info Section

Account Approval

Transfer Service History

Subscriber Options:

(Recurring Service Setup,

Installed Equipment)

Quick Work Order

Converting a Proposal:

(Convert To Installation Order,

Convert To Job)

Work Order for a Job Task

 

The  "Service ID" is no longer a required (Mandatory) field in the Service Info Section!

Forms that are Affected by this change:

1)Service Info Section - The  "Service ID" is no longer a required (Remove Red outlines, don't force values for Service ID, Sale Date,  and/or Warranty Ends).

2)Account Approval - No longer requires the Subscriber to have a Service ID defined in the Service Info Section

3)Transfer Service History - No longer requires the Subscriber to whom this Transfer History is to be Transferred to have a Service ID defined in the Service Info Section

4)Subscriber Options (Recurring Service Setup, Installed Equipment) no longer requires the Subscriber to have a Service ID defined in the Service Info Section

5)Quick Work Order - Allow the entry of a Service Request for a Subscriber with no Service ID defined in the Service Info Section.

6)Converting a Proposal (Convert To Installation Order, Convert To Job) no longer requires the Subscriber to have a Service ID defined in the Service Info Section

7)When creating a Work Order for a Job Task, the system no longer requires the Subscriber to have a Service ID defined in the Service Info Section

Accounts Receivable System

Inventory Tracking/Job Costing

Service Tracking System

Proposal

Job Task tab

Work Order

Job Task

There is a new Include Proposal Comment field in each Detail Line Item on the Proposal Form's Job Task tab.  

When the existing Create Work Order? box in the Job Task tab is Checked on the Detail Line Item, and this new Include Proposal Comment box is also Checked, then:

Should this Proposal be Converted to a Job Costing entry, the Work Order created for the Job Task in the Job Costing System will have this Proposal Form's Comments entry inserted into that Work Order's Comment field.

Accounts Receivable System

RMR Differential (Attrition Reports)

The Attrition Report has been renamed to the RMR Differential (Attrition Reports)

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.

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 System

Inventory Tracking System

 

Inventory Replacement Value

There is a new Inventory Replacement Value dialog which lists those Sale-Purchase Items identified as Inventory Items with the associated On Hand quantities, Warehouse, replacement Cost, and Total (current) Value - presented as a Grid

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 (each tab has a new Keyboard option shown) 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-GreenInstallBox box to Choose All listed Installed Equipment items (you may Check the HelpFilesWorkOrderCompletionAndReview-GreenInstallBox box 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

Service Tracking

Work Order Invoicing/Review

Recording Work Order Charges

Any Work Orders identified as Nob-Billable (i.e., any costs associated with this Work Order should not be billed to the Subscriber) and are finished, will now also be listed - as long as they were not marked as Completed within the Work Order Form.  

a)The User will then have the ability to add (or confirm) the Inventory/Material (Shift+F9) items that were used.  

b)Once that has been done, those Inventory items will appear in the Installed Equipment (Shift+F10) tab

c)Checking the corresponding Install box in the Installed Equipment (Shift+F10) will notify the system that those should be inserted into the associated Subscriber's Installed Equipment Form.

d)Complete the Work Order as normal, and once any of the other Work Orders have been billed, this Work Order will be removed form this list and the Inventory item will be added to the Subscriber's Installed Form automatically.

 

The keyboard's Insert (to start a new entry), Delete (to remove an existing entry), and the Left-Right-Up-Down-Arrow Keys for Navigating within the Grid or Form; plus the Ctrl+S combination (for Save) are implemented on the Work Order Invoicing/Review Form and its six (6) sub-tabs for Inventory/Materials, Installed Equipment, Technician Activity, Appointments, and Parts List tabs (see the Recording Work Order Charges chapter for more information).

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

Prospect Tracking

Accounts Payable

Employee Form

Subscriber

Prospects

Vendor

Employee

 

A new Email option is now available on the Subscriber, Prospect, Employee and Vendor 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

Subscriber Form - Edit View

Prospect Form - Edit View

The Ctrl+Insert and Ctrl+S key combinations have been implemented to Insert (Add) a new record and Save a record respectively in the Subscriber Form - Edit View and the Prospect Form - Edit View Forms.

Accounts Receivable

Prospect Tracking

 

Proposal

Job Task tab

There is a new Proposal Net Balance Remaining field on the Proposal Form's Job Task tab

This system maintained field will display an Amount representing the sum of all the Job Tasks identified in this Job Task tab.

Accounts Receivable

Prospect Tracking

 

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

Accounts Receivable

Account Approval Types

This is the new Account Approval Types Maintenance Form which is used to define those Action Steps that will/may be required when a Proposal is reviewed in the New Account Approval Form (see above).

Prospect Tracking

Accounts Receivable

Proposals (Grid)

The new Proposals (Grid) dialog is a fully functional data grid which lists all existing Proposals (for Subscribers and Prospects) within a User specified Date Range with those Dates based on a User Selected Type of Date (i.e., Creation or Expiration Date).

This List of Proposals can have a unique set of User designated data columns, be reformatted, re-sorted, and rearranged;

It may then be produced as a Report and/or Exported as a spreadsheet file containing those redesigned data grid contents.

 

There are also new Sum and Percentage fields in the Proposals (Grid) report:

The Proposals (Grid) now includes (based on the options chosen) the total Number of Converted Proposals and the Percentage of all listed Proposals that were converted to Sales.

Prospect Tracking

Accounts Receivable

Pipeline Analysis Report

The new Pipeline Analysis Report dialog is a fully functioning data grid that lists Subscribers and/or Prospects who have a Lead Date and Status identified, and/or who have a Proposal enter which has not been converted.

Prospect Tracking

Pipeline Analysis Report

The Pipeline Analysis Report has already been enhanced with additional columns (fields) with the information from each Proposal's Status, Confidence $, Confidence %, Gross, and Inside Sale entries.

See the "Understanding and Using the Confidence % field" discussion in the Proposals chapter for more information.

Accounts Receivable

Prospect Tracking

Proposal Lost Reason

There is a new Proposal Lost Reason Form (located in General Maintenance) which is used to identify the various Reasons for why a Proposal would be/has been rejected by a Prospect or Subscriber.  

a)One of these Proposal Lost Reasons must be assigned to any Proposal which was ultimately rejected.  

b)Thereafter:

1)The associated Proposal Loss Report will provide a list of those Proposals which were determined to have been lost (i.e., ultimately rejected by a Prospect or Subscriber) and includes - among other information - the Date of, and Reason for each rejection.

2)The associated Proposals (Grid) report will also report the Reason why a Proposal was rejected.

3)The Proposal Lost Report

c)These reports may be grouped, sorted, and/or filter by one or more Reasons.

Accounts Receivable

Prospect Tracking

Proposals

There are 5 new fields which have been added to the Proposal Header on the Proposals Form

These fields allow your Company to more effectively track current Status (within the Sales Cycle), its Confidence Percentage Rating, and why a Proposal was Lost, the Lost Date, the Lost Reason.

1.Status – a Drop-Down Selection List field - the appropriate Proposal Status must be selected..

2.Confidence % - a numeric field - requires 0 - 100 (%) entered as appropriate â.

3.Proposal Lost - a Check box field - Defaults to False (not checked).

4.Date -  a Drop-Down Calendar/Date field - If "Proposal Lost" box is Checked, the Date Lost will be required and will be defaulted to Today.

5.Reason – a Drop-Down Selection List field - If "Proposal Lost" box is Checked, the Proposal Lost Reason will be required.

â See the "Understanding and Using the Confidence % field" discussion in the Proposals chapter for more information.

 

The following reports use some or many of these new entries:

a)Pipeline Analysis Report    

b)Proposals (Grid

c)Proposal Lost Report

Accounts Receivable

Prospect Tracking

Proposal Lost Report

There is a new Proposal Lost Report which displays a fully functional data grid (list) of those Proposals that were determined to have been lost (i.e., ultimately rejected by a Prospect or Subscriber) which includes - among other information - the Date of, and Reason for each rejection, and the Status that existed immediately prior to when the Proposal was rejected.  

This Proposal Lost Report data may be viewed, sorted, filtered, reconfigured, printed, emailed, and/or exported, as may be required.

See the "Understanding and Using the Confidence % field" discussion in the Proposals chapter for more information.

Accounts Receivable

Central Station

F2 - Subscriber Search

A new "Panel Description" Search By option has been added to the F2 - Subscriber Search function [and the Search button on the Sub Info (F2) Form within MKMSCS).

This new  "Panel Description" Search By option is associated with the Description that is defined in the Subscriber Panels section of the Monitoring Information tab within the Edit View of the Subscribers Form.

 

 


Prospect Tracking

Prospect Status

Pipeline Snapshot

Pipeline Analysis Report

The revised Prospect Status maintenance table now has a system defined Status of Inactive that cannot be deleted.

With this new "Inactive" Status code, a User may set a Prospect's status to "Inactive" in the Edit View of the Prospects Form, and/or Subscriber's status to "Inactive" or simply leave it NULL (i.e., empty) in the Lead Information section of the Edit View of the Subscribers Form to be excluded from the Pipeline Analysis report and Pipeline Snapshot widget.

 

In the Pipeline Analysis Report data grid and the Pipeline Snapshot Widget:

a)Any Prospect who has been assigned an "Inactive" Status will be excluded.

b)Any Subscriber with an "Inactive" Status or the Status field is blank (i.e., NULL) in the Lead Information section of the Edit View of the Subscribers Form will be excluded.

c)During a conversion of a Prospect to a Subscriber, the Status field entry Lead Information section will be populated with any corresponding Status entry in the Edit View of the Prospects Form.

Prospect Tracking System

Proposals

Packages

When adding a Package to an existing Proposal the additional items in that Package are now added to the end of the existing Proposal's Detail Line Items.

Prospect Tracking System

Proposals (Grid)

The Proposals (Grid) dialog which lists all existing Proposals (for Subscribers and Prospects) within a User specified Date Range with those Dates based on a User Selected Type of Date (i.e., Creation or Expiration Date).now has two additional columns of data:

Profit - The gross profit as currently calculated for the selected Proposal.

Margin (%) - The Percentage of gross profit (as it relates to the proposed Price versus Costs) for the selected Proposal.

Prospect Tracking System

Proposals

Previously, when a Prospect was Taxable and a Proposal was created, if a selected Sale-Purchase Item was Non-Taxable it was still added as a Taxable item on the Proposal and had to be changed manually.

When a Sale-Purchase Item is added to a Proposal with a Non-Taxable status, it is now properly recorded on the Proposal as Non-Taxable.

Prospect Tracking System

Prospects

Edit View of the Prospects Form

All of the Telephone Number Extension fields in the Edit View of the Prospects Form have been expanded to eight (8) characters to match the capability in the Subscribers Form: Edit View.

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 System

Proposals (Grid)

The Proposals (Grid) dialog has a new Lead Source column which displays that information, or "No Lead Source Selected" when that is the case.

Prospect Tracking

Proposals (Grid)

The Proposals (Grid) - which is a fully functional data grid that lists all existing Proposals (for Subscribers and Prospects) within a User specified Date Range with those Dates based on a User Selected Type of Date (i.e., Creation or Expiration Date) - now has 5 new columns (fields) which should allow your Company to also track why a Proposal was Lost, the Lost Date, the Lost Reason, the Confidence Rating, and current Status (within the Sales Cycle) of each Proposal.

1."Status" – a Drop-Down Selection List field - the appropriate Proposal Status must be selected..

2.Confidence % - a numeric field - requires 0 - 100 (%) entered as appropriate â.

3.Proposal Lost - a Check box field - Defaults to False (not checked).

4.Date -  a Drop-Down Calendar/Date field - If "Proposal Lost" box is Checked, the Date Lost will be required and will be defaulted to Today.

5.Reason – a Drop-Down Selection List field - If "Proposal Lost" box is Checked, the Proposal Lost Reason will be required.

â See the "Understanding and Using the Confidence % field" discussion in the Proposals chapter for more information.

Prospect Tracking System

Converted Proposals Report

The Converted Proposals Report dialog has a new Lead Source column which displays that information, or "No Lead Source Selected" when that is the case.

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

Choose the Date Type on which the Dates identified below will be based (i.e., Creation Date - Use the Creation Date entered for the Proposals., or Expiration Date - Use the Expiration Date entered for the Proposal.)

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

 

 


 

 


Service Tracking

Accounts Receivable

 

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 (each tab with a Key-Press option) 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-GreenInstallBox box to Choose All listed Installed Equipment items (you may Check the HelpFilesWorkOrderCompletionAndReview-GreenInstallBox box 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.

Service Tracking System

Prospect Tracking System

Accounts Receivable System

Service Info Section

Account Approval

The  "Service ID" is no longer a required (Mandatory) field!

Affected Forms

1)Account Approval - Don't require populated Service ID on conversion to Work Order, Convert To Job)

2)Service Info Section (Remove Red outlines, don't force values for Service ID, Sale Date,  and Warranty Ends)

3)Subscriber Options (Recurring Service, Installed Equipment)

4)Converting a Proposal (Convert To Installation Order, Convert To Job)

Service Tracking System

Company Options

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).

 

Check Date Requested After Sub Sale Date - By default, the CheckDateRequestedAfterSubSaleDate option is set to True ("T")

When set to True ("T"), the program will confirm that the Requested On Date entered on a Work Order is on or after the Sale Date entered in the Service section of the Subscriber Edit View.

When set to False ("F"), the program will not make that comparison.

Service Tracking System

Installed Equipment

The Serial # field on the Installed Equipment Form has been increased in length from 15 to 70 characters.

Service Tracking System

Installed Equipment Grid

There is a new Installed Equipment Grid dialog which is a fully functioning Grid dialog that provides a list of the Equipment previously identified as Installed Equipment for each Subscriber which may then be viewed by a specific Date Range based on the 1) Installation Date, 2) Warranty Expiration Date, or 3) Last Record Update, and then sorted, filtered, reconfigured, printed, emailed, and/or exported.

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 Order Profit

The Work Order Profit report (Grid) has been enhanced with the addition of :

a)A Date Sold, Invoice #, and Balance Due field in its Grid.

b)An Invoice Date Sold option has been added to the Select Date field.

c)A Go To Radial Right-Click Menu which includes these option:  

i.Work Order  

ii.Subscriber  

iii.Invoice  

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"

 

The Ribbon Menu of the Inventory\Materials sub-tab's Drop-Down Info Box now allows the User to HelpFilesNavigatorMenu-AdvancedItemSearchClick the Advanced Item Search Icon to display the Advanced Sale Item Look-up dialog. to locate the required Sale-Purchase Item.

 

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 Day View tab on the Technician Scheduling Form now uses a Circle of Options Choices (presented in a Radial design instead of a Right-Click Menu).  

When the mouse pointer is within a Scheduled Appointment entry and the User performs a Right-Click  the Edit, Email, Delete, Set Status, Show on Google Maps, Go To Work Order, and Go To Subscriber options are presented in a Circle of Options Radial design.

 

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.

 

The Pending Work Orders list also has a new Use Tool Tips? option which turns on/off the Work Order Detail pop-up.

a)When a Check is in the Use Tool Tips? field, the Work Order Detail pop-up displays key information about the Work Order which is currently Selected in the Pending Work Orders Listing.  

b)When that pop-up feature is not wanted, removing the Check from the Use Tool Tips? option disables this feature.

 

The Filters option on the Pending Work Orders listing within the Technician Scheduling Form is now fully functional.

The Print Pending Work Orders option on the Actions Menu in the Pending Work Orders section of the Scheduling Form is now working properly.

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

Installed Equipment Grid

The new Installed Equipment Grid is a fully functioning Grid dialog that provides a list of the Equipment previously identified in the Installed Equipment table for each Subscriber and may then be viewed, sorted, filtered, reconfigured, printed, emailed, and/or exported.

Service Tracking System

Company Settings

Work Order

Suppress WO Warnings - A new SuppressWOWarning option in Company Settings has been created to allow your Company to suppress the Work Order Warning dialog:

By default, the SuppressWOWarnings option is set to False ("F").

Setting this SuppressWOWarnings option to True ("T") will suppress the Pop-Up Warning Dialog which displays a Warning Message when the Subscriber has a pending Work Order, a Balance that is Past Due, and/or is out of Warranty (or has a Service Contract which has expired) when a new Work Order is started.

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).

Service Tracking System

Service Info Section in Edit View

If a duplicate Service ID is entered for a Subscriber in the Service Info Section in Edit View, a much more informative error message is now presented.

Service Tracking System

Using the Scheduling Button

Appointment Editor

Work Order

When Using the Scheduling Button on the Work Order Form's Ribbon Menu to set an Appointment, as part of that entry the User is able to enter Scheduling Instructions

This information is entered in an Appointment Form on the Technicians Scheduling Form.  

Once entered, this information may be viewed in the Scheduling Drop-Down Info Box on that Work Order Form and printed on a Work Order.

The Scheduling Instructions may be longer than what will display in this box

A a vertical scroll bar is now available so the User may easy access and view all of those Instructions.

However, those Scheduling Instructions should be no longer than 200 characters or they will not be fully shown on the Technician's printed copy of that Work Order.

Service Tracking System

Appointment Editor

Because the Appointment Description field on the Appointment Editor Form may have several more lines of data than what is displayed in that field (the contents of this field may be pre-formatted using the Appointment Description option on the Service Options tab of the Users Option Form), this Appointment Description field may now be scrolled using the Up/Down Arrows on your keyboard, and the scroll wheel on your mouse (if enabled).

Service Tracking System

Technician Scheduling

On the Day View of the Technician Scheduling Form, an Appointment may be set by Dragging it from Pending Wort Orders Grid to the appropriate Time Slot on a selected Technician's schedule.

Using the Radial Right Click Menu, the User may then open the Work Order Form associated with that Technician's Appointment.

However, once that Work Order is displayed, if the User starts a new Work Order, the Salesman of record (which existed on the original Work Order) was not being entered in the new Work Order record.

 

The cause of the problem has been identified and corrected..

Service Tracking System

Service Request Forms

When Service Request Forms are printed, if the Work Order Type (see the Entering a Work Order Chapter Topic) is an Installation Order, the Work Order with Pages 2 to nn containing the Parts List should be printed.  

When more than 23 items were defined on the Parts List tab of a Work Order, forcing a page 3 (and beyond), some Parts List items were skipped in those subsequent pages.

The cause of the problem has been identified and corrected..

Service Tracking System

Work Orders

Chaining a Work Order

When Chaining one Work Order to another, the system inserted an empty line at the top of the Description of the Conditions Report..

The cause of the problem has been identified and corrected..

Service Tracking System

 

Converting Proposal to an Installation Order

 

1)When Converting Proposal to an Installation Order, the order of the Proposal Items on that Proposal is now duplicated in the Installation Order's Parts List tab.

Service Tracking System

Technician Performance (New Grid)

The Technician Performance (New Grid) has been updated to remove the PriceTotal, TotalCost, TotalLaborCost, LaborPriceIn, TotalMaterialCost, MaterialPriceIn, and MiscCost fields that were no longer pulled in this report's query.  However, those fields were still available for customization and so could give improper results if used.

Service Tracking System

Technician Scheduling

Using the Pending Work Orders Grid

 

The Pending Work Orders Grid now offers a Dept (Name of the Department to which the Work Order is assigned) as an available column option.

Service Tracking System

Completing a Work Order

Services Performed - This field on the Work Order Form is used to enter a detailed description (up to 500 characters) of the work that was performed.  

This field may new be updated even after a Work Order is Completed and Invoiced because additional information may - and frequently does - become available later.

 

 


Service Tracking System

Inventory Tracking/Job Costing

Converting a Proposal to a Job

Job Costing

Work Orders for Job Tasks

Item List sub-tab

Parts List tab

Material\Inventory

 

 

1)When Converting a Proposal to a Job, the order of the Proposal Items on that Proposal is now duplicated in the Item List sub-tab of the Inventory tab on the Job Costing Form.

2)When creating a Work Order for a Job Task, that Work Order's Parts List tab may be populated using the Pick From Job option which now imports those parts from the Item List sub-tab of the Inventory tab on the Job Costing Form in the same order as originally entered in that Item List.

3)When parts from that Parts List tab are Used, they are now inserted into the Mat.\Inv. (Material\Inventory) Drop-Down Info Box in the same order as those parts were listed in the Parts List tab.

Service Tracking System

Inventory Tracking/Job Costing

Work Order

Parts List tab

Warehouse

The revised Parts List tab on the Work Order Form has some new features and internal validations to ensure the proper tracking of Inventory Items:

1.A Warehouse column (populated with the name of the default Warehouse that previously identified in the Inventory Tracking section of the Inventory Options tab in the User Options Form)

2.A Transfer option - Because the system's default Warehouse (see #1 above) may not be the location from which a Part is to be withdrawn, you may use the new Transfer option to identify and Transfer a Part to the Warehouse from where it is to be withdrawn.

a)Once the Transfer is executed, when that Part is Used, it will appear on the Inventory Materials Drop-Down Info Box with that corrected (transferred) Warehouse name.  

b)However, if the User forgot to use the Transfer option, that Warehouse assignment may still be changed to the correct one from within the Inventory Materials Drop-Down Info Box by using the Warehouse column's Drop-Down Selection List.

Service Tracking

Inventory Tracking/Job Costing

Work Order

Inventory/Materials Info Box

Deleting a Work Order with Inventory and Non-Inventory items from the Inventory/Materials Info Box is now much easier:

1)When there are Inventory Items entered in the Inventory/Materials Info Box of a Work Order, if the User attempts to delete that Work Order, the  program would present this error:

"Error -99999: RAISERROR executed: Inventory must be cleared before deleting this work order."

2)When there are Non-Inventory Expense Items entered in the Inventory/Materials Info Box of a Work Order, if the User attempts to delete that Work Order, the  program would present this error:

"Error -198: Primary key for row in table 'WorkOrder' is referenced by foreign key 'WorkOrder' in table 'WorkOrderMaterialDetail'"

In either case, the User had to manually delete all of those Inventory and Non-Inventory items before the Work Order could be deleted.

 

Now, the program will display a Query asking the User if all Items in the Inventory/Materials Info Box should be deleted.

If User answers "Yes", the program now deletes all of those Inventory/Materials Info Box items immediately.

Service Tracking System

Inventory Tracking/Job Costing

Work Orders

Parts List tab

Job Costing

Job Task

On the Parts List tab of the Work Orders Form there are new data entry conditions established to accommodate the features outlined above:

1.Add new Part - You cannot use the Add HelpFilesNavigatorMenu-StandardInsertIcon to populate the Parts List tab when the Work Order was created for a Job Task in the Job Costing record.

If you attempt to do so, a "This WO is coming from a job, you must enter the item in "Job Costing \ Inventory \ Item List" and reserve it and then use "Pick from Job" button on this screen." reminder message will be displayed

 

2.Pick From Job - When the Work Order was created from a Job, and as part of that Job Costing information, an Item List was created, this Pick From Job option becomes active.  

However, prior to using the Pick From Job option, the Warehouse from which the Inventory is to be taken must have already been identified in the Inventory Reserved sub-tab of the Inventory tab on that Job Costing Form  

 

3.The Transfer option is only available when Inventory Items have already been added to the Parts List tab.

 

4.Transfer a Part - You cannot use the "Transfer" option when the Work Order was created for a Job Task in the Job Costing record.

This must be done using the Reassign/Transfer option on the Inventory Reserved sub-tab of the Inventory tab on the Job Costing Form

If you attempt to do so, a "This WO is coming from a job, you must use "Reassign/Transfer Inventory" button in "Job Costing \ Inventory \ Inventory Reserved" reminder message will be displayed.

Service Tracking System

Inventory Tracking System

Work Orders

Inventory/Material Info Box

 

An issue where:

a)An Inventory Item and the Warehouse from which it was taken was recorded on a Work Order in the Inventory/Material Info Box;

b)Then the Warehouse from which it was taken was changed (corrected) to a different Warehouse;

c)But the Inventory Counts were not properly updated (e.g., added back to the original Warehouse and deducted from the newly assigned Warehouse) has been identified

The cause of the problem has been identified and corrected..

Service Tracking System

Inventory Tracking/Job Costing

Work Order

Inventory/Materials Drop-Down Info Box

 

The initial focus on the Inventory/Materials Drop-Down Info Box on a Work Order Form has been set to the Item field to speed data entry.

The Date Used field will default to Today and the User will not be allowed to re-set it to an invalid date (e.g., future, closed month, date prior to the Request Date).

 

 


Accounts Payable System

Vendor Form - Edit View

The Ctrl+Insert and Ctrl+S key combinations have been implemented to Insert (Add) a new record and Save a record respectively in the Vendor Form - Edit View Form.

Accounts Payable System

Purchase Orders

Bills

The Activate/Deactivate Edit Mode Icon which was used to toggle the Detail Line Item's Edit Mode interface has been removed from the Bills and Purchase Orders Forms so In Line Editing is now the only data entry method supported.

Accounts Payable System

Bills

Intermittently, MKMS was resetting the Balance Due shown at the top of the Bills Form back to the Gross Amount of the purchase after a modification was made to that Bill.

Now, the system sets the Balance Due = Gross Amount - Amount Allocated anytime a User modifies a Bill.

Accounts Payable System

Bills

Credit Card Pay

Credit Card

Credit Card Register

In the Bills Form of a Credit Card Vendor, there is no longer an Insert, Delete, or Cancel option on its Ribbon Menu.

Any Bills that were paid using a Credit Card are created using the Credit Card Pay option on the Bills Form for the Vendor who is charging the Balance Due on that Bill to this Credit Card company.

Modifications or Deletions of any Credit Card Payment record must be executed in the Bills Form of the Vendor that had that Bill be paid with a Credit Card.

Modifications or Deletions of a Credit Card Payment record is not permitted in the Credit Card Register unless that Credit Card charge was entered manually in that Credit Card Register. or as a Payment.

Accounts Payable System

Payments

To avoid confusion and prevent an unintentional transaction the Void Icon on the Payments Form will now be disabled when the Check Type is Credit Card.

To remove a Payment made with a Credit Card, Unallocate that Payment (if it was already Allocated), then just Delete that Credit Card Payment entry.

This action will also remove the Credit Card Payment entry from the associated Credit Card's Register.

 

You cannot modify a Credit Card Payment entry in the Payments Form.  

Instead, you must Delete that Credit Card Payment entry as noted above.

Then, re-enter it correctly, if necessary.

Accounts Payable System

Accounts Payable As Of Report

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.

An Email (the data in the Grid) capability, and a Print Detail function has been added to the Accounts Payable As Of Report.  These options will appear on the Ribbon Menu at the top of that Report Form as an Icon.

Accounts Payable System

Accounts Payable As Of Report

The Show Detail box may be Checked on the Accounts Payable As Of Report dialog to provide a secondary Detail Data Grid with that information.

Now, when the small right arrow } next to the Type : Bill option is selected in that Detail Data Grid, an Invoice # column is also included.

Double-Click on any Invoice # to open the associated Bills Form.

Accounts Payable System

Accounts Payable As Of Report

Payments

Voiding Payments ( Checks)

 

Voided Payment records, and the original Payment record are now reported on the Accounts Payable As Of Report as follows:

The original Payment, and the negative Voided Check record, will be included in the Accounts Payable Report only until the report's selected As Of Date  is equal to, or after the Date the of (negative) Voided Payment record.

If the Payment record and the negative Voided Payment record are dated on the same day, neither will be included on the Accounts Payable Report.

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

Purchase Order Line Items List

There is a new PO Line Items List report that is a fully functioning Grid dialog which provides a list of Purchase Order Detail Line Items listed with their Purchase Category, Date of Purchase,Vendor, Warehouse, Left to Receive, Left To Bill, etc., and may be viewed, sorted, filtered, reconfigured, printed, emailed, and/or exported.

Accounts Payable System

Payables Tab

Purchase Order

Selecting the Purchase Order Icon on the Payables Tab will now force the Vendor Search dialog to the screen as the Purchase Order Form is displayed.

Accounts Payable System

Bank Transaction Register

When the GL Setup Wizard in the General Ledger System has not been executed (i.e., the GL system is not tracking Financial Transactions) there will be no filtering of Sale-Purchase Items in the Drop-Down Selection List based on any GL Account Type.

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 Topic for detailed information about using this new feature.

 

When defining a new Credit Card, if no starting balance has been recorded (by creating a Vendor for this Credit Card and entering a Purchase (Bill) for that opening balance amount), a new "Balance Not Found" will be displayed along with choices on how to properly precede:

a)The Vendor selected (on the Credit Card Form) has no open bills.

b)This means your Credit Card opening balance (last statement balance) is equal to $0.00.

c)If your last statement balance was zero Click OK to continue.

 

Otherwise, Click Cancel and go to "Vendor\Vendor Options\Bills" and create a Bill for the amount of the last statement.

Accounts Payable System

Credit Card

Since initially provided (see above), there were two additional fields added to the Credit Card (maintenance) Form

1)Reconciled Balance - This entry is provided by the system once a Credit Card Statement has been Reconciled, but may be manually entered when first defined.

2)Date of Reconciliation - This read only field is provided by the system once a Credit Card Statement has been Reconciled

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 Topic 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

A previously assigned Work Order Number may be removed by Clicking on the new Work Order Delete HelpFilesPurchaseOrder-WorkOrderDeleteIconbox.

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

 

4.If Inventory Items on a Purchase Order's Detail Line Item were not yet Checked In, that Detail Line Item may simply be deleted, even if the Purchase Order was created in a Closed Month.  

5.When a Purchase Order Form is opened from a Work Order that was created for a Job Task,

a.That Purchase Order Form's Ribbon Menu will not include an Insert Icon    

b.No additional Purchase Order for that Work Order may be created unless it is saved and closed.

c.By doing so, it prevents an accidental creation of another Purchase Order which is not associated with the Job Task

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 the Credit Card Maintenance & Tracking Chapter Topic for more information about using a Credit Card to Pay a Bill.

Accounts Payable System

Bank Reconciliation

Payments

Voided Payments

Payments are now listed as either Positive or Negative Values on the Bank Reconciliation Form based on whether they are listing an actual Payment or a Voided Payment respectively.

Note: An interim version of the Bank Reconciliation dialog could create duplicate Transactions and those duplicates would not be reconciled.  This issue has been corrected.

Accounts Payable System

Disbursements

Any line item on the Disbursements Form may be paid with a Hand Check

This option is only available when you select a specific line item, Check Pay and modify the Check Type field by using the Drop-Down Selection List to select Hand Check.

A Check # must also be entered.

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, has better error checking and information messages, 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

Bank Reconciliation

To ensure that the Summary Amount and Count of Deposits and Payments are displayed properly on the Bank Reconciliation dialog, once the Reconcile column is Checked, these figures are now stored in a Reconcile Table Summary table.

A new set of Navigator Icons have been added to the Bank Reconciliation Form's Payments and Deposits Detail Grid:

Use the standard record movement Icons to move from record to record among the listed Payments (and/or Deposits).

Will not allow the Reconcile button to be selected if the Value in the Difference field is not $0.00

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

Bank Reconciliation

A new set of Navigator Icons have been added to the Bank Reconciliation Form's Payments and Deposits Detail Grid:

Use the standard record movement Icons to move from record to record among the listed Payments (and/or Deposits).

Accounts Payable System

Credit Card Reconciliation

A new Credit Card Reconciliation - Provides a comprehensive Credit Card Reconciliation dialog with:

a)Two sections at the top: 1) Statement Date and Amount plus Last Reconciled Balance, and 2) Totals for selected Charges and Payments and a Reconcile Now button; and

b)Two Transaction Lists: 1) the all open Charges for Bills and 2) the Payments made to the Credit Card Company (populated based on the specified Statement Date).

c)There is a Navigator Menu at the bottom of the Charges and the Payments Girds on the Credit Card Reconciliation Form for moving between records

Accounts Payable System

Credit Card Register

1.To ensure data integrity, the Credit Card Register dialog now blocks any attempt to insert, edit or delete an entry from a Closed Period, and/or to change a Date from a Closed Period to an Open Period.

2.To accommodate the new Credit Card Reconciliation Form, two new columns have been added to the Credit Card Register dialog. which are "Read Only":

a.Reconciled - This box will be Checked if that Detail Line Item has been reconciled within the Credit Card Reconciliation Form  

b.Reconciled Date - This date, if present, represents the Date on which this Detail Line Item was reconciled within the Credit Card Reconciliation Form  

Accounts Payable System

Credit Cards

A new Show History button has been added to the Credit Cards Form to show the new Reconciliation History Grid.

Also see Credit Card Reconciliation and Credit Card Register Chapter Topics to better understand this feature.

See the Credit Card Maintenance & Tracking Chapter Topic for an overview of how Credit Cards may be used within MKMS.

Accounts Payable System

Print Checks

There have been some enhancements to the Print Checks process:

The Bills that are being Paid on each Check will be listed on the Check Stub will be ordered by Due Date then Invoice Number.

Up to 28 Bills may be now Paid on each Check

The system's Vendor ID will no longer be printed on the middle of each Check.

Accounts Payable

Print Checks

The system will now track and report on a Printed Check Stub (created originally using Auto Check) the following:

1)The Gross Amount of the Bill being Paid    

2)Any Credit Note(s) which have been applied (Allocated) to that Bill

3)The Net Balance Due of that Bill

4)The Amount of the Check being produced will be that Net Balance Due

Accounts Payable System

Payments

Voiding a Payment (Check)

Print Checks

Once a Check has been Printed, a Payment record cannot be modified!  

Modifying a previously Saved and Allocated Payment, assuming a Check for which has not been Printed is allowed as follows:

Check Type - As noted below:

1)From Auto Check to Hand Check: OK but must enter the Check Number that was used.

2)From Auto Check to E-Pay: OK and system will insert the EPay record number, Payment Type of Epay, and accepts a Confirmation # if available.

3)From Auto Check to Credit Card - Not permitted.

4)From E-Pay to Auto Check: Ok and system will remove the EPay record number, Payment Type of Epay, but leaves the Confirmation # if entered.

5)From E-Pay to Credit Card - Not permitted.

6)From E-Pay to Hand Check: OK but must enter the Check Number that was used.

7)From Hand Check to anything - Not permitted because a Hand Check is already assumed to have been Printed.

8)From Credit Card to anything - Not permitted because all Credit Card transactions must be managed using the Credit Card Register.

Bank - May be modified, as needed.

Batch Number - May be modified, as needed.

Confirmation # - May be added or modified, as needed.

 

Several changes, enhancements and refinements to the functionality of transactions associated with the Payments Form have been implemented:

If a User selects Hand Check as the Check Type, and enters the Amount Paid and a Check Number, but does not save the Payments record, the Check Type may be changed to Auto Check and the system will clear the previously entered Check Number automatically.

When an unprinted Auto Check Payment exists for a Vendor, the User will no longer be able to create another Auto Check Payment for that same Vendor.  If an additional Payment Amount is required, you may modify the existing Auto Check Payment record to include that additional Amount.

When Voiding a Payment (Check), if more than one Payment has been assigned the same Check Number (which is no longer allowed), all Payments with that Check Number will have Void Check entries created and all Allocations will be reversed.

When a User Print Checks, the system now assures that all Auto Check Payments are properly assigned a Check Number, even those from a previously Closed Period.

Accounts Payable System

Voiding a Payment

If the Payment to be Voided was made using 1] a Credit Card (see the "Paying a Bill using the Credit Card Pay option on that Bills Form" discussion in the Payments Chapter Topic), 2] a Hand Check, or 3] an Auto Check which has been printed (i.e., a Check Number was assigned to that Payment), the system will now:

Automatically Unallocate that (Credit Card, Hand Check,or Auto Check) Payment related to those Bill(s); and

Create a new (negative Value) Payment record (see "When Voiding a Payment" below) referencing the original Payment's record ID.

 

When Voiding a Payment, a new Voided Check record is created with a negative Payment value to "balance" the system.

Except for now being able to modify the Date Paid field (to a Date on or after the original Void Date), nothing else in this Voided Check record may be changed.

Therefore, the Void, Apply Auto and Apply options are disabled, and the Check Type, Bank, Credit Card, Check Number, and Batch Number fields are displayed as  Read Only  on the record.

Accounts Payable System

Bank Reconciliation

Payments

Voided Payments

Payments are now listed as either Positive or Negative Values based on whether they are listing an actual Payment or a Voided Payment respectively.

See Voiding a Payment above) respectively.

Accounts Payable System

Bank Reconciliation

Payments

Voided Payments

The Accounts Payable System Period Close dialog (only available when the General Ledger System has not been activated) has been substantially changed and now allows different Closing Stages on a month by month basis when Closing a Month in AP:

1)Closed - This Closing Stage restricts all posting to and from all modules

This Stage may be changed to Partially Closed, or Open, if necessary; or remain as Closed.

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

3)Partially Closed - This Closing Stage temporarily restricts all posting to and from all modules.  

This Stage may be changed back to Closed,  or Open, if necessary.

Accounts Payable System

Vendors Form

History Grid

For our international users: The State field (which accepts up to 20 characters in the Edit View dialog) now also displays those 20 characters on the Browse View of the Vendors Form. (previously it only displayed the first 7 characters).

The History Grid on the Vendors Form now has the Total Value of any listed Purchase Order (i.e., column named "Gross") included in that Grid.

Accounts Payable System

Inventory Tracking System

Sale-Purchase Items

Purchase Categories

Purchase Orders

When a Sale-Purchase Item has a Check in the Inventory Item field on its Sale-Purchase Items Form it may not be removed until any Detail Line Item on any Purchase Order containing that Inventory related Sale-Purchase Item has been Received, Completed, and/or Billed.

Accounts Payable System

Job Costing System

Credit Card Register

You may now Record an (emergency and/or unscheduled) "in-the-field" Credit Card charge in the Credit Card Register Form:

It's not unusual for a Technician to have to buy miscellaneous Job Expense Items while still "in-the-field", and often he/she has to pay for them immediately using their Company Credit Card,  

When an unscheduled Job Expense for a Commission, Expense, Material, and/or Sub Contractor is incurred "in-the-field" and that Job Expense was paid at the time of purchase with a Company Credit Card, that Job Expense may now be recorded as a Credit Card charge directly into this Credit Card Register with the associated Job Number inserted in this JobID field.

This Job Expense will also be recorded in the related Job tab (i.e., Commission, Expense, Material, and/or Sub Contractor) with a Credit Card Register ID ("CC Reg. ID") for a cross-reference.

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.

 

To prevent an erroneous Bill from being created/modified, a Bill that originated from a Purchase Order may not have a minus Value in the Quantity field of any Detail Line Item.

 

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, with the exception of Canada Sales Tax,  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 expense to the Current Earnings Equity Account and the special Earnings Posting 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

General Ledger System

Credit Card

To ensure the stability of Credit Card Maintenance setup and subsequent usage:

When the General Ledger is not installed, once a Vendor is assigned to a Credit Card and any Financial Transaction is posted to that Credit Card, the Vendor field on the Credit Card Maintenance Form is now disabled (i.e., cannot be changed).  If the Credit Card was never used, it may be deleted, if needed.

When the General Ledger is installed, once the General Ledger Account, Vendor, and Payment Item is assigned, and any Financial Transaction is posted to the Credit Card, these three fields are now disabled (i.e., cannot be changed).  If the Credit Card was never used, it may be deleted, if needed.

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.

Accounts Payable System

General Ledger System

Bank

To ensure the proper posting certain Financial Transactions, the General Ledger Asset Account assigned to each Bank maintenance record cannot be a Mandatory Account.

Accounts Payable System

General Ledger System

 

Credit Cards

 

A new Refresh Balance option on the Credit Card Form will recalculate the display the most current Balance Due on that Credit Card Account.

 

For General Ledger System Users: To ensure the proper posting of all Credit Card Financial Transactions

a)The General Ledger Liability Account assigned to a Credit Card record cannot be a Mandatory Account,

b)Each Credit Card maintenance record must be assigned to a different Liability Account Number specifically defined for that Credit Card.

c)Once a Sale-Purchase Item has been associated with a Credit Card, the Purchase GL# and Item Type (Purchase) fields may not be changed.

d)Once assigned to a Credit Card, that Purchase GL# cannot be assigned to another Credit Card.

 

 


Inventory Tracking/Job Costing

Service Tracking System

Converting a Proposal to a Job

Job Costing

Work Orders for Job Tasks

Item List sub-tab

Parts List tab

Material\Inventory

 

 

1)When Converting a Proposal to a Job, the order of the Proposal Items on that Proposal is now duplicated in the Item List sub-tab of the Inventory tab on the Job Costing Form.

2)When creating a Work Order for a Job Task, that Work Order's Parts List tab may be populated using the Pick From Job option which now imports those parts from the Item List sub-tab of the Inventory tab on the Job Costing Form in the same order as originally entered in that Item List.

3)When parts from that Parts List tab are Used, they are now inserted into the Mat.\Inv. (Material\Inventory) Drop-Down Info Box in the same order as those parts were listed in the Parts List tab.

Inventory Tracking/Job Costing

Service Tracking System

Work Order

Parts List tab

Warehouse

The revised Parts List tab on the Work Order Form has some new features and internal validations to ensure the proper tracking of Inventory Items:

1.A Warehouse column (populated with the name of the default Warehouse that previously identified in the Inventory Tracking section of the Inventory Options tab in the User Options Form)

2.A Transfer option - Because the system's default Warehouse (see #1 above) may not be the location from which a Part is to be withdrawn, you may use the new Transfer option to identify and Transfer a Part to the Warehouse from where it is to be withdrawn.

a.Once the Transfer is executed, when that Part is Used, it will appear on the Inventory Materials Drop-Down Info Box with that corrected (transferred) Warehouse name.  

b.However, if the User forgot to use the Transfer option, that Warehouse assignment may still be changed to the correct one from within the Inventory Materials Drop-Down Info Box by using the Warehouse column's Drop-Down Selection List.

Inventory Tracking/Job Costing

Service Tracking System

Work Orders

Parts List tab

Job Costing

Job Task

On the Parts List tab of the Work Orders Form there are new data entry conditions established to accommodate the features outlined above:

1.Add new Part - You cannot use the Add HelpFilesNavigatorMenu-StandardInsertIcon to populate the Parts List tab when the Work Order was created for a Job Task in the Job Costing record.

If you attempt to do so, a "This WO is coming from a job, you must enter the item in "Job Costing \ Inventory \ Item List" and reserve it and then use "Pick from Job" button on this screen." reminder message will be displayed

 

2.Pick From Job - When the Work Order was created from a Job, and as part of that Job Costing information, an Item List was created, this Pick From Job option becomes active.  

However, prior to using the Pick From Job option, the Warehouse from which the Inventory is to be taken must have already been identified in the Inventory Reserved sub-tab of the Inventory tab on that Job Costing Form  

 

3.The Transfer option is only available when Inventory Items have already been added to the Parts List tab.

 

4.Transfer a Part - You cannot use the "Transfer" option when the Work Order was created for a Job Task in the Job Costing record.

This must be done using the Reassign/Transfer option on the Inventory Reserved sub-tab of the Inventory tab on the Job Costing Form

If you attempt to do so, a "This WO is coming from a job, you must use "Reassign/Transfer Inventory" button in "Job Costing \ Inventory \ Inventory Reserved" reminder message will be displayed.

Service Tracking System

Inventory Tracking/Job Costing

Work Order

Inventory/Materials Drop-Down Info Box

 

The initial focus on the Inventory/Materials Drop-Down Info Box on a Work Order Form has been set to the Item field to speed data entry.

The Date Used field will default to Today and the User will not be allowed to re-set it to an invalid date (e.g., future, closed month, date prior to the Request Date).

Inventory Tracking/Job Costing

Job Costing

Added a new option on the Job Costing Form to "Un-complete a Job" which will set the field Completed=F and CompleteDate=null. This feature was needed because the system normally does not allow Inventory Items to be added or deleted to/from an Invoice that that was created from a Job.

If the CompleteDate is within a closed period, the program will raise the error "Period closed to all edits"

The system now also ensures the CompleteDate is not within a closed period when completing or un-completing a Job.

Job Costing System

Job Costing - Starting a Job

To avoid the loss of Job Costing data integrity. once a Subscriber has been identified and a Work Order, Invoice, or Inventory Used entry has been created, the Subscriber assigned to that Job cannot be changed.

If an attempt is made to do so, a reminder message will now be displayed.

Service Tracking System

Job Costing System

Accounts Payable System

 

Completing a Job

Open Job Items

The Open Job Items dialog has been enhanced with two Go To options:

1.Go To Purchase Order - Right-Click on any Purchase Order line item to display its associated Radial Right-Click Menu.  This provides access the Go To Purchase Order Option which displays the related Purchase Order Form.

2.Go To Work Order - Right-Click on any Work Order line item to display its associated Radial Right-Click Menu.  This provides access the Go To Work Order Option which displays the related Work Order Form.

Inventory Tracking/Job Costing

Warehouse

The revised Warehouse maintenance Form has a new Transfer option which provides the ability to Transfer one or more (multiple) Inventory Items from the currently selected Warehouse, to another Warehouse of the Users choosing.

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

Inventory Reserved

Item List

Job Invoice Multi Usage

Three new fields have been added to the Job Costing Form's revised header:

i.Estimated Completion -  - Use the Drop-Down Calendar/Date Entry field to enter the expected Finish Date for this Job.

ii.Proposal - No entry required.  If this Job Costing record is being created by Converting a Proposal to a Job, the Proposal Number is automatically inserted.

iii.Proposed RMR - No entry required.  If this Job Costing record is being created by Converting a Proposal to a Job, the monthly RMR Rate offered on that Proposal is inserted.

 

There is a new Job Invoice Multi Usage dialog - When the Use Inventory option is selected on the Item List sub-tab or the Inventory Reserved 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:

oEach Inventory Item that has been used on a Job

oALL items in the list as having been used

oThe Warehouse from which each Item was taken

oHow many (Quantity) were used

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

 

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

Inventory Tracking/Job Costing

Inventory Replacement Value

The Inventory Replacement Value report has been moved to the Inventory Tracking Reports Menu.

This report option will only be displayed when the Inventory Tracking module has been activated (Registered).

Inventory Tracking/Job Costing

Job Costing

Job Tasks Tab

The Job Tasks Tab on the Job Costing Form has a new Estimated Completion Date field which is used to identify when a specific Job Tasks should (is expected to) be completed.  This new field is also used with the new Job Tasks Aging As Of report described below.

Inventory Tracking/Job Costing

Job Tasks Aging As Of

These is a new Job Tasks Aging As Of report provides an Open Job Task listing (an Open Job Task does not have a Completed date entered) in a Grid format with (among much other data) the Age (in Days) of those Job Tasks, based on the number of Days between the Estimated Completion Date (entered on the Job Task line item) and a User specified As Of Date, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

Inventory Tracking/Job Costing

Purchase Orders Tab

When a Purchase Order Form is displayed by Clicking the Purchase Orders Tab on the Job Costing Form, it may be modified as may be needed (and those modifications will update any associated information within the Job Costing record).

However, a new Purchase Order may not be created there.

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

Inventory Listing

The revised Inventory Listing report has a new sorting option:

Sale Item Group - You may now sort the list of Inventory Items by their assigned Sale Item Group Name, then within each Sale Item Group, by the Inventory Item's Part Number (Item ID).

The "Used" column has been renamed "Used Value" and an explanation of how it's calculated has been added.

Inventory Tracking/Job Costing

Inventory Tab

Item List

Use Inventory

Job Invoice Multi Usage

Previously, in the Item List sub-tab of the Inventory Tab in the Inventory Tracking/Job Costing system, when the Use Inventory function was accessed, the system took a long time to insert that Inventory Usage record because the Use Inventory function ALWAYS attempted to update the Kits table, even though it was rarely necessary.

Now the system determines - as an Inventory Item is identified as Used in the Job Invoice Multi Usage dialog, whether or not that Inventory Item was assigned to a Kit, then only calls the Kit Recalculation procedure when it's actually needed.

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 Topic 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.

Inventory Tracking/Job Costing

Job Aging As Of

There is a new Job Aging As Of full functioning Grid dialog which provides an aged listing in a Grid format of the Balances still owed on Job Costing records, based on a User specified As Of Date, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

Inventory Tracking/Job Costing

Job Listing Aging As Of

There is a new Job Listing Aging As Of dialog which provides a listing in a Grid format of the Job Costing records which have not been Completed.  

The records are initially sorted by their Start Date, and for each Job Costing record the Grid lists (among many other fields) the number of days between the Estimated Completion Date and an As Of date enter by the User, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

A Radial Right-Click Menu offers Go To Job and Go To Subscriber options for the Grid's currently selected line item

Inventory Tracking/Job Costing

Job Work Sheets (New Grid)

There is a new Job Work Sheets (New Grid) which provides a listing in a Grid format of the Job Costing records based on a User specified status of the Start and End Date fields, and may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

There is a Show Job Tasks Check box which, when Checked, will display a Sub-Grid (on the right side) listing the details for all of the Job Tasks entered for the selected Job.

a)As with the main Grid, the columns for this Job Task Sub-Grid may be User specified.

b)A User may Double-Click on a Job Task record in this Sub-Grid to open any associated Work Order Form

c)A Radial Right-Click Menu offers Go To Job and Go To Subscriber options for the Grid's currently selected line item

Inventory Tracking/Job Costing

Job Work Sheets (New Grid)

Since the Job Work Sheets (New Grid) was added to STARK 35, a new Show ALL Open Jobs Check box option on the Job Work Sheets (New Grid) will allow the User to quickly list all of the Jobs which have not been Completed.

When Checked (and Retrieve Data is selected), the Job Costing System will retrieve and list all open Jobs regardless of the specified Start and End Date Range.

Inventory Tracking/Job Costing

Job Costing

Job Work Sheet

 

Notes - You may now enter comments deemed important for a Job and can:  

Double-Click within the Notes field to a basic Rich Text Editor dialog that allows bold, italics and underlines of text, and the selection of Font type, it's size, color, and highlight.

Have those Notes (including all Rich Text Editor enhancements) print on the Job Work Sheet

That information will vertically expand the size of the Job Information box on page 1 of a Job Work Sheet.

Inventory Tracking/Job Costing

Job Tasks tab

 

The Job Tasks tab now has two additional columns:

1)Comments - A Drop-Down Notes Box for recording comments about the Job Task.

2)Employee - A Drop-Down Selection List containing all of the Employees assigned an Employee Type of either Technician or Administration

The list shows the Name, Employee Code and Status (i.e., Active/Inactive) of each of those Types of Employees

Inventory Tracking/Job Costing

Job Costing

Job Tasks

As Users adopt more of the powerful Job Costing capabilities in MKMS, those Jobs and their associated Job Task entries become more detailed (and complete), and so managing and updating the Job Tasks' data Grid was getting harder.

To alleviate this, the Job Tasks Grid now allows Sorting and Filtering capabilities

Inventory Tracking/Job Costing

Job Tasks Report

There is a new Job Tasks Report dialog which provides a list (in a Grid format) of Job Tasks which may be filtered based on the Job Task's (1) Start Date, (2) Estimated Completion Date, or (3) Completed Date; and the list may include All Job Tasks, only Completed Job Tasks, or only Not Completed Job Tasks; and it may be Printed as a report, and/or Exported to an Excel style Spreadsheet.

 

 


Inventory Tracking/Job Costing

Service Tracking System

 

Job Costing

Inventory tab

Item List sub-tab

Material/Inventory

1.You are now able to insert Negative Quantities for Inventory and/or Non-Inventory items in Job Costing on the Item List sub-tab within the Inventory tab  (You will not need to Reserve these Negative Inventory and/or Non-Inventory item entries).

a.The purpose of a Negative Inventory item entry in the Item List is to be able to use that Negative Quantity on a Work Order to signify "returning" equipment to "Stock".

b.Inserting a Negative Inventory line item in the Material/Inventory Drop-Down Info Box on a Work Order does not affect Committed On Hand Quantity on the associated Sale-Purchase Item Form .  

c.Instead, it will increase Available On Hand and decrease WIP on that associated Sale-Purchase Item Form

d.When you complete the Work Order, the WIP Quantity will go back up.

 

2.Also, Negative Quantities for Inventory and/or Non-Inventory items may be inserted directly into a Job Costing record using the Item List sub-tab within the Inventory tab.  

 

3.The purpose of a Negative Non-Inventory item in the Item List is to be able to use that Negative Non-Inventory Quantity to signify a discount on the billable cost of the Work Order.

a.In this case, when you create an Invoice for the Work Order, it would match the Proposal (Discount).

 

4.When a Negative Quantity is used, that Negative Quantity on a Work Order to signify "returning" equipment to "Stock".

a.Therefore, the Inventory Item is recorded in the Default Warehouse.

b.The Negative Quantity (in the Material/Inventory Drop-Down Info Box on a Work Order) may not be changed to a Positive Quantity (an error will be presented if this is attempted).

c.If the Negative Quantity was entered in error in the Material/Inventory Drop-Down Info Box on a Work Order , that record must be deleted; and then if appropriate, a Positive Quantity enter may be made.

 

 


General Ledger System

Accounts Receivable System

Accounts Payable System

Inventory Tracking/Job Costing

 

Sale-Purchase Item

To improve the stability of the Accounting Processes as they relate to the use of Sale-Purchase Items, several changes have been made to better enforce internal accounting system rules:

Users may no longer change the Item Type of a Sale-Purchase Item which has already been used after the General Ledger System has been activated (see the GL Setup Wizard chapter for more information).

 

a)If a Sale-Purchase Item is found in any Invoice, Proposal or Work Order and the Sale-Purchase Item is changed to an Item Type of "Purchase",  the system will raise the error "You cannot change the "Item Type" to "Purchase" for an item used on Invoices, Proposals or Work Orders."

b)If a Sale-Purchase Item is found in any Bill or Purchase Order and the item changed to a type "Sale", the system will raise the error "You cannot change the "Item Type" to "Sale" for an item used on Bills or Purchase Orders."

 

The User would need to create a new Sale-Purchase Item if they wanted to make that change, then make the initial item "Inactive".  

Why?

After a Sale-Purchase Item is in use, should the Item Type is changed, the wrong General Ledger Accounts would be updated when that Sale-Purchase Item is used in a Financial Transaction, thereby forcing the General Ledger System Out of Balance!

General Ledger System

Accounts Receivable

Accounts Payable System

Invoices

Bills

Purchase Orders

Each Invoice, Bill, and Purchase Order Detail Line Item stores the specific General Ledger Financial Transactions that were posted internally for that line item.  

HelpFilesNavigatorMenu-ViewItemHistoryClick the View Item History Icon to display those General Ledger Financial Transactions.

General Ledger System

Inventory Tracking System

Re-Declare Mandatory Accounts

WIP Inventory - This is the Asset Account for the Inventory Items that have been identified as part of a Work In Progress.

If the Inventory Tracking System has not been Setup (e.g., purchased, installed, and initialized), this WIP Inventory entry in the Re-Declare Mandatory Accounts Form is now optional, not mandatory.

General Ledger System

Job Costing System

General Journal

There are new Job ID and Job Category fields added to the General Journal Form which allows a General Journal Transaction to be posted (directly charged to a Job) for a Commission, Expense, Labor Cost, Material Cost and/or Sub-Contractor Fee Job Costing Category, to a Job that's identified using the new Job Search dialog to select the appropriate Job ID.

When the new Job ID field is populated on the General Journal Form:

a)The system will require that a Job Cost Category be identified (using the Drop-Down Selection List in the new Job Category field).

b)This combination (i.e., Job ID, Job Category) - along with the General Journal entry's Debit or Credit Amount entered - will create the corresponding Job Costing Transaction

c)The Date of this Job entry will be the General Journal entry's Transaction Date, and the Description of this Job entry will be the Description entered for the General Journal entry.

 

When the selected General Ledger Account Number in a General Journal entry is associated with a Credit Card:

As this General Journal entry is saved, the system will create a corresponding Credit Card Register entry setting the Date, Description, Department and Division in that Credit Card Register entry using the General Journal entry's Transaction Date, and Description, plus the Department and Division information if entered..

If the General Journal entry is posted as a Debit, the Credit Card Register entry Amount will be recorded as a negative value, otherwise it is posted as a Credit Amount and will be recorded as a positive value.

Also see the "Creating a Job Costing System entry directly from the General Journal" discussion in the General Journal Entries chapter.

General Ledger System

Job Costing System

General Journal

Bank

Credit Card

As part of the capability tro identify a Job Costing Expense entry (Commissions, Expenses, Labor Costs, Material Costs and/or Sub-Contractor Fees) using the General Journal, whenever a General Journal entry is posted to a Bank or Credit Card (GL Account), the corresponding (Bank or Credit Card) Balance field will now be updated.

General Ledger System

Review GJ Transactions

When Modifying a General Journal Transaction Set, the new Job ID and/or Job Category fields (see above) may also be modified.

When a Job ID is removed (the field is cleared), the system will remove Job Category and also delete the Job Costing entry in the Job Costing tab (i.e., Commission, Expense, Labor Cost, Material Cost, Sub-Contractor Fee) associated with this General Journal entry.

These Job Costing entries (i.e., Commission, Expense, Labor Cost, Material Cost, Sub-Contractor Fee) created in the General Journal may not be deleted in Job Costing. When necessary, the Review GJ Transactions Form may be used for this purpose by Reversing that entry.

 

Also:

If the Subscriber is removed (the field is cleared), the corresponding History record will also be deleted.

If the Vendor is removed (the field is cleared), the corresponding History record will also be deleted.

When modifying a Transaction for a General Journal Account associated with a Credit Card, the corresponding Credit Card Register will be modified accordingly.

When Reversing a Transaction for a General Journal Account associated with a Credit Card, a new Reversing entry (the Amount value will be the opposite of the original Amount) will be inserted in the corresponding Credit Card Register.

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 Chapter Topics 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 the manual and system created Checkpoints data which is also "grabbed" when a Month or Year is Closed.

 

Understanding Checkpoints created from the Trial Balance Report:

i.When a Trial Balance Report is created for All Divisions and All Departments, that report's data set is inserted as a Checkpoint.

ii.When a Trial Balance Report is created for a set of one or more selected Divisions and/or a set of one or more selected Departments, that report's data set is not inserted as a Checkpoint.

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

General Journal Entries

The Insert, Delete, and Left and Right Arrow Navigation Keys on your keyboard, plus the Ctrl+S combination (for Save) have been implemented on the General Journal Entries Form.

General Ledger System

Account Divisions

General Ledger Financial Statements & Reports

 

There are now predefined types of Account Divisions (which are not related to your Company's Divisions if they are being used).

All General Ledger Financial Statements and Reports are ordered by Account Divisions as follows:

1.Assets, Secondary Assets

2.Liabilities, Secondary Liabilities

3.Equity

4.Sales, Secondary Sales

5.Expenses,