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

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

Central Station Monitoring

Insurance Information

The Insurance Certificate has been improved with spelling corrections and elimination of UL Class information when the Subscriber has none.

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 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.

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).

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

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).

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 chapters to better understand this feature.

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

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

Closing a Month in AP

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.

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.

General Ledger System

Closing an Accounting Period

The General Ledger System Period Close dialog (only available when the General Ledger System has been activated) has been substantially changed and now allows different Closing Stages on a month by month basis when Closing an Accounting Period:

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

▪This Stage may be changed to Partially Closed, GJ Only, AP Closed, AR Closed or Open, if necessary; or remain as Closed.

2)GJ Only - This Closing Stage temporarily restricts all posting to and from all modules, except that it allows entries to be made using the General Journal.  

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

▪This Stage may also be reset to Partially Closed, GJ Only, AP Closed, AR Closed or Open, and when necessary, changed to Closed.

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

▪This Stage may be changed back to GJ Only, AP Closed, AR Closed or Open, if necessary.

▪This Stage may subsequently be changed to Closed, GJ Only, AP Closed, AR Closed or Open, if necessary; or reset to Partially Closed.

4)AP Closed - No additional Financial Transactions Dated on or before the Ending Date of that AP Closed Accounting Period can be entered in the Accounts Payable module

▪This Stage may also be reset to Partially Closed, GJ Only, AR Closed or Open, and when necessary, changed to Closed.

5)AR Closed - No additional Financial Transactions Dated on or before the Ending Date of that AR Closed Accounting Period can be entered in the Accounts Receivable module

▪This Stage may also be reset to Partially Closed, GJ Only, AP Closed, or Open, and when necessary, changed to Closed.

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

General Ledger System

General Journal Entries

The General Journal Entries Form now uses the standard Drop-Down Calendar/Date Entry field with no default transaction Date to eliminate entries being mistakenly posted using Today's Date (which is usually not the case).

General Ledger System

General Ledger Accounts

A new Cash Flow Group field has been added to the General Ledger Accounts Form which is populated, as instructed in the Cash Flow Group chapter, for use in the new Cash Flow Report (see below).

General Ledger System

Cash Flow Statement

There is a new Cash Flow Statement Report providing a typical Statement of Cash Flows that reports the Description and net Amounts of what increased/decreased the Value of your Company's Cash Position.

▪To implement this Cash Flow Statement, certain General Ledger Accounts must be assigned to a Cash Flow Group (i.e., Financing, Investing, or Operating)

▪Thereafter, the Cash Flow Report may be produced for a designated Period (i.e., most recent Month, Quarter, Year) for the entire Company; or produced for a specified Division or Division Group.

General Ledger System

Review GJ Transactions

Bank Transaction

the Review GJ Transactions Form had some minor fixes relating the Date entry and the associated Bank Transaction register entries implemented.

Central Station Monitoring

Panel Zone Overrides

The Panel Zone Overrides Form again allows modification .