Forum Topics – Finance (Regular CIMS and AdminConnect)

On Sat, 8 Jan 2011 18:23:00 -0800, 7OAKS wrote:

QUESTION: I am not sure my P/O’s actually emailed. I saw the output and it is in the email queue.

RESPONSE:

The Purchase Order Print/email works like this:

The job is running .....

a) A register is updating as to what POs have been printed, are being emailed, are being faxed

b) The emailing is getting done and at the same time producing a copy OPUR410PE to your output queue

c) the job finally finishes meaning register is complete and all emailing is done and copies produced.

d) **NEW An email will get sent to the one who requested the Purchase Order Job to indicate that emailing is successful.

e) if there are invalid emails then a rejection will be sent to your email address as per normal email standards

1. It is important that the job be completed before you start releasing things to the printer. If you release one of the email copies OPUR410PE and the emailing for that has not been done - nothing will email. Do not start releasing until you do a JOB and notice that there is no active PUR410PC job running!

2. It is important to look for that email message that says email is successful cause this tells you two things

a) AS/400 email is working so the emails were sent

b) that the job is finished so you can continue onward with the releasing/printing

On Fri, 04 Feb 2011 10:22:25 -0800, SD23 wrote:

RESPONSE:

When you ask to block the date just ask to SKIP CHECK FOR SCHEDULED PERMITS and it will allow you to block even though there are already permits booked

On Mon, 07 Feb 2011 10:18:20 -0800, SD37 wrote:

QUESTION: But still trying to work out how we void a cheque that is from two years ago - as it doesn't show up in the current year, under Void previous year.

RESPONSE: CIMS assumes you are voiding within a year. If you have stale-dated cheques older than current/previous year …

1. use a Journal entry to handle the accounting
2. fake clear them in your next bank reconciliation. Mark them as cleared and then use the ‘A’djust in order to balance the report.

On Mon, 07 Feb 2011 11:38:06 -0800, SD23 wrote:

QUESTION: I have a receipt that was written at a School and now they have decided that the receipt should be 0.00 - they should not of taken the cheque from the individual. I do not see how you can change it without going into green screen.

a) Might want to indicate (cancel) or something in the description

b) Change the receipt amount on the lines to 0.00

c) on the cash/cheque subtotalling make sure it is 0.00 <SAVE>

On Thur, 03 Mar 2011 11:38:06 -0800, PLPSD wrote:

QUESTION: How to add an entry 1 Computer but charge out portions of it to different accounts. I told him to add two lines. That works but the Vendor actually sees two lines and might get confused with the order ... there really is a better answer:

RESPONSE: If you are buying a computer and 80% of the 500 is to one account and the remaining 20% to another

1. On the first line indicate quantity .80 Description Computer and amount 500 and if you unselect basic entry then an additional checkbox appears at the far right of the line 'Continue' check it.

2. On line 2 indicate .20 in quantity, select your second account to charge, indicate description Computer and amount 500 (Continue should be unchecked - check ONLY on the first line)

... If you do this then the Print will combine to say 1 Computer which is really nice for the Vendor but it allows your for your accounting to occur.

On Thu, 17 Mar 2011 18:11:20 +0000, RETSD wrote:

RESPONSE: Correct ... here is how we say to handle things (as per manual):

If you need to void a cheque from the previous year and the account(s) that were used on that cheque do not exist in the new year – CIMS will not show the cheque in the Void list – cheque void cannot be used.

1. Do a journal entry to handle the void between the 1.BANK account and the expense account you would like to credit.
2. In your next bank reconciliation reconcile the cheque and do an Adjustment to compensate to make the bank reconciliation balance. Indicate Void in the comment so you have justified the adjustment.

On Fri, 18 Mar 2011 16:15:04 +0000, PLPSD wrote:

RESPONSE: It will providing you have closed the months. I see that your last closed month is November .... so if you in GNL.570 and change the month to month JULY, AUG, SEPT, OCT, or NOV you will get balances to that date. .. not todays balance.

BUT if you put DEC, JAN, FEB ... these months have not been closed so current is the best you can get. The only other thing that can cause this is if you have asked for the wrong field numbers (Field #03 says YTD)

On Fri, 1 Apr 2011 10:45:40 -0600, FMPSD wrote:

RESPONSE: What date range are you using when you run the outstanding cheque listing? Remember that if you ask for cutoff of say 02/28/11 and the cheque was voided 03/01/11 then it considers it outstanding still as you voided it AFTER the cutoff of your report. It would then disappear on the March outstanding cheque list. I ran the report "open" and it doesn't appear for me which tells me the dates you are using are causing it to appear.

On Thurs, 07 APRIL 2011 16:15:04 +0000, SD23 wrote:

QUESTION: Our employees are used to seeing the PDF detail of payment because it provides the breakdown of payment, description etc. We are definitely getting a lot of emails & phone calls asking questions on what the payments are for. Wondering if there is any way to connect the expense/mileage form we scan to Employee Connect so employees are able to point & click to open up the detail? Let me know.

RESPONSE: I checked on all of the invoices paid to Ken this year and the description on all of them read 'his name' ... the direct deposit statement attachment included the Invoice# and the web shows the description ... In your case you don't use description and input the Inoivce# to say FEB11MIL

Suggestion ... it is always important (we thought) to describe what you are being paid for right on the description line so that your G/L lookup etc. would mean more than simply just having a persons name. Ie: February Mileage Name

So right now if I sign in as him I see (below) .. that is 3 invoices but we are showing description only (not invoice#)

.. we will change the Web view to show the Invoice# as well as description that way he will see FEB11MILE

To improve things even more YES, we will consider adding the attachment view right from EmployeeConnect ... but that still means you should be adding appropriate description.

On Tue, 3 May 2011 15:14:27 +0000, RETSD wrote:

RESPONSE: Now that it is a P/O ... the Adj Y/N will only change the account (at requisition time it will also change taxes) ... Wouldn't worry about changing the P/O .. indicate in INTERNAL NOTE: Taxes should have been charged and then at Invoicing Time A/P does have an option to changes taxes Y and easily adjust at invoicing time. They will see the internal note front and centre at time of invoicing.

On Tue, 10 May 2011 18:15:58 +0000, Campbell River wrote:

ANSWER: It is a part of the standard/custom purchase order prints if you flag the purchase order as CONFIRMATION COPY = Y

On Tue, 24 May 2011 16:40:40 -0500, BSD wrote:

RESPONSE:

1. From your main menu #8 Work Order Reports

2. #2 Work Order Listing

------- Fillin screen like -------------------

DocID (WO???): WO?? Page Break by DOCID? N Detail TEXT Y/N: N
Detail LABOUR Y/N: N
Print Type: 2 (2 = only open work orders) Detail PARTS Y/N: N
0 = ALL Types
1 = Requisitions
2 = Active Work Orders UNPRINTED ONLY? N
3 = Completed Work Orders
Tradesmen Number :
Cause Code :
Work Type :
Skill Code : ELE Index:
Priority Code: 1. W/O Requs by Number
2. W/O Requs by Date 5/24/11
W/O Number Range(If Required): 3. Active W/Os by Number
From To 4. Active W/Os by Date
Date Range (If Required): 5. Completed W/Os by Number
From 0/00/00 To 0/00/00 6. Completed W/Os by Date
-----------------------------------------------------------

If you want to see all of the text on a Work Order and not just the first line ,,, inidcate Detail TEXT: Y

3. (ENTER)

4. (ENTER)

5. Back at the menu type the word OUTQ (ENTER)

6. You will see everything lined up waiting to print ..... If there is loads of stuff - delete as this will be things you have asked for in error in the past that you no longer want. Put 6 and (ENTER) beside the appropriate OWOR552

------------------- Screen will look like -------------

Opt File User Queue User Data Sts Pages Page Copy
6 OWOR552 DONNA TAKETWO WOR552 HLD 1 1

.. Always confirm total pages is reasonable/expected before releasing ... ie: If pages says 112 and you are expecting on only a page or 2 - don't release the report to print (Delete it #4 and (ENTER))

On Thurs, 2 Jun 2011 18:19:55 +0000, SD23 wrote:

QUESTION: I am downloading files with dates (DOWNEMS) into Excel and the date is appearing 20110601 and I would like it to read 2011/06/01 – how do I accomplish this?

RESPONSE: The Excel command to substring a cell (say contents of cell A1) is =left(A1,4)&"/"&mid(A1,5,2)&"/"&mid(A1,7,2)

On Wed, 29 Jun 2011 18:19:55 +0000, SD72 wrote:

QUESTION: I accidently voided a cheque in the FY 10 year! Is there any way you can reverse this, so I can void in the FY 11 year.

RESPONSE: Delete the void in year 10 and that will reverse the void. Then you can go to the correct year and void as necessary.

On Thur, 30 Jun 2011 18:19:55 +0000, PLPSD wrote:

On MON, 4 Jul 2011 18:19:55 +0000, SD23 wrote:

On THU, 4 AUG 2011 18:19:55 +0000, NCOLL wrote:

On THU, 11 AUG 2011 18:19:55 +0000, PLPSD wrote:

On THU, 4 AUG 2011 18:19:55 +0000, MLAKE wrote:

On WED, 22 SEP 2011 18:19:55 +0000, PLPSD wrote:

On WED, 05 OCT 2011 18:19:55 +0000, TMSD wrote:

QUESTION: The bank rejected a direct deposit A/P for a wrong number .. how to I get this Vendor Paid?

RESPONSE: If you want to just give the guy a typed cheque

1. Use CDS.421 to 'A'dd a new void .. in description indicate bad direct deposit information

... If you want to issue a physical cheque rather than a new direct deposit you can indicate replacement information (CANCK details for your next available cheque) and physically type out the cheque

.. else

1. Use CDS.421 to 'A'dd a new void ... input a description and leave replacement info BLANK
2. Update Vendor details PUR.301 to ensure you now have the correct direct deposit details in there
3. Use ACP.407 to copy posted invoice(s) for this Vendor to create a new invoice(s) in the batch
4. Post your batch and re-pay the guy

On MON, 17 OCT 2011 18:19:55 +0000, SEVEN wrote:

QUESTION: I am using CDS.401 CIMS manual cheques and wondering what the GST/PST Y/N flags are on the front screen?

RESPONSE: If you had a cheque for $112 and you want CIMS to figure out the GST split for you … As you add the cheque indicate cheque amount $112 GST $5.00 Auto Calc = Y

.. when you enter into the lines of the cheque there will automatically be a line #1 GST ACCOUNT $3.40

... and the second line appears defaulting to the correct net amount of $107 that will adjust for the remaining GST to $108.60

On MON, 17 OCT 2011 18:19:55 +0000, SD83 wrote:

QUESTION: I loaded and saved and now realize that additional items needed to be checked. How do I re-do my bank statement or get those additional items to reappear?

RESPONSE: In Schoolbooks you cannot delete a bank statement but you can

1. clear and do it over. Just uncheck the entries and save. Then use Load to reload

OR

2. If your items have now disappeared but you need to mark additional entries … Use Load again to present all uncleared items and then check those appropriate.

On WED, 14 DEC 2011 18:19:55 +0000, FMSD wrote:

QUESTION: How can I report on all Vendors whom I have spent more than $5000 with?

RESPONSE: CDS.630 .. Normally you want to look under purchasing reports but really should be looking under cash disbursements.

On WED, 11 JAN 2012 18:19:55 +0000, SD23 wrote:

QUESTION: When we search in rentals for whether or not school is booked we have to put a date range in MAT.508/509). Would be nice to specify dates so we don't have to search through pages of search results!! ie: I want to see what GPE has going on on Tuesday nights Jan through to March

ANSWER: To limit your list – first use MAT.404 and ‘I’ndex all locations for room GYM then #2 for first date .. that will give you a smaller list. Then use MAT.571 ... If you want to say check MBS Gyms for Jan thru March Teusdays - indicate first location and room – and autobuild the dates … then check the remaining rooms same way.