Use the Space Bar to go to the Next Screen However, since you are already familiar with the previous...

Use the Space Bar to go to the Next ScreenUse the Space Bar to go to the Next Screen

However, since you are already familiar with the previous version, we will showcase the new features with the old interface.

We are excited to announce The Back Office, System7 has a new look!

This presentation assumes that you are familiar with The Back Office. We will concentrate on the

Enhancements to Accounts Payable and the Overall Enhancements that are included in Speed release 4d

upon which The Back Office 7.1 is built.Use the Space Bar to go to the Next ScreenUse the Space Bar to go to the Next Screen

Transaction EntryIn TBO 7.1 we have added several new transaction

types !Pre-Payments

Enter a full invoice with as many distributions as you want along with the check as a single transaction. Useful in entering the hand checks written by branches. The Invoice is posted to the Purchases Journal and the Check is posted to the Cash Disbursements Journal.


Pre-PaymentsPetty Cash

Useful in entering Branch Activity and reconciling Petty Cash. Entries can be free form (invoices) or custom structured (summary).



types !


Wire Transfers

You can Transfer Account to Account, send Wires to Vendors, or Transfer Inter-company. A separate journal is provided. Many suppliers use this form of payment. The Suppliers menu has options to turn a vendor’s electronic invoice directly into a wire transfer.Use the Space Bar to go to the Next ScreenUse the Space Bar to go to the Next Screen


types !


Wire Transfers

When the Supplier Invoice differs from the Delivery or Credits are issued, this transaction type is used to make the adjustment.

Inventory Adjustments



types !

Recurring Invoices have many new parameters making it easier to schedule generation. A flag to allow generation as a Hand Check is to be added before release. This will allow a batch of checks to be generated and printed directly without the hassle of posting invoices.


Transaction EntryIn TBO 7.1 we enhanced several old transaction types !

Recurring Invoices

One of the biggest problems in running a Batch System is cleaning up your errors so that you can post. We have attacked this problem with an attitude in “The Back Office”. We verify everywhere we can at the earliest point we can. This includes the Journals. All End of Day verifications are duplicated in the journals and the journals print a G/L Distribution and Error Summary. A feature which will be in the final release is to print the Journals for only those transactions with verification errors. All errors are flagged on the journals and the browse function can search for errors without printing!


Transaction EntryIn TBO 7.1 Journals have a new meaning !

This display will be at the end of every Journal in the system.


ChecksIn TBO 7.1 we have added enhanced most functions

and added some new ones

Cash Requirements Report

The Cash Requirements Report can now be run without changing the pay status of the invoices and can be run for payment groups such as Liquor Vendor or Lease Payments. The actual report is enhanced to give you as much decision making information as will fit on the page.


ChecksCash Requirements Report

The last page of the report now has General Ledger Distributions and an Error Log. All errors which will cause a post to fail are noted on the report.

If an invoice is not to be paid, the

reason why will appear here.


ChecksIn TBO 7.1 we have enhanced most functions and

added some new ones!

Edit Invoice Pay Status

Enhancements allow direct editing of all payment related fields in a friendly scrolling input form. Invoices are paid by setting the “Pay” flag on the invoice payment record. The reason an invoice was not flagged to be paid by the Cash Requirements Report is displayed for reference.




Print Computer Checks

You have new choices here. There are 6 different ways that existing checks can be treated if you reprint checks. Checks can be printed by Store or by Group and distributions can be held for next month regardless of the Check Date. Computer checks that must be reprinted can be recalled and reprinted, including changing the check number, in the Hand Check program. We will still support Continuous forms but we are gradually headed towards Laser in all areas.


ChecksCheck Preview

This is a new Optional report. It’s purpose is a final proof of what is going to be paid and what the check numbers will most likely be. It is used as a control and approval document and replaces the second run of the bulky cash requirements report. It uses the same setup and sort programs as the actual check print program.




Enter Hand Checks

The major change in hand checks is the extended stub and the “quicken” style preview page before printing. Damaged Computer checks can be reprinted as hand checks.


ChecksSample Check with Special Stub

Up to 30 invoices can be paid



and added some new onesThe Hand Check Journal is the same as the Cash Disbursements Journal except that it only prints Hand Checks.The Hand Check List prints a list of the checks that are about to be printed.

The Check Print programs only print Hand Checks which have a check number of “000000”. This allows all multiple check runs in both Computer Checks and Hand Checks mixed in with direct print checks without having to post!




Edit Stub

Special stubs print on vendors who have a record in the special stub file. Using the special stub restricts the check to paying 30 invoices. Codes are provided to format the stub with current data. Codes are easily added to suit your situation. These stubs are most helpful in Child Support and Structured Payments where more information is required.




Upload Checks

There are times when a batch of payments is formed off line and needs to be imported. This program, combined with the Special Stub option gives you the ability to export vendor number and amounts from one system or spreadsheet and import them directly into the hand check program. Child Support, Real Estate Taxes, Expense Reimbursement.........


SuppliersIn TBO 7.1 we have added an electronic supplier

interface.Suppliers

Suppliers are assigned a 3 character identifier. On the second level the Supplier’s A/R Account number for us and our vendor number for them are recorded for each Store. Their Item numbers are linked to our item numbers on the third level. Multiple second level files were not supported in The Back Office. They are used in numerous places in “The Back Office”



interface.Create Wire Transfers

When the Supplier sends the E-Commerce Invoice file, it is processed first by the Wire Transfer file to create an immediate payment.



interface.Create Preliminary Invoices

After the wire is processed, the same file is used to create the A/P Invoices. Errors can be corrected in the Preliminary Invoice file or in the Invoice Transaction file.



interface.

Edit the preliminary invoice before it is transferred to Vendor Invoices.

Print a preliminary Purchases Journal to proof your work and spot errors before sending them to the Purchases Journal.

Create Vendor Invoices from the Preliminary Supplier Invoice.

Upload Supplier Items from an ASCI file from the Supplier.

Print a preliminary Wire Transfer report as Audit Trail before transferring to the Wire Transfer transaction file.


FilesIn TBO 7.1 we have added some new files & Inquiries.

Vendors

We have added some new fields to speed operation and prepare us for E-Commerce.

We support all 1099 types, not just the “M”



Misc. Vendors

This file allows checks to be issued to Miscellaneous Vendors without having to set up a vendor master file for

each one. The Vendor/Invoice becomes the Key.



Terms

Two new types of codes are added. Due On a specific day of the month and Multiple Payment Terms. When the latter type of terms code is used, separate entries for the same invoice are generated with different due dates and separate payment records. This way the aging is not distorted by partial payments.



Employee Initials

This is a “Poor Man’s Organization Chart”. All transactions are stamped by the Employee Initials. This forms the basis for selective sorts of transactions so that a single employee can work on his or her batches without bothering others.



Allocation Formula are used to allocate invoices upon entry.

These programs are relatively unchanged. A better approach is to set up a MS Word or Word Perfect merge using the Data Export Module.

Current Transactions are all transactions which are either outstanding or in the current period.

Purchase History and Invoice are summary version of the Transaction Inquiry. The system no longer uses the “PY1/PZ1” duplicate invoice file. Full transaction history is saved instead.


ReportsIn TBO 7.1 we have added many new reports.

A/P Aging by .........

All of the aging reports have the same basic format, only the sorts differ. We have added significant flexibility to the report and the ability to re-run the report as of the end of any accounting period still on the system. Another change is the treatment of credits. They can be aged or shown separately.



Cash Requirements Forecast

This report projects the cash requirements for the next 8 periods. You enter the 8 dates you wish to age by and the report prints the requirements for those periods in either detail or summary format.



The Transaction Register is basically unchanged.

The General Ledger Distributions Reports are similar except that they do not disappear at end of month.

The Controllable Accounts Report is a budget tool. Accounts are Grouped in General Ledger as “Under the Control” of someone. This report prints the detail for only those accounts.

The G/L Distribution Report is a “Cross Journal” report of the activity in accounts.

The Accrual Report is used in Cash Accounting to generate the Auto Reversing entry to eliminate Payables.

The 1099 reports provide summary and detail projections of 1099 activity in preparation for transfer to the Federal Forms Module. 1099’s are accumulated from Check Detail in the Bank Reconciliation from issued checks. They can also be generates from Current or Last Year Purchases or Disbursements

UtilitiesFixing things that “Never Break”

When an A/P Aging is run, a summary history record is spun off. This is where you edit that file and print it’s contents.Direct Edit of Wire Transfer Line Items

A Proofing report that shows a vendor’s balance, the sum of the Payment Records and the Aging and prints errors.The “Squeegee” A program that combines the Balance Comparison with a full proofing of the A/P data. Reports missing information and balances to the general ledger.


Generic FeaturesIt does this Everywhere

SearchYou are in the Add mode on the terms field and you can’t remember the code. Hit or Click on ‘F9 or Right Click on the Terms Code field and Search will “Pop Up”




Search & FindThe Search window pops up. If you want “Net 30” you are in luck. But you are particular, you want quarterly payments. Hit or Click on ‘F10 and the system will freeze this program and immediately take you to the File Maintenance program for Terms!



ThreadingThere are no limitations on what you can do while here. Add 10 terms if you want or change some. If by chance there was another file referenced here, like a G/L Account number, you could Search that file and go to it as well. As you finish each session, hit “End” and the system returns you to the exact point you exited from. This is called “Threading” and it is on every file that references another file.



Search & SelectWhen you return you will be right where you were except that there is now another Terms Code! Arrow Up or Down, or Click on the code you want and it will pop directly into the record you are working on.



Searched & Found!That was fun but there is more - much more.

Generic FeaturesRemember that Search Screen?


This is one for the Vendor File. If you hit “Z” it will zoom to full screen

‘F3 Changes the Sort Order

‘F4 Changes the Display

‘F8 Reverses the Order

‘F10 exits to File Maintenance

What is this thing called “Notes”?

Generic FeaturesNotes!


Click on Notes and you get Notes. Every Master Record in the system can have a note attached. You can add to them or change them any time you want. If the record is deleted, so is the note. Graphic images can also attach to a record. Imaging is scheduled for release this summer.

Generic FeaturesBrowse!


Every output in the system can be browsed. When a report is finished and browse is selected, you get this screen

The PgUp/PgDn keys and the Arrow keys will scroll you through the report.

F9 Search will prompt you for a value to search for.

You can go to a page or Change Screen Size.

(R)enaming the file will save it for future reference.

(P)rinting the file is optional.

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