CYMA Release History: Version 6.0

Release Date: October 2003

New Modules:

Enhancements

Version 6.0 - General Ledger Module

  1. There is a new GL Job Cost Activity report - Ledger5.rpt. This new report prints for a range of dates and shows you GL activity for a user selected range of jobs and job cost types.
  2. NFP Income Statements now sort accounts by account type.
  3. GL Journal Entries that contain a Job Number and a Cost Type automatically are posted to the Job Costing module.
  4. Scrolling Controls have been added to the Unpost dialog.

 

Version 6 - Accounts Receivable Modules

  1. AR Report Pre-Processing has been implemented to substantially improve the report performance of AR Aging and Ledger Reports.
  2. Cost of Goods Sold (COGS) entries can now be automatically generated when posting AR invoices. When an AR invoice is posted the system looks at each product id on the invoice and determines if the product is configured to generate a COGS entry. If so, the system writes the actual cost to the invoice line file and generates an additional GL entry when posting the AR invoice. In addition to debiting AR and crediting the sales account, the system will debit the COGS and credit the Inventory account associated with the product. COGS entries are not generated for AR invoices that contain a job number.
  3. AR Invoices may now be transmitted by e-mail.
  4. There are new AR editing capabilities. If an AR invoice has been entered and printed then selecting "edit " will result in the system asking the user if they wish to void and re-enter the invoice. If "yes" the system will re-populate the invoice entry screen with the original invoice to make corrections easier and eliminate the need to retype the entire invoice. If "no" the user may edit/change informational fields such as "ref" and "ref2". Once the invoice has been posted then the user may only edit the informational fields.
  5. A date field has been added to the payment line on enter invoices. This allows you to date the payment entered with an invoice (date must be greater than or equal to the invoice date). Previously the system used the "accounting system date" for all payments entered with invoices. 
  6. AR Enter Invoice Performance has been substantially improved for entering new invoices in large data sets.
  7. Credit Memos may now be entered for customers over credit limit.
  8. Credit Limit checking now works like credit hold checking. Credit limit checking for invoice entry can be configured as "warning only", "hold", "hold with override" or "ignore". 
  9. The Bank ID's used for cash, credit card and check payments associated with AR invoices may now be set by browsing instead of having to change them at the configuration level.
  10. Range of Period posting is now supported posting invoices to both AR and GL.
  11. There are new "print ready" AR invoices and statements that may be printed to plain paper.
  12. The Recurring Invoice function has been enhanced so that product prices in the recurring invoice file may be updated with the current product price whenever recurring invoices are printed. 
  13. AR Write-Offs now write the Customer Name to the GL.
  14. Dunning Statements do not print on credit balance statements, even if there is a past due balance in one of the aging buckets.
  15. Job Filters have been added to AR Aging and Ledger reports.
  16. The user will receive a warning message when voiding an AR invoice that originated in an external application.
  17. The "purchase order", "sales order" and "job" fields from the original invoice now display when selecting that invoice in the apply payments screen.
  18. New filters for Order Date and Job Number have been added to the Print Invoice screen.
  19. There is a new Gross Margin Report By Customer and a new Gross Margin Report By Product.
  20. There are new "Top 10" Gross Margin Reports.
  21. There is new Summary Ledger in Chronological Order.
  22. Deposit slips may now be reprinted through a new Deposit Slip report.
  23. A warning message is displayed when saving a payment batch that is not fully distributed.
  24. Customer Phone Number has been added to AR Ledger and Aging Reports.
  25. The Daily transaction report has been enhanced so that you can run a "summary" version of the report. There is also a new "summary" version of the payment register.
  26. There is a new Payment Register that combines current and history into one report.

Version 6 - Accounts Payable Module

  1. The Accounts Payable module has been modified to be fully integrated with both the new Purchase Order and Job Costing modules.
  2. Print ready AP check formats that print MICR fonts are now available (separate purchase). These new check formats are designed to print to plain check stock and use MICR fonts to print all necessary bank and check routing information. Use of these check formats eliminates the need to purchase pre-printed check stock.
  3. Report pre-processing has been implemented to improve report performance for aging and ledger reports. The effect is most noticeable for data sets with large numbers of vendors and invoices.
  4. A new "Vendor Balance Recalculation function has been added to the system.
  5. A new "void manual check" feature has been added to allow the user to record unused checks. These unused checks will now appear in check register listings
  6. The AP Invoice line description has been increased to 254 characters.
  7. A new "Void a Range of Checks" feature has been added. 
  8. There is a new AP Process for moving current invoices from one vendor to another. One-time invoices may be moved to another vendor as well. All invoices and checks that meet the selection criteria are moved.  A new range of dates ledger has been added that combines current and history files.
  9. A new "group" option exists for AP recurring invoices just like AR recurring invoices. 
  10. Vendors can now be made inactive at any time. Making a vendor inactive prevents further invoice entry and prohibits posting of any invoices within the AP module.
  11. Summary posting from AP to GL now summarizes to the account/job/cost type level.
  12. Job Filters have been added to a number of AP reports:
    1. Invoice Registers
    2. Detail and Summary Ledgers
    3. Aging Reports
  13. A reference field has been added to the Enter Invoice screen.
  14. A new "vendor button" on the Enter Invoice and Enter Recurring Invoice entry screens allows you to set up new vendors without leaving the invoice entry function.
  15. The vendor id is now validated upon leaving the vendor id field in invoice entry. Previously the system did not validate the vendor id until the invoice was saved.
  16. The user may configure the Invoice Entry screen to include a product id and quantity field in the grid if desired.
  17. Job Number field added to AP Invoice Entry. This field browses the Maintain Jobs table in the Job Costing module.
  18. Create Date and Create User fields have been added to the AP Invoice file.
  19. The user may configure whether or not the transaction date changes automatically when the invoice date changes.
  20. 1099 information may be edited even if the invoice has been posted.
  21. Posting AP Invoices automatically writes information to the Job Cost file and to the PO file.
  22. When printing checks the user will now receive a warning message if the check date is prior to the earliest invoice date on the invoices being paid.
  23. A "number of checks" button has been added that allows the user to display the number of checks necessary for the check run.
  24. The "move to history" process is now optional at year end in both AP and AR.
  25. The Vendor Name now appears on the Invoice selection screen when selecting invoices to pay.
  26. The 1099 reconciliation report has been enhanced to add filters for Vendors and for including/excluding non-1099 invoices and non-1099 vendors. This will allow you to run the report to see all invoices for a particular vendor regardless of original 1099 coding.
  27. A new Invoice Register Report in Entry Order has been added.

Version 6 - Payroll Module

  1. Job numbers may be added to hourly payroll entries. Salaried employees may be assigned to a job.
  2. There is a new "Exclude Features" capability in the calculate payroll process. The user may choose which payroll features are to be excluded for a payroll check run. 
  3. You can now record an unused payroll check by entering a voided manual check. The unused check will show up in the check register for audit purposes. 
  4. There is now an optional annual cap for Other Deductions.
  5. User defined skill levels may be assigned to employees for billing purposes in JC. To support this feature there is a new "Maintain Skill Level" function in PR and JC.
  6. Print check routine posts job information to JC for checks with job information on them. Voiding a PR check with JC information on the check results in the job information being Unposted from JC
  7. You can now print checks by a range of employees.
  8. User may now delete a department and location that is not being used.
  9. The copy employee function has been enhanced so that it does not copy EFT information.
  10. Next check numbers are now updated in a cross-module fashion.
  11. You can now define the order of employee display when hitting the "next" button in Enter Payroll. The user can select from "employee id", "employee name", "department" and "location".
  12. A new 401K employer contribution percentage option has been added. You may now set the employer contribution to be a percentage of employee and not of gross pay.
  13. Added "prompt for amount" to Local Income Tax feature.
  14. There is now a "Print Checks" button directly on the Calculate Payroll screen.
  15. A new warning message has been added to warn the user of negative checks.
  16. The number of Payroll checks required may now be displayed prior to actually printing the checks.
  17. There is now an option to make the void date the original check date when reprinting checks.
  18. The system now checks to make sure that void check dates are not in closed GL years.
  19. Job Number filters have been added to certain payroll reports.
  20. A new option has been added to PR configuration to make the printing of payroll reports at period end optional.
  21. Department and Location filtering has been added to all current period reports.
  22. The PR Journal Report and the Accrual Feature Balance Report now run much faster.
  23. The Employee Balance Report has been enhanced/corrected so that the displayed YTD information is correct when running the report for previous periods.
  24. The EFT Listing report now only includes active employees.

 

Version 6.0 - Purchase Order Module

CYMAIV Purchase Order is a new module available with Version 6. Purchase Order is an optional module for CYMA FMS or NFP that provides you with the capability to enter, track, print and manage vendor purchase orders. Purchase Orders can then be automatically turned into AP invoices when goods are received and the invoice received from the vendor.

 

The Purchase Order "Maintain" menu provides many configuration choices for the PO module.

Maintain Products: the products table was previously confined to the Accounts Receivable module, but it is now available in AR, AP and Purchasing. In this table you can define products that you sell and/or buy. You can load basic purchasing information, including standard cost, prime vendor, cost of goods sold and inventory default accounts, job cost type, inventory type and more. Please note that you do not have to set-up products in order to use the Purchase Order module. However, if you commonly order products and parts using a product number, or if you purchase parts/products for re-sale, you will most likely take advantage of this table.

 

Maintain Vendors : this table was formerly contained only in Accounts Payable but is now shared between AP and Purchasing. Here you can set-up new vendors and define all of the important information about that vendor, including 1099, contact, expense account and other key information. Of particular interest is the new Vendor Cross Reference Tab which allows you to set up vendor part numbers which are cross-referenced to your own product numbers. When issuing a purchase order to a vendor, the system will check to see if there is a Vendor Cross Reference item on-file for the product being purchased, and if so, what is the vendor price for that item. You may choose to have the system automatically update the vendor price in three different ways (see configuration section).

 

Maintain Product Lines: this is a new table in Version 6. It allows you to define product lines or product classes and group your products into a user-defined set of categories.

Maintain Bill-To: This table allows you define the list of possible bill-to addresses you can use on purchase orders. If you are a single-location firm then you might only have one entry in this table. Larger organizations who have centralized purchasing but distributed invoice payment operations may have multiple bill-to locations for invoice purposes. This is the address to which the vendor sends the invoice.

Maintain Buyers: This table allows you to build a user-defined table of buyers. Each purchase order entered into the system may have a buyer id associated with it. You can print purchase orders by a range of buyers and select and filter various purchasing reports by specific buyers.

 

 

Maintain Ship-To: Even if you only have one "bill-to" location, you may have multiple ship to locations. This table allows you to define the ship-to locations that print on a purchase order. Each purchase order is assigned one ship-to id.

Maintain Ship Via: This user defined table allows you to build a list of codes for commonly used freight carriers. You can assign a "ship-via" id to each purchase order. The "ship-via" information will print on the purchase order as instructions to the vendor.

Maintain Configuration: In this section you can define several important aspects of the purchase order control. You can define the default value for the ship-to, ship-via, bill-to and buyer codes on a purchase order. "Include Special Instructions on PO lines" allows you to configure whether or not you allow the operator to enter a special instruction line on each PO line item (there is a purchase order wide Special Instruction tab on each PO). If this is turned on, the PO data entry grid has an extra column for line-level special instructions. "Include In-house Product ID on PO" defines whether or not to print your internal product number on the PO. For example, you may enter a "XX100 from the Vendor, but you refer to this part internally as a "DC Motor". With this box checked the purchase order will reference both part numbers, so that your receiving people easily know what they are receiving.

Finally, the "Update Vendor Cost" field allows you to configure how and when to update the price in the "Vendor Cross Reference" table. When ordering a vendor part you may choose to update the cross reference file with the price you are using on the PO when the PO is saved, when the AP invoice is posted, or both. This allows you control over when vendor prices change and allows you to configure the system so that the latest price from a vendor is used in the next PO to that vendor.

Custom Forms: The Maintain Custom Forms menu item works as throughout the rest of the system. Several new Purchase Order forms are available, including a "true laser form", which generates the entire purchase order, both data and the form, and prints to a blank piece of paper. Good bye pre-printed PO's!

Entering Purchase Orders

 

To enter a Purchase Order, first go to the Enter-Purchase Orders menu item. A screen similar to the one above will display. In the "type" field you can specify that the order is either a regular purchase order or a manual purchase order. Use manual purchase order if you are simply keying in a purchase order that has already been called in to the vendor and has been assigned a number. Use "order" if you wish the system to print the PO and assign it a number. All new PO's have a status of "open" until they are completely invoiced or manually closed out. Each line item of the PO may have a product id, description (product id not required), quantity ordered, quantity invoiced (automatically filled in by the system after an AP invoice has been posted against the PO), unit cost, extended cost and special instructions. The unit cost field will populate with either the standard unit cost assigned to a product, or if one exists, a price set-up in the Vendor Cross Reference table. The act of saving and entering a PO has no effect on your GL.

After a PO has been entered, it is printed so that you have a document to send to the vendor. The PO is assigned a number at printing time. You can print by a range of record numbers, vendors or buyers, so it is easy for you to "print all PO's for Buyer Sam Smith".

 

After a PO has been issued, products and/or services will be received. When a product is received, the person responsible for receiving will check the validity of the order and forward appropriate packing list or receipt information to Accounts Payable. When the AP department receives the whole or partial invoice they will match the PO, invoice and receiving information before processing the invoice.

If the invoice is approved, the original Purchase Order can be called up by entering the Vendor ID and the PO number. The system will display any open line items (PO line items that have not been invoiced). The AP system will dynamically determine the appropriate GL expense account and fill in that field if possible. The user may delete line items from the invoice or adjust "invoiced quantities" (in the case of partial invoices). The user may also add line items that are on the invoice but not on the original order (freight and tax for example). When the AP invoice is posted a link is established between the Purchase Order and the AP invoice so that invoiced quantities are written back to the original PO. If you use AP to pull up a PO for a second time, only the line items for which "invoiced quantity is less than ordered quantity" will be displayed.

Closing PO's
A PO is closed if all line items on the PO are either fully invoiced or if the line is manually closed. You may manually close a line item by pulling up the PO, selecting "edit" and then selecting "Close Line(s)".

 

Version 6 - Job Costing Module

CYMAIV Job Costing is a new module available with the release of Version 6. It may be added to any existing CYMAIV installation, but you must have Version 6 installed in order to use the new module.

Job Costing requires a System Manager and General Ledger module; Accounts Payable, Purchase Order, Accounts Receivable and Payroll are recommended, but optional. When installed, job cost capturing may be enabled or disabled on a company by company basis. When enabled, a "job number field" is available for entering job information against a purchase order, accounts payable invoice, payroll entry, general ledger journal entry and an accounts receivable invoice. If job cost capturing is not enabled, these job number fields are turned off.

Job Costing is fully integrated with all other modules; cost entries made in Accounts Payable and Payroll flow to the JC module where they are "posted" against a job. General Ledger journal entries made with a job number also flow to the job. Adjustments or job transfers made in the JC module which affect the General Ledger automatically create GL Journal Entries. Customer invoices prepared in JC automatically flow to Accounts Receivable for billing purposes. Just because you have a module installed does not mean you need to use it in conjunction with Job Costing; for example you may choose to generate job related invoices in an external billing system (simply using the JC module to capture costs) or decide not to use the CYMA payroll system for entering job specific labor charges.

Detailed Job Information

The CYMAIV Job Costing system tracks a wealth of information for each job. Job information includes:

Version 6.0 Job Cost - Continued

Job Cost Categories

Costs are tracked by one of six job cost types:

Flexible General Ledger Integration

The job costing system is fully integrated with the CYMA General Ledger. The job costing module provides a very flexible way of assigning GL accounts for a job.

Full Integration with Other Modules

The Job Costing system is also fully integrated with Accounts Payable, Payroll, Accounts Receivable, General Ledger, and Purchasing.

Capture Other Job Charges

Not all items to billed on a job have their origin as a "job cost". The system allows you to enter "job charges" that do not originate in an accounts payable, payroll or general ledger entry.

Flexible Billing

The CYMA Job Costing System allows you great flexibility in determining which costs to bill and the format of the customer invoice.

Powerful Processing

 Powerful Reporting

Open Commitment Purchasing Reports by Job, Cost Type and Products

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