Open Systems is
heading to Las Vegas and you're
invited!
The 2009
Customer Conference will be held in Las Vegas this year.
It will be held on June 9th - 11th at the South Point
Hotel & Casino in Las Vegas, NV.
 Customers
who have attended this conference in the past have
discovered new ways to improve business processes. Some
reunited with friends they made last year, networked
with new acquaintances, met one-on-one with their Open
Systems authorized partner, and engaged in lively
discussions about our software and services.
Early
Bird Special!
Register by
February 28th and save
save $100
Learn more!
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Subsidiary
Ledgers
This is the time of year when
your CPA wants subsidiary ledgers to back up
the Accounts Payable, Accounts Receivable,
Inventory and other balances on the General
Ledger Trial Balance.
Knowing exactly what reports
to run and what print time ‘pick’ selections
to use can save you time and frustration.
The Open Invoice file is a listing of all
those invoices that are currently in the
Open Invoice file. In AP you have the choice
of picking invoices due before a certain
date as well as the status of Released,
Held, Temporary, Prepaid or All. This report
is the ’current’ status. It does not go back
to pick up a ’snapshot’ of a past period. In
AR you have the choice to pick invoices due
before a date and run either all invoices or
exclude paid invoices.
To run subsidiary reports
that match your year-end General Ledger
Balances you will want to run the Aged Trial
Balance in both AR and AP.
You should not purge any open
invoices from this file until you have run
the final report for year end. This is
because when you purge ‘paid’ invoices it is
for all invoices that are paid ‘before’ a
certain date or period. Once purged you
cannot go back and get a period end report
without actually backing into the figures by
adding back all paid invoices and deducting
all sales or purchases made in 2009.
When running the ATB run the
report by PERIOD rather than date. This will
pick up any invoices that may have a
different date, but were posted to a
particular period. Also select the Aging and
Cutoff period of 12/2008 (if you are trying
to run the year end subsidiary ledger).
Other issues that may affect
these subsidiary ledgers matching the
General Ledger Balances are un-posted
General Ledger transactions, or transactions
posted to the wrong year (look for
transactions posted to period 12 of the year
2009 or transactions posted to period 1 of
2008).
The Inventory Valuation
Report needs to be run right after you have
taken your Physical Inventory and before you
start any new transactions in AP/PO AR/SO.
The Valuation Report is a snapshot in time
and is ever changing, just like your Balance
Sheet. If you did not run this report at
year end you can still run it now and
increase the valuation by all purchases that
you have made in the year 2009 and reduce
the value by all sales or material
requisitions that have occurred in 2009.
Make it part of your standard Physical
Inventory to print a Valuation Report to
file to later give to your CPA.
Cash Accounts are reconciled
by performing your regular monthly Bank
Reconciliation procedure for tagging cleared
items and running reports. It is recommended
you clear out these tagged transactions by
either changing the Transaction Status or by
purging out the tagged transactions. This
will keep your ‘cleared transactions’ area
clear of all those deposits and checks that
have already cleared the bank in past
periods.
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Active
Financial Statements
Beginning with TRAVERSE 10.5
and OSAS 7.5 (BBj) the General Ledger
Application comes with the ability to run
ACTIVE financial statements.
What this means is that when
you select to print the financial statements
ACTIVE they appear on your screen similar to
a print preview. Where figures are blue you
can double click on them and ‘drill down’ to
the next level. If you are looking at a
figure on your Income Statement that is made
up of several General Ledger accounts it
will drill you down to each account that
makes up that figure.
Next drilling down on the
individual account you can drill down to the
individual entries that make up the amount
in the account for this figure. Drilling
down yet again will get you to the original
document that made up these entries.
Documents being AP or AR Invoices, BR or GL
transactions, etc.
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Exporting Data
You can easily create Excel
reports with data from OSAS and TRAVERSE
with no programming skills. Creating reports
in this manner means you don't have to worry
about upgrading any programs when the next
product update is released. No
re-programming is necessary. You can still
extract data from your software and save it
in Excel and again, no need for
programming.
In OSAS you use the ODBC kit
that comes bundled with all the releases of
OSAS starting with version 7.0. (This does
require the installation of BBj for at least
the workstation that will be using ODBC if
the full installation is not BBj). Once you
configure the ODBC connection, you can
extract any and all OSAS information and
format it in Excel. With a little
imagination you can produce some snazzy
looking reports as well as reports that give
you only the information you need and
nothing more or less.
In TRAVERSE open your SQL
Server and create Views (which are snapshots
of your table data) with the information you
need to see, with the filters you want to
use to limit the data and there it is! Next
open your Excel import the View, and there
it is!
NOTE, Because Views are NOT
actual data, nothing you do with this
information will affect your original
TRAVERSE data.
For example if you want to
see all customers who bought products from
you in the last year, and you only want to
see customers who bought more than $100 and
whose Ship To address is Missouri. This will
take you very little time to design. Best of
all: A month from now when the data changes,
because the customers bought more from you
all you have to do is REFRESH the data. Need
help? Give us a call.
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Electronic W2
filing
Filing the annual W2 and W3 with the Social
Security Administration can be done
electronically or by paper. If you have over
250 employees you MUST file electronically.
If you have under 250 employees, it is your
choice to file electronically or by paper.
Filing by paper you simply run the red copy
of the W2’s and the W3 copy and mail them
into the Social Security Administration.
Filing electronically for the
first time you must obtain a user ID and
password. Go to the
www.socialsecutiry.gov/employer. Select
“Business Online Services” (BSO). Select
“Register”. Complete the registration form,
self select your password and select the
“Register” button.
Next enter your User ID and
password to log in. Select “Account
Maintenance” and select “Request Access to
BSO Services”. You are then prompted to
select the roles you want to access.
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Contact
Eastern Regional
Office:
5
Davis Keats Drive
Greenville, SC 29607
(864) 676-2160
(864) 676-2161 fax
info@intermicro.com
....................................
Central Regional
Office:
2700
Morrison Trail
Edmond, OK 73012
(405) 359-5887
(405) 359-9088 fax
info@intermicro.com
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