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MultiLedger User`s Manual

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1. Types of Customer Reports MultiLedger has many different customer reports options Each report is described in detail below Accounts Receivable Reports Accounts Receivable Shows all outstanding invoices and finance charges as of the Cutoff Date entered You can sort this report by due date customer name or document number by making the appropriate selection from the pop up menu Accounts Receivable Shows outstanding receivables including any finance charges in terms Aged of how long they have been outstanding as of the Cutoff Date entered Aging periods can be modified You can sort this report by due date name or document number by making the appropriate selection from the pop up menu You can see the Statement Description field the customer s phone number contact name and salesperson on this report by checking this option _ Show Contact Info 266 Chapter 11 Customer Vendor amp Item Reports Accounts Receivable Summary Aged Note Transaction Detail Transaction Summary Invoice Item Detail Shows the total amount owed including any finance charges by each customer in terms of how long the receivable has been outstanding as of the Cutoff Date entered Aging periods can be modified If you select the Accounts Receivable Aged Accounts Receivable or Summary Aged Accounts Receivable report for all of your customers MultiLedger will show your accounts receivable detail balance and the genera
2. Find Anywhere If you want to 1 Cash 2 Visa c search the list C by any parol the term name make sure the Find Anywhere check box is selected If terms have not yet been set up the cursor skips the Terms field and moves to the Ledger Account field To set up terms see Customer Terms on page 62 If default terms were selected in the Customer setup window those terms will be highlighted when this field is selected 36 Chapter 2 Initial Setup 6 Select the desired term and click OK or double click the desired term or click Cancel to not enter any terms The cursor moves to the Ledger Account field and a pop up list of accounts appears OK Cancel iG Find Anywhere Ledger WA z 4000 01 Store Accounts 4000 02 Sales Store 2 If you want to 4100 Sales Ret pop up list 4109 01 Sales Returne Store 1 search the list 4100 02 Sales Returns Store 2 4200 Other Income by any part of 5000 Cost of Sales 5000 01 Cost of Sales Store 1 the account 5000 02 Cost of Sales Store 2 0 5100 Cost of Sales Returns number make 5100 01 Cost of Sales Returns Store 1 Ej 5100 02 Cost of Sales Returns Store 2 sure the Find 5209 COS Damage Shr inkage Anywhere 5200 01 COS Damage Shrinkage Store 1 5280 02 COS Damage Shrinkage Store 2 check box is 5300 Shipping Postage 5400 Discount on Purchase selected 6000 Advertising Marketing 6000 61 Adv Store 1 6000 02 Adv Store 2 6100 Au
3. ka 0 Gi re a g My Network File name X Open Places Files of type Account Files ML3 x _ Cancel Open the COAs folder then select the chart of accounts you want to copy You can also open the SampleCo folder select the folder for the type of chart of accounts you want to copy then select the chart of accounts Creating a New Company File on Macintosh 19 Click Open MultiLedger s Command Center appears on your screen with only the Company Information button enabled All other Command Center buttons are disabled until you set up basic company information For more information see Setting Up Basic Company Information on page 21 Creating a New Company File on Macintosh Double click the MultiLedger icon in the MultiLedgerf folder that was installed in the Applications folder on your hard drive or use the alias on the dock or desktop M MultiLedger Choose New Company from the File menu Enter a name to identify your company choose the location where you want to save your company files and click save It s best to save this either on the Hard Drive or in the Documents folder A new folder containing your company files will be created with the name you entered 1 2 Save 3 Important Note Use a short name for your company files such as ABC instead of American Business Company The name is used only to identify the folder that is created
4. 116 Chapter 5 Setup Options Chapter 7 117 Introduction to Transactions This chapter discusses the following topics e Using MultiLedger s transaction windows e Working with pop up lists e Using MultiLedger s Find command for pop up lists e Adding or Editing names in a pop up list e Valid document numbers and transaction dates e Adding comment lines to transactions e Modifying and deleting transactions e Entering void documents e Working with recurring entries 118 Chapter 7 Introduction to Transactions Moving Between Fields Recording a transaction in MultiLedger is similar to filling out a paper form you enter information under heading or field names You can enter information in any order you want by clicking in each field s edit box However the quickest way to move the cursor a flashing vertical bar in the edit box to the next field is to press TAB or ENTER on Windows or TAB or RETURN on Macintosh To move to a previous field click in that field s edit box Using Pop Up Lists Whenever the cursor enters a field that has an asterisk after its name such as the Customer Vendor or Item fields a pop up list like the following one appears OK Cancel Edit E New 3N Find Anywhere Jamie Fischer Jane Gleason Kelley s Supply Shop Sylvia Holden TSA Distribution Pop up lists consist of customers vendors terms salespeople items jobs shipping methods sale
5. A list of available invoices and quotes appears Select the quote s you wish to print If no quotes are highlighted then all invoices and quotes will print If necessary select Print Metafile Windows or Print PDF PICT File Macintosh Click Print A standard Print dialog appears For more details on using the Print command see Using the Print Screen on page 105 Quotes use the same format as Customer Invoices You can however have a separate Metafile Windows or PDF PICT File Macintosh for quotes For information on using Metafiles or PDF PICT Files see Positioning Print Fields for Windows Metafiles or Macintosh PDF or PICT Files on page 112 Special Customer Situations 181 Viewing Quotes Click Transaction Journals in the Command Center Select a month from the month list box on the right Click the Quotes radio button A U N Select the quote s you want to view then click View If the quote you are looking for does not appear you may need to select another month from the list Special Customer Situations Recording Advance Deposits Advance deposits are recorded in the Sales Journal This section briefly shows you how to enter the minimal information for the advance deposit For more details about entering information in the Sales Journal see Recording a Sale with the Sales Journal on page 163 1 Click Sales Journal in the Command Center 2 If necessary enter or change the highlighted
6. BTS Distribution Supply the pull down menu Accounts Payable m Bank Blue Cross F z Sort by Due Date v Blue Cross CP The available options CA Dept of Labor change depending Cutoff Date 10 25 10 CA Dept of Revenue on the report type CO Dept of Labor CO Dept of Revenue you select CheckMark Software City Dept of Rev City of Denver Credit Card Company EDD EDD ETT EDD SD El Paso Steak House Financial Group Financial Group 5 IRS Labor Union Y Types of Vendor Reports MultiLedger has many different vendor reports options Each report is described in detail below Accounts Payable Reports Accounts Payable Shows all outstanding payables as of the Cutoff Date entered You can sort this report by due date vendor name or document number by making the appropriate selection from the pop up menu Accounts Payable Shows outstanding payables by invoice in terms of how long they have Aged been outstanding as of the Cutoff Date entered Aging periods can be modified You can sort this report by due date name or document number by making the appropriate selection from the pop up menu Accounts Payable Shows the total amount owed to each vendor in terms of how long the Summary Aged payable has been outstanding as of the Cutoff Date entered Aging periods can be modified 278 Chapter 11 Customer Vendor amp Item Reports Note Transaction Detail Transaction Summary Item Purchas
7. Modifying or Removing Comment Lines To modify or remove a comment line click the comment line on the transaction window The Insert Line edit box with the comment line highlighted appears Choose Cut from the Edit menu or press delete or edit the line and then click OK You can only edit one line at a time Saving a Transaction 127 Saving a Transaction After all the necessary information for a transaction has been entered click the Save button on the transaction window or press the ENTER Macintosh only key on your keyboard MultiLedger automatically posts the transaction to the general ledger If you don t want to save the document simply close the transaction window without clicking Save the following alert appears r Save Changes No Yes Click No Modifying or Deleting a Transaction Note If the transaction has been saved start here 1 You can modify or delete any transaction within the months that have activity provided the month isn t locked If while entering a transaction you decide that you no longer want to record it simply close the transaction window then click No on the alert that appears If the invoice or payable you want to modify has a Customer Payment or Vendor Payment associated with it you should delete the Customer Payment or Vendor Payment first before modifying the invoice or payable If the transaction has already been saved do the following beginning with
8. What to do if your outstanding payables don t balance Several reasons could cause your outstanding payables not to balance with the Accounts Payable ledger balance e An outstanding payable was not entered Solution Enter the outstanding payable in the Payables Journal e The wrong amount was entered for an outstanding payable in the Payables Journal Solution Delete the incorrect outstanding payable by following the steps below and then enter the correct outstanding payable 48 Chapter 2 Initial Setup Important Deleting an incorrect outstanding payable entry Deleting an outstanding payable from Vendor Payments in the following way will leave no record of the deletion This procedure is used only to delete incorrect outstanding payables that were entered with a date prior to your current fiscal year and should not be used to delete outstanding payables dated within or after your current fiscal year 1 Click Vendor Payments in the Command Center 2 Select the appropriate outstanding payable from the list 3 Choose the Delete button Permanently delete this item without affecting gt general ledger balances 4 Click Yes The outstanding payable is deleted and removed from the list Since the outstanding payable did not affect any general ledger balances when it was entered because it had a date that was prior to your company s current fiscal year it should not affect any general ledger balances wh
9. 3050 Partner A Withdrawal 7200 Rent 350 Appendix B Sample COAs 7250 7300 7350 7400 7450 7500 7550 Repairs Auto amp Machinery Repairs Other State Franchise Taxes Stationery amp Printing Telephone Travel Utilities 8700 8800 8900 9000 9100 9500 9600 Wages Wages Tax Expense Workmen s Comp Insurance Gain Loss on Sales of Assets Interest Income Interest Expense Tax Expense Graphic Artist Chart of Accounts 1010 1020 1030 1040 1100 1200 1400 1600 1620 1640 1700 1720 1740 1900 1920 2100 2200 2300 2320 2400 2500 2600 2700 3000 3100 3200 3300 4000 4100 4400 Checking Payroll checking Cash register drawer Petty cash Accounts receivable Other current assets Inventory Graphic arts equipment cost Furniture and fixtures cost Automobiles cost Accum depr graphic arts equip Accum depr furniture and fixt Accum depr automobiles Deposits paid Other non current assets Accounts payable Sales tax payable Accrued payroll taxes Accrued employer expenses Customer deposits Other current liabilities Bank loans Other long term liabilities Owner s investment Owner s withdrawal Suspense Retained earnings Contract fees Commissions Late fees collected 4500 5000 6000 6100 6200 6300 6400 6500 6600 6700 6800 6900 7000 7100 7200 7300 7400 7500 7600 7700 7800 7900 8000 8100 8200 8300 9000 9500 9600 Graphic Artist Chart of Accounts 351 Miscella
10. Computer Equip Accum Depr Office Accum Depr Vehicles Accounts Payable Sales Tax Payable Federal Withholding Tax State Withholding Tax FICA Tax Payable State Disability Tax Bank Loan Capital Owners Draw Retained Earnings Sales Cost of Sales Automobile Expense Advertising Marketing Bad Debts Bank Charges Contributions Depletion Depreciation Expense Dues amp Memberships 6800 6900 7000 7100 7200 7300 7400 7500 7600 7700 7800 7900 8000 8100 8200 8300 9100 7400 7500 Insurance Business Insurance Health Interest Expense Legal amp Professional Services Meals amp Entertainment Miscellaneous Expense Office Supplies Pension Profit Sharing Expense Postage Rent Repairs amp Maintenance Salaries Taxes amp Licenses Telephone Travel Utilities Interest Earned Office Supplies Pension Profit Sharing Expense Construction Partnership Chart of Accounts 349 Construction Partnership Chart of Accounts 1010 Cash In Bank Checking Acct 3100 Partner B Investment 1020 Cash in Bank Payroll Acct 3150 Partner B Withdrawal 1030 Undeposited Cash 3300 Retained Earnings 1040 Petty Cash 4000 Sales Commercial 1100 Accounts Receivable 4100 Sales Land 1200 Contracts Receivable 4200 Sales Extras 1400 Inventory 4300 Sales Residential 1410 Construction in Progress 4400 Other Income 1420 Material Unused amp Unassigned 5000 Cost of Sales Commercial 1430 Unimproved Land Non sub
11. Default selections made Credit Limit here save time during transaction entry Vendors 73 Check this box to mark a vendor as Inactive but retain in list Vendors 1st Bank A BBC Building Center Bi State Propane Blue Cross Blue Cross CP Bradley s Heating amp Plumbing CA Dept of Labor CA Dept of Revenue CO Dept of Labor CO Dept of Revenue City Tribune D Massey Drywall Dizzie s Dump Trucks EDD ETT EDD SDI Elliot s Excavating Financial Group Financial Group 5 Financial Group 6 Financial Group 7 Gabbie s Graders Hearth Fireplace IRS J LWilliams Construction James Deere John Deere Kacy s Painting Labor Union v If you attempt to save an Choose the category in which invoice that exceeds the credit you want the 1099 amount to limit entered here a warning appears print on the form 74 Chapter 4 Customer Vendor amp Item Setup 2 Enter a Vendor name Note You can use an optional code field to sort or classify vendors For details see Codes for Customers Vendors and Items on page 115 3 Enter a contact name and the vendor s address Note If you print 1099s from MultiLedger you should note that the Contact name does not print on 1099s just the information in the Name Address and City State Zip fields prints on 1099s 4 Enter any other relevant vendor information See Vendor Setup Field Descriptions on page 70 for more information and tips 5 Click
12. customer mailing 267 options 92 sales journal 105 shipping 105 vendor mailing 278 Laser stub 105 Ledger account disbursements journal 208 general journal 226 payables journal 203 receipts journal 167 sales journal 161 Ledger accounts deleting 26 entering balances 30 for Mac Payroll posting 339 342 for Windows Payroll posting 334 337 modifying 26 Ledger balance 31 bank reconciliation 230 Liabilities definition 369 Locking months 123 143 Macintosh backing up on 54 creating a new company on 19 entering one time vendor 207 importing with Apple Script 372 installing MultiLedger 8 posting employee payroll checks to MultiLedger 339 posting employer checks to MultiLedger 342 printing PICT file 106 restoring a backup on 57 version of MultiLedger 5 Mailing labels 92 for customers 267 for vendors 278 Manufacturing see Adjust inventory Mapping drive on Windows 136 Margin calculate commission on gross 102 Match name amp code importing 250 Metafile positioning print fields for 112 printing 106 printing customer statements 267 MICR encoding 108 deposit slips 106 172 Modifying 142 adjust inventory 239 comment lines 126 custom account groupings for financial statements 97 customer invoices 159 customer payments 177 customer terms 64 customers 69 disbursements journal checks 212 general journal 228 item purchases 201 items 80 jobs 99 ledger accounts 26 passwords 142 payables journal 20
13. 284 vendor mailing labels 278 vendor transaction detail 278 282 283 vendor transaction summary 278 282 283 whole dollar option on income statement 316 Restoring a backup Extract to dialog on Windows 56 on Macintosh 57 on Windows 55 Retained earnings assigning account 27 definition 370 interface account 27 Reuse adjust inventory 236 239 Reversing a payable 221 Reversing entry definition 370 Revised bank balance bank reconciliation 230 S Sales detail item report 290 293 Sales journal defined 148 definition 370 entering outstanding receivables 32 field descriptions 160 invoice total 162 job 161 ledger account 161 modifying and deleting invoices 166 printing invoices 166 printing labels 105 quote 160 recording a sale with 163 recording advance deposits 181 recurring entry 160 report 305 show customer history 164 statement description 161 terms 161 Sales journal invoices printing 105 Sales journal labels printing 105 Sales summary item report 292 Sales summary item report 290 Sales tax assigning to customer 66 customer invoices 151 deleting 101 modifying 101 reports 324 setup 100 setup field descriptions 100 Salespeople commission on gross margin 102 commission rate 102 customer invoices 152 deleting 104 modifying 103 report 326 setting up 102 setup field descriptions 102 Salesperson see Salespeople assigning to customer 66 Sample company opening on Macintosh 9 opening on Window
14. Enter the company name and address Select the Ending Date of Prior Year Enter modify a chart of accounts Assign posting categories Enter beginning ledger balances Enter customers Enter outstanding receivables prior to current fiscal year Verify outstanding receivables setup Enter Vendors Enter outstanding payables dated prior to current fiscal year Verify outstanding payables setup Setup inventory or service items Verify beginning inventory MultiLedger Window Company Information Company Information Chart of Accounts Interface Accounts Account Balances Customer Setup Sales Journal Customer Reports Vendor Setup Payables Journal Vendor Reports Item Setup Item Reports Creating a New Company File on Windows 17 Creating a New Company File on Windows 1 Open MultiLedger by clicking Start to Programs or the shortcut then choosing MultiLedger from the CheckMark MultiLedger group 2 Choose New Company from the File menu Save in jo Construction Sample x img Fe 4 E Const Partner MLO My Recent Documents Desktop My Documents 33 My Computer a File name v Save gt My Network Save as type MultiLedger Files MLO Cancel Places 3 Enter a name for your company files The default location for your company files is the MLedger directory Important Use a short name such as ABC instead of American Business Company to identify your company files
15. The salesperson s name and commission rate are shown Total invoices as well as total paid invoices appear here Totals for all selected salespeople appear here AAA Salesperson Report 04 01 05 to 06 30 05 Retail Sample Co Corp Salesperson Report 04 01 05 to 06 30 05 Salesperson Commissionable Sales Gross Margin Commission Franklin E Foot 3 00 On Sales Total Invoices 0 00 6 00 0 00 Paid Invoices 0 00 0 00 0 00 Katharine Ann Clay 3 00 On Sales 64 01 05 Inv3 86 TSA Distribution 16 300 00 05 01 05 Inv3 89 TSA Distribution 10 300 00 06 01 05 Inv3 92 TSA Distribution 16 300 00 il Total Invoices 30 900 00 19 424 88 927 00 Paid Invoices 20 600 00 12 949 92 618 00 Margarita Louise May 3 50 On Sales 64 16 05 Inv3 87 Jamie Fischer 7 942 50 04 16 05 Inv3 88 Arnold Schmidt 7 150 00 05 16 05 Inv3 90 Arnold Schmidt 7 150 00 05 16 05 Inv3 91 Jamie Fischer 7 942 50 06 16 05 Inv3 93 Jamie Fischer 7 942 50 06 16 05 Inv3 94 Arnold Schmidt 7 150 00 Total Invoices 45 277 50 30 964 60 1 584 71 Paid Invoices 38 127 50 25 747 78 1 334 46 Total Invoices 76 177 50 50 389 48 2 511 71 C Paid Invoices 58 727 50 38 697 70 1 952 46 Invoices that have been paid by the customer are marked with asterisk Job Reports The jobs you set up on the Jobs window appear here You can select a month or range of months for the report Job Summary Job Reports 329 Job summary report shows actual and estimated job income and e
16. CheckMark Payroll User s Manual Review Posting Summary After you have calculated payroll and created checks in CheckMark Payroll you should review the Posting Summary to make sure the information is correct before you post to MultiLedger 3 In CheckMark Payroll click Employee Paychecks in the Command Center then select Posting Summary 4 Select Month or Check Dates for the Report Range then select the month or check dates 5 Highlight the checks that you want to review from the list on the left If no checks are highlighted information for all checks will be reported 6 Click View or Print The Posting Summary report shows check information in a summarized format The net for each check is shown along with totals for wages income taxes and deductions Employer payroll taxes are shown as an entry at the bottom of the report These are accrued tax liabilities and total expense for FICA FUTA and SUTA 7 Verify that all ledger accounts are assigned correctly For help with incorrectly assigned Ledger Accounts see your CheckMark Payroll User s Manual Note 10 11 12 13 14 Posting Employee Checks to MultiLedger for Windows 335 Posting to MultiLedger for Windows Make sure you have your MultiLedger company files open In CheckMark Payroll click Employee Paychecks in the Command Center if you haven t already Select Month or Check Dates for the Report Range then select the month or check dat
17. Depreciation Expense Dues amp Memberships Insurance General Insurance Group Insurance Owner Legal amp Accounting Services Professional Fees Commissions Paid 7200 7300 7400 7500 7600 7610 7700 7800 7900 7950 8000 8100 8200 8300 9100 9500 Professional Chart of Accounts 359 Meals amp Entertainment Miscellaneous Expense Office Supplies Pension Profit Sharing Expense Postage Printing Rent Repairs amp Maintenance Payroll Salaries Payroll Taxes Licenses Telephone Travel Utilities Interest Earned Interest Expense 360 Appendix B Sample COAs Profit Center Chart of Accounts 1010 Cash in Bank General 1020 Cash in Bank Payroll 1030 Petty Cash 1040 Money Market Account 1100 Accounts Receivable 1140 Allowance Bad Debts 1200 Prepaid Expenses 1400 Inventory 1600 Land 1620 Building 1640 Computer Equipment 1660 Furniture amp Fixtures 1680 Leasehold Improvements 1690 Vehicles 1720 Accum Depr Building 1740 Accum Depr Comp Equip 1760 Accum Depr Furn amp Fix 1780 Accum Depr Leaseholds 1790 Accum Depr Vehicles 1800 Construction in Progress 1900 Deposits 1950 Long Term Notes Receivable 2100 Accounts Payable 2200 Sales Tax Payable 2300 Employee Health Insurance 2310 Employee 401k Savings Plan 2320 Federal Unemployment Tax 2330 State Unemployment Tax 2340 FICA Tax Payable 2350 Federal Withholding Tax 2360 State Withholding Tax 2370 Local Wit
18. Tab delimited simply means that a tab character separates each field in the text file Here are a few important things to remember about a tab delimited text file e There are no titles for the data in the text file e lt tab gt is just a symbol for the TAB character on your keyboard Don t use the letters t a b e The lt CR gt character is the ENTER key Windows or the RETURN key Macintosh on your keyboard e A word processing program can be used to view a text file It might display characters like gt for lt tab gt and for lt CR gt When data is imported MultiLedger opens the text file and reads the information into your company files When data is exported MultiLedger copies the selected information from your company and saves it to a text file The exported information can then be read by many applications including of course MultiLedger Every time you export information you can save it to a different text file For instance you could export your customers to one file your vendors to a second file and your items to a third file 244 Chapter 10 Other Activities Exporting from MultiLedger 1 Choose Export from the File menu Q port BEI Arnold Schmidt Customers v Separate City State Zip CheckMark Software Jamie Fischer December 08 v Jane Gleason Kelley s Supply Shop Copy All Export Sylvia Holden TSA Distribution Cow Remove Field List Export Li
19. The following section describes the fields on Sales Tax Setup Enter a name up to 13 characters long including spaces The sales tax categories appear in the pop up list on Customer Invoices in the order that you enter them You may want to enter the most common sales tax categories first If you type a minus sign in front of the sales tax name the sales tax name won t print on invoices Enter the Tax as a percentage For example a tax rate of 3 should be entered as 3 You can enter a percentage that is up to two places to the left and four places to the right of the decimal point 99 9999 Note If you try to enter a percentage that is more than two places to the left or more than four places to the right of the decimal point MultiLedger will truncate the number not round it up When you click in this box a pop up list of your chart of accounts appears From the list of your chart of accounts select a Liability Account in the 2000 range to associate with the sales tax category When the sales tax category is used on Customer Invoices the liability account associated with that category is automatically increased Sales Tax Set Up 101 Setting Up Sales Tax Categories 1 Click Sales Tax Setup in the Command Center Name _____ Tax Sales Tax 2 Type ina name for the sales tax category in the Tax Name edit box 3 Enter the percentage for the sales tax in the Tax edit box 4 Select a general le
20. You can modify or delete the transaction For more details see Modifying or Deleting a Transaction on page 127 236 Chapter 10 Other Activities e A prior outstanding total was not entered You need to enter a prior outstanding total if checks or deposits were created before you started using MultiLedger but haven t yet cleared the bank The total amount for these checks and deposits needs to be entered in the Outstanding Not Entered field so you can reconcile the bank balance For details about the Outstanding Not Entered field see Bank Reconciliation Field Descriptions on page 229 e A check or deposit was already marked as cleared then the transaction amount was modified after the bank reconciliation was finalized If you modify a transaction that was cleared and then finalized then modify the transaction amount the transaction is automatically uncleared You should mark the transaction with the modified amount as cleared on the Bank Reconciliation Adjust Inventory Window Reuse Inventory Account Adjust Account Adjust Inventory provides a simple way to adjust the values in your inventory account to reflect current inventory values You can use this window to e Adjust inventory levels after taking a physical inventory count to reflect what you actually have on hand e Remove an item from inventory that didn t involve a sale such as an inventory transfer from one location to another e Bui
21. You can have the Notes and Add Notes you ve set up for a customer print on Sales Journal invoices by selecting Print Customer Notes on Sales Journal on Preferences under the File menu Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY The invoice date along with any selected terms determine the invoice s due and discount dates Enter a description up to 25 characters long You could enter a purchase order number or some other reference number The description will print on a customer statement but not on the invoice If you don t enter a description the customer name will be automatically copied to this field when you save the invoice Select the terms from the pop up list If the pop up list does not appear terms have not yet been set up You can choose default terms for your customers on Customer Setup that will be selected automatically when you reach the Terms pop up list Terms determine the discount date and when payment is due for the invoice If terms are not entered the invoice s date becomes the due date Select the ledger account from the pop up list For more information on using pop up lists see Using Pop Up Lists on page 118 When you save the invoice the account entered here is increased by the amount for the detail line Usually th
22. checked If codes are setup for vendors all lists will sort by the code as the default To change it to sort by Vendor name this preference must be checked If codes are setup for items all lists will sort by the code as the default To change it to sort by Item name this preference must be checked When checked if you resize or reposition a window within the MultiLedger program the new sizes and positions are saved An internet connection is required When checked MultiLedger will determine if any patches or updates are available when you open the program When you mark a checkbox to change the sort the change will take effect when the company is re opened Customizing Financial Statements 95 Customizing Financial Statements You can customize the account headings that appear on your balance sheet and income statement You can also group accounts so they will appear as one line summaries on financial statements Click Financial Statements in the Command Center Range Description Chart of Accounts 7000 1599 Current Assets oe 1020 Cash in Bank Payroll Acct 4010 1040 Cash 1025 Money market 030 Undeposited Cash 1100 1200 Receivables 1400 1430 Construction Assets hae lee ecelvable 4500 1520 Prepaids 1200 Contracts Receivable 410 Construction in Progress 420 Material Unused amp Unassigned 430 Unimproved Land Non subdivided 500 Prepaid Insurance 1510 Prepaid Taxes 1520 Prep
23. for Your Printer on page 111 Printing 1096s on Preprinted Forms Click Vendor Reports in the Command Center Select 1096 Preprinted Form from the pull down menu All vendors you have designated as 1099 Vendors on the Vendor Setup window are selected automatically You can select or deselect vendors by holding down the Ctrl key Windows or the Command key Macintosh while clicking the vendor s name Select the Year MultiLedger calculates the year to date payments to a vendor for the year you ve selected If necessary select checkbox to Omit if under 600 If you have vendors marked as 1099 Vendors but you have paid them less than 600 for the calendar year you can click this option so a 1099 doesn t print If necessary select check to Use Adjust Value If you have entered a 1099 Adjust amount in the Vendor setup window that should be included on the 1099s click this option Click Print If the alignment is correct you are ready to print the 1096 If the alignment is not correct see Formatting Checks Invoices Statements 1099s amp Deposits on page 110 Printing 1096 File Copy This form is strictly for your files and cannot be submitted to the IRS with the 1099s Follow the same procedures as the Preprinted 1096 but use plain white paper instead of the preprinted forms 288 Chapter 11 Customer Vendor amp Item Reports Note Printing 1099s on 4up Blank Forms Click Vendor Reports in the C
24. s Command Center is enabled on your screen 8 Chapter 1 Getting Started Opening Recently Used Companies On Windows Note MultiLedger stores the paths to the last three open companies which makes opening frequently used company files easy Start MultiLedger by clicking Start to Programs then choosing MultiLedger from the CheckMark MultiLedger group Or double click the shortcut on your Desktop Choose Open Recent Company from the File menu then drag out to select the desired company files If you use one set of company files on a regular basis you can have MultiLedger automatically open that set of files when you launch MultiLedger For more information see Setting User Settings on page 93 Installing MultiLedger on a Macintosh Note Important a UOU N m Follow the steps below to install MultiLedger for Macintosh on your hard drive If you will be using MultiLedger s multi user capabilities see also Chapter 6 Multi User MultiLedger Start your computer as you normally would Insert the MultiLedger disk Double click the ML Installer icon Follow the on screen instructions for installing MultiLedger on your hard drive MultiLedger is copyrighted You may only copy the program according to the terms set forth in the License Agreement A folder named MultiLedgerf is installed in the Applications folder and automatically opens Eject the MultiLedger program disk Starting MultiLedger
25. verify that all accounts in the Employer Checks report in CheckMark Payroll have matching accounts in your MultiLedger company files Then make any necessary changes in either CheckMark Payroll or MultiLedger e Duplicate Document number found Document not imported There are two possible explanations for this error message 1 You have imported the checks already You should verify in MultiLedger that the checks you are trying to post have not already been posted To do this Click Transaction Journals in MultiLedger s Command Center then select the month from the month list Select the Disbursements radio button then look those check numbers to see if checks have already been posted 2 You have a check number in MultiLedger that has the same document number as the check you are trying to post Change the document number and try posting again 346 Appendix A Working with CheckMark Payroll 347 Appendix B Sample COAs The charts of accounts in this appendix are contained in the folder Sample COAs on your master disk 348 Appendix B Sample COAs Basic Chart of Accounts 1010 1020 1100 1200 1700 1720 1740 1800 1820 1840 2100 2200 2300 2400 2500 2550 2700 3000 3100 3200 4100 5000 6000 6100 6200 6300 6400 6500 6600 6700 Cash In Bank Checking Acct Money Market Account Accounts Receivable Prepaid Expenses Computer Equipment Office Furniture amp Equipment Vehicles Accum Depr
26. 00 04 15 05 Sale Invi 34 7 500 00 04 15 05 Deposit Dep 15 Invi 24 3 000 00 17 300 00 9 800 00 Click the window s close box to close it and return to the Sales Journal 4 Continue filling in the rest of the fields with the appropriate information For field explanations see Sales Journal Field Descriptions on page 160 Note You can add comment lines to the invoice at any time by choosing Insert Line from the Edit menu Ctrl I on Windows or 1 on Macintosh For more information see Adding Comment Lines to Transactions on page 126 5 After you have entered a ledger account usually an income account in the 4000 4999 range and amount Job and Description are optional press TAB to add the detail line to the invoice As you add detail lines to the invoice the Invoice Total field is updated Invoice Total 4025 00 6 On Windows if necessary click New Line or press ENTER to begin entering another item 166 Chapter 8 Customer Transactions Note 7 A UOU N a On Macintosh if necessary press TAB or RETURN again to begin entering another item When you re finished entering all the information for the invoice click Save If the Invoice Total exceeds the customer s credit limit an alert appears allowing you to continue to save or cancel When the invoice is saved the transaction is posted automatically to the general ledger and the invoice number is increased by one Printing
27. 0005 1 00 5000 0000 0 0000 5000 00 156 Chapter 8 Customer Transactions 2 If necessary enter or change the invoice number press TAB The Customers pop up list appears OK D Cancel JC Edit E New 32N po _ Find Anywhere Arnold Schmidt Jamie Fischer Jane Gleason Kelley s Supply Shop Sylvia Holden ITSA Distribution 3 Select a customer from the pop up list and press TAB For details about using pop up lists see Using Pop Up Lists on page 118 Customer Invoices 157 Note After selecting a customer you can see the customer s transaction history by clicking on the History button at the top of the window The current date is used as the Cutoff Date for the report OOP Transaction Detail 07 19 05 Retail Sample Co Corp Transaction Detail 07 19 05 Customer Date Type Doc Sale Receipt Sylvia Holden 01 20 05 Sale Inv3 78 1 458 44 92 15 85 Deposit Dep 30 Inv3 73 1 458 44 43 18 85 Sale Inv3 118 984 16 84 15 05 Deposit Dep 41 1nv3 118 984 16 4 18 85 Sale Inv3 119 865 36 05 15 05 Sale Inv3 128 1 445 87 95 15 85 Deposit Dep 42 Inv3 119 865 36 66 15 85 Deposit Dep 43 Inv3 126 1 445 87 06 19 05 Sale Inv3 117 893 52 07 18 05 Sale Inv3 121 1 766 45 7 413 80 4 753 83 Click the window s close box to close it and return to Customer Invoices 4 Continue filling in the rest of the fields with the appropriate information For field explanations see Customer Invoices Field Desc
28. 05 05 10 05 05 16 05 05 31 05 06 09 05 06 21 05 06 21 05 07 10 05 Accounts Payable The report total and the total for the Accounts Payable account should agree Report total Vendor Reports 281 Accounts Payable Aged report example Each invoice is categorized based on how many days it is past due ae ea Aged Accounts Payable 08 01 05 Retail Sample Co Corp Aged Accounts Payab 08 01 05 Vendor Invoice Due Current 1 30 31 60 6i Utility Service Company of Col PJ21343 94 16 32 55 US Western Telephone Systems PJ21342 95 01 73 44 Office Mart PJ21341 05 01 167 99 BTS Distribution Supply AP3 44 05 10 11 550 00 Utility Service Company of Col PJ21345 05 16 168 67 US Western Telephone Systems PJ21344 05 31 97 46 BTS Distribution Supply AP3 45 06 09 11 550 00 RMNP PJ21346 66 21 998 43 RHINO OIL PU21333 06 21 1 011 78 BTS Distribution Supply AP3 46 07 10 11 550 00 Aging Summary Current 6 06 1 38 11 550 00 31 60 13 560 21 61 12 636 11 37 148 32 2100 Accounts Payable 37 140 32 The report total and the total for the Accounts Payable account should agree Report total 282 Chapter 11 Customer Vendor amp Item Reports Accounts Payable Summary Aged report example Outstanding amounts for each vendor are shown based on the defined aging periods AAA Accounts Payable Summary 08 01 05 Retail Sample Co Corp Accounts Payable Summary 08 01 fo Vendor Current 1 30 31 60 61 Total BTS Distribution
29. 05 31 D G G D D D D D R R G G G G G G G D D D D D D D R R G G G G G 05 31 05 Debits Credits Total 51 963 00 46 553 79 Magnol US Wes Utilit AIC Ad A Prin BTS Di 80525 TSA Di Magnol Utilit US Hes Office BTS Di Utilit US Wes Jamie TSA Di Activity 4 505 48 1 500 00 25 00 2 000 00 131 55 85 465 2 000 00 900 00 11 550 00 15 506 50 10 375 00 1 609 92 944 42 2 273 33 982 07 1 194 38 2 000 00 25 00 1 500 00 141 22 73 44 167 99 11 558 00 86 46 131 55 15 606 56 10 375 00 1 609 92 944 42 1 439 01 982 07 705 58 5 409 21 9 914 69 The ending balance for the account based on the month s being reported is shown here 312 Chapter 12 Financial amp Other Reports The J column on the General Ledger report shows the initial of the journal that was used to create the transaction The journal initials represent the following Transactions created in the Disbursements Journal or Vendor Payments Transactions created in Item Purchases or the Payables Journal Transactions created in Customer Invoices or the Sales Journal Transactions created in the Receipts Journal or Customer Payments Oo nn VU OU Transactions that were created in the General Journal and includes transactions created in Adjust Inventory Balance Sheet Reports A Balance Sheet shows your company s assets liabilitie
30. 05 to 06 30 05 Retail Sample Co Corp Customer Information 06 01 05 to 06 30 05 Customer Phone Fax Notes 970 555 3333 970 555 3344 Notes Field Add l Notes Field 1D 1234567 Arnold s 3rd Location Attn Lizzie 678 Penguin PL Fort Collins CO 80525 Arnold s 2nd Location Attn Jan 111 Pie Place Fort Collins CO 80525 Jamie Fischer 913 555 1717 Janet 913 555 1728 6066 Longways Drive Notes Norton KS 96364 Working with Customer Statements Select the customer or customers If necessary scroll the list box to find the name of the customer you want You can also use the Find command under the Edit menu to select a customer from a long list for details see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of customers from the list see Making Selections in a Reports List on page 262 If no customer names are highlighted statements for all customers will be reported If you have set up codes for your customers and would like those codes to appear on reports check the Show Code Field on Reports option on the Preferences window under the File menu 2 Select either Customer Statements Open Invoices or Customer Statements Activity Based For details see the previous descriptions of the Customer Statements 3 Click View Print or Text File Customer Reports 275 Customer Statement Open Invoices example AAA Statements Invoice 04 01 0
31. 05 to 06 30 05 Retail Sample Co Corp Item History 05 01 05 to 46 30 05 Date Doc I tem Quantity Amount BTS Distribution Supply 05 10 05 AP3 45 Dingbats Store 1 150 00 1 500 00 95 10 05 AP3 45 Dingbats Store 2 150 00 1 500 00 Item name quantity 95 13 05 AP3 45 Dingwings Store 1 150 00 2 250 00 05 10 05 AP3 45 Dingwings Store 2 150 00 2 250 00 and amount are 05 10 05 AP3 45 Whizbats Store 1 150 00 1 950 00 shown by invoice for 05 10 05 AP3 45 Whizbats Store 2 150 00 1 950 00 06 10 05 AP3 46 Dingbats Store 1 150 00 1 500 00 the selected vendors 06 10 05 AP3 46 Dingbats Store 2 150 00 1 500 00 06 10 05 AP3 46 Dingwings Store 1 150 00 2 250 00 06 10 05 AP3 46 Dingwings Store 2 150 00 2 250 00 06 10 05 AP3 46 Whizbats Store 1 150 00 1 950 00 06 10 05 AP3 46 Whizbats Store 2 150 00 1 950 00 22 800 00 Terry s Supply Store 05 01 05 PJ21347 Dingbats Store 1 25 00 250 00 605 01 05 PJ21347 Dingwings Store 1 25 00 375 00 05 01 05 PJ21347 Whizbats Store 1 25 00 325 00 06 01 05 PJ21348 Dingbats Store 1 10 00 100 00 06 01 05 PJ21348 Dingbats Store 2 10 00 100 00 06 01 05 PJ21348 Dingwings Store 1 10 00 150 00 1 300 00 Working with the Vendor Information Report 1 Select the vendor or vendors If necessary scroll the list box to find the name of the vendor you want You can also use the Find command under the Edit menu to select a vendor from a long list for details see Using the Find Command with Reports on page 260 You can sele
32. 207 report 305 Discount adjustment account on customer payments 171 on vendor payments 213 Document number item purchases 195 payables journal 202 Document numbers 121 checking for duplicates 122 Double entry accounting definition 369 Double click definition 369 Drag definition 369 Drill down on general ledger reports 310 on transaction journal reports 308 on trial balance report 302 Due date item purchases 195 payables journal 203 Duplicate documents checking for 90 122 E Ending date of prior year 14 22 Equity owner s equity definition 369 Error messages 376 36 input output error 376 38 file not open 376 39 file incorrect size 376 5000 file access error 376 DUNZIP32 DLL 377 DZIP32 DLL 377 posting payroll 344 unhandled exception 376 Expenses definition 369 Export definition 369 Exporting 242 244 posting employee checks to MultiLedger for Mac 339 posting employee checks to MultiLedger for Windows 334 posting employer checks to MultiLedger for Mac 342 posting employer checks to MultiLedger for Windows 337 separate city state zip 245 To CheckMark Forms 1099 247 F File menu find company fles 257 print font 104 renumber accounts 257 Finalize bank reconciliation 231 385 Finance charges 187 deleting 190 field descriptions 187 recording 188 recording payments 190 Financial reports see reports Financial snapshot 323 Financial snapshot report 323 Financial statements customizing 95 customiz
33. Bill Address Arnold Notes Job 0005 4040 Lamplight Lane Press TAB or RETURN Fort Colins CO 80525 Macintosh Pr New acintos ae apa Terms Invoice Total 500 00 Windows after the Ledger Account Job Description Amount Amount field to add es ES eee another detail line to the 1010 Cash In Bank Checking Acct 0005 Arnold Schmidt 500 00 invoice 164 Chapter 8 Customer Transactions Note 2 If necessary enter or change the invoice number The Customers pop up list appears OK Cancel Edit E New 3N _ Find Anywhere Arnold Schmidt Christy Wallen City of Lake Tahoe Dylan Jim Gottrich Summit HOA JJ Johnson Lake Tahoe Assoc Martin Joe Tahoe Summit HOA Michaels Curt Tahoe Summit HOA Stevens HOA Thomson Don and Lisa 3 Select a customer from the pop up list and press TAB For details about using pop up lists see Using Pop Up Lists on page 118 After selecting a customer you can see the customer s transaction history by clicking the History button at the top of the window The current date is used as the Cutoff Date for the report Sales Journal 165 AAA Transaction Detail 07 20 05 Construction Sample Co Partnr Transaction Detail 07 20 05 Customer Date Type Doc Sale Receipt JJ Johnson 1 15 05 Sale Invi 4 2 800 00 02 15 05 Deposit Dep 4 Invi 4 2 800 00 02 15 05 Sale Invi 14 4 000 00 03 15 05 Deposit Dep 10 Inv1 14 4 600 06 03 15 05 Sale Invi 24 3 000
34. Check Summary 342 Posting to MultiLedger for Macintosh 342 Possible Posting Errors for Employee Checks 344 Possible Posting Errors for Employer Checks 345 Appendix B Sample COAs 347 Basic Chart of Accounts 348 Construction Partnership Chart of Accounts 349 Graphic Artist Chart of Accounts 351 Medical Partnership Chart of Accounts 352 Newspaper Chart of Accounts 354 Non Profit Chart of Accounts 355 Partnership Chart of Accounts 357 Printing Copy Center Chart of Accounts 358 Professional Chart of Accounts 359 Profit Center Chart of Accounts 360 Restaurant Chart of Accounts 363 Retail Chart of Accounts 365 Sole Proprietorship Chart of Accounts 366 Appendix C Glossary 367 Appendix D AppleScript and Importing 371 Importing Information into MultiLedger Using AppleScript 372 xi Appendix E Error Messages 375 Macintosh or Windows Error Messages 376 Macintosh Error Messages 376 Windows Error Messages 376 Index 379 xii Table of Contents Chapter 1 Getting Started Like most users of business software you probably bought MultiLedger because you ve got a job to do But before you jump into the chapter on setting up a company please read this brief chapter on what you should know before you start using MultiLedger 2 Chapter 1 Getting Started Hardware and System Requirements How to Get Help Note MultiLedger for Windows e 10 MB free disk space e Windows 2000 or higher e Windows compatible printer MultiLedger
35. Descriptions This section discusses the individual fields on the Sales Journal When you save a Sales Journal invoice with the Quote option checked the transaction does not affect the General Ledger and can be modified deleted or converted to a Sales Journal invoice at any time For more details on working with Quotes see Quotes on page 179 If you have Sales Journal invoices that occur on a regular basis you can save them with Recurring checked You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created For more details on working with recurring entries see Recurring Entries on page 130 Enter an invoice number up to eight characters long to identify the invoice The last character must be a number After the invoice is saved the invoice number or last number of a combination of characters is automatically increased by one Select a customer from the pop up list The customer s name address and any notes set up for the customer are entered automatically too Notes appear during transaction entry but do not print automatically on the invoice You can add a new customer or edit existing customer information without closing the Customers pop up list by clicking New AIt N on Windows or N on Macintosh or Edit Alt E on Windows or E on Macintosh Date Statement Description Terms Ledger Account Job Description Amount Sales Journal 161
36. Dingwings Store 2 75 00 3 656 25 12 16 05 Inv3 106 Whizbats Store 2 75 00 2 317 50 03 16 06 Inv3 110 Dingbats Store 2 75 00 1 968 75 03 16 06 Inv3 118 Dingwings Store 2 75 00 3 656 25 03 16 06 Inv3 110 Whizbats Store 2 75 00 2 317 50 15 885 00 Working with the Customer Information Report 1 Select the customer or customers If necessary scroll the list box to find the name of the customer you want You can also use the Find command under the Edit menu to select a customer from a long list for details see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of customers from the list see Making Selections in a Reports List on page 262 If no customer names are highlighted all customers will be reported If you have set up codes for your customers and would like those codes to appear on reports check the Show Code Field on Reports option on the Preferences window under the File menu 2 Select Customer Information For details see the previous description of the Customer Information report 3 Click View Print or Text File 274 Chapter 11 Customer Vendor amp Item Reports This information comes from the Customer Setup window This information comes from Ship To addresses set up on the Customer Invoices window rnold Schmidt Arnie 4040 Lamplight Lane ort Collins CO 86525 Customer Information report example OOOO Customer Information 06 01
37. Display Metafile FA Display PDF PICT file Click the appropriate Custom radio button For example clicking the Custom 11 Invoice Quote PO radio button with Display Metafile or Display PDF PICT File checked causes a standard Open File dialog box to appear on your screen Invoices quotes and purchase orders use the same format Open the appropriate Metafile or PDF PICT File On Windows Several sample forms in the metafile format are included in the Metafile folder installed in the MLedger directory On Macintosh Several sample forms in the PDF PICT format are included in the Sample PDF PICTs folder installed in the MultiLedgerf folder Your company name and address from Company Information will print on invoices and statements that use these metafiles or PDF PICT Files For example if you click 11_Inv wmf in the scroll box and then click Open the following formatting window would appear 114 Chapter 5 Setup Options 000 Format Company Name amp Address INVOICE SALCSOLOSON CORE DATE Ship To ACCT suipoate DATE SHIPPED VIA mews e MS PuRCHASEORDER ACHASE ORDER amp Ship Via PO Number 4 Drag the print fields you want to reposition to their new positions Note You cannot reposition the background metafile or PDF PICT File For example the text Acct is part of the metafile or PDF PICT file not a print field To edit the text graphics or background for this particul
38. Done Company Information Profit Centers Chart of Accounts Interface Accounts Financial Statement Format Account Balances Budget Amounts Customer Setup Vendor Setup tem Setup Customer Terms Sales Tax Setup Salesperson Setup Job Setup Ship Via v 2 Type in a user s name up to 20 characters 3 Type in a password up to six characters The password can be letters numbers or a combination of both Passwords are not case sensitive meaning entering SKIT is the same as entering ski 4 Click the menu commands from the Accessible Menu Commands list that this user should have access to then click Save To deselect a menu command simply click it so that the asterisk Windows or check mark Macintosh is removed You can select or deselect a range of menu commands by clicking on the first one and dragging down the list You can continue entering new users and passwords or if you re finished click Done 142 Chapter 6 Multi User MultiLedger Note Note Note When you create a new company with MultiLedger a user named Master is automatically set up for you The Master initially has no password but has access to all menu commands If you will be using passwords for your company you need to assign a password to the Master before any other users and passwords are activated Please note that you can change the name Master to a user s name However the first user s name in the list is
39. General Journal Field Descriptions This section discusses the individual fields on the General Journal If you have General Journal entries that occur on a regular basis you can save them with Recurring checked You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created For more details on working with recurring entries see Recurring Entries on page 130 Enter a reference number up to eight characters long to identify the transaction The last character must be a number After the transaction is saved the reference number is automatically increased by one Enter a description up to 25 characters long Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from any open month provided the month isn t locked in the form MM DD YY Select a ledger account from the pop up list For more information see Using Pop Up Lists on page 118 Because you have to enter both the debit and the credit of a General Journal transaction each General Journal entry will have at least two ledger accounts Select the job for this detail line from the pop up list If the Jobs pop up list does not appear no jobs have been set up or Skip Jobs Ctrl K on Windows or K on Macintosh under the Edit menu is checked The description you entered above is copied and highlighted automatically You
40. Income Box 3 Medical and Healthcare 72 Chapter 4 Customer Vendor amp Item Setup Due Days Day of Month v Day of Month Day of Month Discount Discount Days Credit Limit Payments Box 6 Non employee Compensation Box 7 or Gross Proceeds Paid to an attorney Box 14 You can assign terms to a vendor such as days until due discount or the number of discount days you re given by the vendor If Day of Month is checked the due date is the same day of each month For example if you enter 15 in the edit box the due date will always be the 15th day of the month The maximum number of Due Days is 31 if Day of Month is checked If Day of Month is not checked the due date is the number of days after the invoice date For example if you enter 15 in the edit box the due date would be fifteen days after the invoice date The maximum number of Due Days is 240 if Day of Month is not checked Initially when you set up a new vendor Due Days is 30 which is based on the value entered for Default Vendor Due Days in Preferences under the File menu and Day of Month is not checked If you don t have a value in Due Days MultiLedger uses the invoice date as the due date and as the aging date for payables If you change a vendor s default settings on Vendor Setup it will not change any outstanding payables for that vendor Also vendor terms due dates can be changed for individual Item Purchases or Payables Journal
41. Interest Expense 7100 01 Interest Exp Store 1 7100 02 Interest Expense Store 2 7200 Legal Fees 7200 01 Legal Fees Store 1 7200 02 Legal Fees Store 2 7300 Messenger Services 7300 01 Messenger Store 1 7300 02 Messenger Store 2 7400 Miscellaneous 7400 01 Miscellaneous Store 1 7400 02 Miscellaneous Store 2 7500 Parking 7500 01 Parking Store 1 7500 02 Parking Store 2 7600 Pension Plan Expense 7600 01 Pension Plan Expense Store 1 7600 02 Pension Plan Expense Store 2 7700 Postage 7700 01 Postage Store 1 7700 02 Postage Store 2 7800 Rent 7800 01 Rent Store 1 7800 02 Rent Store 2 7900 Repairs amp Maintenance 7900 01 Repairs Maint Store 1 7900 02 Repairs Maint Store 2 8000 Reproduction amp Printing Chgs 8000 01 Reproduction Printing Store 1 8000 02 Reproduction Printing Store 2 8100 Salaries Agency Temp Fees 8100 01 Salaries Temp Fees Store 1 8100 02 Salaries Temp Fees Store 2 8110 Salaries Commissions 362 Appendix B Sample COAs 8110 01 Salaries Commissions Store 1 8110 02 Salaries Commissions Store 2 8120 Salaries Officers 8120 01 Salaries Officers Store 1 8120 02 Salaries Officers Store 2 8130 Salaries Staff 8130 01 Salaries Staff Store 1 8130 02 Salaries Staff Store 2 8200 Storage 8200 01 Storage Store 1 8200 02 Storage Store 2 8300 Subscriptions 8300 01 Subscriptions Store 1 8300 02 Subscriptions Store 2 8400 Supplies Offi
42. Item Setup Commissionable Inventory Item Important Inactive If checked a sales commission for the salesperson selected on Customer Invoices will be calculated on the item This box is automatically checked for new items If the item is non commissionable you should uncheck the box When this box is checked the item is costed automatically when the item is sold on Customer Invoices and Qty on Hand is increased or reduced when the item is bought or sold This box is automatically checked for new items If the item is a non inventory item such as consulting or labor you should uncheck the box If an item is marked as an inventory item an alert appears in Customer Invoices if you try to sell more of the item than you have on hand If an item is a non inventory item be sure to uncheck the Inventory check box when you re setting up the item to avoid this alert Check this box to designate an item as inactive Inactive items appear at the bottom of an item list with a tilde C before their names Marking an item as inactive is an alternative to deleting an item You can still view reports for inactive items and you can make an inactive item active again by unchecking the Inactive box An Inactive item however is deleted when you close the year as long as there are no outstanding transactions associated with that item Setting Up Items 1 Each item can have up to three different selling prices These fields a
43. On Windows holding down the Escape esc key will abort the operation On Mac hold down the command key and period at the same time This is typified by two users trying to simultaneously save a transaction or a user attempting to save a transaction at the same time another user is generating a balance sheet 138 Chapter 6 Multi User MultiLedger e When the cursor appears without blinking another user has added data and the program is incorporating this additional data the duration depends on the amount of data involved Once the data has been incorporated the program will continue An example of this would be selecting the Customer report after customers have been added by another user Multi User Restrictions The fundamental restriction is allowing only one user to access transactions at one time Access occurs whenever transactions are saved including transaction journals customer vendor payments import etc or reports requiring a balanced state Balance Sheet Trial Balance or General Ledger listing are being created If simultaneous transaction access is attempted the blinking network cursor will appear until the operation is completed The delay will be equal to the time needed to perform the operation which in most cases is relatively short There are several special cases of restricted access A receivable payable cannot be modified if the Customer Vendor Payments screen is in use Deletions accounts customer
44. Order check box 3 Enter the purchase order information as you normally would enter an Item Purchase Note For detailed information on entering an Item Purchase see Recording a Purchase with Item Purchases on page 198 You may want to change the document number for purchase orders so as not to confuse them with Item Purchases For example you could use PO document number to indicate a purchase order The document number you enter the first time for a purchase order will automatically be increased by one for each new purchase order you save 4 Click Save 220 Chapter 9 Vendor Transactions Modify Cancel Delete Create Working with Purchase Orders You can modify delete or convert a purchase order to an Item Purchase at any time Click Item Purchases in the Command Center Check the Purchase Order check box Click Modify A list of purchase orders appears If the purchase order you are looking for does not appear in the list you may have to select a different month from the pull down menu Select the purchase order from the list then click OK You have four options Modify Cancel Delete and Create If you click Modify you can change any information for the purchase order After you modify information click Save to save the purchase order with changes If you click Cancel you return to Item Purchases If you click Delete the purchase order is deleted and you are returned to Item Purc
45. Outstanding payables that are dated prior to your current fiscal year are entered as totals for each vendor in the Payables Journal Transactions entered with dates prior to your current fiscal year do not affect ledger balances Outstanding payables that are dated within or after your current fiscal year should be entered as new transactions in Item Purchases or the Payables Journal windows For more details see Chapter 9 Vendor Transactions The total for outstanding payables invoices that you enter with a date prior to your current fiscal year should match the beginning balance you set up for the Accounts Payable ledger account on Account Balances The steps for setting up outstanding payables are as follows 1 Enter names and information for vendors with outstanding payables in Vendor Setup 2 Enter all the prior outstanding payables for each vendor in the Payables Journal 3 Verify the outstanding payables setup by checking balances on an Accounts Payable report The first step setting up vendor information is explained in the Chapter 4 Customer Vendor amp Item Setup The following sections explain steps 2 and 3 42 Chapter 2 Initial Setup Entering Outstanding Payables Once entered prior outstanding payables appear in Vendor Payments Before entering your outstanding payables you should have already set up vendor information 1 Click Payables Journal in the Command Center Make sure you enter a dat
46. Payments For more information see Recording Customer Payments on page 173 The Routing and Bank information will print unless you don t have the print option to Print MICR checked in the Print window of the Command screen For information on Printing documents see How to Use the Print Command on page 107 Using the Print Screen 109 5 Enter your company s bank account number up to 15 digits Note In most cases the MICR software automatically prints the symbols If you have to manually enter the symbols Enter a D capital D to type a MICR hyphen IS Enter a C capital C to type this symbol I Enter an A capital A to type this symbol la 6 Enter your bank s name and address in the appropriate fields 7 Enter your bank s Fractional Routing Some checks not all have a number printed near the bank name or near the top of the check This number is also called a Non MICR ACH 8 Repeat steps 2 7 for all accounts that you wish to print MICR 9 Print checks or deposit slips as you normally would Make sure the Print MICR option is selected in the Print window of the Command screen For information on how to print see How to Use the Print Command on page 107 110 Chapter 5 Setup Options Formatting Checks Invoices Statements 1099s amp Deposits The Format window under the File menu is used to position print fields for checks invoices purchase orders quotes customer stat
47. Range Community Center S 4000 Sales Commercial 30 500 00 5000 Cost of Sales Commerci 19 000 00 8750 Wages Staff 150 00 Balance Sheet 8850 PR Tax Expense Staff 17 03 accounts 1 000 Current Income amp Expense 30 500 00 19 167 03 Prior Income amp Expense 0 00 0 00 2999 are shown Net Total Income amp Expense 11 332 97 30 500 00 19 167 03 but do not figure in Net Estimated Income amp Expense 45 000 00 95 000 00 56 600 00 the totals for income 1420 Material Unused amp Unassigned 100 06 4000 Sales Commercial 44 950 00 and expense 5004 Cost of Sales Commercial 28 350 00 8750 Wages Staff 4 890 00 8850 PR Tax Expense Staff 443 43 Current Income amp Expense 44 950 00 33 683 43 Prior Income amp Expense 6 000 00 0 00 Net Total Income amp Expense 17 266 57 50 950 00 33 683 43 Net Estimated Income amp Expense 85 000 00 165 000 00 80 000 00 332 Chapter 12 Financial amp Other Reports Income and expense for a job is shown by invoice including ledger account date and transaction journal Current income and expense are summarized here Job Detail report example 808 Job Detail 01 01 05 to 01 31 05 Construction Samp le Co Partnr Job Detail 01 01 05 to 01 31 05 Reet Date Description 9001 City Fire Station AS 4000 81 86 85 8 Drywal l Comm 5900 01 06 05 D Massey Drywall 8758 61 31 05 Wages 50075 50077 8850 01 31 05 Emplr Tax 50075 50077 Current Income amp Expense 0002 Front Range Community Center S 40
48. Receipts Journal and Customer Payments 122 Chapter 7 Introduction to Transactions Quotes and Purchase Orders use their own unique numbers For example when you save a Quote you can assign the quote a document number such as QU 100 Then the next time you save a Quote it will automatically be assigned document number QU 101 When you convert a Quote or Purchase Order to a transaction it will be assigned the next available document number for that transaction Checking for duplicate document numbers MultiLedger allows you to save a transaction in the same journal with the same document number but not also the same date unless you have Check for Duplicate Documents checked on Preferences under the File menu Some transaction windows access the same journal in MultiLedger and will check for a duplicate document number entered in either transaction window For more information on which journals use the same numbering system see the Document Numbers section above If you have Check for Duplicate Documents on Preferences checked and a duplicate document number is found the following message appears Document number and date not unique Use next gt available document number Click Yes to assign the next available document number or click No to return to the transaction window then assign the transaction a new document number Working with 30 Open Months Important Important MultiLedger allows y
49. Shipping is automatically assigned If you are using pre printed invoices that already have this label printed on them you can remove this text 92 Chapter 5 Setup Options Currency Symbol Default Vendor Due Days You can use this field to change from the dollar currency symbol to another currency symbol such as on checks Please note that this option simply changes the symbol that appears on checks invoices and customer statements it does not convert any currency values You can use this field to change the number of due days assigned to new vendors Thirty days is assigned by default Mailing Label Options Label Left Label Top Label Height Label Width Across Repeat Factor Note Enter the number of inches from the left hand page edge Enter the number of inches from the top of the page edge Enter the height of each label in inches Enter the width of each label in inches Enter how many labels are across the label sheet Enter how many mailing labels should be printed for each selected customer or vendor For example a Repeat Factor of 3 will cause three mailing labels to be printed for each selected customer or vendor Enter inches to 01 hundreths of an inch Setting User Settings 93 Setting User Settings Open Last Company on Launch Prompt If No Backup in This Many Days In MultiLedger you can set both program Preferences and User Settings Options set on Preferences apply to all
50. Supply 6 06 11550 00 11550 00 11550 00 34 650 00 Office Mart 0 00 6 00 6 08 167 99 167 99 RHINO OIL 0 00 0 00 1011 78 0 00 1 011 78 RMNP 6 08 6 08 998 43 6 08 998 43 US Western Telephone Systems 6 68 0 00 0 00 170 90 170 90 Uti lity Service Company of Col 0 00 6 08 6 06 141 22 141 22 Aging Summary Current 0 00 1 30 11 550 00 31 60 13 560 21 61 12 636 11 37 148 32 2100 Accounts Payable 37 140 32 The report total and the total for the Report total Accounts Payable account should agree Working with Vendor History Reports 1 Select the vendor or vendors If necessary scroll the list box to find the name of the vendor you want You can also use the Find command under the Edit menu to select a vendor from a long list for details see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of vendors from the list see Making Selections in a Reports List on page 262 If no customer names are highlighted all vendors will be reported If you have set up codes for your vendors and would like those codes to appear on reports check the Show Code Field on Reports option on Preferences under the File menu 2 Select Transaction Detail Transaction Summary or Item Purchase Detail from the pull down menu For details see the previous descriptions of the types of vendor history reports available 3 Select a month or range of months 4 Click View Print or
51. Suta 34 65 50226 03 31 05 1020 Blue Cross CP 1 138 08 2536 Cafeteria PL 1 130 00 1020 Cash in Bank Payroll Acct 3 735 96 2388 Federal Withholding Tax 588 68 2316 Federal Unemployment Tax 46 56 2400 State Withholding Tax 239 46 2410 State Unemployment Tax 278 11 2500 FICA Tax Payable 1 461 15 2530 Employee Cafeteria Plan 1 130 00 A summary of all accounts affected and total debits and credits appear at the bottom of the report 308 Chapter 12 Financial amp Other Reports Drill Down on Transaction Journal Reports Transaction Journal reports have a drill down function that allows you to quickly move to an original transaction to see details or make modifications To utilize the drill down capabilities do the following 1 While viewing a Transaction Journal report move the pointer over the document number of the desired transaction The pointer tool changes to a magnifying glass tool 2 With the magnifying glass tool click on the transaction you want to see in drill down mode The transaction journal used to create the original transaction opens and the transaction appears You can modify the transaction if necessary For more details on modifying transactions see Modifying or Deleting a Transaction on page 127 After you modify the transaction open report windows need to be refreshed by closing the report window and reopening it before the modified transaction will appear 3 To return to the Transaction Jo
52. The file is named Employer by default Note The Employer file is a temporary file that can be dragged to the trash when posting is complete Or if you save it in the same location each time you can simply choose to replace it each time you post payroll thus avoiding confusion of having multiple Employer files on your hard drive 13 Choose where you want to save the file then click Save If a vendor does not exist in MultiLedger you will be asked to add the vendor When the posting is complete you will receive a message The checks are posted to the Disbursements Journal in MultiLedger 14 Click OK Note When you receive the message that posting has been sent it does not necessarily mean that the posting was successful The posting process sends information from CheckMark Payroll to MultiLedger but does not send information from MultiLedger back to CheckMark Payroll You should check the Disbursements Journal in MultiLedger to make sure the checks were sent correctly Posting Employee Checks to MultiLedger for Macintosh 339 Posting Employee Checks to MultiLedger for Macintosh Employee check information from CheckMark Payroll for Macintosh can be posted to MultiLedger for Macintosh by following these instructions Set up Ledger Accounts in CheckMark Payroll Before posting to MultiLedger you should assign account numbers to payroll categories in CheckMark Payroll 1 In CheckMark Payroll click Ledger Accounts in the Comma
53. The name is used only to identify your company s data files it does not appear on reports A short name will be easier to find in a window on your desktop or in a dialog box than a long one You can easily rename your company files at any time For more information see Renaming Company Files on page 255 You should NEVER rename your files using any other method as you may make your files inaccessible 4 Click Save 18 Chapter 2 Initial Setup A folder called COAs is installed in the MLedger folder This folder contains several charts of accounts that you can modify for your own business Appendix B Sample Charts of Accounts in this manual shows each of the sample charts of accounts 5 Select Yes or No If you want to create a new chart of accounts click No After you click No MultiLedger s Command Center appears on your screen with only the Company Information button enabled All other Command Center buttons are disabled until you set up basic company information The next section shows you how to do this If you want to copy an existing chart of accounts click Yes Open 5 Look in 9 COAs e ek Const mi3 V GRAPHIC ML3 My Recent MEDICAL ML3 Documents g NEWSPAPE ML3 3 V NONPROFI ML3 PARTNER ML3 Desktop Y PRINT ML3 PROFESS ML3 RESTAURA ML3 RETAIL ML3 9 SAMPLE ML3 9 SAMPL PC ML3 Service ML3 SOLEPROP ML3 My Documents
54. Total Owners Equi ty Total Liabilities amp Equity 152 008 35 50 000 00 38 139 82 3 000 00 500 00 174 133 26 2 059 66 189 240 13 305 064 52 26 854 00 16 520 00 15 523 00 22 557 36 8 836 80 13 123 32 8 479 52 313 544 04 27 177 67 3 468 16 3 217 50 0 01 33 863 34 116 233 81 140 840 08 21 541 40 7 065 41 169 446 89 313 544 04 Income Statement Reports 315 Income Statement Reports An Income Statement shows whether or not your company has earned a profit In addition to dollar values the income statement report shows income and expense as a percent of total sales If you are using profit centers you can create individual income statements for each profit center as well as a consolidated income statement for your company For more information on Profit Center Income Statements see Profit Center Income Statements later in this chapter 1 Click Income Statement in the Command Center i Income Statement kolka xA e ial View Brint T Period Profit Centers 06 30 07 a 01 Store 1 07 31 07 02 Store 2 08 31 07 09 30 07 C Prior Month Comparison 10 31 07 C Prior Year Comparison 11 30 07 12 31 07 C Income ys Budget 01 31 08 C Budget Report 02 29 08 03 31 08 04 30 08 z 05 31 08 Report Options 06 30 08 Whole Dollars 07 31 08 i 08 31 08 F Show Detail Accounts 09 30 08 M Show Date Time 10 31 08 F Show Net
55. Whizbats Store 2 150 00 13 0000 1 950 00 for the selected 930 00 12 6344 11 750 00 months Combined totals for all selected items are shown here 294 Chapter 11 Customer Vendor amp Item Reports Purchase Detail report example O09 Detail Purchases 06 01 05 to 06 30 05 Retail Sample Co Corp Detail Purchases 06 01 05 to 06 30 05 I tem Qty Purch Unit Cost Total Cost Item Purchases are Dingbats store g i 06 01 05 PJ21348 Terry 10 00 10 0000 100 00 shown by invoice _ 06 10 05 AP3 46 BTS Di 150 00 10 0000 1 500 00 j i 150 00 10 0000 1 600 00 including the Dingbats Store 2 quantity purchased 06 01 05 PJ21348 Terry 10 00 10 0000 100 00 66 10 05 AP3 46 BTS Di 150 00 10 0000 1 500 00 unit cost and total 150 00 10 0000 1 600 00 Dingwings Store 1 cost 06 01 05 PJ21348 9 Terry 10 00 15 0000 150 00 06 10 05 AP3 46 BTS Di 150 00 15 0000 2 250 00 150 00 15 0000 2 400 00 Dingwings Store 2 06 10 05 AP3 46 BTS Di 150 00 15 0000 2 250 00 150 00 15 0000 2 250 00 Whizbats Store 1 66 10 05 AP3 46 BTS Di 150 00 13 0000 1 950 00 150 00 13 0000 1 956 00 Whizbats Store 2 06 10 05 AP3 46 BTS Di 150 00 13 0000 1 950 00 150 00 13 0000 1 950 00 930 00 12 6344 11 750 00 Subtotals are shown after each Combined totals for all selected item items are shown here Inventory current report example O09 Current Inventory 08 01 05 Retail Sample Co Corp Current Inventory 08 01 05 I tem Qty o
56. account balance in the list and the next account balance in the list is highlighted for editing Enter beginning balances for each account using positive numbers to represent debits and negative numbers prefaced with a minus sign to represent credits Typically liability equity and income accounts have credit balances for example 30719 60 while asset and expense accounts have debit balances no minus sign Repeat step 2 for each account balance You can scroll through the account balances using the scroll bar or tab key You can also click an account balance to select it for editing Be sure to TAB out of the last account you edit or changes to that account will not be saved 3 After all balances have been entered check to see if the Ledger Balance amount just above the balance edit box is 0 00 Why your Ledger Balance might not be Note 0 00 Ledger Balance 0 00 If the Ledger Balance is not 0 00 then your accounts are out of balance e A common mistake is not putting a minus sign before credit amounts e A current income account and value were entered MultiLedger automatically calculates the current year net income for the income statement and balance sheet reports e You have not tabbed out of the last amount entered Since MultiLedger functions as a double entry bookkeeping system the Ledger Balance for each period should total 0 00 You can temporarily Save a non zero balance but you
57. accounts shown in the three report sections Operating Activities Investing Activities and Financing Activities e Cash at beginning of period For details about assigning accounts for the Cash Flow Statement see Setting Up Cash Flow Designations on page 25 1 Click Cash Flow in the Command Center Cash Flow Type Selected Perio Prior Month Comparison Prior Year Comparison Report Options M Whole Dollars M Show Detail Accounts M Show Date Time Selected Date Prior Month Comparison Prior Year Comparison Whole Dollars Show Detail Accounts Show Date amp Time 2 Cash Flow Reports 321 MultiLedger provides the following types of cash flow reports Types of Cash Flow Reports A standard Statement of Cash Flows report for the selected month or range of months Compares the selected month s with the previous month Compares the selected month s with the same period in the prior year Cash Flow Report Options Three options are available for each type of report Rounds dollars and cents to whole dollars on report Shows all accounts regardless of groupings that have been made with the Financial Statements window Date and time printed at bottom of page Select a report type For details see the previous descriptions of the types of cash flow reports available Select a period for the report You can select one month or a range of months If necessary click the appropri
58. also has the same date as the existing transaction If you import a transaction that has an item customer or vendor that does not exist in your company MultiLedger will ask you if you want to add the new item customer or vendor to your company files If you don t add the new data MultiLedger will skip that transaction If you do add the new data you should go to the appropriate set up window later to add address or payment information You can import invoices and payables along with their associated customer or vendor payments provided you use the field Amount Paid in both the Export List and the Import List Please note that using the Amount Paid field does not import the associated receipt or disbursement transaction you still need to import the receipt or disbursement but it does reduce the amount of the outstanding receivable or payable If you don t use the Amount Paid field imported customer or vendor payments do not automatically apply to invoices as they would if they had been entered through Customer or Vendor Payments Invoices associated with the imported customer or vendor payments will still Importing and Exporting Data 249 appear as unpaid and your Accounts Receivable or Accounts Payable reports will be out of balance Repeating Fields Many imported text files use repeating fields For instance a text file containing an invoice might have the following repeating fields item quantity pr
59. and Opening a Sample Company on Macintosh 9 Starting MultiLedger and Opening a Sample Company on Macintosh The following steps show you how to start MultiLedger and open a company file using a sample company as an example If you want to immediately begin setting up a company with MultiLedger go to the next chapter Initial Setup 1 Open the MultiLedgerf folder that was installed on your hard drive 2 Start MultiLedger by double clicking the MultiLedger icon 3 Choose Open Company from the File menu i a s Open aj s m 4 Sample Companies Q DEVICES amp J Construct mple Co f LJ Retail Sample Co f SHARED i LJ Service Sample Co f m iMacGs amp All PLACES MEDIA J Music ES Photos P Movies SEIS Cancel 4 Select the ML Samples folder then click Open or double click the ML Samples folder The dialog box now shows the three ML Sample Companies you can choose from Construction Sample Co Retail Sample Co and Service Sample Co 5 Select a sample company then click Open The dialog box now shows a highlighted MultiLedger sample company file 6 Click Open again Once MultiLedger is running with a company open MultiLedger s Command Center is enabled on your screen and you are ready to start exploring MultiLedger 10 Chapter I Getting Started Opening Recently Used Companies on Macintosh MultiLedger stores the paths
60. and the company s data files saved in that folder For example entering the name ABC would contain data files whose names begin with ABC The f is automatically added to the folder name to identify it as a folder The name ABC does not appear on reports or checks You will set up the company name for reports and checks in the company information window You can easily rename your company files at any time For more information see Renaming Company Files on page 255 You should never rename your files using any other method as you may make your files inaccessible 20 Chapter 2 Initial Setup 4 After the new company name has been entered click Save a s Save Save New Company as Save As lasd fa lt gt e J Sample Companies Ha DEVICES r L Construct mple Co f LI Retail Sample Co f Fe 7 Gd Service Sample Co f at eS EE Sample Companies na gt t All p p PLACES D v il u lu a gt gt New Folder Cancel Saver A folder called Sample COAs is installed in the MultiLedgerf folder This folder contains several charts of accounts that you can modify for your own business Appendix B Sample Charts of Accounts in this manual shows each of the sample charts of accounts 5 Select Yes or No If you want to create a new chart of accounts click No and skip to Step 1 on the next page If you want to copy an ex
61. any ledger balances Invoices entered in the Sales Journal or Payables Journal with a date prior to your current fiscal year should be invoices that your company has not yet received payment for or that your company has not yet paid as of the first day of your current fiscal year Click No to not save the transaction 126 Chapter 7 Introduction to Transactions Adding Comment Lines to Transactions Note Important You can add comment lines to transactions by choosing Insert Line Ctrl I on Windows or I on Macintosh from the Edit menu A five line edit box appears Upto5 separate lines you can add at one time OK Cancel Enter the comment up to five lines long and click OK The comment lines are added to the transaction detail list If you try to wrap the text it may not show up as entered It is best to force the line a line break with the Enter key on your keyboard Comment lines appear in transaction journal reports and when you print the transaction You can add as many comment lines as necessary You can add comment lines between detail lines on a transaction Simply select the detail line you want the comment line to appear before choose Insert Line Ctrl I on Windows or I on Macintosh from the Edit menu then type in the comment line and click OK You cannot add comment lines to Receipts Journal transactions created in Customer Payments or Disbursements Journal transactions created in Vendor Payments
62. are shown witha Date Doc Charge Payment Balance running balance for all arnold Schmidt outstanding amounts 83 16 85 Inv3 84 Continuous PO 101 7 589 00 7 589 00 05 15 05 FC 4 Finance Charges 113 83 7 702 83 Payments from the 30 05 16 05 FC 5 Finance Charges 113 83 7 816 66 days prior to the Cutoff 69 16 05 Inv3 183 Continuous PO 161 7 589 00 15 405 66 D h 12 16 05 Inv3 107 Continuous PO 101 7 589 00 22 994 66 ate are also shown 83 16 06 Inv3 109 Continuous P0 101 7 589 00 30 583 66 30 583 66 Jamie Fischer If the customer has had 89 16 05 Inv3 104 Continuous PO 201 8 017 50 8 017 50 activity in the 30 days 12 16 05 Inv3 186 Continuous PO 201 8 017 50 16 035 00 03 16 06 Inv3 118 Continuous PO 201 8 017 50 24 052 50 preceding the Cutoff 24 052 50 Date but has a zero TSA Distribution 04 01 05 Inv3 86 Continuous P0 301 10 375 00 10 375 00 balance due no 86 01 05 Inv3 92 Continuous PO 301 10 375 00 20 750 00 statement will print 07 01 05 Inv3 96 Continuous PO 301 16 375 08 31 125 08 the Zero 08 01 05 Inv3 99 Continuous P0 301 10 375 00 41 500 00 unless tne Zero 09 01 05 Inv3 102 Continuous PO 301 10 375 00 51 875 00 Balance Statements 12 01 05 Inv3 105 Continuous P0 301 10 375 00 62 250 00 option is checked 03 01 06 Inv3 108 Continuous P0 301 10 375 00 eN Vendor Reports 277 Vendor Reports Click Vendor Reports in the Command Center sy 1st Bank R Select the type of A Printed Page AIC Advertising report you want from
63. arrow keys on your keyboard to move down to another amount or click any amount to edit it To copy the amount in the edit box to all months click the Annualize button After you click Annualize you can still modify any month s amount before saving As you enter budget amounts for the account the total for the year is shown at the bottom of the budget amounts Annualize 48500 00 f 01 31 05 01 31 05 02 28 05 03 31 05 04 30 05 05 31 05 06 30 05 07 31 05 08 31 05 09 30 05 10 31 05 11 30 05 The total for the year 12 31 05 is shown here 582000 00 5 Click Save after editing the budget amounts for each account Be sure to click Save before selecting another account or else your changes will be lost 86 Chapter 5 Setup Options Setting Up Shipping Methods You can set up a list of common shipping methods that will appear as a pop up list on Customer Invoices 1 Click Ship Via in the Command Center You can set up an unlimited number of shipping methods Methods appear in alphabetical order 2 Enter a name for the Ship Via method in the edit box then click Save The name of the method appears in the list above You can set up an unlimited number of Ship Via methods Note All Ship Via methods appear in alphabetical order regardless of the order in which they were entered Modifying a Ship Via Method First select the method from the list Then modify the name and click Save De
64. budget income statement 316 inventory price list 290 inventory current 290 294 inventory selected date 290 295 item 290 item price list 290 295 item purchase detail 290 294 item purchase summary 290 293 item purchases and payables 305 item sales detail 290 293 item sales summary 290 292 job detail 330 job summary 329 jobs 329 mailing labels for customers 267 mailing labels for vendors 278 making selections in list 262 period and YTD income statement 315 printing 1099s 286 printing multiple 263 prior month comparison income statement 315 prior year comparison balance sheet 313 321 prior year comparison income statement 316 394 Index prior year end comparison balance sheet 313 purchase orders 305 quotes 305 receipts 305 recurring entries 305 sales tax 324 salesperson 326 selected date inventory 290 selecting print font for 104 show detail accounts on balance sheet 313 321 show detail accounts option on income statement 316 show net before taxes option on income statement 316 show whole dollars on balance sheet 313 321 sorting transaction journal 304 summary aged accounts payable 277 282 summary aged accounts receivable 266 271 transaction journals 304 trial balance 301 trial balance drill down 302 types of balance sheets 313 321 types of income statements 315 vendor 277 vendor history 278 vendor information 278 284 285 vendor item purchase detail 278 282
65. can enter up to 25 characters of descriptive text for a particular detail line on the transaction Amount New Line Windows Only Entry Total Calculated Important Using the General Journal 227 Enter an amount no dollar signs If the amount has zero cents you don t have to enter 00 Credits should be entered with a minus sign before the amount like this 42 50 After at least one transaction line has been added MultiLedger automatically calculates the necessary balancing amount and puts it in the Amount edit box You can override the anticipated amount if more than one transaction line needs to be added To enter another detail line to the entry click New Line or press ENTER This shows the total for the transaction as you add detail lines to the transaction The Entry Total must equal zero before you can save the transaction When using the General Journal you must enter both the debit and credit amounts for each transaction An unbalanced entry when credits plus debits do not equal zero cannot be saved After entering both sides of an entry the amount shown for Entry Total should be 0 00 Recording a General Journal Transaction 1 Click General Journal in the Command Center Reference must end in a number Debits and credits must be equal before you can save the transaction F Recurring Ref Description Date is Bank Fees 03 31005 Entry Total 0 00 Ledger Account Job Descri
66. chances to enter a correct password before you are exited from the program After opening a company using a password if a user tries to access a window that he she doesn t have password access to the following message appears Locking and Unlocking Months MultiLedger has a feature that allows you to lock transactions through a specific month end date and unlock a month or range of months if changes are necessary This feature can be password protected For more information on setting up passwords See Setting Up Users and Passwords on page 140 How to Lock a Month When you are ready to lock a month the procedure is simple 1 Click Company Information in the Command Center 2 Click the month you want to lock entries through in the Lock Entries Thru list For example if you want transactions locked through April 2005 you would highlight 04 30 05 Transactions with dates from your first open month through April 2005 cannot be entered modified imported or deleted but reports for those months can still be viewed and printed 144 Chapter 6 Multi User MultiLedger Lock Entries Through 03 31705 05 31 85 06 30 05 07 31 05 08 31 05 09 30 05 10 31 05 11 30 05 12 31 05 01 31 06 02 28 06 03 31 06 04 30 06 Y a How to Unlock a Month If a month is locked but you need to make a change in that month you can always unlock the month 1 Click Company Information in the Command Center 2 Click the se
67. cleared transactions on the report make sure Print Cleared Items is checked Finalize Use Finalize only when you have completed the bank reconciliation for a month and your Difference is 0 00 After clicking Finalize cleared transactions will no longer appear when you click Get Transactions unless you have Show Cleared Items checked Reconciling Your Bank Balances Use the following steps to reconcile your bank balances 1 Click Bank Reconciliation in the Command Center F Y x When you click Get be F Show Cleared Items Tran ion li f T 3 F Sort by Ref ansactions a isto Finalize _ Print Print Cleared Items uncleared transactions as well as cleared Date Refit Description Amount Cash Account 01 2705 35249 US Western T 54 67 transactions that 04 25105 35285 US Western T 62 55 have not been O43005 Invt 41 Arnold Schmi 45 00 finalized appears puue Sonem TE 6037 13 Bank Statement Balance Outstanding Not Entered 16222 Current Outstanding 5874 91 Revised Bank Balance 5874 91 Ledger Balance 0 00 Difference 0 00 Cleared Withdrawals 0 00 Cleared Deposits 2 If necessary select the G L Acct that corresponds to the bank statement The default cash account is the one assigned on Interface Accounts You can change accounts by clicking on the current cash account and 232 Chapter 10 Other Activities Note Get Transactions _ selecting a new account from the pop up list For more i
68. each line in the entry enter zero in the Adjust Qty edit box then press TAB twice When all items have a zero in the Adjust Qty column click Save To modify the transaction change the appropriate items then click Save Reusing Adjust Inventory Transactions You can reuse a transaction created in Adjust Inventory without changing the original entry 1 Click Adjust Inventory in the Command Center 2 Click Reuse 3 Select the transaction from the list then click OK If the transaction you are looking for does not appear you may have to select another month from the pull down menu You can modify any information then click Save 240 Chapter 10 Other Activities Note Enter a negative adjust quantity for the components Building Inventory Adjust Inventory can be used for light manufacturing or bundling of items The following example shows you how to use Adjust Inventory for light manufacturing to make a fictitious whizbat from existing inventory of dingbats and dingwings The dingbats and the dingwings are the components and the whizbat is the finished good Make sure you have the components of the finished good on hand and an item name set up for the finished good Components should be purchased in the quantity they will be sold For example if the dingbats you use to make whizbats come in 25 foot rolls but each whizbat uses only 4 inches of dingbat you should purchase the dingbat in inches Click A
69. fank Checking Acct 35290 Check Disc Adj Account Check Date Vendor Total Paid Due Disc Date Total Discount Check Stub Desc 5 874 91 Cash Balance Sort by Due Date v ee Due Disc Date Doct Vendor Name Amt Due Amt Paid Disc Adjust For field explanations see Vendor Payments Field Descriptions on page 213 2 Select a cash account for the check When you open Vendor Payments the default cash account assigned on Interface Accounts is shown You can change the cash account by clicking the account number or name and selecting a new account from the pop up list Using the Vendor Payments Window 215 If necessary select an account for any discounts or adjustments You can add or change the discount or adjustment account by clicking the account number or name and selecting a new account from the pop up list Gf no account is shown click just to the right of the Disc Adj Acct label Once you ve selected an account as the Disc Adj Acct you can change the account but you cannot remove it If necessary enter or change the check number After the check is saved the check number is increased automatically by one Verify that the check date is correct Select the outstanding payable You can select an outstanding payable by clicking it or by using the Find command under the Edit menu You can sort the outstanding payables by date name or document number by clicking the appropriate Sort by drop do
70. finance charge usually in the 4000 4999 range from the pop up list If a finance charge income account is not listed you can create one by following the steps in Setting Up the Chart of Accounts on page 23 The income account selected will be increased when payment of the finance charge is recorded in Customer Payments 3 If necessary change or enter information for Ref Date Description and Rate For field explanations see Finance Charges Field Descriptions on page 187 Rate should be entered before selecting an invoice so that the calculated charge correctly reflects the Rate If the invoice is selected before entering a percentage rate the amount of the charge will not reflect the new rate correctly Calculating Finance Charges 189 4 Select the desired invoice from the outstanding receivable list Finance charge Rate times Due Amt Finance Charge Account 4400 Other Income Ref Description Date Bate ele E Charge Select an invoice Sort by Date Customer line to Date Due Date Doc Customer AN ount Due Charge 032105 04 2005 Inv 26 Gottrich Summit HOA 6000 00 90 00 A automatically 04 06 05 0506 05 Inv1 33 Dylan Jim 3000 00 0 00 4 calculate the O4I0605 05 06 05 Inv1 32 City of Lake Tahoe 6400 00 0 00 040605 05 0605 Inv1 31 Christy Wallen 10000 00 0 00 finance charge 045 05 054505 Inv1 34 JJ Johnson 7500 00 0 00 044705 0547 05 Inv1 30 Lake Tahoe Assoc 1
71. for Macintosh e 10 MB free disk space e Power PC running OS 10 3 9 or higher e Macintosh compatible printer Only registered users are entitled to technical support from CheckMark Software For information on CheckMark s Extended Support options please refer to the brochure that was included with your MultiLedger package Registered users also receive update and upgrade information So please take a few moments to read the License Agreement fill out and sign the Registration Card and drop it in the mail If you are in a hurry to register you can fill out the Registration Card and fax us a copy at 970 225 0611 While CheckMark Software is happy to offer you help in using our accounting software we can only offer limited accounting help or advice However we maintain a network of independent CheckMark Consultants who offer services beyond the support that CheckMark Software provides You ll find a directory of consultants on the MultiLedger master disk or on our web site www checkmark com Before you call Fax or mail registration Read manual Look for help in Knowledge Base Know your registration number or customer number Know your version number and date Before you call 3 You can help us make your phone call more effective by doing the following before you call In order to receive support from CheckMark Software Inc we need to have record of your registration Fax or mail us the Registration Card that
72. for the vendor are entered automatically too If the pop up list does not appear vendors have not yet been set up You can add a new vendor or edit existing vendor information without closing the Vendors pop up list by clicking New Alt N on Windows or N on Macintosh or Edit Alt E on Windows or E on Macintosh Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY The date along with any selected terms determine the payable s due and discount dates Due Date Important Check Stub Description Ledger Account Job Description Amount Payables Journal 203 Due Date Discount Date and Discount as defined on Vendor Setup are shown under the Due Date label To change any of these values for a particular transaction click the due date shown The following dialog box appears Due Date 08 20 05 Discount 07 31 05 Discount 2 00 OK Cancel Edit any of the entries and click OK Click Cancel to keep the original values You can also use Vendor Setup to change the terms for the Vendor Note You cannot enter a Due Date more that 240 days from the date of the invoice Enter a 25 character description that will print on a check stub when you pay for this purchase in Vendor Payments You could enter a vendor s reference invoice numb
73. from any scripting tool including Apple s Script Editor Below is MultiLedger s scripting dictionary MultiLedger 6 0 Dictionary B Required Suite Terms that every application should support open Open a set of company files open alias full path and name of MLO file to open run Sent to MultiLedger when it is double clicked run quit Quit MultiLedger quit MultiLedger Suite Custom terms for MultiLedger launch Startup MultiLedger launch Result import Import data from a text file into MultiLedeer import thedata disbursement recei pt general payable sales purchase invoice customer item vendor account jobs type of data to be imported from alias full path and name of text file to import from exists Checks for a document job account or customer vendor item name exists thedata disbursement recei pt general payable sales purchase invoice customer item vendor account jobs type of data to check for existing document or name named string document or name to look for Result boolean true or false The Required Suite of scriptable commands are Open Run and Quit and are standard with most scriptable applications The Open command opens a specified set of MultiLedger company files Be sure to type in the complete path name including the file name with the extension MLO e g HardDisk Folder1 Folder2 FileName MLO T
74. has been set up with Default Terms 3 Continue defining the term by filling in the appropriate fields See the section Customer Terms Field Descriptions earlier in this chapter for more information and tips 4 Click Save The prefix number and colon are automatically entered when you click Save 5 Repeat steps 2 4 for up to 12 customer terms 64 Chapter 4 Customer Vendor amp Item Setup Important Important Modifying Customer Terms After modifying a term any outstanding Customer Invoices or Sales Journal invoices using the old term have the new term s name if changed but the Days til Due Early Payment Discount and Early Payment Due Days will not be changed unless the invoice is modified and resaved To edit or modify a term select the term from the list modify the information and click Save Deleting Customer Terms You cannot delete a single term from the list You can however delete the entire list of terms To delete the entire list of terms first select a term from the list Then while holding down the Ctrl key Windows or the COMMAND key 3 Macintosh click Save After deleting the list of terms any existing Customer Invoices or Sales Journal invoices using the old term will have no term name but the Days til Due Early Payment Discount and Early Payment Due Days will not change unless the invoice is modified and resaved Customers Inactive Delete when Close Year
75. in the edit box 94 Chapter 5 Setup Options Show Scheduled Recurring Entries Use lt Enter gt Key to Move Between Edit Fields Sort Customers by Name Sort Vendors by Name Sort Items by Name Save Window Placement Check for Latest Version on Launch Note After the number of days you enter has passed you will be asked whether you want to make a backup of your company files when you close the company or Exit MultiLedger If you click Yes on the alert a Save As dialog appears You should follow the instructions in Chapter 3 Backing Up amp Restoring to make a backup of your company files If you click No on the alert no backup is made and the company files close or MultiLedger quits as normal If the Prompt If No Backup In Days check box is checked and you enter zero 0 or leave the edit box blank you will be alerted to make a backup every time you close the company or quit MultiLedger If checked the Scheduled Recurring Entries window will appear each time you open a set of company files that has recurring entries due For more information on entering and using scheduled recurring entries see Recurring Entries on page 130 PC only if checked you can use your lt Enter gt key to go from field to field Otherwise you must use the lt Tab gt key If codes are setup for customers all lists will sort by the code as the default To change it to sort by Customer name this preference must be
76. in the MLedger directory in Program Files then click OK Keep in mind that you may have to click the plus sign next to a folder to see the folder s contents Unless your intent is to replace your original company files with the restored files you should avoid selecting the folder where your original company files are located as the restored files will replace your original files Note Restoring a Backup Archive on Macintosh 57 You can create a new folder for the restored files by clicking the Make New Folder button on this dialog Right Click New Folder then choose Rename Type a name for the folder then hit Enter on the keyboard Make sure the folder you just created is automatically selected as the location for the restored files 6 Click OK 7 The restored company files open automatically Restoring a Backup Archive on Macintosh Important Note In order to open company files stored as a backup archive first you must restore the backup archive If you try to double click the zip backup file to open you will most likely get the message that it can t find an application to open The files must be restored using the Restore Backup command as described below before they can be opened 1 Open MultiLedger but don t open a set of company files Or if a company is open choose Close Company from the File menu 2 Choose Restore Backup from the File menu An Open dialog box appears 3 Locate t
77. in your chart of accounts usually the cash account You should assign the correct sales account to the item on Item Setup then you should modify the invoice and resave it in order for it to post to the correct account Select a job from the pop up list If the Jobs pop up list does not appear no jobs have been set up or Skip Jobs Ctrl K on Windows or K on Macintosh under the Edit menu is checked Enter a quantity that is up to seven digits to the left of the decimal point and three digits to the right 9999999 999 MultiLedger warns you if you attempt to sell more of an item than you have on hand If you enter a quantity that is greater than what you have on hand for the item the following alert appears lt Quantity exceeds number on hand Continue No Yes Click Yes to accept the quantity entered or click No to return to the invoice so that you can change the amount When the cursor enters the Selling Price field the selected item s Selling Price as defined on Item Setup is entered and highlighted automatically You can have up to three different selling prices per item You can also assign a default pricing level to your customers That way the correct pricing level is entered automatically for the selected customer If the customer on this invoice does not have a default pricing level assigned Selling Price 1 is used You can change the Selling Price for a particular invoice by editing the highlighted amou
78. is found in the MultiLedger package Many users want to start using a program without reading the manual However if you have any questions about how to use MultiLedger please read the relevant sections in this manual before calling us The manual contains procedures to accomplish most accounting tasks If you feel the manual lacks any crucial information please tell us You can find many answers in the Knowledge Base on our website http www checkmark com support knowledgebase php or click on the CheckMark KnowledgeBase link under the Help menu in MultiLedger When you call for technical support you will be asked for your registration or customer ID number You will find your registration number printed on the software package and on the part of the registration card you keep Your customer number can be found on any order forms you had received from us Also before you call you should know your MultiLedger version and date On Windows the version is listed at the upper left hand corner of your screen on the title bar On Macintosh choose About MultiLedger under the MultiLedger title bar 4 Chapter I Getting Started How to reach us You can reach us in the following ways e You can submit support questions from our web site as well as find answers in our Knowledge Base Web Address http www checkmark com support e Acall back system for Telephone Technical Support is available between 8 a m and 5 p m MT Monda
79. it as a detail line on the invoice The Sales Journal is also used to enter any outstanding invoices that are dated prior to your Start Month when you initially start your company using MultiLedger Receipts Journal Customer Invoices Note Important Quote Recurring Print on Save Modify Item Description Customer Invoices 149 The Receipts Journal gives you a way to a record a cash sale or part of a deposit that doesn t involve inventory or an outstanding receivable Use Customer Invoices when you want to create an invoice that records inventory sales track sales commissions enter tax rates enter a shipping date and so on You can also record service sales such as consulting with Customer Invoices by setting up a service as a non inventory Item for details see Setting Up Items on page 79 Saving an invoice automatically updates the general ledger and creates an outstanding receivable Use Customer Payments to record the amount a customer pays against the invoice Before an inventory or non inventory item can be sold in Customer Invoices the item should have been set up on the Items window For more details see Setting Up Items on page 79 Do not use Customer Invoices to enter outstanding receivables dated prior to your Current fiscal year Use the Sales Journal to enter these outstanding receivables when setting up your company with MultiLedger Customer Invoices Field Descriptions This sectio
80. items on Item Setup If you do not assign a pricing level to a customer Selling Price 1 will be selected automatically for items on Customer Invoices 68 Chapter 4 Customer Vendor amp Item Setup 1 Setting Up Customers Click Customer Setup in the Command Center a x l F Inactive ave elete Email ebsit I Delete when Close Year Customers Name Arnold Schmidt Code ety of Lake Tahoe Notes entered here Contact Dylon Jin E Gottrich Summit HOA a ee Ciy state Zip ore Invoices and Sales Notes Martin Joe Tahoe Summit HOA Journal windows Ader te Sierens oa o anO Phone Thomson Don and Lisa Fax Email Web Site Terms Reseller ID Salesperson Credit Limit Default selections eee made here save time Sales Tax 2 A Sales Discount during transaction pene entry Pricing Level 1 2 C If you attempt to save an invoice that exceeds the credit limit entered here a warning appears 2 Enter a customer name Note You can use an optional code field to sort or classify customers For details see Codes for Customers Vendors and Items on page 115 3 Enter a contact name and the customer s address 4 Enter any other relevant customer information See Customer Setup Field Descriptions on page 65 for more information and tips 5 Click Save The cu
81. line from the pop up list If the Jobs pop up list does not appear no jobs have been set up or Skip Jobs Ctrl K on Windows or K on Macintosh under the Edit menu is checked When the cursor enters this field the name entered for Paid To is automatically copied to it and highlighted You can enter up to 25 characters of descriptive text for a particular detail line on the disbursement The text entered here appears on the check stub and on reports Enter an amount for the detail line If the amount has zero cents you don t have to enter 00 To enter another detail line to the check click New Line or press ENTER This shows the current balance from the general ledger for the account listed for Cash Acct This shows the total for the check as you add detail lines to it When you save the check the Check Total amount decreases the account selected for Cash Acct Disbursements Journal 209 Recording a Check with the Disbursements Journal 1 Click Disbursements Journal in the Command Center Click in the box to change cash accounts g A P l Recurring j Modify History Print on Save Cash Account 1010 Cash In Bank Checking Acct Check Paid To Date Financial Group Address Cash Balance 5 874 91 ites Check Total 200 00 Choose a ledger account to record the Ledger Account Job Description Amount expense forthe check Ed 1030 9 Undeposited Cash 0005 Financial Group 200 00 Off
82. month from the list You can select all months in the list by clicking and dragging or using the SHIFT key to select more than one month Special Vendor Situations Important Reversing a Payable If you want a complete audit trail you can use the Disc Adjust account in Vendor Payments to reverse a payable You can also delete the original Item Purchase or Payables Journal transaction Deleting the original payable leaves no record of the transaction For more information on deleting payables see Modifying or Deleting Payables Journal Transactions on page 206 or see Modifying or Deleting an Item Purchase on page 201 If there is a check associated with the payable you want to reverse or delete you should delete the check in the Disbursements Journal before deleting or modifying the payable 222 Chapter 9 Vendor Transactions Reversing a Payable on the Vendor Payments Window 1 Click Vendor Payments in the Command Center 2 Select the Disc Adj account Usually this is the same expense account that was used in the original payable not the Accounts Payable account 3 Select the outstanding payable 4 Enter zero in the Amt Paid edit box and press TAB 5 Enter the amount of the payable in the Disc Adjust edit box and press TAB 6 You could change the check number to an appropriate document number such as VD Document to indicate a void payable 7 Click Save Recording Vendor Credit Recording Vend
83. or Text File Financial Snapshot report example OOP Financial Snapshot as of 06 30 05 Retail Sample Co Corp Financial Snapshot as of 06 30 05 1618 Cash In Bank Checking Acct 29 248 07 1615 Money Market Account 56 006 00 1628 Cash in Bank Payroll Acct 16 052 58 1030 Cash Register Drawer 1 000 00 1040 Petty Cash 500 00 Current Cash 96 800 65 Current Accounts Receivable 17 964 00 1100 Accounts Receivable 17 964 00 Current Accounts Payable 25 110 21 2100 Accounts Payable 23 100 00 Current Inventory 189 662 66 1400 Inventory 189 062 21 Current Assets 305 886 52 Current Liabilities 29 785 67 Working Capital 276 100 85 Current Ratio 10 27 Quick Ratio 3 85 Debt Ratio 6 45 Current Month Year To Date Income 25 552 50 158 934 14 coGs 8 746 03 51 971 48 Gross Profit 16 806 47 166 962 66 Gross Margin 65 77 67 30 Expenses 15 166 83 95 887 91 Net Income 1 639 64 11 874 75 Profit Margin 6 42 6 97 324 Chapter 12 Financial amp Other Reports Sales Tax Report The sales tax categories you set up appear here You can select a month or range of months for the report MultiLedger provides a detailed sales tax report that can help in completing sales tax forms for various state and local agencies Sales tax amounts are recorded on the Customer Invoices window Click Sales Tax Report in the Command Center laren bal ab pes Sales Tax Period CO State 06 30 07 a Ft Colli
84. or appear in the General Ledger Enter any internal notes you may have for a vendor up to 30 characters long including spaces The notes entered here appear on Item Purchases and the Payables Journal and on the Vendor Information report They do not however print on Item Purchases checks or Purchase Orders or appear in the General Ledger Enter a phone number up to 30 characters long including spaces This information appears on the Vendor Information report Fax Email Website Tax ID Default Account Default Amount 1099 Adjust 1099 Category Vendors 71 Enter a vendor s fax number up to 30 characters long including spaces This information appears on the Vendor Information report Enter a vendor s email address up to 30 characters long including spaces When you click the button at the top of the window it will take you to your email and automatically enter the email address in this field If you have an email address setup you can email an item purchase invoice or purchase order directly to your vendor This information appears on the Vendor Information report Enter a vendor s website up to 30 characters long You must include the www portion of the address When you click the button at the top of the window it will take you to the website listed in this field This information appears on the Vendor Information report Enter a vendor s tax identification number up to 15 characters inc
85. or change the Document and press TAB The Vendors pop up list appears ok Cancel Edit 2E New 28N _ Find Anywhere ist Bank A Printed Page 0 AIC Advertising BTS Distribution Supply Blue Cross Blue Cross CP CA Dept of Labor CA Dept of Revenue CO Dept of Labor CO Dept of Revenue City Dept of Rev Credit Card Company EDD ETT EDD SDI El Paso Steak House Financial Group Financial Group 5 IRS Labor Union Magnolia Rental Properties Office Mart Postmaster R M PARKS R M Parks RINEHART OIL v 3 Select a vendor from the pop up list and press TAB For details about using pop up lists see Using Pop Up Lists on page 118 After selecting a vendor you can see the vendor s transaction history by clicking the History button at the top of the Item Purchase window 200 Chapter 9 Vendor Transactions OOP Transaction Detail 07 21 05 Retail Sample Co Corp Transaction Detail 07 21 05 vendor Date Type Doc Payable Disbursement BTS Distribution Supply 01 05 05 Check CK1712 AP3 38 11 550 00 01 10 05 Payable AP3 39 11 550 00 02 05 05 Check CK1716 AP3 39 11 550 00 02 10 05 Payable AP3 40 11 559 00 03 10 05 Payable AP3 41 11 556 08 63 10 05 Check CK1720 AP3 40 11 556 00 04 05 05 Check CK1726 AP3 41 11 556 00 04 10 05 Payable AP3 44 11 550 08 05 05 05 Check CK1730 AP3 44 11 556 00 05 10 05 Payable AP3 45 11 550 00 95 21 05 Payable AP6 16 870 00 06
86. outstanding customer invoices by using Finance Charges You should create a new finance charge each month for past due invoices You could print out an aged accounts receivable report on Customer Reports to help identify outstanding receivables past their due dates Finance Charges Field Descriptions The following section discusses the individual fields on Finance Charges Select an account from the pop up list of your chart of accounts Usually an income account in the 4000 4999 range is used for finance charges If you don t find an appropriate income account for the finance charge you can add one in Chart of Accounts Make it an income account number in the 4000 4999 range and name the account FC Income or Miscellaneous Income or something similar See Setting Up the Chart of Accounts on page 23 for more details on entering new accounts Enter a reference number up to eight characters long including letters numbers spaces and other symbols to identify the transaction such as FC 1 Finance charge document numbers automatically increment by one Enter a description up to 20 characters long including letters numbers spaces and other symbols Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY Rate is multiplied by the invoice s Due Amt t
87. payables that are Payables Journal dated prior to your Start Month for setting up your company with MultiLedger Record a check written for purchases Disbursements Journal not involving inventory or outstanding payables 194 Chapter 9 Vendor Transactions Item Purchases Note Important Purchase Order Recurring Modify Item Description Use Item Purchases when you want to record the purchase of inventory items for resale Saving an Item Purchase automatically updates your inventory the general ledger and creates an outstanding payable After item purchases are recorded use Vendor Payments to create the check to pay the vendor Before an item can be purchased in Item Purchases window the item should have been set up on Item Setup For more details see Items on page 76 Do not use Item Purchases to enter outstanding payables dated prior to your Current fiscal year Use the Payables Journal to enter these outstanding payables when setting up your company with MultiLedger Item Purchases Field Descriptions The following section discusses the individual fields on Item Purchases When you save an Item Purchase with Purchase Order checked the transaction does not affect the General Ledger and can be modified deleted or converted to an Item Purchase at any time For more details on working with Purchase Orders see Purchase Orders on page 219 If you have Item Purchases that occur on a regular basi
88. remove a payment from a saved check 1 Click Disbursements Journal in the Command Center then click Modify A list of checks for the month selected in the pull down menu appears Please note that the list of checks also contains any checks created in the Disbursements Journal Select the check from the transactions list If the check you re looking for doesn t appear you may have to select another month from the pull down menu 2 Modify the payment amount for a detail line or enter 0 00 in the Amount edit box to remove a payment from the check 3 Press TAB to replace the detail line in the list Purchase Orders 219 4 Click Save Purchase Orders The outstanding payable associated with the payment will again appear in Vendor Payments If you delete a check that was made using Vendor Payments from the Disbursements Journal all the vendor payments that made up the check will again appear in the Vendor Payments For more details about modifying transactions see Modifying or Deleting a Transaction on page 127 You can enter a Purchase Order in Item Purchases Saving an Item Purchase as a Purchase Order does not create an outstanding payable and does not affect the general ledger until it is converted to an Item Purchase A Purchase Order can be modified deleted or converted to an Item Purchase at any time Creating Purchase Orders 1 Click Item Purchases in the Command Center i Purchase Oder 2 Check the Purchase
89. reports check the Show Code Field on Reports option on Preferences under the File menu 292 Chapter 11 Customer Vendor amp Item Reports 2 Select a report type from the pull down menu For details see the previous descriptions of the types of item reports available 3 Click View Print or Text File Sales Summary report example e808 Sales 06 01 05 to 06 30 05 I tem Dingbats Store 1 Dingbats Store 2 Dingwings Store 1 Dingwings Store 2 Whizbats Store 1 Whizbats Store 2 Each item is shown along with quantity sold sales amount cost and margin for the selected months Retail Sample Co Corp Sales 06 01 05 to 66 30 05 Oty Sold Sales 100 00 2 900 00 1031 125 00 3 118 75 1188 100 00 6 000 00 1522 125 00 6 406 25 1835 100 00 3 400 00 1312 125 00 3 567 50 1705 675 00 25 392 50 8596 Cost 9400 6125 4300 4250 6608 6608 0075 Margin 1 868 06 1 930 14 4 477 57 4 570 82 2 088 00 1 861 90 16 796 49 Combined totals for all selected items are shown here Sales Detail report example Item Report Options AAA Detail Sales 06 01 05 to 06 30 05 Retail Sample Co Corp Detail Sales 06 01 05 to 06 30 05 tem Qty Sold Sales Cost Margin eee ioe 1 06 01 05 Inv3 92 TSA Di 50 00 1 150 00 515 9700 634 03 Item sales are m 06 16 05 Inv3 94 Arnold 50 00 1 750 00 515 9700 1 234 03 shown by invoice i 100 00 2 900 00 1031 9400 1 868 06 Dingbats Store 2 including the 06 01 05 In
90. sale that creates an outstanding receivable It s the only one to use if you want to account for inventory sales but it also offers many convenient features for non inventory sales as well e You can select up to two sales tax categories and MultiLedger will automatically calculate the sales tax on taxable items and on shipping if the checkbox is selected e Since items non inventory as well as inventory already have ledger accounts associated with them you don t have to worry about picking the right ledger account for each item you just pick the right item e MultiLedger will automatically insert the Selling Price for a selected item non inventory and inventory This can mean fewer mistakes during transaction entry e The Amount for each detail line will automatically be calculated based on Quantity times Selling Price You can still modify the calculated amount e You can create a Quote which can be modified or converted to a Customer Invoice at any time e You can track commissionable sales for your salespeople e You can utilize the default pricing level you set up for customers The Sales Journal offers the simplest means for recording a sale that creates an outstanding receivable For many it s the quickest way to enter a sale when they don t need to keep tabs on an inventory Although the Sales Journal does not automatically calculate a sales tax based on a percentage you can manually figure the tax and enter
91. sales tax categories appears If the pop up list does not appear sales tax categories have not yet been set up The sales tax entered here will be highlighted automatically in the pop up list when you reach the second Sales Tax field in Customer Invoices unless you have the Skip Tax 2 During Invoice Entry box checked on the Preferences window under the File menu You could use the default Sales Tax1 and Sales Tax2 fields to keep track of the different sales tax categories for a customer For example you could designate Sales Tax1 as the customer s state tax and Sales Tax2 as the customer s local tax That way the correct sales tax categories will be selected automatically when you reach the Sales Tax fields on a Customer Invoice The Unit Price on items sold to a customer on Customer Invoices will be reduced by the percentage entered here The maximum Sales Discount is 99 99 When you click to the right of this label a pop up list of your chart of accounts appears Select the account to associate with the customer and click OK When the customer is selected in the Sales Journal the account will be automatically highlighted in the Ledger Account pop up list To remove the default account click to the right of the label to open the pop up list and click Cancel Click the appropriate radio button to assign the correct pricing level for items for your customers Pricing levels 1 2 and 3 refer to the prices you set up for your
92. saved the transaction is automatically posted to the general ledger and the invoice number is increased by one Note Note Aa WwW N m Customer Invoices 159 Printing a Customer Invoice MultiLedger offers you two ways to print an invoice e Check Print on Save on the Customer Invoice window When you save an invoice a standard Print dialog box appears Select your print options and click OK or Print or e Use the Print on the Command Center After saving a Customer Invoice do the following Click Print from the Command Center Select the correct month Click the Customer Invoices amp Quotes radio button From the list of documents select the invoices that you want to print If no invoices are highlighted all invoices and quotes for the selected month will be printed If necessary check Print Metafile Windows or Print PDF PICT File Macintosh For more information on using Metafiles or PDF PICT Files see Using the Print Screen on page 105 Click Print Select your print options and click OK or Print For more details about the Print command see Using the Print Screen on page 105 MultiLedger s flexibility allows you to adjust where the Customer Invoice fields print on an invoice form For more information see Customizing Print Field Positions for Your Printer on page 111 MultiLedger also prints packing slips based on Customer Invoices Packing slips contain most customer invo
93. scroll bar to see more data for the record You can also click the appropriate button to move through the text file 6 When you re finished previewing the text file click Import to read the information into your company or click Cancel to return to the Import window 254 Chapter 10 Other Activities Closing the Year Before Closing the Year e Asa precaution make two backups of your company files Before closing the year you should make two backup copies of your company data files to protect your data from being lost Use the Backup Company command under the File menu For details read Chapter 3 Backing Up and Restoring Company Files Restore and open each backup company to ensure that each copy is usable Close Year Command To close the year simply choose Close Year from the File menu then follow the on screen instructions The progress bar will give you an indication of how long this process will take Updating transaction file Once you have closed a year there is no way to open the previous year unless you revert to a backup After closing the year asset liability and equity accounts 1000 3999 range carry over to the new year Income and Expense accounts 4000 and higher zero out to the Retained Earnings profit and loss account assigned on the Interface Accounts window Making Adjusting Entries to the Previous Year If after closing the year you need to make adjusting entries to the closed fiscal
94. shown Invoices and quotes created in the Sales Journal for the selected month are shown This allows you to print the customer name and address from the Customer field on the invoice To adjust the printing dimensions for the label use Preferences under the File menu For details see Setting Program Preferences on page 90 Payables and purchase orders created in Item Purchases for the selected month are shown 106 Chapter 5 Setup Options Deposits Print Metafile Windows or Print PDF PICT File Macintosh Print MICR Email Without Prompt Sort by Doc or by Date Deposits created in Customer Payments and Receipts Journal for the selected month are shown This will print a deposit slip with MICR information with up to 18 individual invoices You can include more than 18 invoices per deposit slip but invoices over 17 will appear as one lump sum rather than individual invoices Be sure Print MICR is selected and that you have set up MICR Encoding Specifications For more information see Setting Up the MICR Encoding Information on page 108 Check this option for checks invoices quotes item purchases and purchase orders to have an Open File dialog box appear after clicking Print or OK in a Print dialog box Select the appropriate metafile or PDF PICT file from the list and click OK Metafiles and PDF PICT files can be created in a graphics program Use the same field positions as the default To adjust where t
95. step 1 If the transaction has not yet been saved start with step 6 Open the window that was used to create the transaction 2 Make sure the cursor is in the document number field 3 Click the Modify button A Modify When you click Modify a pop up list of documents showing numbers dates and descriptions from the month selected in the pull down menu appears 128 Chapter 7 Introduction to Transactions Note 0K Cancel jes i Initially this is the i SERA month with the most Inv3 92 06 01 05 TSA Distribution recent transaction Inv3 93 06 16 05 Jamie Fischer Inv3 94 06 16 05 Arnold Schmidt date but you can Inv3 96 95 30 05 TSA Distribution 98 30 85 Jane Gleason change it to any of the months that have activity If the transaction you re looking for does not appear be sure you have the correct month and year selected in the pull down menu and that you are looking in the correct transaction window If a month appears grayed out in the pull down menu it is locked Double click the desired document or click the desired document so that it s highlighted and then click OK To select multiple documents to modify hold down the SHIFT key while clicking each document or click and drag the desired documents The following choices appear Modify Cancel Delete Skip Click Modify to modify the transaction Cancel to exit the transaction without making changes Del
96. the backup archive anywhere such as on your hard drive or another type of media Note While it s a good idea to store backups on external media you could also make a folder named Backups in the MLedger directory and store all your backups there That way they will be easy to find when you want to restore one 4 Click Save When the backup is complete a Backup successful message appears 54 Chapter 3 Backing Up amp Restoring Backing Up Your Company Files on Macintosh 1 Choose Backup Company from the File menu A dialog appears that allows you to name the backup archive and choose where you want to save it Save The default name for your backup is the letter m plus part of the name of your company files followed by today s date and the suffix zip Save file as I fa Save As mCon08 04 08 ZIP ano a gt 88 m 0 Construction Sample Co f S Q sear a Use the pop up menu to choose where you want to KRED m iMacG5 amp save the backup You can All even backup to a floppy or meee m ZIP drive F Ei z New Folder Cancel Save 2 Change the name of the backup archive if necessary The default name for the archive is the letter m for MultiLedger plus part of the name of your company files followed by the current date and the suffix zip Don t change or delete the zip suffix 3 Choose where you want to s
97. the report You can select a month or a range of months If necessary click the appropriate checkboxes to select or deselect report options For details see the previous descriptions of income statement report options If necessary change the report title or footer line Entering data in these fields will print the information on the Income Statement report 6 Click View Print or Text File Profit Center Income Statements If you are using profit centers you can create individual profit center income statements and a consolidated report The profit centers are listed under the heading Profit Center on the Income Statement window For details about setting up profit centers see Setting Up Profit Centers on page 87 Profit Center Income Statements 317 Creating Income Statements for Individual Profit Centers 1 Click Income Statement in the Command Center 2 Select one or more profit centers to be reported Note You can only select consecutive profit centers from the list Profit Center 01 Store 1 62 Store 2 83 Store 3 04 Store 4 5 Store 5 3 Select a report type For details see the previous descriptions of the types of income statement reports available 4 If necessary click the appropriate checkboxes to select or deselect report options For details see the previous descriptions of income statement report options 5 If necessary change the report title or footer line En
98. the reports will not include any items that have a zero Quantity on Hand Include Non Inventory When this option is selected the reports will include items that are marked as Non Inventory in the Item setup window Qty Only When this option is selected the Current Inventory report will show the Quantity on Hand Minimum Quantity on Hand and Reorder Quantity Working with Item Reports Click Item Reports in the Command Center Report Type Drywall Comm Sales Summary Drywall Res C Sales Delai aan C Purchase Summary Final Comm C Purchase Detail Final Res Finishwork Comm Finishwork Res Framework Comm Framework Res Grading Property Comm Grading Property Res Plumbing Comm Plumbing Res C Inventory Current Qty Only C Inventory Selected Date Price List amp Sales Amount Graph C Sales Quantity Graph Report Options Omit if zero on hand Include Non inventory 1 Select the item or items If necessary scroll the list box to find the item that you want You can also use the Find command to select a specific item name from the item list see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of items from the list for details see Making Selections in a Reports List on page 262 If no items are selected all items will be reported If you have set up codes for your items and would like those codes to appear on
99. this field when you save the transaction After pressing TAB the cursor moves to the Ledger Account field and a pop up list of accounts appears C OK Cancel 4 _ Find Anywhere 14900 S 4000 01 S 4000 02 a gt If you want to Ee ratie p O search the list a oner nea by any part of Sooo OL cost of Soles the account ia E ef lEs cca 0 number make lo0 b2 Cert of slat Patines tore 2 sure the Find 5200 01 COs Danave Shr inkage Store 1 Anywhere Ee See check box is coos s iaavec trainee nating selected 6000 01 Adv Store 1 6008 62 Adv Store 2 6100 Automobile Expense 6200 Bad Debts 6210 Bonus 6300 Bank Service Charges v 6 Select an expense account from the list and click OK or double click the account name You can type the first few characters of the account number or name to automatically select the desired account Since transactions that are dated prior to your current fiscal year do not affect General Ledger balances the specific ledger account you choose really doesn t matter However usually when you enter a transaction in the Payables Journal you should choose an expense account in the 6000 8999 range After a ledger account is entered the cursor moves to the Job field Unless jobs have been set up already the cursor skips the Job field and moves to the Description field Even if you want to use jobs you don t need to set up any jobs until after your basic company setup is fin
100. to reverse an original sale and is typically not the Accounts Receivable account Once you ve selected an account as the Disc Adj Acct you can change the account but you cannot remove it Enter a document number up to eight characters long to identify the invoice The last character must be a number After the deposit is saved the invoice number or last number of a combination of characters is increased automatically by one Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY 172 Chapter 8 Customer Transactions Statement Desc Total Paid Total Discount Cash Balance Print Deposit Slip on Save Refund The information that appears here is the text that was entered for Statement Description on Customer Invoices or the Sales Journal The text appears for reference purposes only you cannot modify the text on this window To change the information that appears here you should modify the original invoice using Customer Invoices or the Sales Journal As you apply payments the Total Paid field shows the total for the deposit As you apply discounts the Total Discount field shows the total discounted for the deposit This will be the total amount recorded to the account you selected in the Disc Adj Acct field This field shows the general ledger balance for th
101. transactions on the transaction window Enter the percentage if any by which this vendor discounts your purchases for an early payment If you process the payable before the discount date has passed the discount will be applied automatically on Vendor Payments The maximum Discount is 99 99 Discount Days determines the number of days after the invoice date that an early payment discount applies The maximum number of discount days is 99 Enter the credit limit extended to you from a vendor Enter a whole number with no decimal points If you exceed the credit limit when you save an Item Purchase or Payables Journal transaction an alert appears Enter the credit limit as a whole number up to nine digits long Setting Up Vendors 1 Click Vendor Setup in the Command Center f Check this box to Check this box to mark a designate vendors vendor to be deleted who should receive when the year is closed 1099s F 1099 Vendor Inactive Notes entered here F Delete when Close Year appear on Item Purchases and Name Payables Journal Code sd windows and print on Contact checks Address NN siae Notes Ref Add l Notes Notes entered here A Phone appear on Item Fax Purchases and Email o Payables Journal website windows but do not Taxio Default Account print on checks Default Amount 1099 Adjust Other Income v Due Days o F Day of Month Discount Discount Days
102. will fail as MultiLedger cannot accept entries with both the same reference number and same date Click the Post to MultiLedger button Note Note Posting Employee Checks to MultiLedger for Macintosh 341 A Save As dialog appears The file is named Posting Summary by default The Posting Summary file is a temporary file that can be dragged to the trash when posting is complete Or if you save it in the same location each time you can simply choose to replace it each time you post payroll thus avoiding confusion of having multiple Posting Summary files on your hard drive 16 Choose where you want to save the file then click Save When the posting is complete you will receive a message Two files are posted to the General Journal in MultiLedger A PR date entry for employee checks and an ET date entry for employer taxes When you receive the message that posting has been sent it does not necessarily mean that the posting was successful The posting process sends information from CheckMark Payroll to MultiLedger but does not send information from MultiLedger back to CheckMark Payroll You should check the General Journal in MultiLedger to make sure the PR and ET entries were sent correctly 342 Appendix A Working with CheckMark Payroll Posting Employer Checks to MultiLedger for Macintosh Employer payment checks from CheckMark Payroll for Macintosh can be posted to MultiLedger for Macintosh by following these instructi
103. year do the following 1 Open one of the backup companies and enter the transactions 2 After all adjusting entries have been made print a Trial Balance report for the last month of your fiscal year 3 Close the backup company and open the new year company Renaming Company Files 255 4 On Account Balances enter or adjust the balances from the Trial Balance you printed from the backup You will need to total the income and expense accounts and either add them to or subtract them from the Retained Earnings account 5 After entering the new account balances verify that the Ledger Balance is zero then click Save The new balances will carry forward and update balances and reports for all months in the new year Renaming Company Files You can use the Rename Files command to rename all the data files associated with an open company MultiLedger data files are named when you create your company and can include up to 13 files ending in a designated MultiLedger suffix such as ml0 ml1 mld etc 1 Choose Rename Files from the File menu 2 Type in the new name for your company files then click OK or click Cancel to not rename the company files Use a short name such as CMS instead of a longer name as it will be easier to find in a dialog or window Note This does not rename the company folder that contains the data files only the data file names Also renaming doesn t affect the company name that prints on report
104. 0 Difference Finalizing Bank Reconciliation clears marked transactions Finalize now No Yes Click No to not save the bank reconciliation data Click Yes to save the bank reconciliation data Once finalized cleared transactions no longer appear when you click Get Transactions unless Show Cleared Items is checked 234 Chapter 10 Other Activities Bank Reconciliation Tips If you re having trouble reconciling your bank statement in MultiLedger read the following tips If you re still having trouble read the next section Bank Reconciliation Problems Compare the Cleared Withdrawals total to your bank statement The amount in the Cleared Withdrawals field should match the bank statement s total for withdrawals This may be called checks paid withdrawals or something similar on your bank statement If they don t match you may have mistakenly cleared an item that hasn t cleared the bank or you may have missed checking off a cleared item in Bank Reconciliation Compare the Cleared Deposits total to your bank statement The amount in the Cleared Deposits field should match the bank statement s total for deposits This may be called total deposits or something similar on your bank statement If they don t match you may have mistakenly cleared an item that hasn t cleared the bank or you may have missed checking off a cleared item in Bank Reconciliation Double check the amount entered for Bank S
105. 00 6000 6100 6200 6300 6400 6500 6600 6700 6800 6900 7000 7100 7200 7300 7400 7500 7600 7700 7800 7900 9000 9500 9600 Paper purchases Binder purchases Stamp purchases Other purchases Ink purchases Freight Advertising Depreciation Discounts given Discounts taken Dues and subscriptions Insurance Late fees paid Leasehold improvements Legal and accounting Maintenance Store supplies Payroll wages Payroll employer expense Postage and shipping Rent Telephone Travel and entertainment Utilities gas Utilities electricity Utilities water Interest income Interest expense Suspense Professional Chart of Accounts 1010 1020 1100 1200 1700 1720 1740 1800 1820 1840 2100 2200 2300 2400 2500 2550 2700 3000 3100 3200 4100 4200 4300 4400 4500 6000 6100 6200 6300 6400 6600 6700 6800 6900 7000 7100 7110 7120 Cash In Bank Checking Acct Money Market Account Accounts Receivable Prepaid Expenses Leasehold Improvements Office Furniture amp Equipment Vehicles Accum Depr Leasehold Accum Depr Office Accum Depr Vehicles Accounts Payable Sales Tax Payable Federal Withholding Tax State Withholding Tax FICA Tax Payable State Disability Tax Bank Loan Capital Owners Draw Retained Earnings Fee Income Commissions Consulting Reimbursement Expenses Miscellaneous Income Automobile Expense Advertising Marketing Bad Debts Bank Charges Contributions
106. 00 61 06 05 2 Framework Comm 5000 01 07 05 J L Williams Construct Current Income amp Expense 9863 Valley Hiway Bus Stops JF 4008 01 06 05 4 Grading Property Com 5008 01 06 05 Gabbie s Graders Current Income amp Expense 4000 Sales Commercial soga Cost of Sales Commercial 8750 Wages Staff 8850 PR Tax Expense Staff Current Income amp Expense Document J Invi 2 S API 6 P PR 81 31 G ET 01 31 G Invi 3 AP1 8 P Invi 2 S AP1 7 P Income 2 000 00 2 000 00 16 006 08 10 000 00 1 400 00 1 400 00 13 400 00 8 050 00 1 200 00 135 20 13 400 00 Expense 1 200 00 1 200 00 136 20 2 536 20 5 900 00 6 000 00 850 00 850 00 9 385 20 Appendix A Working with CheckMark Payroll 333 This appendix describes how to post employee and employer check information from CheckMark Payroll into MultiLedger 334 Appendix A Working with CheckMark Payroll Posting Employee Checks to MultiLedger for Windows Employee check information from CheckMark Payroll for Windows can be posted to MultiLedger for Windows by following these instructions Set up Ledger Accounts in CheckMark Payroll Before posting to MultiLedger you should assign account numbers to payroll categories in CheckMark Payroll 1 In CheckMark Payroll click Ledger Accounts in the Command Center 2 Assign MultiLedger account numbers to all applicable Payroll Categories For more information on setting up Ledger Accounts see your
107. 04 10 01 08 Liza Doolittle 02 29 08 Chk1805 10 01 08 Magnolia Rental Properties 03 3108 Chk1806 10 01 08 US Western Telephone Systen 04 30 08 Chk1807 10 01 08 Utility Service Company of Cold 05 3108 Chk1808 10 01 08 Consultants Magazine 06 30 08 Chk1809 10 31 08 Postmaster 07 3108 Chk1810 10 3108 Office Mart 08 31 08 Chk1811 10 31 08 United Way 09 30 08 103108 ha 2 Select the correct month from the Period list 3 Click the appropriate radio button to see a list of documents available for printing 4 Check any appropriate print options such as Laser Stub Print Metafile Windows or Print PDF PICT File Macintosh 5 Select Sort by option 6 Select the documents for printing Select a document by clicking its document number or select more than one document by clicking and dragging through the list You can select a non consecutive series of documents by holding down the Ctrl key Windows or Shift key Macintosh while clicking the desired lines Important will be printed If no single document or group of documents is selected all documents 108 Chapter 5 Setup Options Checks Customer Invoices and Quotes Sales Journal Invoices and Item Purchases and Purchase Orders followed by an asterisk Windows or bullet Macintosh have already been printed You can also use the Find and Find Again commands under the Edit menu to find a particular document customer or vendor 7 Select the pri
108. 05 05 Check CK1734 AP3 45 11 556 00 66 10 05 Payable AP3 46 11 556 00 66 21 05 Payable AP6 15 1 117 88 07 10 05 Payable PJ21341 11 556 00 07 18 05 Payable PJ21342 40 00 82 877 00 69 300 00 The current date is used as the Cutoff Date for the report Click the window s close box to close it and return to the Item Purchases window 4 Continue filling in the rest of the fields with the appropriate information For field explanations see Item Purchases Field Descriptions on page 194 Note You can add comment lines to the Item Purchases document at any time by choosing Insert Line from the Edit menu Ctrl I on Windows or 31 on Macintosh By selecting the option to Modify Item Description you can also change or enter additional text in the item description line This text will show on an invoice and in the transaction joural reports For more details see Adding Comment Lines to Transactions on page 126 5 After you have entered an item quantity unit cost and amount Job is optional press TAB to add the item to the document As you add detail lines to the document the Total field is updated Total 1117 00 E After the first detail line is added the Save button is enabled Save A U N m R Modify Item Purchases 201 On Windows if necessary press New Line or click ENTER to begin entering another item to this document On Macintosh if necessary press TAB or RETURN to begin entering another i
109. 1 x or higher e Account lt 8000 gt not found Record 1 You have a general ledger account in CheckMark Payroll that is not found in MultiLedger To correct this verify that all accounts in the Posting Summary report in CheckMark Payroll have matching accounts in your MultiLedger company files Then make any necessary changes in either CheckMark Payroll or MultiLedger e Account lt Chk 2 gt not found Record 1 There are two possible explanations for this error message 1 You distribute wages or hours to jobs but have not checked the Include Jobs in Post Summary check box To correct this check the Include Jobs in Post Summary checkbox on the Employee Paychecks window then try posting again 2 You do not distribute wages or hours to jobs but have checked the Include Jobs in Post Summary check box To correct this uncheck the Include Jobs in Post Summary checkbox on the Employee Paychecks window then try posting again Duplicate Document number found Document not imported There are three possible explanations for this error message 1 You have imported the payroll checks already You should verify in MultiLedger that the checks you are trying to post have not already been posted To do this Click Transaction Journals in MultiLedger s Command Center then select the month from the month list Select the General radio button then look for PR and ET entries for that date to see if checks have already been poste
110. 118 valid dates 124 voiding 129 Trial balance definition 370 drill down on report 302 report 301 U Unit cost customer invoices 154 item purchases 196 Unlocking months 123 143 User settings open last company on launch 93 prompt if no backup in this many days 93 setting up 93 show scheduled recurring entries 94 sort customers by name 94 sort items by name 94 sort vendors by name 94 Users deleting 142 modifying 142 passwords 140 setting up 140 V Vendor information report 285 Vendor payments 213 applying credit amounts in 223 397 cash account 213 check number 213 definition 370 discount adjustment account 213 field descriptions 213 modifying or deleting 218 recording checks with 214 report 305 reversing a payable 221 Vendors 1 time button on disbursements journal 207 210 1099s 278 accounts payable report 277 280 adjusting 1099 amount 71 aged accounts payable report 277 281 applying credit 223 default due days 92 deleting 75 history reports 278 information report 278 284 285 item purchase detail report 278 284 mailing labels 278 marking as inactive 70 78 marking for 1099 70 modifying 75 notes 70 printing 1099s for 286 recording vendor credit 222 reports 277 selecting1099 category 71 separating city state zip when exporting 245 setting credit limit for 72 setting day of month due 71 setting default account for 71 setting default amount for 71 setting discou
111. 130 02 Fee Refund Partner B 6000 Automobile Expense 6000 01 Automobile Expense Partner A 6000 02 Automobile Expense Partner B 6100 Advertising Marketing 6200 Bad Debts 6200 01 Bad Debts Partner A 6200 02 Bad Debts Partner B 6300 Bank Charges 6400 Contributions 6500 Depletion 6600 Depreciation Expense 6700 Dues amp Subscriptions 6700 01 Dues amp Subscriptions Partner A 6700 02 Dues amp Subscriptions Partner B 6800 Insurance General 6900 Insurance Group 6950 Insurance Owner 6950 01 Insurance Owner Partner A 6950 02 Insurance Owner Partner B 7100 Legal amp Accounting Services 7200 Meals amp Entertainment 7200 01 Meals amp Entertainment Partner A 7200 02 Meals amp Entertainment Partner B 7300 Miscellaneous Expense 7300 01 Miscellaneous Exp Partner A 7300 02 Miscellaneous Exp Partner B 7400 Office Supplies 7410 Equipment Rental 7420 Laboratory Expenses 7420 01 Laboratory Exp Partner A 7420 02 Laboratory Exp Partner B 7440 Reference Material 7440 01 Reference Material Partner A 7440 02 Reference Material Partner B 7450 Laundry 7450 01 Laundry Partner A 7450 02 Laundry Partner B 7460 Medical Supplies 7500 Pension Profit Sharing Expense 7600 Postage 7700 Rent 7800 Repairs amp Maintenance 7900 Payroll Salaries 7950 Payroll Taxes 8000 Licenses 8000 01 Licenses Partner A 8000 02 Licenses Partner B 8100 Telephone Medical Partnership Chart of Acc
112. 137 Multi User Restrictions 138 Network Considerations 140 Users and Passwords 140 Setting Up Users and Passwords 140 Modifying and Deleting Users and Passwords 142 How Passwords Work 143 Locking and Unlocking Months 143 How to Lock a Month 143 How to Unlock a Month 144 Chapter 8 Customer Transactions 145 Customer Transactions Flowchart 146 Recording Sales 147 Customer Invoices 149 Customer Invoices Field Descriptions 149 Recording a Sale with Customer Invoices 155 Printing a Customer Invoice 159 Modifying or Deleting an Invoice 159 Sales Journal 160 Sales Journal Field Descriptions 160 Recording a Sale with the Sales Journal 163 Printing a Sales Journal Invoice 166 Modifying or Deleting Sales Journal Invoices 166 Receipts Journal 167 Receipts Journal Field Descriptions 167 Recording a Deposit with the Receipts Journal 169 Modifying or Deleting Receipts Journal Documents 170 The Customer Payments Window 171 Customer Payments Field Descriptions 171 Recording Customer Payments 173 Modifying or Deleting Payments Before Saving a Deposit 177 Modifying or Deleting Payments After Saving a Deposit 177 When a Customer Fails to Pay an Invoice 178 vi Table of Contents Quotes 179 Creating Quotes 179 Working with Quotes 179 Printing Quotes 180 Viewing Quotes 181 Special Customer Situations 181 Recording Advance Deposits 181 Reversing a Receivable 182 Recording Customer Credit Memos 183 Recording Customer Credit for Returned Inventory 183 R
113. 1720 Leasehold Improvements 1730 Vehicles 1810 Accum Depr Furn amp Equip Report Options When you first open the Chart of Accounts window the Graph and Print Graph buttons are dimmed These buttons remain dimmed until you select accounts Chart of Accounts Reports 299 Printing Your Chart of Accounts You can print a list of the chart of accounts showing account numbers and names grouped under headings All accounts regardless of any accounts highlighted are reported To change account descriptions see Setting Up the Chart of Accounts on page 23 To change account groupings or group descriptions see Customizing Financial Statements on page 95 Click the Print button to print your chart of accounts A standard print dialog box appears on your screen Select the print options that you want and click Print or OK Graphing Comparisons You can print or view a bar graph comparing a balance for an account or arange of accounts for each period in the open accounting periods 1 Select the account or accounts to be reported If necessary scroll the list box to find the name of the account or accounts You can select a consecutive series of accounts for details see Making Selections in a Reports List on page 262 2 Click Graph or Print Graph If you click Graph the report appears on your screen If you click Print Graph a standard Print dialog box appears on your screen Select the prin
114. 2 1 Click Budget Amounts in the Command Center You can set up budgets for accounts 4000 and higher r 4300 Sales Residential 4400 Other Income 5000 Cost of Sales Commercial 5100 Cost of Sales Land 5200 Cost of Sales Extras 5300 Cost of Sales Residential 5500 Dump Truck 6000 Advertising 6050 Auto Gas Oil amp Maintenance 6100 Automotive Equipment 6150 Bad Debts 6200 Bank Service Charges 6210 Bonus 6250 Casualty amp Liability Insurance 6310 Commission Paid 6350 Depletion 6400 Depreciation Expense Sales Commercial Sales Land Annualize 01 31 04 01 3104 0 00 02 29 04 0 00 03 31 104 0 00 04 30 04 0 00 05 3104 06 3004 07 31104 08 31 04 09 30 04 0 00 40 31 04 0 00 113004 0 00 1231104 All budget amounts are initially set to 0 00 2 Select the fiscal year you want from the pull down menu The default selection is the first open year 3 Select the appropriate income or expense account from the list on the left Setting Up Budget Amounts 85 01731704 FA 01 31 04 02 29 04 03 31 04 04 30 04 05 31 04 0 0 4100 01 Sales Returns Store 1 0 O 4100 02 Sales Returns Store 2 8 6 4200 Other Income 8 6 8 0 0 6 0 5000 Cost of Sales 06 30 04 5000 01 Cost of Sales Store 1 07 31 04 5000 02 Cost of Sales Store 2 08 31 04 Sesoog0g 4 Enter the budget amount in the edit box for each month on the right and press TAB You can also use the down
115. 2 0 00 0 00 YWhizbats Store 2 Select an account for the adjustment You can change the Adjust Acct by clicking the account number or name and selecting a new account from the pop up list If no account is shown click to the right of the Adjust Acct label and select an account from the pop up list that appears If necessary enter or change the reference number Type in a description for the transaction Verify that the date is correct Select an item you want to adjust from the list Adjust Inventory Window 239 7 Enter a quantity positive or negative in the Adjust Qty edit box then press TAB Entering a positive quantity adds to the existing inventory and entering a negative quantity subtracts from the existing inventory The Total Cost edit box shows the calculation of the Adjust Qty multiplied by the Unit Cost If you change the amount in the Total Cost field the Unit Cost for the item will be updated accordingly 8 Repeat steps 6 and 7 for all items you want to adjust 9 When you are finished click Save Modifying or Deleting Adjust Inventory Transactions You can modify or delete a transaction made in Adjust Inventory 1 Click Adjust Inventory in the Command Center 2 Click Modify 3 Select the transaction from the list then click OK If the transaction you are looking for does not appear you may have to select another month from the pull down menu To delete the transaction click
116. 27 Category Descriptions The following table describes the purpose of each category and the MultiLedger windows that use it Category Cash Account Asset 1000 1999 Accounts Receivable Asset 1000 1999 only one allowed Accounts Payable Liability 2000 2999 only one allowed Retained Earnings Equity 3000 3999 Shipping Charged Income 4000 4999 Shipping Paid Cost of Sales 5000 5999 Windows Vendor Payments Disbursements Journal Customer Payments Receipts Journal Customer Invoices Sales Journal Customer Payments Item Purchases Payables Journal Vendor Payments Customer Invoices Item Purchases Purpose Paying vendors and writing checks decreases this account Making deposits from customer payments and cash receipts increases this account Invoices increase this account Customer payments decrease this account Buying inventory and entering payables increases this account Vendor payments decrease this account Retained earnings capital account or owner s equity Income is closed into this account when the company s fiscal year is closed Note You must assign an account number to the Retained Earnings posting category If you charge customers shipping or freight on invoices assign the appropriate account here If you separate shipping from the cost of inventory assign the appropriate account for shipping paid to vendors 28 Chapter 2 Initial Setup Ca
117. 410 Construction in Progress 20 456 78 0 00 20 456 78 1420 Material Unused amp Unassigned 2 500 00 0 00 2 500 00 1430 Unimproved Land Non subdivided 100 000 00 0 00 100 000 00 1500 Prepaid Insurance 2 500 00 0 00 2 500 00 Amounts with 1510 Prepaid Taxes 5 000 00 0 00 5 000 00 1520 Prepaid Interest 1 500 00 0 00 1 500 00 parentheses are 1710 Furniture Equipment 60 510 00 0 00 60 510 00 credits 1720 Leasehold Improvements 4 950 00 0 00 4 950 00 Vehicles 22 000 00 0 00 22 000 00 1810 z Furn Equip 14 884 60 995 00 15 879 60 1820 Accum Depr Lea rov 714 00 92 10 806 10 1830 Accum Depr Vehicles 72 60 409 30 3 581 90 2100 Accounts Payable 34 220 0 7 625 00 41 845 00 2310 Federal Unemployment Tax 156 32 156 32 0 00 2350 Local Withholding Tax 55 40 55 40 0 00 m 2400 State Withholding Tax 880 00 880 00 0 00 Amounts without 2410 State Unemployment Tax 652 21 652 21 0 00 2510 Employee 401K Savings Plan 1 163 50 1 163 50 0 00 parentheses are 2520 En 180 00 180 00 0 00 debits 2550 Union Dues 164 00 164 00 0 00 2600 Accrued Real Estate Taxes 25 000 00 0 00 25 000 00 2700 Construction Loans Payable 50 000 00 0 00 50 000 00 2800 Customer Escrow Deposits 20 000 00 0 00 20 000 00 2900 Other Long Term Liabilities 10 000 00 0 00 10 000 00 3000 Partner A Investment 57 678 50 0 00 57 678 50 3050 Partner A Withdrawal 2 000 00 1 000 00 3 000 00 3100 Partner B Investment 44 452 61 0 00 44 452 61 3150
118. 500 Legal amp Accounting Services 7600 Licenses 7700 Meals amp Entertainment 7800 Mileage Expense 7900 Pension Profit Sharing Exp 8000 Printing 8100 Rent 8200 Repairs amp Maintenance 8300 Store Supplies 8400 Telephone 8500 Travel 8600 Utilities 8700 Wages 8800 Wages Officers 8900 Wages Tax Expense 9000 Gain Loss on Sales of Assets 9001 Interest Income 9002 Interest Expense 9003 Tax Expense 366 Appendix B Sample COAs Sole Proprietorship Chart of Accounts 1010 Checking 6200 Bad debts 1020 Payroll checking 6300 Bank charges 1030 Cash register drawer 6400 Contributions 1040 Petty cash 6500 Commissions and fees 1100 Accounts receivable 6600 Depletion 1200 Prepaid expenses 6700 Depreciation 1400 Inventory 6800 Dues and memberships 1600 Computer equipment 6900 Employee benefits 1620 Office furniture and equipment 7000 Insurance 1640 Vehicles 7100 Late fees 1660 Leasehold improvements 7200 Legal and professional 1700 Accum depr computer equipment 7300 Maintenance and repairs 1720 Accum depr office furniture 7400 Miscellaneous 1740 Accum depr vehicles 7500 Office supplies 1760 Accum depr leasehold improv 7600 Payroll wages 2100 Accounts payable 77100 Payroll taxes 2120 American Express 7800 Postage 2140 MasterCard 7900 Rent 2160 Visa 8000 Rent or lease equipment 2200 Sales tax payable 8100 Taxes and licenses 2300 FICA tax payable 8200 Telephone 2320 Federal withholding tax 8300 Travel me
119. 5000 00 0 00 041905 0519 05 Inv1 35 Michaels Curt Tahoe Su 1050 00 0 00 04 2105 05 21 05 Inv1 36 Gottrich Summit HOA 3000 00 0 00 04 2305 05 2305 Inv1 37 Thomson Don and Lisa 2000 00 0 00 04 3005 05 3005 Inv1 42 Arnold Schmidt 250 00 0 00 04 3005 05 30 05 Inv1 41 Arnold Schmidt 45 00 0 00 04 3005 05 30 05 Inv1 40 Thomson Don and Lisa 15000 00 0 00 04 3005 05 30 05 Inv1 39 Stevens HOA 5000 00 0 00 04 3005 05 3005 Inv1 38 Martin Joe Tahoe Summi 15000 00 0 00 v You can sort the invoices by date or customer by clicking the appropriate Sort by radio button After you ve selected the invoice the finance charge is automatically calculated Rate times Amount Due and put in the Charge edit box You can manually override the amount for the finance charge by typing an amount in the Charge edit box Entries that previously have had a charge applied are marked with an asterisk 5 Press TAB to apply the finance charge to the selected invoice 6 Repeat steps 4 through 5 for each finance charge 7 After all the finance charges have been calculated and listed click Save Finance charges appear on Customer Payments and Finance Charges as outstanding receivables but do not affect the general ledger balance for the cash account or the finance charge income account until they are paid in Customer Payments After saving receivables that have just had a finance charge applied are marked with a plus 190 Chapter 8 Cu
120. 6 Retail Sample Co Corp Statements Invoice All outstanding invoices prior to the 04 01 06 Cutoff Date are Date Doc Charge Payment Balance shown as well as any pes aa 03 16 05 Inv3 84 Continuous PO 101 7 589 00 8 00 7 589 00 partial payments to 05 15 05 FC 4 Finance Charges 113 83 8 08 113 83 invoices 05 16 05 FC 5 Finance Charges 113 83 8 00 113 83 89 16 85 Inv3 103 Continuous PO 101 7 589 00 8 00 7 589 00 12 16 05 Inv3 107 Continuous PO 161 7 589 00 6 00 7 589 00 03 16 06 Inv3 109 Continuous PO 101 7 589 00 8 00 7 589 00 30 583 66 Jamie Fischer 09 16 05 Inv3 104 Continuous PO 201 8 017 50 8 00 8 017 58 12 16 85 Inv3 106 Continuous PO 201 8 017 58 6 00 8 017 50 63 16 86 Inv3 110 Continuous PO 201 8 017 50 8 00 8 017 50 24 052 50 TSA Distribution 04 01 05 Inv3 86 Continuous PO 301 10 375 00 8 00 10 375 00 86 01 85 Inv3 92 Continuous P0 301 10 375 00 6 00 10 375 00 07 01 05 Inv3 96 Continuous P0 301 10 375 00 8 00 10 375 00 08 01 05 Inv3 99 Continuous P0 301 10 375 00 6 00 10 375 00 09 01 05 Inv3 102 Continuous PO 301 10 375 00 6 06 16 375 08 12 01 05 Inv3 105 Continuous PO 361 10 375 00 6 00 10 375 00 03 01 06 Inv3 108 Continuous P0 301 10 375 00 8 00 10 375 00 72 625 00 276 Chapter 11 Customer Vendor amp Item Reports Customer Statement Activity Based example AAA Statements Activity 04 01 06 5 Retail Sample Co Corp All outstanding invoices AF Statements Activi ty and finance charges 04 01 06
121. 6 purchase orders 220 quotes 179 receipts journal deposits 170 sales journal invoices 166 sales tax 101 salespeople 103 shipping methods 86 transactions 127 users 142 vendor payments 218 vendors 75 Months locking and unlocking 123 143 working with 30 open 122 Multiple open windows 12 Multiple users see also multi user in MultiLedger 136 389 Multi user access limitations 137 installing MultiLedger 136 mapping drive on Windows 136 network considerations 140 restrictions 138 Multi user capabilities 136 N Naming company 17 Network see also multi user mapping drive on Windows 136 multi user considerations 140 New company creating on Macintosh 19 creating on Windows 17 New line in customer invoices 154 in disbursements journal 208 in general journal 227 228 in item purchases 197 201 in payables journal 204 206 in receipts journal 168 in sales journal 162 O Open backup on Macintosh 57 backup on Windows 55 sample company on Macintosh 9 sample company on Windows 6 Open last company on launch 93 Open recent company on Macintosh 10 on Windows 8 Opening last company on launch 93 390 Index Opening multiple windows 12 Operating expenses definition 369 Order number customer invoices 152 Outstanding not entered bank reconciliation 229 Outstanding payables prior to start date 41 verifying set up of 46 Outstanding receivables prior to start date 32 verifying setup of 37 P Packing
122. 70 Chapter 8 Customer Transactions Note aR 6 Continue filling in the rest of the fields with the appropriate information For field explanations see Receipts Journal Field Descriptions on page 167 You can add comment lines to the transaction at any time by choosing Insert Line from the Edit menu CTRL I on Windows or 1 on Macintosh For more information see Adding Comment Lines to Transactions on page 126 After you ve entered a ledger account usually this is an income account in the 4000 4999 range and amount Job and Description are optional press TAB to add the detail line to the deposit As you add detail lines to the deposit the Deposit Total field is updated On Windows if necessary click New Line or press ENTER to begin entering another item On Macintosh if necessary press TAB or RETURN again to begin entering another item When you are finished entering all the information for the transaction click Save When the transaction is saved it is posted automatically to the general ledger and the deposit number is increased by one Modifying or Deleting Receipts Journal Documents When the cursor is in the Deposit field the Modify button is enabled Click Modify to see a list of Receipts Journal transactions that you can modify or delete If the transaction you re looking for doesn t appear you may have to select another month from the pull down menu Please note that the transactio
123. 817 50 06 15 05 Deposit Dep 41 Inv3 91 8 017 50 shown for each 09 15705 Sale Inv3 104 8 017 50 12 16 85 Sale Inv3 166 8 017 50 customer 63 16 06 Sale Inv3 118 k 8 017 50 40 087 50 16 035 00 78 032 50 31 213 00 Total sales and receipts for all customers are shown at the bottom of the report Transaction Summary report example AAA Transaction Summary 03 01 05 to 03 31 06 Retail Sample Co Corp Transaction Summary 03 01 05 to 03 31 06 Customer Sales Receipts Arnold Schmidt 37 945 00 15 178 00 Jamie Fischer 16 035 00 Jane Gleason 4 328 07 Kelley Hair amp Net 580 00 Sylvia Holden 0 00 TSA Distribution 31 125 00 Total sales and receipts are shown as one line summaries per customer for the selected month s Customer Reports 273 Invoice Item Detail report example O0O0OOPO Item History 12 01 05 to 03 31 06 Retail Sample Co Corp Item History 12 01 05 to 03 31 06 Date Doc I tem Quanti ty Amount Arnold Schmidt ltem name quantity 12 16 05 Inv3 187 Dingbats Store 1 50 00 1 750 00 12 16 05 Inv3 107 Dingwings Store 1 50 00 3 250 00 and purchase 12 16 85 Inv3 107 Whizbats Store 1 50 00 2 150 00 amount are shown 03 16 06 Inv3 189 Dingbats Store 1 50 00 1 750 00 X s 03 16 06 Inv3 109 Dingwings Store 1 50 00 3 250 00 by invoice for the 03 16 06 Inv3 109 Whizbats Store 1 50 00 2 150 00 14 300 00 selected customers Jakia Fischer i 12 16 05 Inv3 106 Dingbats Store 2 75 00 1 968 75 12 16 05 Inv3 106
124. AB the invoice detail line is listed here and the Invoice Total is updated Note You should enter the total for the outstanding invoice on one detail line 11 Click Save Save as outstanding item without affecting general oy ledger balances 12 Click Yes After clicking Yes the document is saved and the invoice number is automatically increased by one 13 Repeat steps 2 12 for each outstanding receivable 38 Chapter 2 Initial Setup Verifying the Outstanding Receivables Setup After entering all your outstanding receivables that are dated before your current fiscal year you can use a Customers report to verify the setup 1 Click Customer Reports in the Command Center Click View or Print Arnold Schmidt to see the report mold Schmi Christy Wallen City of Lake Tahoe Dylan Jim Gottrich Summit HOA JJ Johnson Lake Tahoe Assoc Martin Joe Tahoe Summit HOA Michaels Curt Tahoe Summit HOA Stevens HOA Thomson Don and Lisa Text File Don t worry about Accounts Receivable X the sorting options _____ Sort by Due Date v or CutoffDate for tot Date this report All the customers you set up are shown here 2 Make sure Accounts Receivable is selected Don t select any customers from the customer list When no customers are highlighted all the customers with outstanding invoices will be reported Note If you have entered current year transactions you should chang
125. Accounts Receivable Reports Select the customer or customers for the report If necessary scroll the list box to find the name of the customer you want You can also use the Find command under the Edit menu to select a customer from a long list for details see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of customers from the list see Making Selections in a Reports List on page 262 If no customer names are highlighted all customers will be reported If you have set up codes for your customers and would like those codes to appear on reports check the Show Code Field on Reports option on the Preferences window under the File menu 2 Select a report type from the pop up menu For details see the previous descriptions of the types of accounts receivable reports available 3 Change the Cutoff Date if necessary s s When you open the Customers window the Cutoff Date is automatically filled in with the current date The Cutoff Date determines the last date that will be reported for Accounts Receivable Aged Accounts Receivable and Summary Aged Accounts Receivable reports By changing this date you can create a report that shows what invoices were outstanding up until an earlier date For example if you want a report that shows outstanding receivables at the end of last month change the Cutoff Date to the last day of that month Aging Periods If
126. Cancel Alt F4 on Windows or Command 38 period on Macintosh to close a pop up list without entering any information Document Numbers Each transaction document must have a document number that identifies it Depending on the transaction window these document numbers are labeled as Document Invoice Doc Check Deposit or Ref Although document numbers can contain up to eight characters such as letters numbers or dashes the last character must be a numeral For example INV 1138 would work but 1138 INV would not If a document number is missing or does not end with a numeral the following message appears when you try to save the document lt Click OK and re enter the document number After you save a transaction the document number automatically increases by one The next document number is saved for each transaction window and will automatically be entered when the window is opened again Sales Journal and Customer Invoices share the same last document invoice number Saving a document number in one will automatically increment the next document number in both windows by one For example after saving the document number 1138 in the Sales Journal the next document number in either the Sales Journal or Customer Invoices would be 1139 The Payables Journal and Item Purchases also share the same last document number as do the Disbursements Journal and Vendor Payments and the
127. Customer Dylan Jim Due Disc Date 05 06105 Statement Desc April charges Sort by Due Date v Due Disc Date Invoice Customer Name 3N Inv1 26 Gottrich Summi Deposit Date 50 00 Total Discount 5 874 91 Cash Balance 3N Invi 32 City of Lake T 6400 00 0 j 05 06 05 3N Inv1 31 Christy Wallen 10000 00 0 00 0 00 3N Inv1 34 JJ Johnson 7500 00 Note If you discover a payment error after saving the deposit see Modifying or Deleting Payments After Saving a Deposit on page 177 The Customer Payments Window 177 Modifying or Deleting Payments Before Saving a Deposit If you ve made a mistake such as entering a payment incorrectly or entering a payment for the wrong invoice you can quickly fix the problem before saving the deposit Select the appropriate outstanding receivable Change the highlighted amount paid or press DELETE or BACKSPACE to remove it then press TAB If necessary modify the amount in the Disc Adjust edit box Press TAB to re enter the modified payment or remove the old one on the line Modifying or Deleting Payments After Saving a Deposit When you save a deposit using Customer Payments MultiLedger uses the Receipts Journal to post the transaction to the general ledger You can use the Receipts Journal to modify or delete the deposit that contains the incorrect customer payment Customer Payments and the general ledger will automatically be updated to reflect th
128. Entry Accounting a method of accounting in which each transaction has equal debit and credit amounts In this way the accounts remain balanced Drag the act of positioning the pointer over the item to be dragged and then holding the mouse button down while moving the mouse Equity Owner s Equity the rights to the properties of a business such as common stock and retained earnings Expenses expenditure for operating costs of an accounting period Export the capability to move data into a text file which can be used by other applications Financial Snapshot a report which shows a summary of cash receivables payables inventory and several financial ratios Fiscal Year the twelve month accounting period used by a company Format the ability to define the placement of fields for checks General Journal a journal used to record transactions that do not fit within the scope of the Receipts or Disbursements Journal such as depreciation or amortization adjustments General Ledger a collection of ledger accounts which track a company s financial activities Icon a picture on the desktop that represents a file Income revenues received by a company usually from sales Income Statement a report which shows the income and expenses of a company for a given time period Item Purchases a screen in MultiLedger used to record purchases of items Interface Accounts a screen used to assign ledger accounts
129. File on Windows 17 Creating a New Company File on Macintosh 19 Setting Up Basic Company Information 21 Setting Up the Chart of Accounts 23 Guidelines for Setting Up Accounts 23 Entering the Accounts 24 Setting Up Cash Flow Designations 25 Modifying Account Numbers and Names 26 Deleting Accounts 26 Setting Up Posting Categories 27 Category Descriptions 27 Assigning Posting Categories 28 ii Table of Contents Setting Up Ledger Account Balances 30 Setting Up Prior Outstanding Receivables 32 Entering Outstanding Receivables 32 Verifying the Outstanding Receivables Setup 38 What to do if your outstanding receivables don t balance 39 Setting Up Outstanding Payables 41 Entering Outstanding Payables 42 Verifying the Outstanding Payables Setup 46 What to do if your outstanding payables don t balance 47 Setting Up Items 49 Verifying the Items Setup 49 What to do if your inventory doesn t balance 50 Chapter 3 Backing Up amp Restoring 51 Backing Up Your Company Files 52 Suggestions for Backing Up 52 Automatic Backup Reminder 52 Backing Up Your Company Files on Windows 53 Backing Up Your Company Files on Macintosh 54 Restoring a Backup Archive on Windows 55 Restoring a Backup Archive on Macintosh 57 Using Backups in a Cross Platform Environment 60 Chapter 4 Customer Vendor amp Item Setup 61 Customer Terms 62 Customer Terms Field Descriptions 62 Setting Up Customer Terms 63 Modifying Customer Terms 64 Deleting Custome
130. MultiLedger User s Manual for Windows amp Macintosh Information in this manual is subject to change without notice This manual Manual or Documen tation and the software Software described in it are copyrighted with all rights reserved By using this Manual and accompanying Software you the end user agree to the terms set forth in the License Agreement Copyright Under the copyright laws this Manual or the Software may not be copied in whole or in part without the express consent of CheckMark Software Inc CheckMark Software except in the normal use of the Software or to make a backup copy of the Software for your own use The same proprietary and copyright notices must be affixed to any permitted copies as were affixed to the original This exception does not allow copies to be made for others whether or not sold but all of the material purchased with all backup copies may be sold or given to another person Under the law copying includes translating into another language or format Federal copyright law prohibits you from copying the written materials accompanying the Software without first obtaining our permission You may not alter modify or adapt the Software or Documen tation In addition you may not translate decompile disassemble or reverse engineer the Software You also may not create any derivative works based on this Software or Documentation A derivative work is defined as a transl
131. Multiple Reports 263 Whenever you can select a non consecutive series you can also select a consecutive series by dragging through all desired lines in the list box Printing Multiple Reports m Trial Balance M General Ledger Listing Balance Sheet M Income Statement v Accounts Receivable ic Accounts Payable You can print more than one report with just one Print command by using the Print Multiple window under the Reports menu Choose Print Multiple from the Reports menu The following window appears Report Selection l Trial Balance General Ledger Listing Balance Sheet l Income Statement F Accounts Receivable F Accounts Payable The following types of financial reports can be printed with a single Print command Prints the selected month s trial balance Prints a general ledger listing for the selected month Prints a balance sheet for the selected month Prints a period and year to date income statement for the selected month Prints the selected month s accounts receivable report sorted by Due Date Prints the selected month s accounts payable report sorted by Due Date 264 Chapter 11 Customer Vendor amp Item Reports 1 Click the appropriate checkboxes to select or deselect reports for printing For details see the previous descriptions of the types of reports available Any combination of reports can be printed 2 Select the period for the reports 3 Click Print A stan
132. Name Code Contact Address City State Zip Notes and Add Notes Phone Fax Customers 65 Customer Setup Field Descriptions The following section describes the fields on Customer Setup Check this box to designate a customer as inactive Inactive customers appear at the bottom of a customer list with a tilde before their names Marking a customer as inactive is an alternative to immediately deleting a customer You can still view reports for inactive customers and you can make an inactive customer active again by unchecking the Inactive box An Inactive customer however is not deleted when you close the year Marking the option Delete when Close Year leaves the customer as active and as long as no outstanding invoices exist for the customer that customer will be deleted when the year is closed Enter a name up to 36 characters long including spaces You can use an optional code field to sort or classify customers For details see Codes for Customers Vendors and Items on page 115 Enter a contact name up to 30 characters long including spaces Enter an address up to 30 characters long including spaces Enter city state and zip code up to 30 characters long including spaces Enter any internal notes you may have for a customer such as the preferred shipping method or an internal customer number The Notes field and Add 1 Notes field are each 30 characters long The notes entered here appe
133. Partner B Withdrawal 2 000 00 1 000 00 3 000 00 3300 Retained Earnings 292 890 63 0 00 292 890 63 4000 Sales Commercial 60 100 00 43 000 00 103 100 00 4300 Sales Residential 33 000 00 Z0 000 00 53 000 00 5000 Cost of Sales Commercial 40 150 00 27 925 00 68 075 00 5300 Cost of Sales Residential 21 880 00 13 300 00 35 180 00 6000 Advertising 270 00 135 00 405 00 6150 Bad Debts 1 050 00 0 00 1 050 00 6200 Bank Service Charges 30 00 15 00 45 00 6210 Bonus 1 000 00 0 00 1 000 00 6250 Casualty Liability Insurance 640 00 320 00 960 00 6400 Depreciation Expense 2 992 80 1 496 40 4 489 20 6550 Insurance Fire amp Ext Covg 330 00 165 00 495 00 6950 Mileage Construction 170 00 0 00 170 00 7050 Pension Profit Sharing Exp 268 50 125 63 394 13 Debits and credits 7200 Rent 3 000 00 1 500 00 4 500 00 7450 Telephone 117 22 62 55 179 77 should balance or 7550 Utilities 163 69 85 25 248 94 i i Wages Admin 8 000 00 4 000 00 12 000 00 credits plus prior 8750 13 440 00 6 587 50 20 027 50 income should 8800 PR Tax Exper in 899 99 363 99 1 263 98 8850 PR Tax Expense Staff 1 629 02 615 68 2 244 70 equal debits Ledger Debits 657 192 6 81 504 20 726 062 65 Ledger Credits 649 364 37 81 504 20 718 234 34 Prior income 7 828 31 7 828 31 304 Chapter 12 Financial amp Other Reports Transaction Journals Reports You can view print or create a text file of any journal from any of the open months You can also export any journal from any of the o
134. Save The vendor name is added to the list on the right Important Note Vendors 75 Modifying Vendor Information To modify existing vendor information first select the vendor name from the list Then modify the relevant vendor information Be sure to click Save after modifying any information or your changes will be lost Deleting a Vendor You can delete a vendor as long as the vendor is not associated with any transactions in the open months First select the vendor from the list then click the Delete button If you try to delete a vendor that is associated with transactions in the open months the following message appears W The selected object is used in transactions Cannot delete Because of restrictions with the multi user capabilities of MultiLedger you must be the only user accessing the company files to delete a vendor As an alternative to deleting a vendor you can mark a vendor as inactive by checking the Inactive box or mark Delete when Close Year on the vendor setup window See Vendor Setup Field Descriptions on page 70 76 Chapter 4 Customer Vendor amp Item Setup Items Name Code Selling Price 1 Selling Price 2 Selling Price 3 Qty on Hand Important Total Cost Item Setup Field Descriptions The following section describes the fields on Item Setup Enter the item name up to 36 characters long including spaces You can use an optional code field to s
135. Solution Delete the incorrect outstanding receivable by following the steps below and then enter the correct outstanding receivable in the Sales Journal 40 Chapter 2 Initial Setup Important Deleting an incorrect outstanding receivable entry Deleting an outstanding receivable from Customer Payments in the following way will leave no record of the deletion This procedure is used only to delete incorrect outstanding receivables that were entered with a date prior to your current fiscal year and should not be used to delete outstanding receivables dated within or after your current fiscal year 1 Click Customer Payments in the Command Center 2 Select the appropriate outstanding receivable from the list 3 Choose the Delete button Permanently delete this item without affecting gt general ledger balances 4 Click Yes The outstanding receivable is deleted and removed from the list Since the outstanding receivable did not affect any general ledger balances when it was entered because it had a date that was prior to your company s current fiscal year it should not affect any general ledger balances when it is deleted e Accounts receivable had an incorrect starting balance Solution Correct the accounts receivable balance by editing the amount on Account Balances Setting Up Outstanding Payables 41 Setting Up Outstanding Payables Outstanding payables are those invoices that your company has not yet paid
136. State Zip when exporting make Notes Notes f Add l Notes Addl Notes sure this box is Phone Phone checked Reseller ID Reseller ID Fax Fax Discount Discount Terms Terms Salesperson Salesperson Credit Limit Credit Limit Sales Tax1 Sales Tax1 Sales Tax2 Sales Tax2 Pricing Level v Pricing Level Note If Customers or Vendors is selected and you want the City State and Zip Code exported in separate fields make sure you select the Separate City State Zip checkbox 4 Click Copy All to copy all the fields from the Field List to the Export List in the same order they appear in the Field List You can also select a field then click Copy or you can double click each field you want to export in the order you want it to appear in the text file Since there are no field names in a text file you should carefully determine the order you want data to appear in the text file 246 Chapter 10 Other Activities As you double click each field in the Field List the field name appears in the Export List Field List Export List City State Zip Notes Ada l Notes Phone Reseller ID Fax Discount Terms Salesperson Credit Limit Sales Tax1 Sales Tax2 Pricing Level To remove a field from the Export List double click it or click it once then click Remove Fields below the removed field will automatically move up in the Export List 5 From the list on the left select the records that you want to export If no records are highlighte
137. Text File Total payables and total disbursements for the selected month s are shown for each vendor Total payables 283 and disbursements are shown as one line summaries per vendor for the selected Vendor Reports Transaction Detail report example AAA Transaction Detail 02 01 05 to 06 30 05 Retail Sample Co Corp Transaction Detail 02 01 05 to 06 30 05 Vendor Date Type Doc Payable Disbursement AIC Advertising 03 10 05 Payable AP3 43 2 000 00 04 05 05 Check CK1724 AP3 43 2 000 00 2 000 00 2 000 00 BTS Distribution Supply 02 05 05 Check 11 550 00 62 10 05 11 550 00 03 10 05 11 550 00 03 10 05 oes AP3 40 11 550 00 AP3 41 11 550 00 11 550 00 Payable AP3 45 11 550 00 Payable AP3 46 11 550 00 57 750 00 34 650 00 59 750 00 36 650 00 Total payables and disbursements for all selected vendors are shown at the bottom of the report Transaction Summary report example OOA Transaction Summary 01 01 05 to 06 30 05 Retail Sample Co Corp Transaction Summary 01 01 05 to 06 30 05 Vendor Payables Disbursements A Printed Page 900 00 900 00 AIC Advertising 2 000 00 2 000 00 BTS Distribution Supply 69 300 46 200 00 Magnolia Rental Properties 9 000 00 Office Mart 167 0 00 US Western Telephone Systems 90 789 30 United Hay 68 1 410 00 Uti lity Service Company of Colorado 141 22 518 76 284 Chapter 11 Customer Vendor amp Item Reports Item Purchase Detail report example AAA Item History 05 01
138. This range determines the account numbers for the Heading Description For example the heading Current Assets has a range from a lower limit of 1000 to an upper limit of 1599 1 Click the range that you want to modify You can change the upper limit only of the following ranges 1000 1599 Current Assets 1700 1899 Fixed Assets 2000 2599 Current Liabilities 2 Click in the edit box then change the upper limit for the range 3 Click Save A U N The lower limit of the next range in the list will automatically be adjusted Repeat the steps above for all of the ranges that you want to change Customizing Account Groupings You can group accounts to appear as one line summaries on balance sheets and income statements After grouping accounts for a financial report you can still see the individual accounts that make up the one line summary by selecting the Show Detail Accounts option on the Income Statement or Balance Sheet Reports Accounts must be consecutive and cannot be part of more than one grouping nor can a group span more than one heading Click in the edit box on the far left above Description Type in the first account number for the grouping then press TAB Type in the last account number for the grouping then press TAB Type in the description for the grouping then click Save You can group accounts to appear as one line on financial statements la Jobs Set Up 97 yy Range Description Chart of Ac
139. Transaction Journal Reports 306 Drill Down on Transaction Journal Reports 308 General Ledger Reports 309 Drill Down on General Ledger Report 310 Balance Sheet Reports 312 Types of Balance Sheet Reports 313 Balance Sheet Report Options 313 Income Statement Reports 315 Types of Income Statement Reports 315 Income Statement Report Options 316 Profit Center Income Statements 316 Creating Income Statements for Individual Profit Centers 317 Creating a Consolidated Income Statement for Profit Centers 318 Cash Flow Reports 320 Types of Cash Flow Reports 321 Cash Flow Report Options 321 Financial Snapshot Report 323 Sales Tax Report 324 Creating Sales Tax Report 325 Salesperson Report 326 Creating a Salesperson Report 327 Job Reports 329 Creating Jobs Reports 330 x Table of Contents Appendix A Working with CheckMark Payroll 333 Posting Employee Checks to MultiLedger for Windows 334 Set up Ledger Accounts in CheckMark Payroll 334 Review Posting Summary 334 Posting to MultiLedger for Windows 335 Posting Employer Checks to MultiLedger for Windows 337 Set up Ledger Accounts in CheckMark Payroll 337 Review Posting Summary 337 Posting to MultiLedger for Windows 337 Posting Employee Checks to MultiLedger for Macintosh 339 Set up Ledger Accounts in CheckMark Payroll 339 Review Posting Summary 339 Posting to MultiLedger for Macintosh 340 Posting Employer Checks to MultiLedger for Macintosh 342 Set up Ledger Accounts in CheckMark Payroll 342 Review
140. When you click to the right of this label a pop up list of terms appears If the pop up list does not appear terms have not yet been set up The term entered here will be highlighted automatically in the pop up list when you reach the Terms field in Customer Invoices or the Sales Journal Enter a customer s reseller identification number up to 15 characters long including spaces This number appears on the Customer Information report When you click to the right of this label a pop up list of salespeople appears If the pop up list does not appear salespeople have not yet been set up The salesperson entered here will be highlighted automatically in the pop up list when you reach the Salesperson field in Customer Invoices Enter the credit limit for a customer Enter a whole number with no decimal points If you exceed the credit limit when you save a Customer Invoice or Sales Journal invoice an alert appears Enter the credit limit as a whole number up to nine digits long When you click to the right of this label a pop up list of sales tax categories appears If the pop up list does not appear sales tax categories have not yet been set up The sales tax entered here will be highlighted automatically in the pop up list when you reach the first Sales Tax field in Customer Invoices Sales Tax2 Sales Discount Sales Account Pricing Level Customers 67 When you click to the right of this label a pop up list of
141. a Sales Journal Invoice Use Print on the Command Center to print Sales Journal invoices After saving an invoice do the following Click Print in the Command Center Select the correct month from the list on the right Click the Sales Journal Invoices radio button From the list of documents select the invoices that you want to print If no invoices are highlighted all invoices will be printed If necessary check Print Metafile Windows or Print PDF PICT File Macintosh For more information on using Metafiles or PICT Files see Using the Print Screen on page 105 Click Print Select your print options and click OK or Print For more details about the Print command see Using the Print Screen on page 105 MultiLedger s flexibility allows you to adjust where the invoice fields print on an invoice form For more information see Customizing Print Field Positions for Your Printer on page 111 Modifying or Deleting Sales Journal Invoices When the cursor is in the Invoice field the Modify button is enabled Click Modify to see a list of Sales Journal invoices that you can modify or delete If the Sales Journal invoice you re looking for doesn t appear you may have to select another month from the pull down menu Receipts Journal Note Recurring Print on Save Cash Account Deposit Description Date Ledger Account Receipts Journal 167 You can use the Receipts Journal to record a deposi
142. able Non Taxable CO State 3 000 63 16 05 Inv3 84 Arnold Schmidt 7 150 00 0 00 63 16 05 Inv3 96 Arnold Schmidt 715 00 0 00 03 16 05 Inv3 97 Jane Gleason 1 911 00 0 00 03 16 05 Inv3 98 Sylvia Holden 1 252 74 6 00 63 23 05 Inv3 99 Sylvia Holden 1 252 74 6 00 63 23 05 Inv3 100 Jane Gleason 1 911 68 6 06 63 23 05 Inv3 101 Arnold Schmidt 715 00 0 00 03 30 05 Inv3 102 Arnold Schmidt 715 00 0 00 03 30 05 Inv3 103 Jane Gleason 1 911 00 0 00 03 30 05 Inv3 104 Sylvia Holden 1 252 74 6 08 18 786 22 6 00 Ft Collins 3 000 63 16 05 Inv3 84 Arnold Schmidt 7 150 00 0 00 03 16 05 Inv3 96 Arnold Schmidt 715 00 6 00 63 23 05 Inv3 101 Arnold Schmidt 715 00 6 00 63 30 05 Inv3 102 Arnold Schmidt 715 88 6 08 9 295 00 0 00 214 21 21 278 58 45 45 45 85 326 Chapter 12 Financial amp Other Reports Salesperson Report The salespeople you set up on the Salesperson window appear here You can select a month or range of months for the report Note MultiLedger provides a Salesperson report that shows commissionable sales gross margin and commission calculations for any salesperson you ve set up Sales associated with a salesperson are recorded on the Customer Invoices window Click Salesperson Report in the Command Center Period Separate page per Salesperson The Salesperson report can include all or a selected group of salespeople The Salesperson report includes the following information for the selected
143. accounting period you will be starting transaction entry in MultiLedger You can enter or adjust these balances at any time during the current year A Retained Earnings ledger account must have been assigned to a posting category using the Interface Accounts window before account balances can be saved 1 Click Account Balances in the Command Center After checking that the Ledger Balance is 0 00 click Save After all the balances have been entered the Ledger Balance should be 0 00 Cash In Bank Checking Acct Cash in Bank Payroll Acct Money market Undeposited Cash Petty Cash Accounts Receivable Contracts Receivable Construction in Progress Material Unused amp Unassigned Unimproved Land Non subdivided Prepaid Insurance Prepaid Taxes Prepaid Interest Furniture amp Equipment Leasehold Improvements Vehicles Accum Depr Furn amp Equip Accum Depr Leasehold Improv 7 0 00 Ledger Balance BOGU CoCo oO coco coo oof Enter the amount for the account and press TAB Credit balances should be prefaced with a minus sign Important Setting Up Ledger Account Balances 31 2 Enter the amount for the highlighted account balance from your trial balance or balance sheet report and press TAB The amounts you enter should be current balances as of that date not monthly activity When you press TAB the amount in the edit box above the list replaces the highlighted
144. ace Accounts Recording a Purchase with the Payables Journal 1 Click Payables Journal in the Command Center F 7 bej A Recurring Save Modify History Document must end eee in a number Document Vendor Date Check Stub Description ANP1 38 Financial Group 04 30 05 Address Due Date Not 04 30 05 otes 100 Total 200 00 Comment line added Ledger Account Job Amount with Insert Line New Line command Ctrl I on 1030 Undeposited Cash 0005 Financial Group 200 00 Windows or 1 on ee Supplies Macintosh Click in the Due Date field to change the Due Date Discount Date or Percentage Note Payables Journal 205 If necessary enter or change the Document and press TAB The Vendors pop up list appears ok Cancel Edit 2E New N_ _ Find Anywhere ist Bank 0 Blue Cross Blue Cross CP CA Dept of Labor CA Dept of Revenue CO Dept of Labor CO Dept of Revenue City Dept of Rev Credit Card Company EOD ETT EDD SDI El Paso Steak House Financial Group Financial Group 5 IRS Labor Union Magnolia Rental Properties Office Mart Postmaster R M PARKS R M Parks RINEHART OIL Y gt 3 Select a vendor from the pop up list and press TAB For details about using pop up lists see Using Pop Up Lists on page 118 After selecting a vendor you can see the vendor s transaction history by clicking the History button at the top of t
145. aid Interest 41710 Furniture amp Equipment 720 Leasehold Improvements 730 Vehicles 1810 Accum Depr Furn amp Equip 1820 Accum Depr Leasehold Improv 1830 Accum Depr Vehicles 2100 Accounts Payable 2300 Federal Withholding Tax 2310 Federal Unemployment Tax Local Withholding Tax State Withholding Tax 1600 1899 Fixed Assets 1710 1730 Fixed Assets 1810 1830 Accumulated Depreciation 1900 1999 Other Assets 2000 2599 Current Liabilities 2300 2500 Payroll Taxes 2510 2550 Employee Deductions 2600 2999 Long Term Liabilities 3000 3999 Owners Equity 3000 3050 Partner A 3100 3150 Partner B 4000 4999 Income 4000 4300 Revenue from Sales 5000 5999 Cost of Sales 5000 5300 Cost of Sales Const 6000 8999 Operating Expenses 9000 9499 Other Income x Note Balance Sheet and Income Statement titles and footers can be changed in the Report window To customize the headings ranges and account groupings see the following sections Customizing Heading Descriptions 1 Click the Heading Description you want to modify 2 Edit the highlighted Heading Description in the edit box 96 Chapter 5 Setup Options 3 Click Save Repeat the steps above for all Heading Descriptions you want to change You may need to use the Vertical scroll bar to see the complete list of modifiable Heading Descriptions Customizing Heading Ranges Each heading has an associated account number range made up of a lower and upper limit
146. aining outstanding receivable amount remains on Customer Payments to be paid later Writing a Refund Check for the Customer Credit 1 Click Customer Payments in the Center 2 Select the customer s credit memo with a minus sign and press the Refund Button 186 Chapter 8 Customer Transactions Create Check Cancel CK1 735 07 21 05 371 00 1100 Accounts Receivable Arnold Schmidt 3 Verify that the check number and date are correct 4 If necessary select the credit amount you want to refund If the customer has more than one credit memo all credit amounts appear in this window You can write one check for all credit amounts listed by holding down the SHIFT key while clicking on each credit amount The Refund Amount will show the total for all selected credits amounts 5 Click Create Check to write the refund check Click Cancel to return to Customer Payments without creating a refund check Refund checks cannot be modified but they can be deleted in the Disbursements Journal For more information see Modifying or Deleting Disbursements Journal Documents on page 212 You can print the refund check using the Print command on the Command Center For more information see Using the Print Screen on page 105 Calculating Finance Charges 187 Calculating Finance Charges Note Finance Charge Acct Ref Description Date Rate Charge You can calculate finance charges on
147. al Discount credits tatement Desc 5 874 91 Cash Balance Sort by Due Date v LL Due Disc Date Invoice Customer Name AmtDue Amt Paid Disc Adjust 3 N Inv1 26 Gottrich Summi 6000 00 3N Inv1 33 Dylan Jim 9000 00 3N Invl 32 City of Lake T 6400 00 This column shows 3N Invt 31 Christy Wallen 40000 00 terms You can sort 3N Inv1 34 JJ Johnson 7500 00 by term to pay all of the same type of invoices together For field explanations see Customer Payments Field Descriptions on page 171 2 Select a cash account for the deposit When you open Customer Payments the default cash account assigned on Interface Accounts is shown You can change the cash account by clicking the account number or name and selecting a new account from the pop up list 174 Chapter 8 Customer Transactions Note If necessary select an account for any discounts or adjustments You can add or change the discount or adjustment account by clicking the account number or name and selecting a new account from the pop up list if no account is shown click just to the right of the Disc Adj Acct label Once you ve selected an account as the Disc Adj Acct you can change the account but you cannot remove it If necessary enter or change the deposit number After the deposit is saved the deposit number or last number of a combination of characters is increased automatically by one Verify that the deposit date is correct 6 Select the invoi
148. all checks for the selected month will be posted 12 Click the Post to MultiLedger button A Save As dialog appears The file is named Employer Checks by default The Employer Checks file is a temporary file that can be dragged to the trash when posting is complete Or if you save it in the same location each time you can simply choose to replace it each time you post payroll thus avoiding confusion of having multiple Employer Checks files on your hard drive 13 Choose where you want to save the file then click Save When the posting is complete you will receive a message The checks are posted to the Disbursements Journal in MultiLedger When you receive the message that posting has been sent it does not necessarily mean that the posting was successful The posting process sends information from CheckMark Payroll to MultiLedger but does not send information from MultiLedger back to CheckMark Payroll You should check the Disbursements Journal in MultiLedger to make sure the checks were sent correctly 344 Appendix A Working with CheckMark Payroll Possible Posting Errors for Employee Checks Below are some possible error messages you can receive when trying to post employee checks into MultiLedger and ways to correct them e MultiLedger 5 1 or higher must be running and company files must be open to post To correct this simply open your MultiLedger company files and try posting again You must be using MultiLedger 5
149. ally Saving a Disbursements Journal check automatically updates the general ledger Vendor Payments against outstanding payables should be recorded in Vendor Payments not the Disbursements Journal Disbursements Journal Field Descriptions The following section discusses the individual fields on the Disbursements Journal If you have Disbursements Journal checks that occur on a regular basis you can save them with Recurring checked You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created For more details on working with recurring entries see Recurring Entries on page 130 If checked the Print dialog box appears immediately after a check is saved in the Disbursements Journal The account shown will be decreased by the Check Total when you save the check This account is initially the account that was assigned to Cash Account on Interface Accounts To change accounts click the account shown and select another cash account from the pop up list Enter a check number up to eight characters long to identify the disbursement The last character must be a number After the disbursement is saved the check number is automatically increased by one A pop up list of vendors appears If the pop up list does not appear vendors have not yet been set up On Windows you can either enter a name from this pop up list or type a 25 character name that s not in the Ven
150. alphabetically with at least 10 digits between numbers allows accounts to be easily searched and allows for insertion of additional accounts in alphabetic order Guidelines for Setting Up Accounts Account numbers must meet the following requirements e Each account number except for profit centers must be four digits long e Each account number must adhere to the types of accounts shown below For example all Assets must fall within the 1000 1999 range all Liabilities must fall within the 2000 2999 range and so on Assets 1000 1999 Liabilities 2000 2999 Owner s Equity or Capital 3000 3999 Income 4000 4999 Cost of Sales 5000 5999 Operating Expenses 6000 8999 Other Income 9000 9499 Other Expenses 9500 9999 Note Certain headings and ranges can be changed for financial statements For details see Customizing Financial Statements on page 95 Important e Do not set up an account to accumulate income or loss for the current year MultiLedger calculates the current year net income but does not store it in a ledger account 24 Chapter 2 Initial Setup Note e Be sure to enter a retained earnings or accumulated owner s equity account in the 3000 3999 range Current year income or loss is closed into this account at year end e Enter only one Accounts Receivable account one Accounts Payable account and one Inventory account Entering the Accounts If you are going to use profit centers see Setting Up Prof
151. als and entertainment 2340 State withholding tax 8400 Utilities 2360 Federal unemployment tax 9000 Interest income 2380 State unemployment tax 9500 Interest expense 2400 State disability tax 2600 Note payable 3000 Owner s investment 3100 Owner s draw 3200 Retained earnings 4000 Sales 4100 Returns and allowances 4200 Miscellaneous income 5000 Cost of sales 5100 Freight 5200 Purchase discounts 6000 Advertising marketing 6100 Automobile 367 Appendix C Glossary This appendix contains a glossary of accounting terms as well as terms related to MultiLedger and your computer 368 Appendix C Glossary Accrual Accounting a method of accounting in which transactions are recorded in the period that they occur which is not necessarily when cash changes hands ASCII an abbreviation for the American Standard Code for Information Interchange It is a standard way of representing text in computer files Assets property owned by the company such as cash inventory furniture equipment and buildings Audit Trail records of the transactions of a company Balance Sheet a report which lists the assets liabilities and equity in a company as of a certain date Bank Reconciliation a screen in MultiLedger used to reconcile the cash accounts with the bank statements Beginning Balances those account balances that are carried forward from a previous accounting period Cash Accounting a method of accounting in whic
152. always considered the Master and always has access to all menu commands The posting category on transaction journal windows and the Bank Reconciliation cannot be changed if you do not check Interface Accounts Renumber Accounts in the File menu will be active or inactive when you check or uncheck the Chart of Accounts The Cash Flow Statement and Financial Snapshot will be active or inactive when you check or uncheck the Balance Sheet Modifying and Deleting Users and Passwords Only the Master can modify or delete users and passwords Please note that while you can change the name Master and the password you cannot change the accessible menu commands or delete the Master Click Company Information in the Command Center then click Passwords 2 Highlight a user s name from the list on the right You can change any information for this user After making changes be sure to click Save before selecting another user or clicking Done or else your changes will be lost To delete the user click Delete When you are finished making changes in this window click Done to return to the Company Information window Locking and Unlocking Months 143 How Passwords Work If you ve set up users and passwords for your company you ll be prompted to enter a password when you open your company files Highlight a user s name in the list type the correct password then press TAB When you are prompted for the password you get three
153. amount entered here appears on the Job Summary report so you can compare estimated expense to actual expense for a job Enter how much money this project has already earned from periods prior to your current fiscal year 98 Chapter 5 Setup Options Prior Expense Enter how much money this project has already cost from periods prior Important to your current fiscal year When you close the year the current year s income and expenses for a job are automatically added to the job s Prior Income and Prior Expense Job detail is not maintained after you close the year Setting Up Jobs 1 Job Setup in the Command Center Job __ Completed 0001 City Fire Station AS Name al 0002 Front Range Community Center S 0003 Valley Hiway Bus Stops JF Est Income 0004 JJ Johnson home Est Expense 0005 Misc Extras r 5100 75000 Prior Income O 5103 Pine Grove House O 5104 Mtn Park Shopping Ctr 5106 KC s Bar and Grill Prior Expense 5107 Martin s Cabin 5111 Nicki s Hideaway Cottages 5115 Tahoe Apts 2 Enter a new job number between 1 and 9999 When you save the job leading zeros are automatically added 3 Enter a job name Job C Completed Name 4 Enter any other relevant job information For more details see Setting Up Jobs on page 98 Important Jobs Set Up 99 Click Save After you click Save the job number and name are added to the jobs list When entering transactio
154. anuary 1 2008 you would enter 12 31 07 as the Ending Date of Prior Year You can start transaction entry at the beginning of your fiscal year or any other month For example if financial information has already been summarized through 3 31 08 and you would like to start daily transactions on 4 1 08 account balances could be entered for January February and March by doing a general journal entry to record the transaction totals for each account for those months Or you could enter all transactions for those months so the detail is available for the entire year While you cannot enter transaction details prior to your current fiscal year you can enter outstanding accounts receivable and accounts payable transactions with dates in an earlier year You can adapt your current chart of accounts create a new one or copy and then modify an existing chart of accounts from one of the MultiLedger sample companies or the Sample COAs folder You can use the values from a trial balance or balance sheet report or the period just prior to your current fiscal year for your beginning balances in MultiLedger You can begin entering transactions in MultiLedger before all your beginning balances are entered or finalized To track receivables and payables on an accrual basis you should have a list of outstanding receivables and payables These are invoices that your company has not yet received payment for or that your company has not yet paid as of
155. ar metafile or PDF PICT File you must use a graphics program that can edit Windows metafiles or Macintosh PDF PICT Files 5 When you are finished repositioning the print fields close the window Q Save Changes 6 Click Yes to save the changes you made to the print field positions 4 No Yes Click No to return to the Format window without saving any position changes Note To return any custom format to its original settings hold down the Ctrl key Windows or Command key 6 Macintosh while clicking the appropriate default radio button Codes for Customers Vendors and Items 115 Codes for Customers Vendors and Items Note You can use an optional code field to sort or classify customers vendors and items Codes can be entered up to 15 alpha numeric characters and are entered in the Customer Vendor or Item setup windows For example if you want to sort vendors by an account number you would setup a code in the code field on vendor setup and it will show as below on all vendor lists C123 ACME Office Supplies Characters up to and including the backslash won t automatically print on checks invoices mailing labels or customer vendor and item reports The code however will appear on transaction journal reports To have MultiLedger print the codes you ve set up for customers vendors and items on reports check the Show Code Field on Reports option on Preferences under the File menu
156. ar in the Cust Notes field in Customer Invoices and the Sales Journal and on the Customer Information report There is a check box on Preferences under the File menu that when checked allows the Notes and Add Notes you ve set up for a customer to print on Sales Journal invoices They do not however print on Customer Invoices or appear in the General Ledger Enter a customer s phone number up to 30 characters long including spaces The information entered here appears on the Customer Information report Enter a customer s fax number up to 30 characters long including spaces This information appears on the Customer Information report 66 Chapter 4 Customer Vendor amp Item Setup Email Website Terms Reseller ID Salesperson Credit Limit Sales Tax1 Enter a customer s email address up to 30 characters long When you click the button at the top of the window it will take you to your email and automatically enter the email address in this field If you have an email address setup you can email a quote or invoice directly to your customer This information appears on the Customer Information report Enter either a customer s website up to 30 characters long including spaces You must include the www portion of the address When you click the button at the top of the window it will take you to the website listed in this field This information appears on the Customer Information report
157. arison income statement 315 Prior outstanding A R and A P invoices 14 Prior year adjusting 254 Prior year comparison balance sheet report 313 321 income statement 316 Prior year end comparison balance sheet report 313 Profit center definition 370 392 Index Profit centers 87 income statement reports 316 sample chart of accounts 360 Purchase detail item report 290 294 Purchase orders 219 converting to payable 220 creating 219 deleting 220 modifying 220 printing 105 220 report 305 viewing 221 working with 220 Purchase summary item report 290 293 Q Quotes 179 creating 179 creating in customer invoices 149 creating in sales journal 160 deleting 180 modifying 179 printing 180 report 305 turning into invoices 180 viewing 181 working with 179 R Radio button definition 370 Rebuild files 256 Receipts journal 167 cash account 167 defined 149 definition 370 deposit number 167 deposit total 168 description field 167 168 field descriptions 167 job 168 ledger account 167 modifying or deleting 170 recording deposits with 169 recurring entry 167 report 305 Receipts report 305 Receivables aged report 265 270 report 265 269 reversing 182 setting up prior outstanding 32 summary aged report 266 271 verifying setup of outstanding 37 Recording sales 147 with customer invoices 155 with sales journal 163 Recurring entries 130 alert dialog 131 creating 131 customer invoices 149 deleting 134 disbursement
158. ate checkboxes to select or deselect report options For details see the previous descriptions of cash flow report options Click View Print or Text File 322 Chapter 12 Financial amp Other Reports Cash Flow Statement Selected Date report example AAA Statement of Cash Flows 01 01 05 to 02 28 05 Retail Sample Co Corp Statement of Cash Flows 01 01 05 to 92 28 05 Cash flows from operating activities Net income Adjustments to reconcile net income to net cash provided by operating activities Accounts Receivable 14 703 07 Inventory 4 192 43 Accum Depr Furniture amp Equip 1 074 16 Accum Depr Leasehold 420 80 Accum Depr Vehicles 624 92 State Sales Tax Payable 596 37 City Sales Tax Payable 429 00 Total Adjustments Net cash used by operating activities Cash flows from investing activities Net cash provided by investing activities Cash flows from financing activities Bank Loan 43 000 00 Net cash used by financing activities Net increase in cash Cash at beginning of period Cash at end of period 3 718 49 15 660 25 11 941 76 6 08 3 800 00 14 941 76 101 778 41 _85 836 65 Financial Snapshot Report 323 Financial Snapshot Report A Financial Snapshot report shows a summary of your business current cash receivables payables inventory and several financial ratios as of the date of the last entry 1 Click Financial Snapshot in the Command Center 2 Click View Print
159. ation or other form in which the Software may be recast transformed or adapted Limited Warranty on Media and Replacement If you discover a physical defect in the Manual or in the media with which the Software is distributed CheckMark Software will replace the media or Manual at no charge to you provided you return the item to be replaced with proof of purchase to CheckMark Software or a CheckMark Software dealer during the 60 day period after you purchased the Software All implied warranties on the media and Manuals including implied warranties of merchantability and fitness for a particular purpose are limited in duration to 60 days from the date of original retail pur chase of this product Even though CheckMark Software has tested the Software and reviewed the Documentation Check Mark Software makes no warranty or representation either express or implied with respect to the Software its quality performance merchantability or fitness for a particular purpose Asa result this Software is sold As is and you the purchaser are assuming the entire risk as to its quality and performance In no event will CheckMark Software be liable for direct indirect spe cial incidental or consequential damages resulting from any defect in the Software or its Docu mentation even if advised of the possibility of such damages The Warranty and remedies set forth above are exclusive and in lieu of all others oral or written express or im
160. ave the backup archive The default for the dialog is your company folder You should change the folder before clicking Save You can save the backup archive anywhere such as on your hard drive or another type of media 4 Click Save While it s a good idea to store backups on external media you could also create a folder in the MultiLedgerf folder name it Backups and store all your backups there That way they will be easy to find when you want to restore one Note Restoring a Backup Archive on Windows 55 Restoring a Backup Archive on Windows Important Note You may have to use the pop up menu and list to locate the zip backup archive saved using the Backup Company command then click Open je Construction Sample E mCono8 04 08 2Z1P In order to open company files stored as a zip backup archive first you must restore the backup archive If you try to double click the zip backup file to open you will most likely get the message that it can t find an application to open The files must be restored using the Restore Backup command as described below before they can be opened Open MultiLedger but don t open a set of company files Or if a company is open choose Close Company from the File menu Choose Restore Backup from the File menu An Open dialog box appears Locate the backup archive using the dialog box If you backed up your company files on a an external drive you shou
161. ayroll to MultiLedger for Windows 334 Posting categories 27 assigning accounts to 28 see also Interface accounts Preferences 90 check for duplicate documents 90 currency symbol 92 default vendor due days 92 hide cash balance 91 hide unit cost in customer invoice 91 include Tax 1 in Tax 2 computation 91 international date format 91 item purchase PO tax label 91 mailing label options 92 print customer notes on sales journal 91 remove item code field on invoice 91 shipping label 91 show code field on reports 91 skip Tax 2 during invoice entry 91 use check stub description in payables journal 91 Pre payments recording in sales journal 181 Price list for items 290 295 Print cleared items bank reconciliation 229 Print customer notes on sales journal 91 Print Metafile 106 Print multiple 263 Print PICT file 106 39 Printing 105 2nd stub on laser check 105 bank reconciliation 231 chart of accounts 299 checks 105 customer invoices 159 customer invoices amp quotes 105 customer mailing labels 267 customer statements 267 deposit slips 106 172 disbursements journal checks 211 item purchases 105 201 MICR encoding 108 multiple reports 263 options 105 packing slip 105 PICT file 106 purchase orders 105 220 quotes 180 recurring entries 134 sales journal invoices 105 166 sales journal labels 105 selecting font for 104 shipping labels 105 using print command 107 vendor mailing labels 278 Windows Metafile 106 Prior month comp
162. bank Checks and deposits from a date prior to your Current Fiscal Year will not appear in the transactions list since they were not created with MultiLedger 230 Chapter 10 Other Activities Current Outstanding Calculated Revised Bank Balance Calculated Ledger Balance Calculated Difference Calculated Cleared Withdrawals Cleared Deposits Get Transactions If you have outstanding checks and or deposits written prior to your Current Fiscal Year that have not yet cleared the bank you should total the outstanding checks and deposit amounts then do one of the following e Ifthe checks are more than the deposits enter a positive total for Outstanding Not Entered e Ifthe deposits are more than the checks enter a negative amount for Outstanding Not Entered As the checks and deposits that comprise the Outstanding Not Entered value clear the bank you should reduce the value in this field Eventually when all checks and deposits that were written prior to your Current Fiscal Year have cleared the Outstanding Not Entered field should be zero This calculated value shows the total of uncleared unchecked transactions in the list Since Current Outstanding is subtracted from the Bank Statement Balance entered a negative value means your uncleared deposits are more than your uncleared checks This is your current bank balance based on Bank Statement Balance minus Outstanding Not Entered minus Current Out
163. before Taxes Menma Report Title Income Statement Footer Line Types of Income Statement Reports MultiLedger provides the following types of income statements Selected Period A standard income statement created for the selected month or range of months Period amp Y T D Compares selected month or range of months with year to date information through the latest date selected Prior Month Compares selected month or range of months with the previous month Comparison 316 Chapter 12 Financial amp Other Reports Prior Year Comparison Income vs Budget Budget Report Whole Dollars Show Detail Accounts Show Date amp Time Show Net Before Taxes Compares the selected month or range of months with the same period in the prior year Compares actual income and expenses for the selected month in the current year with budget amounts for the same period Shows budget amounts for selected month or range of months Income Statement Report Options Four options are available for each report Rounds dollar and cents values to whole dollars on report Shows all accounts regardless of groupings that have been made with the Financial Statements window Date and time printed at bottom of page Shows a total for net income or loss before taxes 2 Select a report type For details see the previous descriptions of the types of income statement reports available Select a period for
164. bune 09 3004 35263 04M005 Utility Service Company of Colorado C Purchase Orders 10 31 04 35284 04 25105 Pinzer Construction C Quotes 1130004 35285 04 2505 US Western Telephone Systems 12 31 04 01 3105 02 28 105 Report Options 03 3105 Sort by Doc v 05 31 05 06 3005 z x 07 3405 F Last Used Recurring Entries 0831105 Transaction Journals Reports 307 3 Select the document or documents for the report If necessary scroll the list to find the document you want Or use the Find command under the Edit menu see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of documents see Making Selections in a Reports List on page 262 If no documents are selected all documents for that journal and period will be reported 4 Click View Print or Text File Transaction Journal report example AAA Disbursements Journal 03 01 05 to 03 31 05 Retail Sample Co Corp Disbursements Journal 03 01 05 to 03 31 05 Document Date Acct Job Description Debits Credits 50220 03 31 05 1020 1st Bank 2 041 83 2500 Social Security 1 184 20 2500 Medicare 276 95 2300 Fed H 580 68 50221 03 31 05 1020 IRS 46 56 2318 Futa 45 56 50222 03 31 05 1020 CO Dept of Revenue 234 00 2400 co 234 00 50223 03 31 05 1020 CA Dept of Revenue 5 46 2400 cA 5 46 50224 03 31 05 1020 CO Dept of Labor 243 46 2410 CO Suta 243 46 50225 03 31 05 1020 CA Dept of Labor 34 65 2418 CA
165. cate documents and the other disables it the stored value will be that of the user who saves last Network timing will determine the data available to a user at any particular time If for example a transaction journal report is being created while another user adds an entry to the journal the entry will not be included however if the report is recreated the new entry will appear In general data is made available at the time it is requested for example the customer list is updated when the customer setup or customer reports screens are entered Since more than one user can be entering into the same journal we recommend you check Check for Duplicate Document Numbers on the Preferences window under the File menu Users and Passwords Note MultiLedger allows you to set up individual users with unique passwords then assign the menu commands that each user should have access to Setting Up Users and Passwords You can set up as many as 20 users and passwords in MultiLedger Although you can set up as many as 20 users the maximum number of users that can access your company s data files simultaneously is 10 The number of users who currently have the company files open is displayed at the bottom of the Command Center Users and Passwords 141 1 Click Company Information in the Command Center then click Passwords The following window appears User Brian Save Master Password Ski Delete Accessible Menus
166. ccount for the tax on Chart of Accounts and then assign it to Sales Tax Paid on Interface Accounts Enter the amount of shipping charged by the vendor To account for shipping paid in your chart of accounts set up the account on Chart of Accounts and then assign it to Shipping Paid on Interface Accounts Select the item from the pop up list If the pop up list does not appear items have not yet been set up You can add a new item or edit information for an existing item without closing the Items pop up list by clicking New Alt N on Windows or N on Macintosh or Edit Alt E on Windows or E on Macintosh By selecting the option to Modify Item Description you can change or enter additional text in the item description line This text will show on an invoice and in the transaction joural reports Select a specific job from the pop up list for the detail line If the Jobs pop up list does not appear no jobs have been set up or Skip Jobs Ctrl K on Windows or K on Macintosh under the Edit menu is checked Enter a quantity that is up to seven digits to the left and two digits to the right of the decimal point 9999999 99 If you have a Reorder Quantity setup for an item that quantity will automatically fill this field when the item is selected When the cursor enters the Unit Cost field the selected item s Unit Cost as defined on Item Setup is entered and highlighted automatically You can change the Unit Cost for a partic
167. ce 8400 01 Supplies Office Store 1 8400 02 Supplies Office Store 2 8410 Supplies Other 8410 01 Supplies Other Store 1 8410 02 Supplies Other Store 2 8500 Taxes Personal Property 8500 01 Taxes Personal Prop Store 1 8500 02 Taxes Personal Prop Store 2 8510 Taxes Payroll 8510 01 Taxes Payroll Store 1 8510 02 Taxes Payroll Store 2 8520 Taxes Real Estate 8520 01 Taxes Real Estate Store 1 8520 02 Taxes Real Estate Store 2 8600 Telephone 8600 01 Telephone Store 1 8600 02 Telephone Store 2 8700 Utilities 8700 01 Utilities Store 1 8700 02 Utilities Store 2 9100 Gain Loss on Sale of Assets 9200 Interest Earned 9600 Federal Income Tax 9700 State Income Tax Restaurant Chart of Accounts 1010 1020 1030 1040 1100 1200 1300 1310 1320 1330 1700 1720 1730 1740 1750 1760 1800 1820 1830 1840 1850 1860 2100 2200 2300 2400 2500 2550 2560 2700 2999 3000 3020 4100 4200 4300 4400 4500 Cash in Bank General Cash in Bank Payroll Cash Register Drawer Petty Cash Accounts Receivable Inventory Deposits Paid Prepaid Insurance Prepaid Taxes Prepaid Licenses Kitchen Equipment Dining Room Furn amp Fixt China Glass Silver Linen Office Furniture amp Fixtures Automobiles Improvements Accum Depr Kitchen Equipment Accum Depr DR Furn amp Fixt Accum Depr Ch Gl Sil Lin Accum Depr Office Furn amp Fixt Accum Depr Automobiles Amortization Improvemen
168. ce that s been paid You can sort the receivables by date name document number or term by clicking the appropriate option in the drop down menu Sort by Due Date v When you select an outstanding receivable the customer name due date discount date invoice total and discount or adjustment if any automatically fill in the appropriate fields above the outstanding receivables list 7 Ifyou want to print a deposit slip with MICR information be sure you have Print Deposit Slip on Save checked When you click Save you will get a print dialog to print the deposit slip For information on setting up the Deposit Slip with MICR information see Using the Print Screen on page 105 A deposit slip will print and total up to 18 individual invoices If there are more than 18 invoices on a deposit invoices over 17 will appear as one lump sum rather than individual invoices For more information see Using the Print Screen on page 105 If the deposit date is later than the invoice s discount date the following dialog appears Past discount date Apply discount anyway Click Yes to still apply the discount to the invoice Note 8 9 After entering any adjustment or discount press TAB to apply the payment Note The Customer Payments Window 175 Click No to not apply the discount To apply full payment quickly without any discount or adjustment hold down the Control key Ctrl on Windows o
169. clicking New Alt N on Windows or N on Macintosh or Edit Alt E on Windows or E on Macintosh Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY The invoice date along with any selected terms determine the payable s due and discount dates Due Date Discount Date and Discount as defined on Vendor Setup are shown under the Due Date label To change any of these values for a particular transaction click the due date shown The following dialog box appears Due Date 08 20 05 Discount 107 31 05 Discount 2 00 OK Cancel Edit any of the entries and click OK Click Cancel to keep the original values You can also use Vendor Setup to change the terms for the Vendor Note You cannot enter a Due Date more that 240 days from the date of the invoice 196 Chapter 9 Vendor Transactions Check Stub Description Note Tax Paid Shipping ltem Job Quantity Unit Cost Enter a 25 character description that will print on a check stub when you pay for this purchase in Vendor Payments You could enter a vendor s reference invoice number or other information to help the vendor identify the transaction when your payment is processed Enter any tax paid for the items purchased To account for tax paid in your chart of accounts set up an a
170. copies of the preprinted forms If printing on preprinted forms see Note below Before you print 1099s for all of your 1099 vendors you should print a sample 1099 on blank paper to test the alignment If the alignment is not correct you can make changes to the 1099 format For information on formatting 1099s see Customizing Print Field Positions for Your Printer on page 111 Printing 1099s on Preprinted Forms Click Vendor Reports in the Command Center Select 1099 Preprinted Form from the pull down menu All vendors you have designated as 1099 Vendors on the Vendor Setup window are selected automatically You can select or deselect vendors by holding down the Ctrl key Windows 3 key Macintosh while clicking a vendor s name Select the Year MultiLedger calculates the year to date payments to a vendor for the year you have selected If necessary select checkbox to Omit if under 600 If you have vendors marked as 1099 Vendors but you have paid them less than 600 for the calendar year you can click this option so a 1099 doesn t print If necessary select the checkbox to use Adjust Value If you have entered a 1099 Adjust amount in the Vendor setup window that should be included on the 1099s click this option Vendor Reports 287 Click Print If the alignment is correct you are ready to print 1099s for all of your 1099 vendors If the alignment is not correct see Customizing Print Field Positions
171. count being reported General Ledger report example General Ledger Reports 311 OOA General Ledger 04 01 05 to 05 31 05 Retail Sample Co General Ledge Rect Date Description 64 01 05 Monthly Bank Charges 64 01 05 Monthly Loan Payment AWD 04 05 05 US Western Telephone Syst 04 05 05 Utility Service Company o 04 05 05 AIC Advertising 04 05 05 A Printed Page 04 05 05 BTS Distribution Supply 04 15 05 Customer Payments 04 30 05 Customer Payments 04 30 05 Chk 868 04 30 05 Chk 869 04 30 05 Chk 50133 04 30 05 Chk 50134 04 30 05 Chk 50135 05 01 05 Monthly Loan Payment AWD 05 01 05 Monthly Bank Charges 05 01 05 Magnolia Rental Propertie 05 01 05 Utility Service Company o 05 01 05 US Western Telephone Syst 05 01 05 Office Mart 65 01 05 BTS Distribution Supply 65 05 05 Utility Service Company o 95 05 85 US Western Telephone Syst 05 15 05 Customer Payments 05 30 05 Customer Payments 95 31 85 Chk 876 95 31 05 Chk 877 45 31 85 Chk 50149 05 31 05 Chk 50150 05 31 05 Chk 50151 04 01 05 Magnolia Rental Propertie 95 31 85 Cash In Bank Checking Acct The debit and credit totals are shown and the difference is shown here Corp r Document J Cus Ven ck1721 Trf5 31 Tr f5 82 CK1722 CK1723 CK1724 CK1725 CK1726 Dep 35 Dep 36 PR 04 30 PR O4 30 PR O4 30 PR 94 30 PR O4 30 Trf5 85 Trf5 86 CK1727 CK1757 ckKI758 CKI759 CK1760 CK1728 CK1729 Dep 37 Dep 38 PR 05 31 PR 05 31 PR 05 31 PR 05 31 PR
172. count groupings 97 prior month comparison 315 prior year comparison 316 profit center reports 316 report options 316 reports 315 show detail accounts option 316 show net before taxes option 316 types of reports 315 whole dollar option 316 Income vs budget income statement 316 Insert line 126 modifying or removing 126 Installing MultiLedger on Macintosh 8 MultiLedger on Windows 6 Interface accounts accounts payable 27 accounts receivable 27 assigning 28 cash account 25 27 category descriptions 27 definition 369 inventory 28 retained earnings 27 setting up 27 shipping charged 27 shipping paid 27 International date format 91 Inventory see also Items adjusting 238 building 240 buying 194 interface account 28 issuing credit memo for return 183 recording vendor credit for return 222 Inventory current report 290 294 Inventory selected date report 290 295 Invoice item detail customer report 273 Invoice number 121 customer invoices 150 sales journal 160 Invoice total customer invoices 154 sales journal 162 Invoices see also Customer invoices see also Sales journal creating from quotes 180 formatting 110 reversing 182 writing off for customer 178 Item purchase detail vendor report 278 284 Item purchase PO tax label 91 Item purchases check stub description 196 defined 194 definition 369 document number 195 due date 195 field descriptions 194 item 196 job 196 modifying or deleting 201 printing 105 201 purc
173. counts 1010 1040 Cash 1010 Cash In Bank Checking Acct a 1020 Cash in Bank Payroll Acct 1025 Money market 1000 1599 Current Assets A 1030 Undeposited Cash 1100 1200 Receivables anan Petty Cash Modifying or Deleting Custom Account Groupings 1 Click the Group Description so that it appears in the edit box 2 Modify the Range and or the Group Description in the edit box or click Delete to remove it Jobs Set Up Note Job Completed Name Est Income Est Expense Prior Income You can use MultiLedger to set up jobs or projects and track their income and expenses You can have up to 9999 jobs You can also use Profit Centers to keep track of different jobs or projects For more information on using Profit Centers see Setting Up Profit Centers on page 87 For details about creating job reports see Job Reports on page 329 Job Setup Field Descriptions This section discusses the individual fields on Job Setup You can enter up to 9999 jobs You don t have to enter leading zeros Check this box when a job is complete Completed jobs are deleted when you close the year Enter a job name up to 30 characters long including spaces Enter how much income you expect this project to earn The amount entered here appears on the Job Summary report so you can compare estimated income to actual income for a job Enter how much you expect this project to cost The
174. ct a consecutive or non consecutive series of vendors from the list see Making Selections in a Reports List on page 262 If no vendor names are highlighted all vendors will be reported If you have set up codes for your vendors and would like those codes to appear on reports check the Show Code Field on Reports option on Preferences under the File menu 2 Select Vendor Information from the pull down menu For details see the previous description of the Vendor Information report 3 Click View Print or Text File The information for this report comes from the Vendor Setup window Vendor Reports 285 Vendor Information report example AAA Vendor Information 06 01 05 to 06 30 05 Retail Sample Co Corp Vendor Information 66 01 85 to 06 30 05 Vendor Phone Fax Notes BTS Distribution Supply 976 555 1111 Josh 976 555 1212 1466 Steele Street Main Inventory Supplier New York NY 10038 Add L Notes 1D 987654 Magnolia Rental Properties 976 555 1616 978 555 1617 4848 Marsdone Rd Fort Collins CO 80525 Working with 1099s MultiLedger will print 1099 Misc Income forms for your vendors on preprinted and blank forms OR allow you to file your 1099 M electronically using the IRS FIRE system Verifying 1099 Information Before you print 1099s for your vendors you should first verify that your company information including company name address and Federal and state ID numbers are correct You can see this
175. ct a customer from a long list for details see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of customers from the list see Making Selections in a Reports List on page 262 If no customer names are highlighted all customers will be reported If you have set up codes for your customers and would like those codes to appear on reports check the Show Code Field on Reports option on the Preferences window under the File menu 272 Chapter 11 Customer Vendor amp Item Reports 2 Select Transaction Detail Transaction Summary or Invoice Item Detail For details see the previous descriptions of the types of customer history reports available 3 Select a month or range of months 4 Click View Print or Text File Transaction Detail report example AAA Transaction Detail 03 01 05 to 03 31 06 Retail Sample Co Corp Transaction Detail 03 01 05 to 03 31 06 Customer Date Type Doc Sale Receipt Arnold Schmidt 63 15 05 Deposit Dep 32 Inv3 81 7 589 00 03 16 05 Sale Inv3 84 7 589 00 04 16 05 Sale Inv3 88 7 589 00 66 15 85 Deposit Dep 41 Inv3 38 7 589 00 09 16 05 Sale Inv3 183 7 589 00 12 16 85 Sale Inv3 187 7 589 00 03 16 06 Sale Inv3 109 7 589 00 37 945 00 15 178 00 Total sales and tot e TE receipts for the 03 15 05 Deposit Dep 32 Inv3 85 8 017 58 63 16 05 Sale Inv3 85 8 017 50 selected month s are 05 16 05 Sale Inv3 91 8
176. cum Depr Furniture amp Equip 07 31 08 1820 Accum Depr Leasehold 08 31 08 1830 Accum Depr Vehicles 09 30 08 2100 Accounts Payable 10 31 08 2200 State Sales Tax Payable 11 30 08 L 2250 City Sales Tax Payable 12 3 x 2300 Federal Withholding Tax 5 2310 Federal Unemployment Tax Report Options 2350 Local Withholding Tax Omit Customer Vendor Name 2400 State Withholding Tax X 2 Select the account or accounts for the report If necessary scroll the list to find the name of the account you want You can select a consecutive or non consecutive series of accounts see Making Selections in a Reports List on page 262 If no accounts are selected all accounts will be reported 3 Select a period for the report You can select a consecutive series of months see Making Selections in a Reports List on page 262 You can create a year to date General Ledger report by selecting all the periods from the beginning of the year through the last month of the year 310 Chapter 12 Financial amp Other Reports 4 3 If necessary select one or more Profit Centers If you select one or more Profit Centers then just the accounts that have been set up for those Profit Centers will be reported If necessary select Omit Customer Vendor Name If you select the checkbox to Omit Customer Vendor Name that column will not show on report Click View Print or Text File Drill Down on General Ledger Report The Ge
177. d 2 You are importing payroll checks with the same date as checks you have imported already If you are posting checks that have the same date as checks you have already posted to MultiLedger the Checks Reference and the Taxes Reference on the Employee Paychecks window in Payroll will be the same as the checks you already posted You should change the Checks Reference and Taxes Reference and try posting again Possible Posting Errors for Employer Checks 345 3 You have a General Journal transaction in MultiLedger that has the same document number and date as the payroll transaction you are trying to post Check the General Journal in MultiLedger for a transaction with the same document number and date as the transaction from Payroll Usually it is the ET date entry that is duplicated If necessary change the Checks Reference and the Taxes Reference in Payroll and try posting again Possible Posting Errors for Employer Checks Below are some possible error messages you can receive when trying to post employer checks into MultiLedger and ways to correct them e MultiLedger 5 1 or higher must be running and company files must be open to post To correct this simply open your MultiLedger company files and try posting again You must be using MultiLedger 5 1 x or higher e Account lt 8000 gt not found Record 1 You have a general ledger account in CheckMark Payroll that is not found in MultiLedger To correct this
178. d Backups as suggested in the Backing Up Your Company Files section above you could also restore the backup in the Backups folder Simply locate and select the Backups folder in the MultiLedgerf folder on your hard drive then click Open or Choose Important Unless your intent is to replace your original company files with the restored files you should avoid selecting the folder where your original company files are located as the restored files will replace your original files Note You can create a new folder for the restored files by clicking the New Folder button on this dialog Name the folder then click Create The folder you just created is automatically selected as the location for the restored files 6 Click Open or Choose The restored company files open automatically The original backup archive remains unchanged and can be restored again 60 Chapter 3 Backing Up amp Restoring Using Backups in a Cross Platform Environment Note Because MultiLedger compresses the backup as zip file you can restore a backup on any Macintosh computer or Windows computer that is running the current version of MultiLedger This makes it easy to transfer company files between Mac and Windows platforms Since PCs cannot read a Macintosh formatted disk you should make all backups to PC formatted disks if you re using the backups in a cross platform environment 61 Chapter 4 Customer Vendor amp Item Setup This chapt
179. d all the listed records will be exported To select a consecutive series of records drag on a range of records so that all desired selections are highlighted To select a non consecutive series of records hold down the Ctrl key Windows or the Command key Macintosh while clicking each desired record All desired records should be highlighted 6 Click Export A Save As dialog appears Importing and Exporting Data 247 Save in i Construction Sample img fal 5 My Recent Documents 3 Desktop My Documents Br My Computer a File name Customers Save gt My Network Save as type Text Files txt l Cancel Places A file name based on the category you have selected is automatically entered This can be changed if you want to rename the file Determine where you want to save the file If necessary use the folder pop up menu to change folders or disks Click Save You have created a new tab delimited text file that can be imported into another program or another MultiLedger company Exporting to CheckMark Forms 1099 You can export Vendor or Customer information as a txt file to import into the CheckMark Forms 1099 application CheckMark Forms 1099 prints and eFiles 1099 copies for forms MISC DIV INT S and R For information regarding this program contact CheckMark s sales department at 800 444 9922 or visit www checkmark com Chose Export from the File menu If nec
180. dard Print dialog box appears Select the print options that you want and click OK or Print Reporting Options Most reports can be viewed printed or saved as a text or xls file If you click View the report appears on your screen You can use the Find command under the Edit menu to find a specific line in the report for details see Using the Find Command with Reports on page 260 If you click Print a standard Print dialog box appears Select the print options that you want and click OK or Print If you click Text File a save as dialog appears If necessary change the name of the text file choose where you want to save it then click Save If you click XLS a save as dialog appears If necessary change the name of the xls file and choose where you want to save it Then click Save If you choose to open the xls file in Microsoft Excel it is recommended you use the import feature in Excel vs opening the file directly for better formatting options Customer Reports 265 Customer Reports Click Customer Reports in the Command Center amp customer Reports acim i PIS a Select the type of Lal report you want from Arnold Schmidt CheckMark Software Jamie Fischer Jane Gleason the pull down menu Aonekana Kelley s Supply Shop Sylvia Holden The available options Sort by Due Date v TSA Distribution change depending on the report type Cutoff Date 10 25 10 you select i
181. detail line to the check The Ledger Account is usually an expense account in the 6000 8999 range Entering a Job and Description are optional As you add detail lines to the check the Check Total field is updated After the first detail line is added the Save button is enabled 7 On Windows if necessary click New Line or press ENTER to begin entering another item On Macintosh if necessary press TAB or RETURN again to begin entering another item 2 For field explanations see Disbursements Journal Field Descriptions on page 207 You can add comment lines to the transaction at any time by choosing Insert Line from the Edit menu Ctrl I on Windows or 3I on Macintosh For more details see Adding Comment Lines to Transactions on page 126 8 A U N Disbursements Journal 211 When you are finished entering all the information for the check click Save When the check is saved it is automatically posted to the general ledger and the check number is increased by one Printing Disbursements Journal Checks MultiLedger offers you two ways to print a Disbursements Journal check e Check Print on Save in the Disbursements Journal window Whenever you save a check in the Disbursements Journal a standard Print dialog box will appear Select your print options and click OK or Print or e Use Print on the Command Center After closing the Disbursements Journal window do the following Click Pri
182. dger 6 0 launch NOTE launch starts up the MultiLedger application activate NGOTE activate brings the application to the front most window optional open alias PowerHD MultiLedger 6 0f ML Sample Companies Retail Sample Co Retail Corp MLO NGOTE Type the full path to open the company s xxx IML File NOTE This path is shown at the bottom of the command center window when the company is Open if exists thedata disbursement named Ck1234 then NGOTE you can check for the existance of a document mimber in all journals or NGTE account or job numbers or NOTE customer rendor or Hem names import thedata disbursement from alias PowerHD import file NOTE fields and their order must be setup in the import window in MultiLedger NOTE before you can import a file end if quit end tell Applescript Appendix E Error Messages This appendix describes various MultiLedger error messages and suggestions to help resolve these errors 375 376 Appendix E Error Messages Macintosh or Windows Error Messages 39 File incorrect size In most cases a file has either been moved out of the folder replaced by an older file or renamed If the message indicates that it is the ML9 file make sure you have a backup then continue with the open and Rebuild the Files If there is a transaction or transactions that are not complete doing a Rebuild of the files should either delete the problem transacti
183. dger you should assign account numbers to payroll categories in CheckMark Payroll 1 In CheckMark Payroll click Ledger Accounts in the Command Center 2 Assign MultiLedger account numbers to all applicable Payroll Categories For more information on setting up Ledger Accounts see your CheckMark Payroll User s Manual Review Posting Summary After you have created employer payment checks in CheckMark Payroll you should review the Posting Summary to make sure the information is correct before you post to MultiLedger 3 In CheckMark Payroll click Employer Checks in the Command Center then select Posting Summary 4 Select the month 5 Highlight the checks that you want to review from the list on the left If no checks are highlighted information for all checks will be reported 6 Click View or Print 7 Verify that all ledger accounts are assigned correctly For help with incorrectly assigned Ledger Accounts see your CheckMark Payroll User s Manual Posting to MultiLedger for Windows 8 Make sure you have your MultiLedger company files open 9 In CheckMark Payroll click Employer Checks in the Command Center if you haven t already 10 Select the month 338 Appendix A Working with CheckMark Payroll 11 Highlight the checks that you want to post to MultiLedger from the list on the left If no checks are highlighted all checks will be saved to the text file 12 Click Post to MultiLedger A Save As dialog appears
184. dger account usually a liability account in the 2000 range from the Ledger Account pop up list for this sales tax category then click Save Modifying Sales Tax Categories Important After modifying a sales tax category any outstanding invoices using the old sales tax category will not be changed to the modified sales tax category To edit or modify a sales tax category select the category from the list modify the information and click Save Deleting Sales Tax Categories You cannot delete sales tax categories 102 Chapter 5 Setup Options Salesperson Setup Name Long Name Commission Rate Commission on Gross Margin You can track sales of commissionable items by salesperson If no salespeople are set up the Salesperson field on Customer Invoices will be skipped automatically during invoice entry You can set up as many salespeople as you need Salesperson Setup Field Descriptions This section describes the fields on Salesperson Setup Enter a name up to nine characters long The name you enter appears in the Salesperson pop up list on Customer Invoices in alphabetical order Enter a name up to thirty characters long The name you enter appears on the Salesperson report Enter the salesperson s commission rate as a percentage For example a commission of 15 should be entered as 15 You can enter a percentage that is up to two places to the left and two places to the right of the decimal point 99 99 Co
185. div 5100 Cost of Sales Land 1500 Prepaid Insurance 5200 Cost of Sales Extras 1510 Prepaid Taxes 5300 Cost of Sales Residential 1520 Prepaid Interest 5400 Cost of Delivery Shipping 1710 Furniture amp Equipment 6000 Advertising 1720 Leasehold Improvements 6050 Auto Gas Oil amp Maintenance 1730 Vehicles 6100 Automotive Equipment 1810 Accum Depr Furn amp Equip 6150 Bad Debts 1820 Accum Depr Leasehold Improv 6200 Bank Service Charges 1830 Accum Depr Vehicles 6250 Casualty amp Liability Insurance 2100 Accounts Payable 6300 Commissions Paid 2200 State Sales Tax Payable 6350 Depletion 2250 City Sales Tax Payable 6400 Depreciation Expense 2300 Federal Withholding Tax 6450 Dues amp Subscriptions 2310 Federal Unemployment Tax 6500 Equipment Rental 2400 State Withholding Tax 6550 Insurance Fire amp Ext Covg 2410 State Unemployment Tax 6600 Insurance General 2500 FICA Tax Payable 6650 Insurance Health 2510 Employee 401K Savings Plan 6700 Interest on Morg Loans 2520 Employee Health Insurance 6750 Legal amp Accounting 2530 Employee Cafeteria Plan 6800 License Fees 2540 United Way 6850 Machinery Fuel amp Supplies 2550 Union Dues 6900 Meals amp Entertainment 2600 Accrued Real Estate Taxes 6950 Mileage Exp 2700 Construction Loans Payable 7000 Office Supplies 2800 Customer Escrow Deposits 7050 Pension Profit Sharing Exp 2900 Other Long Term Liabilities 7100 Postage 3000 Partner A Investment 7150 Real Estate Taxes Other
186. djust Inventory in the Command Center Select an Adjust Acct Usually this is the inventory account Select a component in the list Enter a negative quantity in the Adjust Qty edit box Adjust Qty Total Cost 5a 522 01 The Total Cost for the component will show as a negative amount Repeat steps 4 and 5 for each component Highlight the finished good item in the list and enter a positive quantity for the finished good in the Adjust Qty edit box Take the amount that appears as a negative in the Entry Total field and enter this amount as a positive in the Total Cost edit box for the finished good Enter the total that appears as a negative for the components as a positive amount for the finished good Qty on Hand 1530 00 3536 00 3580 00 2230 00 2770 00 1180 00 Adjust Account Ref Ts Adjust Inventory Window 241 Unit Cost 10 4403 14 8407 15 4402 12 8959 11 9302 5100 02 Cost of Sales RetmneStare 2__ Description Date Adjust Inventory 0615 05 Adjust Qty Total Cost Adjust Qty Total Cost 189 062 21 G L Acct Balance 189062 60 Total Cost of Items 0 00 Entry Total Inventory Item Dingbats Store 1 Dingbats Store 2 Dingwings Store 1 Dingwings Store 2 Whizbats Store 1 Whizbats Store 2 This will make the Entry Total zero For example if it takes 5 inches of Dingbats and 5 units of Dingwings to make Whizbat your entry would look s
187. document number and press TAB 3 Select a customer from the Customer pop up list 4 If necessary change the date 5 Select a cash account in the 1000 1999 range for the advance deposit from the Ledger Accounts pop up list 6 Enter a negative amount for the advance deposit Enter a negative amount for Amount an advance deposit 350 00 The minus sign debits increases the selected cash account 7 Click Save The advance deposit will appear on the Customer Payments window as a credit and can be applied as payment toward a future invoice 182 Chapter 8 Customer Transactions Important Reversing a Receivable If you want a complete audit trail you can use the Disc Adjust Acct on Customer Payments to reverse a receivable If there is a payment associated with the receivable you want to reverse you should delete the payment in the Receipts Journal before deleting or modifying the receivable You can also delete the original Customer Invoice or Sales Journal invoice Deleting the original invoice leaves no record of the transaction For more information on deleting invoices see Modifying or Deleting an Invoice on page 159 or see Modifying or Deleting Sales Journal Invoices on page 166 Click Customer Payments in the Command Center Select the Disc Adj account Usually this is the same sales account 4000 4999 that was used in the original sale not the Accounts Receivable account Select the outstanding invoic
188. dor amp Item Setup 2 Enter the item s name and press TAB Note You can use an optional code field to sort or classify items For details see Codes for Customers Vendors and Items on page 115 3 Enter any other relevant item information See Item Setup Field Descriptions on page 76 for more information and tips 4 Click Save The item name is added to the list on the right Modifying Item Information To modify existing item information first select the item name from the list then modify the relevant item information Be sure to click Save after modifying any information or your changes will be lost Important Any changes made to values on the Items window do not affect account balances in the General Ledger To change the Qty on Hand value for an item and adjust the General Ledger balances use Adjust Inventory For more details see Adjust Inventory Window on page 236 Deleting Items You can delete items provided no outstanding invoices associated with the item exist 1 Click Item Setup in the Command Center 2 Select the item from the list 3 Click the Delete button Important After deleting an item you can no longer obtain any reports for that item If you try to delete an Item that has outstanding invoices the following message appears TF The selected object is used in transactions Cannot delete Gow Important Setting Up Items 81 Because of restrictions with the m
189. dor list and click 1 Time If the vendor name is typed in MultiLedger won t save the vendor name or track payments made to that vendor To keep track of payments by vendor name you must add the vendor on Vendor Setup On Macintosh you can either enter a name from this pop up list or click Cancel in the pop up list box and enter a 25 character name that s not in the Vendor list If the vendor name is typed in MultiLedger won t save the vendor name or track payments made to that vendor To keep track of payments by vendor name you must add the vendor on Vendor Setup 208 Chapter 9 Vendor Transactions Important Date Ledger Account Job Description Amount New Line Windows Only Cash Balance Check Total You should not use the Disbursements Journal to pay outstanding payables you ve entered in Item Purchases or the Payables Journal Those payments should be made in Vendor Payments Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY Select a ledger account from the pop up list For more information on using pop up lists see Using Pop Up Lists on page 118 When you save the check the account entered here is increased by the amount for the detail line Usually this is an expense account in the 6000 8999 range Select a job for this detail
190. e Enter zero in the Amt Paid edit box and press TAB Enter the amount of the receivable in the Disc Adjust edit box and press TAB You could change the deposit number to an appropriate document number such as VD invoice to indicate a void sale Click Save Recording Customer Credit Memos 183 Recording Customer Credit Memos Recording Customer Credit for Returned Inventory 1 Click Customer Invoices in the Command Center 2 Enter the credit memo information You could enter an invoice number such as CM date to help identify the credit memo Follow the guidelines in Recording a Sale with Customer Invoices on page 155 except for the following fields Item Select the returned item from the Item pop up list Quantity Enter a negative quantity for the returned inventory Quantity 10 Amount The Amount of the credit will show automatically as negative amount Amount 350 00 3 Press TAB to add the credit memo to the detail list and then click Save The customer credit will appear on Customer Payments as a credit and can be applied as payment toward a current or future invoice Recording Other Customer Credit 1 Click Sales Journal in the Command Center 2 Enter the credit memo information You could enter an invoice number such as CM date to help identify the credit memo Follow the guidelines in Recording a Sale with the Sales Journal on page 163 except for the following fields Ledge
191. e that is prior to your current fiscal year Recurring Document Vendor Date Check Stub Description ar38 o4r005 Address Due Date Notes Total 0 00 Ledger Account Job Description Amount New Line When the Payables Journal window opens the cursor is in the Document field Note For more details about the fields on the Payables Journal window see Payables Journal Field Descriptions on page 202 Setting Up Outstanding Payables 43 2 Enter or edit the document number Vendors pop up list Each Payables Journal document must have a document number associated with it Document numbers can contain both letters and numbers but must end in a number and are limited to eight characters Document numbers are automatically increased by one after you save the transaction When the cursor enters the Vendor field a pop up list of vendors appears OK Cancel Edit 3E New 38N 1st Bank A Printed Page AIC Advertising BTS Distribution Supply Blue Cross CP CA Dept of Labor CA Dept of Revenue CO Dept of Labor CO Dept of Revenue City Dept of Rev Credit Card Company EDD ETT EOD so El Paso Steak House Financial Group Financial Group 5 IRS Labor Union _ Find Anywhere 0 If you want to search the list by any part of the Vendor name make sure the Find Anywhere check box is selected Magnolia Rental Properties Office Mart Post
192. e Detail Vendor Information Mailing Labels 1099s 1 If you select the Accounts Payable Aged Accounts Payable or Summary Aged Accounts Payable report for all of your vendors MultiLedger will show your accounts payable detail balance and the general ledger balance for the Accounts Payable account that is selected on the Interface Accounts window as of the Cutoff Date These balances appear at the end of the report Vendor History Reports Shows a list of payables and payments in the 30 open months You can select one month or a range of months for this report Payments made against invoices using the Vendor Payments window show the check number along with the document number that was paid Shows a list of the total payables and total disbursements for each selected vendor for the selected month or range of months Shows a list of items bought from a vendor This report shows the vendor name the date document number the item name the quantity purchased and the amount You can select one month or a range of months for this report Vendor Information and Mailing Labels Shows the vendor name address information phone fax email address website Tax ID and any notes set up for the vendor For printing vendor mailing labels Mailing label dimensions are defined on Preferences under the File menu 1099s Selecting any of the 1099 or 1096 options will automatically highlight any vendors who have the 1099 option checked
193. e Documents on Preferences under the File menu For more details see Setting Program Preferences on page 90 Select a customer from the pop up list The customer s address Discount Percentage and notes set up for the customer are entered automatically too Notes appear during transaction entry but do not print on the invoice If the pop up list does not appear customers have not yet been set up You can add a new customer or edit existing customer information without closing the Customers pop up list by clicking New AIt N on Windows or N on Macintosh or Edit Alt E on Windows or E on Macintosh Any Discount set up for a customer will reduce the Selling Price for each item sold by the percentage shown Once a customer name is entered you can select an existing or add a new shipping address to this invoice by clicking anywhere in the Ship To box The following edit box appears TSA Dist KS TSA Dist CO Attn Flo TSA Dist NY 168 Mound Wichita KS 67000 Save Use Delete s Cancel Enter a Ship To address then click Save Ship to addresses appear in the order in which they are entered To use a Ship To address on this invoice select the address in the list then click Use Important Date Statement Description Sales Tax Taxable Customer Invoices 151 After you click Use the information is entered into the invoice and the cursor moves to the Date fie
194. e change To modify or remove a payment from a saved deposit Click Receipts Journal in the Command Center and click Modify Please note that the list of deposits that appears also contains any deposits made in the Receipts Journal Select the deposit from the transactions list If the transaction you re looking for doesn t appear you may have to select another month from the pull down menu Modify the payment amount for a detail line or enter 0 00 in the Amount edit box to remove a payment from the deposit Press TAB to replace the detail line in the list then click Save The invoice associated with the payment will again appear as outstanding on Customer Payments If you delete a deposit that was made in Customer Payments from the Receipts Journal all the customer payments that made up the deposit will again appear as outstanding on Customer Payments For more details about modifying transactions see Modifying or Deleting Receipts Journal Documents on page 170 178 Chapter 8 Customer Transactions When a Customer Fails to Pay an Invoice If a customer fails to pay an invoice you can remove the receivable in a way that records it as a bad debt or reverses the original sale Using the Disc Adjust account on Customer Payments to reverse a receivable or record the receivable as a bad debt gives you a complete audit trail You can also delete the original receivable using Customer Invoices or the Sales Journal Dele
195. e selected Cash Acct If checked it will print a deposit slip with up to 18 individual invoices when you click Save You can include more than 18 invoices per deposit slip but invoices over 17 will appear as one lump sum rather than individual invoices For more information on printing deposit slips see Using the Print Screen on page 105 When you select a credit amount in the list the Refund button is enabled For more information on writing a refund check to a customer see Writing a Refund Check for the Customer Credit on page 185 The Customer Payments Window 173 Recording Customer Payments When you save customer payments as a deposit MultiLedger increases the selected cash account and decreases your accounts receivable account as assigned on Interface Accounts by the amount of the deposit While an individual deposit can have only one cash account and one discount adjustment account you can choose different cash accounts and different accounts for any discounts or adjustments for separate deposits 1 Click Customer Payments in the Command Center Click in the boxes to change accounts for the deposit or adjustment Choose to sort the list by due date eposit Slip An Save name document Save Detail number or term Cash Account 1010 Cash In Bank Che Dep 18 Deposit Disc Adj Account 6150 Bad Debts 04 3005 Date List of outstanding Customer Total Paid receivables and Due Disc Date Tot
196. e the Cutoff Date to the prior year end date Otherwise the Cutoff Date is not important Note Setting Up Prior Outstanding Receivables 39 3 Click View or Print After clicking View a report window appears AAA Accounts Receivable 06 21 05 Retail Sample Co Corp Accounts Receivable 86 21 25 Customer Invoice Date Due Date Amount Arnold Schmidt Inv3 98 04 29 04 05 29 04 200 00 Kelley s Supply Shop Inv6 5 06 07 04 06 07 04 250 00 Larson s Inv3 97 04 29 05 04 29 05 130 00 Arnold Schmidt Inv3 96 04 29 05 95 29 05 37 10 TSA Distribution Inv3 92 66 01 05 07 01 05 10 375 00 Arnold Schmidt Inv3 94 06 16 05 07 15 05 7 589 00 18581 18 Report total 18 581 10 1166 Accounts Receivable The report total and the This is the amount that was Accounts Receivable entered for the Accounts balance should agree Receivable balance on the 4 Verify that the total for the Amount column on the report equals the Accounts Receivable balance listed on the report Customer reports are discussed in more detail in Chapter 11 Customer Vendor amp Item Reports What to do if your outstanding receivables don t balance Several reasons could cause your outstanding receivables not to balance with the Accounts Receivable ledger balance e An outstanding receivable was not entered Solution Enter the outstanding receivable in the Sales Journal e The wrong amount was entered for an outstanding receivable
197. ecording Other Customer Credit 183 Applying Customer Credits 184 The credit amount is equal to the outstanding receivable amount 184 The credit amount is larger than the outstanding receivable amount 184 The credit amount is less than the outstanding receivable amount 185 Writing a Refund Check for the Customer Credit 185 Calculating Finance Charges 187 Finance Charges Field Descriptions 187 Recording Finance Charges 188 Recording Finance Charge Payments 190 Deleting Finance Charges 190 Chapter 9 Vendor Transactions 191 Vendor Transactions Flowchart 192 Recording Purchases 193 Item Purchases 194 Item Purchases Field Descriptions 194 Recording a Purchase with Item Purchases 198 Printing an Item Purchase 201 Modifying or Deleting an Item Purchase 201 Payables Journal 202 Payables Journal Field Descriptions 202 Recording a Purchase with the Payables Journal 204 Modifying or Deleting Payables Journal Transactions 206 Disbursements Journal 207 Disbursements Journal Field Descriptions 207 Recording a Check with the Disbursements Journal 209 Printing Disbursements Journal Checks 211 Modifying or Deleting Disbursements Journal Documents 212 vii Using the Vendor Payments Window 213 Vendor Payments Field Descriptions 213 Recording Vendor Payments 214 Modifying or Deleting Payments Before Saving a Check 218 Modifying or Deleting Payments After Saving a Check 218 Purchase Orders 219 Creating Purchase Orders 219 Working with Purchase Orders 220 P
198. ectly from a pop up list For those pop up lists that don t have the option of New or Edit you can access the Setup windows without having to close a transaction window by choosing the appropriate option from the Command Center or the pull down menus To add a new customer vendor or item through a pop up list click New Alt N on Windows or N on Macintosh The appropriate Setup window will open After setting up the new customer vendor or item click Save on the Setup window or press ENTER You return to the transaction window and the new customer vendor or item is highlighted in the pop up list Press TAB to add the customer vendor or item to the transaction To edit information for an existing customer vendor or item through a pop up list first highlight the name in the list Then click Edit Alt E on Windows or E on Macintosh The appropriate Setup window will open After editing the customer vendor or item click Save or press ENTER on the Setup window You return to the transaction window and the edited customer vendor or item is highlighted in the pop up list Press TAB or click OK to add the customer vendor or item to the transaction Document Numbers 121 Skipping a Pop Up List A pop up list will be skipped if no information is set up for it If Skip Jobs under the Edit menu is checked Ctrl K on Windows or Command 3 K on Macintosh the Job field on all transaction windows will be skipped Cancel Click
199. ed month s Shows transactions created in both Item Purchases and Payables Journal for the selected month s Shows transactions created in both Customer Invoices and Sales Journal for the selected month s Shows transactions created with the Purchase Order option checked in Item Purchases for the selected month s Shows transactions created with the Quote option checked in Customer Invoices and Sales Journal for the selected month s If checked the last used recurring entries for the selected journal appear regardless of the month selected The Last Used Recurring Entries check box is dimmed when either the Purchase Orders or Quotes radio buttons is selected 306 Chapter 12 Financial amp Other Reports Working with Transaction Journal Reports 1 Select the desired month or months for the report 2 Select a journal by clicking the journal name When a journal radio button is clicked a list of documents from the selected month s is shown for that journal thier IRIE View Print T sion J IT Period Doc Date Description Eee e 01731704 1281 043005 RS Disbursements 02 29 04 35276 04 05 05 Magnolia Rental Properties c 2 03 31 04 35277 0410505 James Deere Receipts 04 3004 35278 0405 05 John Deere C General 05 31 04 35279 040505 D Massey Drywall 06 3004 35280 0405 05 JLWiliams Construction C Item Forchesss and Payables 07 3104 35281 0410105 State Farm Insurance C Customer Invoices and Sales 08 31704 35282 044005 City Tri
200. ements 1099s and deposit slips You can position print fields for any compatible printer C Default Check Custom Check C Default Laser Invoice Custom 11 Invoice Quote PO Default Laser Statement Custom 11 Statement Default 1099 C Custom 1099 Default Deposit C Custom Deposit Default 1096 C Custom 1096 M Display Metafile Copy Formats to Another Company Print fields for the Default items have been positioned to fit forms from CheckMark s Forms division Forms can be ordered by calling 1 800 444 9922 or online at www checkmark com You might want to customize the position of print fields for the following reasons e You need to fine tune the preset print fields for your specific printer e You want to print on pre printed forms other than those made by CheckMark Forms e You want to print forms saved as metafiles Windows or PDF PICT Files Macintosh Metafile is a Windows based format and a PICT File is a Macintosh based format for a graphics document created by many graphics programs PDF files can also be used on the Macintosh version of MultiLedger Formatting Checks Invoices Statements 1099s amp Deposits 111 Customizing Print Field Positions for Your Printer The initial positions of the print fields for Custom options are based on CheckMark Forms To customize the preset print fields for your printer or to create a format other than that used by CheckMark Forms do t
201. en it is deleted e Accounts payable had an incorrect starting balance Solution Correct the accounts payable balance by editing the amount on Account Balances Setting Up Items 49 Setting Up Items Items can be classified as inventory or non inventory for service sales The steps for setting up items are as follows 1 Enter the name and information for each inventory item by following the instructions Setting Up Items on page 79 2 Verify the items you set up by checking balances on an Inventory current report The first step is described in Chapter 4 Customer Vendor amp Item Setup Step 2 is explained in the following section Verifying the Items Setup After entering all your inventory items you can use an Inventory current report to verify the setup The total On Hand Cost for all your items should equal the general ledger balance for the inventory account The following procedure shows you how to check these values 1 Click Item Reports in the Command Center 2 Select Inventory current radio button Report Type gt Sales Summary gt Sales Detail O Purchase Summary Q Purchase Detail O Inventory Current O Inventory Selected Date Price List Sales Graph Dollars Sales Graph Quantity You do not need to select any inventory items from the items list When no items are highlighted all inventory items will be reported 3 Click View or Print After clicking View a report window appear
202. eous revenue Office salaries Taxes on payroll salaries Depr on machinery furn type Depr on building Feature and ad mat services Insurance and professional svc Light power water gas Memberships and dues Motor vehicles and mileage Office supplies and postage Rent fuel and heating Repairs and maintenance equip Taxes on plant and business Taxes and maintenance on build Telephone and telegraph Miscellaneous Shop wages Taxes on shop payroll Bad debts Commissions on sales Materials Photos and engravings Second class postage Contributions Advertising and promotion Travel and entertainment Cash discounts taken Interest earned Miscellaneous other income Cash discounts allowed Interest paid Miscellaneous other expense Non Profit Chart of Accounts 1000 1010 1020 1030 1040 1050 1100 1200 1300 1400 1500 1550 1600 1620 1640 1660 1680 1700 1720 1740 1760 1780 1900 1930 1950 2000 2100 2200 2300 2310 2320 2330 2340 2350 2360 2370 2380 2400 Current Assets Cash in Bank General Cash in Bank Payroll Petty Cash Undeposited Cash Cash Register Drawer Pledges Receivable Prepaid Expenses Accounts Receivable Inventory Investments Long Term Assets Building Computer Equipment Furniture amp Fixtures Leasehold Improvements Vehicles Accum Depr Building Accum Depr Comp Equip Accum Depr Furn amp Fix Accum Depr Leaseholds Accum Depr Vehicles Constructi
203. er discusses the following topics Defining customer terms Setting up customers Setting up vendors Setting up items 62 Chapter 4 Customer Vendor amp Item Setup Customer Terms Description Days til Due Note Early Payment Discount Early Payment Due Days Using customer terms is optional in MultiLedger Customer terms determine how long a customer has until payment is due and whether they ll receive a discount for early payment If you don t define customer terms for your company an invoice s due date will be the same as the invoice date You can define up to twelve customer terms Customer Terms Field Descriptions The following section describes the fields on Customer Terms Enter a name up to 13 characters long including letters numbers and symbols Terms are usually named for the time period and any discounts that should apply For example 2 10 Net 30 means the invoice s due date is 30 days after the invoice date and that the customer will receive a 2 discount if they pay within 10 days Enter the number of days until the invoice is due Days til Due determines the due date for invoices that use the term For example if you enter 30 for Days til Due for a 2 10 Net 30 term the due date for an invoice using 2 10 Net 30 and dated 3 7 08 would be 4 6 08 Days til Due is also used to create aged accounts receivable reports and customer statements The maximum number of Days til Due
204. er or other information to help the vendor identify the transaction when your payment is processed Select the ledger account from the pop up list For more information on using pop up lists see Using Pop Up Lists on page 118 When you save the payable the account entered here is increased by the amount for the detail line Usually this is an expense account in the 6000 8999 range Select the job for this detail line from the pop up list If the Jobs pop up list does not appear no jobs have been set up or Skip Jobs Ctrl K on Windows or K on Macintosh under the Edit menu is checked The vendor s name is automatically copied and entered here unless you have the preference selected to Use Check Stub Description in Payables Journal If you have the preference selected the information you entered in the Check Stub Description field will automatically be entered in this field Or you can enter up to 25 characters of descriptive text for specific detail in the invoice see Setting Program Preferences on page 90 Enter an amount for the detail line If the amount has zero cents you don t have to enter 00 204 Chapter 9 Vendor Transactions New Line To enter another detail line to the payable click New Line or press Windows Only ENTER Total This shows the total for the payable as you add detail lines to it When you save the payable the Total amount increases the account assigned to Accounts Payable on Interf
205. eration is to place the company files on a shared disk Daily backups are strongly recommended for shared data For more information on backing up company files read Chapter 3 Backing Up and Restoring Company Files Using MultiLedger in a multi user environment is very similar to using it in a single user environment The main difference is that simultaneous access to the same data must be regulated either by disallowing certain operations at a given time or by delaying a particular operation until requested data is available Access Limitations Access limitations are indicated by the following messages e Exclusive access required or maximum number of users exceeded Operation not allowed Only one user may access company files during certain operations e g closing the year deleting a customer The maximum number of users you can have is 10 e Operation not allowed if more than one user accessing data Certain operations may be performed by only one user at one time such as Customer Payments Vendor Payments Finance Charges Bank Reconciliation and Chart of Accounts Delays in accessing data occur in two situations each signaled by the appearance of the network cursor e When the cursor is blinking another user is accessing data needed for the current operation so the program is waiting until the required data becomes available When the data is no longer in use the operation will proceed
206. ertising You cannot set up profit centers for asset such as inventory in the 1000 1999 range liability in the 2000 range or equity accounts in the 3000 range 90 Chapter 5 Setup Options Setting Program Preferences Check for Duplicate Documents In MultiLedger you can set both program Preferences and User Settings Options set on Preferences apply to all users in a particular set of company files Options set on User Settings on the other hand apply to each individual user For more information on User Settings see the next section Setting User Settings You can use Preferences under the File menu to set various MultiLedger options such as checking for duplicate documents or hiding the cash balance on transaction windows After choosing Preferences from the File menu the following window appears MV Check for Duplicate Documents Include Tax 1 in Tax 2 Computation GST iV Skip Tax 2 during Invoice Entry Remove Item Code field on Invoice Intemational Date Format dd mmyy Show Code Field on Reports Hide Unit Cost in Customer Invoice Entry Print Cust Notes on Sales Journal Invoices MV Use Check Stub Description in Payables Journal Hide Cash Balance Print Check Dates in CPA Format YY Cancel Item Purchase Tax LabellSales Tax Shipping Label Shipping Currency Symbolf Default Vendor Due Days B0 Label Left 0 30 Label Top 020 Label Height 1 00 Label width 3 00 Across Repea
207. es Highlight the checks that you want to post to MultiLedger from the list on the left If no checks are highlighted all checks will be saved to the text file If you distribute wages or hours to jobs you should check the Include Jobs in Post Summary option Check the Mark Posted Checks option That way checks that have been posted to MultiLedger will be marked with an x Verify that the Checks Reference Taxes Reference Checks Posting Date and Taxes Posting Date are correct Checks Reference Taxes Reference Checks Posting Date Taxes Posting Date You can use these edit boxes to enter reference numbers and posting dates for checks posted to MultiLedger The default name for the Checks Reference is PR followed by the date of the first unmarked check in the list The default name for the Taxes Reference is ET followed by the date of the first unmarked check in the list For information on marking checks that have been posted to MultiLedger see step 13 above The default date for the Checks Posting Date and Taxes Posting Date is the date of the first unmarked check in the list If necessary you can change the information in these edit boxes If you need to post payroll checks that have the same date as checks you ve already posted you should change the Checks Reference and Taxes Reference Otherwise you will receive an error message and the posting will fail as MultiLedger cannot accept entrie
208. es or Sales Journal in the Command Center Check the Quote check box Click Modify A list of Quotes entered with that journal appears If the Quote you are looking for does not appear in the list you may have to select a different month from the pull down menu Select the Quote from the list then click OK You have four options Modify Cancel Delete and Create Invoice Item Purchase If you click Modify you can change any information for the Quote After you modify information click Save to save the Quote with changes 180 Chapter 8 Customer Transactions Cancel Delete Create Invoice Item Note Purchase If you click Cancel you return to Customer Invoices or the Sales Journal If you click Delete the Quote is deleted and you are returned to Customer Invoices or the Sales Journal If you click Create Invoice Item Purchase an invoice is created using the information from the Quote and the following happens e The document number changes from the Quote document number to an invoice document number The new invoice is one greater than the last invoice saved e The date for the new invoice defaults to the last date saved e The quote itself is deleted when you create an invoice from it e You can modify anything on the new invoice before saving it Printing Quotes Click Print from the Command Center Select the month Select the Customer Invoices Quotes or the Sales Journal Invoices Quotes radio button
209. essary make sure you have the month that contains the data you wish to export selected in the pull down menu Select the type of data either Vendors or Customers that you want to export from the pull down menu 248 Chapter 10 Other Activities Important 4 Select the Vendors or Customers you wish to export If no Vendors or Customers are selected all will be selected Click the Export to 1099 button You ll be prompted with a Save As dialog box Choose a location to save the file give the file a name or use the default name given and click Save Open up the CheckMark Forms Application and use the import feature to import the information into that system Importing into MultiLedger If you import an account customer vendor or item with the exact same name as one that already exists in your company the original data associated with that name will be replaced by the new information you are importing If you attempt to import a transaction with the same document number as one that already exists in your company and Check for Duplicate Documents is selected on Preferences under the File menu the transaction with the duplicate document number will not be imported If you attempt to import a transaction with the same document number as one that already exists in your company and you do not have Check for Duplicate Documents selected on Preferences under the File menu the duplicate transaction will be imported unless it
210. etail line to the deposit click New Line or press ENTER This shows the current balance from the general ledger for the account listed for Cash Acct You can hide the Cash Balance on this window by choosing Hide Cash Balance on Preferences under the File menu This shows the total for the deposit as you add detail lines to the deposit When you save the deposit the Deposit Total amount increases the account selected for Cash Acct Receipts Journal 169 Recording a Deposit with the Receipts Journal 1 Click Receipts Journal in the Command Center Y fa l Recurring Save Modify Print on Save eposit Description Date Click in the box to Dep 61 10031 08 change cash accounts Cash Balance 19 590 36 Deposit Total 0 00 Ledger Account Job Description Amount C COCO O Nem ine Press New Line or ENTER Windows or TAB or RETURN Macintosh after the Amount field to add another detail line to the invoice 2 If necessary enter or change the deposit number The cursor moves to the Description field 3 Type in a description for this deposit 4 Verify that the date for the deposit is correct 5 Select a cash account for the deposit When you open the Receipts journal the default cash account assigned on Interface Accounts is shown To change cash accounts click in the box and select an account from the pop up list For details about using pop up lists see Using Pop Up Lists on page 118 1
211. ete to remove the transaction or Skip to move to the next document without cancelling the remaining selected transactions If you click Delete you re done and don t need to follow steps 6 through 8 If you click Modify the original transaction appears If you click Cancel while modifying multiple documents all documents you are modifying are closed and you are returned to the transaction window Note If the transaction has not been saved yet start here Entering a Void Document 129 If you click Skip while modifying multiple documents it will skip the document on the screen and move on to the next one If necessary click the detail line or field to be modified or deleted The information for the detail line appears in the appropriate fields Modify the necessary information To modify a field in a detail line select the field that you want to modify make the changes and press TAB to move through the remaining fields and replace the old detail line in the list with the new information To delete a detail line enter a zero 0 in the highlighted Amount field and press TAB to remove the line from the list Click Save to save the changes If you don t want to save the changes close the transaction window without clicking Save then click No on the alert that appears to not save the changes Entering a Void Document A void document can be recorded in the Payables Sales Receipts or Disbursements Jo
212. exact match it will update the existing record If there isn t an exact match it will add a new record To Import Data into MultiLedger 1 Choose Import from the File menu The following window appears g JOK Customers Import Copy All Match Name amp Code v mw iussa Field List Import List Pricing Level Pricing Level 2 Select the type of data that you want to import from the pull down menu Importing and Exporting Data 251 After selecting the appropriate option from the pull down menu the Field List shows the fields that you can import For example if you select Customers from the pull down menu the following fields appear in the Field List a Customers d p Copy All Match Name amp Code x ow E Field List Import List 3 Click Copy All to copy all the fields from the Field List to the Import List in the same order they appear in the Field List You can also select a field then click Copy or you can double click each field you want to import in the order you want it to appear in the text file Since there are no field names in a text file you should carefully determine the order that you want to import the data A plus sign before a field name indicates that it is a required field for importing An asterisk next to a field name indicates a repeating field For more information on repeating fields see Repeating Fields on page 249 252 Chapter 10 Ot
213. fice Mart and three payables for Bats Distribution and Saved two checks are created one for Office Mart for the total of their two payables and one for Bats Distribution for the total of their three payables When you save the check the Total Paid amount and any discounts or adjustments decrease the accounts you selected Note If you discover a payment error after saving the check see Modifying or Deleting Payments After Saving a Check on page 218 218 Chapter 9 Vendor Transactions Modifying or Deleting Payments Before Saving a Check If you ve made a mistake such as entering a payment incorrectly or entering a payment for the wrong payable you can quickly fix the problem before saving the check 1 Select the appropriate outstanding payable 2 Change the highlighted amount paid or press DELETE or BACKSPACE to remove it then press TAB 3 If necessary change the amount in the Disc Adjust field or press DELETE or BACKSPACE to remove it and press TAB to re enter the modified payment or remove the old one on the line Modifying or Deleting Payments After Saving a Check When you create a check in Vendor Payments MultiLedger uses the Disbursements Journal to post the check to the general ledger You can use the Disbursements Journal to modify or delete the check that contains the incorrect vendor payment Vendor Payments and the general ledger will be updated automatically to reflect the change To modify or
214. g 256 renaming 255 Company information window ending date of prior year 14 22 setting up basic information 21 start month 14 Contacting CheckMark Software 4 Control buttons definition 368 Creating a new company on Macintosh 19 on Windows 17 Credit applying customer 184 applying vendor 223 limit for customers 66 limit for vendors 72 recording vendor 222 refunding to customer 172 Credit memos 183 Cross platform compatibility 5 considerations 5 differences 5 Current outstanding bank reconciliation 230 Customer information report 273 274 Customer invoices 149 amount 154 defined 148 definition 368 deleting 159 field descriptions 149 invoice number 150 invoice total 154 item 152 job 153 modifying 159 order number 152 printing 159 quantity 153 quote 149 recurring entries 149 report 305 sales tax 151 salesperson 152 selling price 153 ship charge 152 ship date 152 ship to 150 ship via 152 show customer history 157 statement description 151 terms 152 unit cost 154 Customer invoices amp sales report 305 Customer payments applying customer credits 184 cash account 171 definition 368 deposit number 171 discount adjust account 171 field descriptions 171 modifying or deleting 177 recording deposits with 173 report 305 reversing a receivable 182 statement description 172 writing refund checks 172 Customer statements 267 274 activity based 267 276 description on customer invoices 151 descrip
215. g your outstanding receivables you should have already set up customer terms and customer information The total for outstanding receivables invoices that you enter with a date prior to your current fiscal year should match the beginning balance you set up for the Accounts Receivable ledger account in Account Balances Setting Up Prior Outstanding Receivables 33 1 Click Sales Journal in the Command Center Make sure you enter a date that is prior to your Start Month F Quote F Recurring Invoice Customer Date Statement Description Inv1 41 04 30 05 Bill Address Notes Terms Invoice Total 0 00 Ledger Account Job Description Amount New Line After the Sales Journal window opens the cursor is in the Invoice field Note For more details about the fields on the Sales Journal window see Sales Journal Field Descriptions on page 160 34 Chapter 2 Initial Setup Note 2 Enter or edit the invoice number Customers pop up list Each invoice must have a document number associated with it Invoice numbers can contain both letters and numbers but must end in a number and are limited to eight characters Invoice numbers are automatically increased by one after you save the transaction When the cursor enters the Customer field a pop up list of customers appears OK Cancel Edit 3E New 3N If you want to O Find A Find Anywhere search the list Janie Fi
216. gory However you can use different Cash Accounts by selecting them from the pop up list on the appropriate transaction window The default account however will stay the same 2 Select a ledger account from the list on the left 3 Click the appropriate posting category on the right Repeat steps 2 3 for each posting category that you need to use For details about each category see the previous section Category Descriptions You must assign account numbers to the Cash and Retained Earnings categories If a category is not assigned a number but it is used in transactions MultiLedger posts the amount to the first account number usually the cash account from your chart of accounts 4 Close the window to save the categories To remove an account from a posting category click the category name without an account selected in the list on the left To deselect an account simply click it again so that it s no longer highlighted You cannot remove an account from the Cash Account category However you can re assign it an account number To re assign an account to a posting category select a new account from the list on the left and then click the category on the right 30 Chapter 2 Initial Setup Setting Up Ledger Account Balances Note Important You don t have to enter account balances before you begin transaction entry however to obtain a valid balance sheet you must enter the beginning balances for the
217. h revenues are recorded when cash is received and expenses are recorded when cash is paid Cash Flow Statement a report which shows the cash in and out for a given period of time Chart of Accounts the account numbers and descriptions which a company uses to record all transactions Check Box a small square box that appears in a dialog box used to choose an option Click positioning the pointer on the object to be selected and then pressing and releasing the mouse button Close Box a small square box in the upper left hand corner of the title bar of the current window or dialog box on Macintosh or the X box in the upper right hand corner of the current window on Windows Close Year an accounting procedure in which the balances in the income and expense accounts are transferred to the balance sheet to Equity Control Buttons buttons which are used to cause an action to take place The action is indicated by the button title Customer Invoices a screen in MultiLedger used to record sales of items and generate invoices Customer Payments a screen used to record payments on account from customers 369 Dialog Box a box where choices are made or data is entered Disbursements Journal a journal used to record checks for items not entered in accounts payable Double click positioning the pointer on the object to be selected and then clicking twice in quick succession with the mouse button Double
218. hanges To return any custom format to its original settings hold down the Ctrl key Windows or Command key 6 Macintosh while clicking the appropriate default radio button Positioning Print Fields for Windows Metafiles or Macintosh PDF or PICT Files If you ve created your own form as a Windows metafile wmf or a Macintosh PICT file pct or PDF pdf in a graphics program or you want to use one of the sample metafiles PDFs or PICTs that came on the MultiLedger master disk MultiLedger can show the metafile PDF or PICT file on your screen to help you position print fields MultiLedger can also print the metafile PDF or PICT file along with the corresponding transaction information 1 Create the invoice check quote purchase order or customer statement form using any graphics program that can save Windows metafiles or Macintosh PDF PICT files 2 Save the graphics file in the graphics program in the metafile format wmf or PDF PICT format pdf pct You can save the metafile or PDF PICT in the same folder that contains your company s data files Close the metafile or PDF PICT file 3 Open your MultiLedger company files 4 Choose Format from the File menu Note Note Note Formatting Checks Invoices Statements 1099s amp Deposits 113 You can align the print fields according to the following directions Check the Display Metafile option Windows or Display PDF PICT File option Macintosh V
219. haracter of a name is capitalized For example typing in Action will find Action Services but not Uniform Action or action plus If you have the Find Anywhere box checked it is not case sensitive and MultiLedger will search for the first occurrence of the letter sequence you enter For example typing in ve will find Inventory before it will find Vehicle The Find Anywhere box should be checked before you type information to search for Otherwise it will search on the beginning characters only or e Press the up arrow or down arrow keys on your keyboard to move through the list or 120 Chapter 7 Introduction to Transactions Note Edit 3E New 36N e Use the pop up list s scroll bar to scroll the list up or down and click a name when it scrolls into view You can type the first letter of a name to scroll to that letter group in the list and then use the down arrow key to quickly move to the desired name Entering Information with a Pop Up List You can enter information into a transaction from a pop up list in one of two ways e Ifthe name in the list is not already highlighted click it once to highlight it then click OK or press TAB RETURN Macintosh or ENTER Windows to enter the information into the transaction or e Double click a name in the list Adding or Editing Names in a Pop Up List You can access Customer Vendor and Item Setup windows dir
220. hase order 194 recording a purchase with 198 recurring entries 194 387 report 305 reversing 221 shipping amount 196 show vendor history 199 205 tax paid 196 unit cost 196 Item purchases amp payables report 305 Item reports 290 Items see also Adjust inventory average unit cost 77 buying inventory 194 credit for returns 183 current inventory report 290 customer invoices 152 deleting 80 graphing sales 290 inventory not balancing 50 inventory current report 294 inventory selected date report 290 295 item purchases 196 last unit cost 77 modifying 80 price list report 290 295 purchase detail report 290 294 purchase summary report 290 293 reports 290 sales detail report 290 293 sales summary report 290 292 selling prices 76 setting cost expense account for 77 setting income account for 77 setting up 49 79 setting up as commissionable 78 setting up as taxable 77 setting up codes for 115 setup field descriptions 76 total cost 76 388 Index J verifying setup of 49 Job detail report 330 Job summary report 329 Jobs 97 L deleting 99 detail report 330 estimated expense 97 estimated income 97 general journal 226 in customer invoices 153 in disbursements journal 208 in item purchases 196 in payables journal 203 in receipts journal 168 in sales journal 161 marking as complete 97 modifying 99 prior expense 98 prior income 97 reports 329 setup field descriptions 97 summary report 329 Labels
221. hases If you click Create an Item Purchase is created using the information from the purchase order and the following happens e The document number assigned to the new Item Purchase is one greater than the last Item Purchase saved The date for the new Item Purchase defaults to the current date e The purchase order itself is deleted when you create an Item Purchase from it e You can modify anything on the new Item Purchase before saving 1t Printing Purchase Orders Click Print on the Command Center Select the period Select the Item Purchases PO s radio button A list of available Item Purchases and purchase orders appears Select the purchase order s you wish to print and Print Metafile Windows or Print PDF PICT File Macintosh if necessary Note Note 5 A U N Special Vendor Situations 221 Click Print Purchase orders use the same format as Customer Invoices You can however have a separate Metafile or PDF PICT File for purchase orders For information on using Metafiles see Positioning Print Fields for Windows Metafiles or Macintosh PDF or PICT Files on page 112 Viewing Purchase Orders Click Transaction Journals in the Command Center Select a month from the list box on the right Click the Purchase Orders radio button Select the purchase order s you want to view then click View If the purchase order you are looking for does not appear in the list you may need to select another
222. he following 1 Click the appropriate Custom radio button Clicking the Custom 11 Invoice Quote PO radio button opens the following formatting window D a 2 3 4 5 7 is 0 Company Name amp Address 11 To Ship To 2 ficct Ship Date Ship Via ferns PO Nunber Oty Description Price Amount SubTotal 3 Tax 2 Tax 1 Shipping otal m 2 Drag the print fields to their new positions Select a group of print fields by dragging over the fields or by holding down the SHIFT key while clicking individual fields Moving one of the fields moves the entire group To restrict movements to vertical positioning hold down the Alt key Windows or the OPTION key Macintosh while dragging the field or fields To restrict movements to horizontal positioning hold down the Ctrl key Windows or Command key Macintosh while dragging the field or fields You can use the arrow keys to move the fields 112 Chapter 5 Setup Options Note Note Double click a field to activate or de activate If the field label is red it is inactive 3 When you are finished repositioning the print fields click the window s close box The following dialog appears F Save Changes 4 Click Yes to save the changes you made to the print field positions Click No to return to the Format window without saving any position c
223. he Command Center Click View or Print Q to see the report View Don t worry about Accounts Payable x i p the sorting options Son by Doe Date i co _ 0 or or Cutoff date for id Ch Dept ot Ravana this report Cutoff Date CO Dept of Labor CO Dept of Revenue City Tribune D Massey Drywall All the vendors you set up are shown here 2 Make sure Accounts Payable is selected Don t select any vendors from the vendors list When no vendors are highlighted all the vendors with outstanding payables will be reported Note If you have entered current year transactions you should change the Cutoff Date to the prior year end date Otherwise the Cutoff Date is not important Setting Up Outstanding Payables 47 3 Click View or Print After clicking View a report window appears O09 Accounts Payable 06 21 05 Retail Sample Co Corp Accounts Payable 06 21 05 Vendor Invoice Date Due Date Amount BTS Distribution Supply AP3 46 06 10 05 07 10 05 Hearted 1B Report total 2100 Accounts Payable 11 550 00 The report total and the This is the amount that was Accounts Payable balance entered for the Accounts should agree Payable balance on the Account Balances window 4 Verify that the total for the Amount column on the report equals the Accounts Payable balance listed on the report Note Vendor reports are discussed in more detail in Chapter 11 Customer Vendor amp Item Reports
224. he MultiLedger Suite consists of three commands Launch Import and Exists The Launch command opens the specified application In the example below it is the application MultiLedger Import is used from within a script to call any import function within MultiLedger Scripting commands begin with a tell application command and end with an end tell command Comments are prefaced with a double hyphen 374 Appendix D AppleScript and Importing Below is an example of an import script written in Apple s Script Editor that imports a check into MultiLedger This script checks first to see if the disbursement Ck 1234 already exists in the MultiLedger company files If the transaction already exists in the company files the import command is skipped Note The field order used for the import is the same as the field order in the Import List on the Import window under the File menu for the company you are importing into You should check the Import List in the company files you are importing into to make sure that the field order is correct The Import commands use the keywords import thedata from and alias Exists is used to determine if a customer vendor or item name or in this case a transaction document number already exists in the MultiLedger company files oO ml script m w Description Ce E Record Stop Run Check Syntax tell application MultiLe
225. he Payables Journal window OOP Transaction Detail 07 21 05 Retail Sample Co Corp Transaction Detail 07 21 05 Vendor Date Type Doc Payable Disbursement BTS Distribution Supply 01 05 05 Check CK1712 AP3 38 11 550 00 01 10 05 Payable AP3 39 11 550 00 62 05 05 Check CK1716 AP3 39 11 550 00 02 10 05 Payable AP3 40 11 556 00 03 10 05 Payable AP3 41 11 550 00 03 10 05 Check CK1720 AP3 40 11 550 00 04 05 05 Check CK1726 AP3 41 11 550 00 84 16 05 Payable AP3 44 11 550 00 05 05 05 Check CK1730 AP3 44 11 550 00 05 10 05 Payable AP3 45 11 556 00 05 21 05 Payable AP6 16 870 00 06 05 05 Check CK1734 AP3 45 11 550 00 06 10 05 Payable AP3 46 11 550 00 06 21 05 Payable AP6 15 1 117 00 07 10 05 Payable PJ21341 11 556 00 07 18 05 Payable PJ21342 40 00 82 877 00 69 300 00 206 Chapter 9 Vendor Transactions Note cl Save R Modify The current date is used as the Cutoff Date for the report Click the window s close box to close it and return to the Payables Journal 4 Continue filling in the rest of the fields with the appropriate information For field explanations see Payables Journal Field Descriptions on page 202 You can add comment lines to the payable at any time by choosing Insert Line from the Edit menu Ctrl I on Windows or 1 on Macintosh For more details see Adding Comment Lines to Transactions on page 126 After you have entered a ledger account usually an expense accou
226. he Print command you can print checks invoices quotes packing slips labels Item Purchases documents purchase orders and deposits Printing Options The following section describes what can be printed with the Print command and the available options Checks created with Vendor Payments and the Disbursements Journal for the selected month are shown Check this option to print a second stub at the bottom third of the page for use with laser checks Check this option to print the Pay To the Order of Amount and Authorized Signature field labels on blank check stock used for MICR encoding Check this option to print your Company Name at the top of the check stub Invoices and quotes created in Customer Invoices for the selected month are shown Invoices created in Customer Invoices for the selected month are shown The packing slip prints information from the invoice excluding any dollar amounts Invoices created in Customer Invoices for the selected month are shown This allows you to print the customer name and Ship To address from the Customer invoice If no Ship To address has been entered on the Customer Invoice the customer s name and address as it appears on Customer Setup prints To adjust the printing dimensions for the label use Preferences under the File menu For details see Setting Program Preferences on page 90 Invoices created in the Sales Journal for the selected month are
227. he backup archive using the dialog box If you backed up your company files on an external drive you should insert the disk now Use the pop up menu and list to locate the backup archive If you created a folder named Backups in the MultiLedgerf as suggested above simply use the dialog box to locate the Backups folder in the MultiLedgerf folder on your hard drive then click Open 58 Chapter 3 Backing Up amp Restoring OOS Open Select ZIP file to restore Use the pop up menu and list to locate the backup archive then click Open esas Y SHARED iMaccs All gt PLACES Y MEDIA J Music I Photos A Movies 4 Click Open Construction Sample Co f A Qs 2H rt M EK aE cr E c zr E E E E EK mCon08 04 08 ZIP ii _ Cancel A dialog similar to the following appears Use the pop up menu and list Ane Open to choose where you want to _ aa Construction Sample Co f Q se save the restored backup EFRR SHARED L Const pam i Avoid restoring the backup in E imaccs a a the folder where your original All G l company files are located as FERES G i i they will replace your original G 7 files G ML E i i Fi MILI EF M E Const t 1i New Folder Cancel Open Restoring a Backup Archive on Macintosh 59 5 Select where you want to restore the company files using the dialog box Note If you created a folder name
228. he list Select the desired checks from the list on the left If no checks are selected all checks for the selected check date s will be posted If you enter hours or distribute wages by MultiLedger Job check the Include Jobs in Post Summary check box Make sure the x Post Summary Entries check box is checked That way the checks that have been posted to MultiLedger will be marked with an X Verify that the Checks Reference Taxes Reference Checks Posting Date and Taxes Posting Date are correct Checks Reference PR 06 30 Taxes Reference ET 06 30 Checks Posting Date 06 30 05 Taxes Posting Date 06 30 05 You can use these edit boxes to enter reference numbers and posting dates for checks posted to MultiLedger The default name for the Checks Reference is PR followed by the date of the first unmarked check in the list The default name for the Taxes Reference is ET followed by the date of the first unmarked check in the list For information on marking checks that have been posted to MultiLedger see step 13 above The default date for the Checks Posting Date and Taxes Posting Date is the date of the first unmarked check in the list If necessary you can change the information in these edit boxes If you need to post payroll checks that have the same date as checks you ve already posted you should change the Checks Reference and Taxes Reference Otherwise you will receive an error message and the posting
229. he various fields print on forms use the Format command under the File menu For more details see Positioning Print Fields for Windows Metafiles or Macintosh PDF or PICT Files on page 112 Check this option to activate the Bank information routing number and account number fields to enable the MICR encoding to print on the checks Selecting this option will send the emailed document immediately without any warning or message when selecting the Email button This drop down list will allow you to sort the way you print your invoices either by the document number default or by the date Using the Print Screen How to Use the Print Command 1 Choose the Print window from the Command Screen If necessary check the appropriate print aa ion s optio S Checks Laser Stub Label Fields I Company Name on Stub Customer Invoices Quotes C Packing Slips Paar C Shipping Labels If printing checks or deposit slips with MICR encoding C Sales Journal Invoices Quotes Sales Journal Labels C Item Purchases PO s make sure the Print C Deposits MICR box is selected E i Print MICR Email Without Prompt A list of transactions for the radio button and month selected appears here 107 Period Documents 08 3107 A 5573 10 3108 Bank 09 3007 5574 10 31 08 CO Dept of Revenue 10 3107 5575 10 3108 City of Denver 113007 5576 10 31 08 Principal Financial 12131107 5577 10 31 08 Blue Cross 01 3108 Chk18
230. her Activities Field List Import List Pricing Level To remove a field from the Import List double click it or click it once then click Remove Fields below the field will automatically move up in the Import List 4 After selecting the appropriate fields for the Import List click Import An Open File dialog appears Look in E Construction Sample vl e Eg Locate the text file x B Customers txt you want to import j using the dialog box My Recent g 9 Documents B Desktop S My Documents My Computer My Network File name Customers txt Open Places Files of type Text Files txt M Cancel Importing and Exporting Data 253 5 Select the appropriate text file to import and click Open In this example you would select Invoices and click Open The Import Preview window appears Name Arnold Schmidt ay The Import Preview Code p window allows you to Contact Arnold eee spot any problems Address 4040 Lamplight Lane laa before you im port City State Zip Fort Collins CO 80525 Notes Add l Notes Phone 970 555 3333 Reseller ID Fax 970 555 3344 Discount 0 00 Next Terms 3 Net 30 Salesperson M May Credit Limit 75500 Last Sales Tax1 CO State Sales Tax2 Ft Collins Pricing Level 1 Record 1 of 6 This window allows you to see the Import List with the contents of the selected text file by record This can help you find any errors before you actually import the data You can use the
231. hholding Tax 2380 State Disability Ins Tax 2390 Credit Union 2400 United Way 2700 Line of Credit Banks 2750 Notes Payable Bank 2800 Notes Payable Shareholders 3000 Common Stock 3020 Retained Earnings 4100 Sales Consulting 4200 Sales Labor 4300 Sales Merchandise 4300 01 Sales Merchandise Store 1 4300 02 Sales Merchandise Store 2 4600 Sales Discounts 4600 01 Sales Discounts Store 1 4600 02 Sales Discounts Store 2 4700 Sales Returns amp Allowances 4700 01 Sales Returns amp Allow Store 1 4700 02 Sales Returns amp Allow Store 2 4800 Other Income Finance Charges 4800 01 Other Income Store 1 4800 02 Other Income Store 2 4900 Freight Revenue 4900 01 Freight Revenue Store 1 4900 02 Freight Revenue Store 2 5000 Cost of Goods Sold 5000 01 Cost of Goods Sold Store 1 5000 02 Cost of Goods Sold Store 2 5050 Delivery amp Freight Charges 5050 01 Delivery amp Freight Store 1 5050 02 Delivery amp Freight Store 2 5060 Purchase Discounts 5060 01 Purchase Discounts Store 1 5060 02 Purchase Discounts Store 2 6000 Accounting Fees 6000 01 Accounting Fees Store 1 6000 02 Accounting Fees Store 2 6100 Advertising 6100 01 Advertising Store 1 6100 02 Advertising Store 2 6200 Bad Debts 6200 01 Bad Debts Store 1 6200 02 Bad Debts Store 2 6300 Bank Service Charges 6300 01 Bank Service Charges Store 1 6300 02 Bank Service Charges Store 2 6400 Business Enterta
232. ice and amount A text file containing an invoice that sold two inventory items and a service contract might look like this 3 30 01 lt tab gt INV 1010 lt tab gt Leona Helmsley Prop Mgmt lt tab gt Net 30 lt tab gt 3 30 01 lt tab gt CMS Deluxe Model 7785 lt tab gt 10 lt tab gt 64 84 lt tab gt 648 40 lt tab gt CMS Deluxe Model 9975 lt tab gt 1 lt tab gt 45 1 25 lt tab gt 45 1 25 lt tab gt CMS Service Contract lt tab gt 1 lt tab gt 475 00 lt tab gt 475 00 lt CR gt The corresponding Import List in MultiLedger would look like this Import List Date Document Customer Terms Ship Date I tem 0ty Price Amount On the Import window repeating fields are indicated with an asterisk These fields should appear at the bottom of the Import List Required Fields MultiLedger requires certain fields for importing depending on the type of data you are importing Required fields are marked with a plus sign To get an idea of how a text file for a transaction might look try exporting some sample data out of MultiLedger and then open it up in another application such as Microsoft Word or Excel 250 Chapter 10 Other Activities Match Name amp Code The program will search for existing names and codes when importing Customers Vendors or Items This searches for existing records with the same name and code same name or same code depending on which option you choose from the pull down list If it finds an
233. ice Supplies Comment line added with Insert Line a command Ctrl I on Windows or 1 on Macintosh 2 If necessary change the cash account for the check by clicking in the Cash Acct edit box and selecting another cash account from the pop up list 3 If necessary enter or change the Check and press TAB The cursor moves to the Paid To field 210 Chapter 9 Vendor Transactions Note 4 On Windows select a vendor from the pop up list then press TAB or type a name then click 1 Time If you select a vendor who owes any outstanding payables an alert appears to remind you to pay outstanding payables in Vendor Payments If the 1 Time vendor is used MultiLedger won t save the vendor name or track payments made to that vendor To keep track of payments by vendor name you must add the vendor in Vendor Setup OR On Macintosh select a vendor from the pop up list then press TAB or click Cancel then enter a name manually If you select a vendor who owes any outstanding payables an alert appears to remind you to pay outstanding payables in Vendor Payments If the vendor name is typed in manually MultiLedger won t save the vendor name or track payments made to that vendor To keep track of payments by vendor name you must add the vendor in Vendor Setup 5 Verify that the date for the check is correct 6 Select a ledger account for the check enter an amount for the detail line then press TAB to add the
234. ice information except dollar amounts For more information on printing packing slips see Using the Print Screen on page 105 Modifying or Deleting an Invoice When the cursor is in the Invoice field the Modify button is enabled Click Modify to see a list of Customer Invoices that you can modify or delete If the Customer Invoice you re looking for doesn t appear you may have to select another month from the pull down menu 160 Chapter 8 Customer Transactions Sales Journal Note Quote Recurring Invoice Customer Use the Sales Journal when you want to create an invoice that records sales that do not involve inventory such as service sales or consulting and creates an outstanding receivable If you need to record inventory sales use Customer Invoices Sales tax and shipping amounts are not automatically calculated in the Sales Journal but can be added as detail lines Saving a Sales Journal invoice automatically updates the general ledger and creates an outstanding receivable You can use Customer Payments to record the amount a customer pays against the invoice When setting up your company with MultiLedger you should use the Sales Journal to enter outstanding receivables that are dated prior to your Start Month An outstanding receivable will be created without affecting the general ledger account balances For more information see Setting Up Prior Outstanding Receivables on page 32 Sales Journal Field
235. ick Trial Balance in the Command Center Report Options Show Zero Balances F Show Beginning Balance 2 Select a period for the report Only one period can be selected at a time The default period selected corresponds to the last month in which transactions were entered 3 If necessary check the option Show Zero Balances ff Show Zero Balances If Show Zero Balances is checked the report will show balances for all accounts in your chart of accounts including those with zero activity and zero year to date balances 4 If desired check the option Show Beginning Balances If checked the report will show the beginning balances for the period selected along with monthly activity and YTD balances 5 Click View Print or Text File 302 Chapter 12 Financial amp Other Reports Drill Down on Trial Balance Report The Trial Balance report has a drill down function that allows you to quickly see the general ledger listing for any amount in the Monthly Activity column on a Trial Balance report To utilize the drill down capabilities do the following 1 While viewing a Trial Balance report move the pointer over the Monthly Activity column The pointer tool changes to a magnifying glass tool 2 With the magnifying glass tool click on the amount in the Monthly Activity column that you want to see in drill down mode A General Ledger listing for that specific month and account appears From this General Ledger li
236. icking and d ragg In g 1200 Prepaid Expenses 1300 Transfer acct 1400 Inventory 1710 Furniture amp Equipment Many reports also allow non consecutive selections You can also selecta Chart of Accounts non consecutive series Cash In Bank Checking Acct 0 by holding down the Ctrl key Windows the key Mac OS X or SHIFT e key Mac OS 9 while Zae meneren aee clicking each item Inventory Furniture amp Equipment Money Market Account 1020 Cash in Bank Payroll Acct 1030 Cash Register Drawer 1040 Petty Cash Accounts Ri ivable If no names are highlighted in a list all the names will be reported Selecting a consecutive series on Windows or Macintosh e Drag on a range of lines so that all desired selections are highlighted or e Click the first desired line so that it s highlighted Then while holding down the SHIFT key click the last line desired All desired selections should be highlighted Selecting a non consecutive series on Windows Click the first desired line so that it s highlighted Then while holding down the Ctrl key click the next desired line Whenever you can select a non consecutive series you can also select a consecutive series by dragging through all desired lines in the list box Selecting a non consecutive series on Macintosh Click the first desired line so that it s highlighted Then while holding down the 3 key click the next desired line Printing
237. ies Staff Storage Subscriptions 8400 8410 8500 8600 8700 9000 9100 9200 9500 Supplies Office Supplies Other Taxes Payroll Telephone Utilities Other Income Gain Loss on Sale of Assets Interest Earned Other Expenses Partnership Chart of Accounts 1010 1020 1030 1040 1100 1200 1400 1600 1620 1640 1660 1700 1720 1740 1760 2100 2200 2300 2320 2340 2360 2380 2400 2600 3000 3020 3100 3120 3200 4000 4100 4200 5000 5100 5200 6000 6100 6200 Checking Payroll checking Cash register drawer Petty cash Accounts receivable Prepaid expenses Inventory Computer equipment Office furniture and equipment Vehicles Leasehold improvements Accum depr computer equipment Accum depr office furniture Accum depr vehicles Accum depr leasehold improv Accounts payable Sales tax payable FICA tax payable Federal withholding tax State withholding tax Federal unemployment tax State unemployment tax State disability tax Note payable Partner A investment Partner B investment Partner A withdrawal Partner B withdrawal Retained earnings Sales Returns and allowances Miscellaneous income Cost of sales Freight Purchase discounts Advertising marketing Automobile Bad debts 6300 6400 6500 6600 6700 6800 6900 7000 7100 7200 7300 7400 7500 7600 7700 7800 7900 8000 8100 8200 8300 8400 9000 9500 Partnership Chart of Accounts 357 Bank charges Con
238. imilar to the one above 9 Click Save Saving this transaction transfers the components into the finished good and will reflect the true unit cost of the finished good based on the cost of each of the components To view the entry that was made click Transaction Journals in the Command Center select the correct month from the list the click the General radio button Highlight the transaction then click View A U N m Viewing Adjust Inventory Transactions Click Transaction Journals in the Command Center Select a month from the list Click the General radio button Highlight the document s you wish to view then click View or Print 242 Chapter 10 Other Activities Importing and Exporting Data Record Field ASCII file Text file MultiLedger s ability to import and export data is one of its most powerful features and gives it a great deal of flexibility to work with other programs You can send data back and forth between different MultiLedger companies or even to other programs Some ideas for using these features include e Export your customers from MultiLedger to a word processor to use its mail merge capabilities e Use a database to create specialized invoices and then import them into MultiLedger to track your accounts receivable information e Import your customers and vendors into MultiLedger from a database or address book program e Create a new set of company files because of a change in the f
239. information by viewing the 1099 report If any information is incorrect you can make changes on the Company Information window On this same report you can verify information for your vendors If any information is incorrect you can make changes on the Vendor Setup window using the following instructions Click Vendor Setup in the Command Center Highlight a vendor for whom you ll be printing a 1099 in the list on the right Make sure that the 1099 Vendor option is checked the Tax ID number for the vendor is correct and that the correct 1099 category is selected You can adjust the amount that is reported on a vendor s 1099 A 1099 should report payments to a vendor from January through December If you need to make adjustments then you need to manually enter the difference in the 1099 Adjust edit box on Vendor Setup If you make any changes be sure to click Save before closing the window or selecting another vendor 286 Chapter 11 Customer Vendor amp Item Reports Important Note Repeat these steps for each vendor who needs a 1099 Printing 1099s After you ve verified that the information for your vendors is correct you re ready to print the 1099s Copy A of the 1099 and the 1096 must be printed on the preprinted Red copy of the form to be filed with the IRS The remaining copies of the 1099 to be sent to your vendors and your file copies can be printed on the 4 up blank forms Or you can print all
240. ing account groupings 96 customizing heading descriptions 95 customizing heading ranges 96 deleting account groupings 97 modifying account groupings 97 Find company files 257 in reports 260 name in pop up list 119 Find company files 257 Fiscal year definition 369 Font for printing 104 Format definition 369 Formatting 1099s 110 checks 110 customer statements 110 invoices 110 resetting to default 112 G General journal definition 369 field descriptions 226 job 226 ledger account 226 modifying or deleting 228 recording transactions in 227 386 Index recurring entries 226 reference number 226 report 305 using 226 General ledger definition 369 drill down on reports 310 reports 309 Get transactions bank reconciliation 230 Graphing account balances versus budget 300 item sales 290 prior year comparison chart of accounts 299 Gross margin calculate commission on 102 GST setting preference 91 H Hardware and system requirements 2 Hide cash balance 91 Hide unit cost in customer invoice 91 Icon definition 369 Importing 242 248 AppleScript 372 match name amp code 250 repeating fields 249 Inactive customers 69 vendors 70 78 Include Tax 1 in Tax 2 computation 91 Income definition 369 Income statement budget report 316 customizing account groupings 96 customizing heading descriptions 95 customizing heading ranges 96 definition 369 deleting account groupings 97 income vs budget report 316 modifying ac
241. ing all the information for the document click Save After the transaction is saved it is posted automatically to the general ledger and the Reference is increased by one Modifying or Deleting General Journal Documents When the cursor is in the Reference field the Modify button is enabled Click Modify to see a list of General Journal transactions that you can modify or delete If the General Journal transaction you re looking for doesn t appear you may have to select another month from the pull down menu Balancing Your Checkbook 229 Balancing Your Checkbook Cash Acct Note Show Cleared Items Sort by Ref Print Cleared Items Cutoff Date Bank Statement Balance Outstanding Not Entered Each month when you receive a bank statement you should reconcile or account for the difference between a cash account s current balance as shown in the general ledger and the ending balance shown on the bank statement This provides a way for you to ensure that your record of transactions matches what the bank has recorded for the same account Bank Reconciliation Field Descriptions The following section describes the fields on the Bank Reconciliation The default cash account assigned on Interface Accounts is initially shown To change accounts click the account shown and choose another account from the pop up list The account selected will print at the top of the Bank Reconciliation report If you do n
242. ing payable dated prior to your current open months that was entered incorrectly when your company was set up with MultiLedger e You need to make an adjustment or write off an outstanding payable Vendor Payments Field Descriptions This section describes the fields on Vendor Payments The default cash account assigned on Interface Accounts is shown You can change the cash account by clicking the account number or name and selecting a new account from the pop up list You can change the discount or adjustment account by clicking the account number or name and selecting a new account from the pop up list If no account is shown click to the right of the Disc Adj Acct label and select an account from the pop up list This account can be used to record vendor discounts or to reverse an original payable and is typically not the Accounts Payable account Once you ve selected an account as the Disc Adj Acct you can change the account but you cannot remove it Enter a document number up to eight characters long to identify the check The last character must be a number After the check is saved the check number or last number of a combination of characters is increased automatically by one Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY As you apply payments the Tota
243. ing sales Depending on the type of sale you want to record the three windows you can use are e Customer Invoices e Sales Journal e Receipts Journal These windows are discussed in the following table If you want to Record a sale of inventory items and create an outstanding receivable Record a service sale that creates an outstanding receivable Create a recurring transaction Create a quote Record commissionable sales for your salespeople Create outstanding receivables that are dated prior to your Start Month for setting up your company with MultiLedger Record a cash sale or part of a deposit that doesn t involve inventory or create an outstanding receivable Use this transaction window Customer Invoices Customer Invoices or Sales Journal Customer Invoices Sales Journal or Receipts Journal Customer Invoices or Sales Journal Customer Invoices Sales Journal Receipts Journal 148 Chapter 8 Customer Transactions Customer Invoices Sales Journal If you need to track inventory or salesperson commissions your choice is simple you should use Customer Invoices If you do not need to track inventory and want the sale to create an outstanding receivable you can use either Customer Invoices or the Sales Journal Both windows can record non inventory sales such as consulting labor or some other service Customer Invoices offers more flexibility than the Sales Journal for recording a
244. inment 6400 01 Business Entertainment Store 1 6400 02 Business Entertainment Store 2 6410 Business Meals 6410 01 Business Meals Store 1 6410 02 Business Meals Store 2 6420 Business Travel 6420 01 Business Travel Store 1 6420 02 Business Travel Store 2 6500 Contributions Charitable 6500 01 Contrib Charitable Store 1 6500 02 Contrib Charitable Store 2 6510 Contributions Political 6510 01 Contrib Political Store 1 6510 02 Contrib Political Store 2 6600 Depreciation Expense 6600 01 Depreciation Expense Store 1 6600 02 Depreciation Expense Store 2 6700 Dues and Memberships 6700 01 Due and Memberships Store 1 6700 02 Dues and Memberships Store 2 6800 Employee Moving Expenses 6800 01 Employee Moving Store 1 6800 02 Employee Moving Store 2 6900 Freight and Shipping 6900 01 Freight amp Shipping Store 1 6900 02 Freight amp Shipping Store 2 7000 Insurance Disability 7000 01 Insurance Disability Store 1 7000 02 Insurance Disability Store 2 7010 Insurance Group Health 7010 01 Insurance Group Health Store 1 7010 02 Insurance Group Health Store 2 7020 Insurance Life 7020 01 Insurance Life Store 1 7020 02 Insurance Life Store 2 7030 Insurance Officer Health Profit Center Chart of Accounts 361 7030 01 Insurance Off Health Store 1 7030 02 Insurance Off Health Store 2 7040 Insurance Officer Life 7040 01 Insurance Off Life Store 1 7040 02 Insurance Off Life Store 2 7100
245. ion is saved records are locked to prevent overwriting of data To utilize the multi user capabilities the volume hard drive or folder containing your company s data files must be shareable with other users connected to your network Important If you are using all Macintosh computers and use a Mac OSX computer as a dedicated server to allow access to your MultiLedger company files between Mac OSX and Mac OS9 users OSX will work fine HOWEVER you should not open MultiLedger files on the OSX computer that is acting as the host since it is not recognized as a user and corruption problems can occur Important OSX Server has a problem handling byte range locking requests from Windows ie SMB users and Mac users simultaneously Until Apple supports cross platform record locking for multiuser databases if you have both Mac and PC users on MultiLedger you ll need a Windows Server or Macintosh OS9 Server Installing MultiLedger for Multi User You will need to install MultiLedger on each user s computer as described in Chapter 1 Getting Started Mapping the Drive on Windows For better data access over a network you should map your network drive to a letter Each operating system handles this differently For more information see the documentation the came with your operating system Using the Multi User Capabilities 137 Using the Multi User Capabilities Note All that is required to initiate multi user op
246. ions This chapter discusses the following topics Recording purchases Recording vendor payments vendor credits and refunds Writing checks Handling special vendor situations 192 Chapter 9 Vendor Transactions Vendor Transactions Flowchart The following flowchart is designed to give you a basic overview of vendor based transactions The rest of this chapter describes each option in detail Item Purchases Payables Journal Create a payable for non inventory items Create a payable for inventory items Create a purchase order Vendor Payments Create a check for Item Purchases or Payables Journal Disbursements Journal Vendor Payments are posted here Also use to record miscellaneous disburse ments or manual checks Bank Reconciliation Shows checks from Vendor Payments and Disbursements Journal Recording Purchases 193 Recording Purchases MultiLedger offers great flexibility for recording purchases Depending on the type of purchase you want to record the three windows you can use are e Item Purchases e Payables Journal e Disbursements Journal These windows are discussed in the following table If you want to Use this transaction window Record an inventory purchase for Item Purchases resale that creates an outstanding payable Record a purchase order Item Purchases Record a non inventory purchase that Payables Journal creates an outstanding payable Create outstanding
247. ip Fort Colins CO 80525 Bank Fractional Routing 123 6789 Setup MICR to print on blank check stock for one or more bank accounts Important Setting Up the Chart of Accounts 25 Enter an account number in the left hand edit box and press TAB Account numbers must meet certain requirements For more information to see the previous section Guidelines for Setting Up Accounts on page 23 Enter the account description in the right hand edit box optional If you will be printing on blank check stock and need to setup MICR for your bank accounts you can setup this information now For more information on setting up MICR encoding see Setting Up the MICR Encoding Information on page 108 If needed click on the appropriate radio button for Cash Flow Designation See table below for details Click Save to add the new account to the list Repeat steps 2 6 for each account that you want to enter into the Chart of Accounts The accounts are saved when you close the Chart of Accounts window Setting Up Cash Flow Designations MultiLedger defaults to the Cash Flow designations in the following chart to produce a Cash Flow Statement You can change the default and assign the accounts to a different designation by clicking on the account in the list and clicking on the radio button for the Cash Flow designation that you want to assign the account to then clic
248. is 999 If no value is entered in Days til Due then the invoice date is used as the due date regardless of the name of the term Early Payment Discount determines the discount percentage the customer will receive if an invoice is paid within the specified discount period The Early Payment Discount is applied automatically on Customer Payments if the customer pays within the discount period For example if you enter 2 for the Early Payment Discount and an invoice using that term has a total of 1000 00 due the discount would equal 20 Enter a whole number up to two digits for the Early Payment Discount The maximum Early Payment Discount is 99 Early Payment Due Days determines the number of days after the invoice date that an early payment discount applies The discount date appears on Customer Payments Enter a whole number up to two digits for the Early Payment Due Days The maximum Early Payment Due Days is 99 Setting Up Customer Terms 63 Setting Up Customer Terms 1 Click Customer Terms in the Command Center The example below shows customer terms that are set up in the Retail Sample Company Q Description Days til Due C Early Payment Discount Early Payment Due Days E 2 Enter a name for the term Note Enter your most common terms first so they appear first in the Terms pop up list during transaction entry The first term in the pop up list is highlighted automatically unless the customer
249. is is an income account in the 4000 4999 range Select the job for this detail line from the pop up list If the Jobs pop up list does not appear no jobs have been set up or Skip Jobs Ctrl K on Windows or K on Macintosh under the Edit menu is checked When the cursor enters this field the customer s name is automatically copied to it and highlighted You can enter up to 25 characters of descriptive text for a particular detail line in the invoice The text entered in the Description field prints on invoices along with the amount unlike the Statement Description field which prints just on customer statements Enter an amount for the detail line If the amount has zero cents you don t have to enter 00 162 Chapter 8 Customer Transactions New Line To enter another detail line to the invoice click New Line or press Windows Only ENTER Invoice Total This shows the total for the invoice as you add detail lines to the invoice s detail list When you save the invoice the Invoice Total amount increases the Accounts Receivable account in the General Ledger Sales Journal 163 Recording a Sale with the Sales Journal 1 Click Sales Journal in the Command Center Information entered here prints on a customer statement but does not print on the invoice r Bsa E M Quote F Recurring Invoice number must end in a number Invoice Customer Date Statement Description Inv1 43 Arnold Schmidt 04 30 05
250. iscal year end date This way you can export much of the data from the old company and import it into the company with the new fiscal year end date The Basics of Importing and Exporting First here are a few key terms to remember about importing and exporting The information about one vendor customer item or transaction For instance consider these items to import Name Qty Price Widget 41 4 25 Poster 13 12 00 The item called Widget and its associated quantity and price are one record Poster and its associated information are another record One piece of information from a record In the example above name and quantity are each one field Same as a text file The most basic file format A text file doesn t contain any information about fonts or formats It only contains the words and numbers that make up your data This is the kind of file that most programs including MultiLedger use when they import and export data Tab delimited file Importing and Exporting Data 243 A special kind of text file Each field is separated by a tab character and each record is separated by a carriage return For example a tab delimited text file using the above example might look like this Wiget lt tab gt 41 lt tab gt 4 25 lt CR gt Poster lt tab gt 13 lt tab gt 12 00 lt CR gt MultiLedger uses tab delimited text files to import or export information Text files are a common file format that many applications understand
251. ished a jobs report will not show any outstanding transactions dated prior to your current fiscal year Setting Up Outstanding Payables 45 7 Enter a description If you don t enter a description the vendor s name will automatically be copied to this field Or you can set a Preference under the File menu to Use Check Stub Description in Payables Journal For information on setting preferences see Setting Program Preferences on page 90 8 Enter the amount of the prior outstanding payable You don t need to enter a dollar sign or any zeros for 00 cents 9 Press TAB to add the line to the detail list Invoice Total 250 00 Terms Ledger Account Job Description Amount Kelley s Supply Shop 4000 Sales After pressing TAB the and the Invoice Total is updated invoice detail line is listed here 10 Click Save Save as outstanding item without affecting general ay ledger balances No Yes 11 Click Yes After clicking Yes the document is saved and the document number is automatically increased by one Note For more detailed descriptions of the fields in the Payables Journal see Payables Journal Field Descriptions on page 202 46 Chapter 2 Initial Setup Verifying the Outstanding Payables Setup After entering all your outstanding payables that are dated before your current fiscal year you can use a Vendors report to verify the setup 1 Click Vendor Reports in t
252. isting chart of accounts click Yes Open the Sample COAs folder then select the chart of accounts you want to copy Or you can also open the ML Sample Companies folder select the folder for the type of chart of accounts you want to copy then select the chart of accounts Setting Up Basic Company Information 21 Ane Open J Sample COAs 5 Qse network FileMak 6 Folder 2 ABC E Basic Company ML3 n Font Book c ult htrr B Const Partner ML3 a Mac HD ica Invoice i Graphic artist ML3 i Image Capture ML Features pdf E Medical ML3 BE Desktop W iMovie ML License pdf Fi Newspapers ML3 P J internet Connect Mimanual pdf I Non Profit ML3 Q kristifisher internet utilities gt F MultiLed samples gt Z Partnership ML3 Aplications iPhoto Y MultiLedger E Printing enter ML3 f Documents Tune sample COAs B E Profit Center ML3 iy ules aM I Sample PICTs Restaurant ML3 MultiLedgerf gt o untitlear b amp Retail Corp ML3 6 Music Openo 0rg1 1 2 lt welcome pdf F amp sole Prop ship ML3 gt a Payroll 6 5f gt h i l Pictures ey yale New Folder Cancel Open Click Open MultiLedger s Command Center appears on your screen with only the Company Information button enabled All other Command Center buttons are disabled until you set up basic company information The next section shows you how to do this Setting Up Basic Co
253. it Centers on page 87 for guidelines about entering profit centers into your chart of accounts 1 Click Chart of Accounts in the Command Center Create your account numbers according to these guidelines Designations Type an account number in this box and press TAB then type in the account name here then click Save If you want to produce a Cash Flow Statement be sure to assign the Cash Flow Designations Save Account Numbering Asset 1 Liability 2 Equity 3 Income 4 Acct t Description Cost of Sales 5 Operating Expense 6 gt Other Income 9 Other Expense 95 1010 Cash In Bank Checking Acct Money Market Account Cash in Bank Payroll Acct Cash Register Drawer Petty Cash Accounts Receivable Prepaid Expenses 1300 Transfer acct 1400 Inventory 1710 Furniture amp Equipment 1720 Leasehold Improvgsr nts Vehicles Accum Depr Yehicles Accounts Payable State Sales Tax Payable City Sales Tax Payable Federal Withholding Tax Federal Unemployment Tax Local Withholding Tax 2400 State Withholding Tax 2410 State Unemployment Tax Cash Flow Designations Default C Cash Account C Operating Activity C Investing Activity C Financing Activity MICR Encoding Specifications Bank Routing 123456789 Deposit Routing Company Account 987 654 321 Bank Name Bank Number 1 Bank Street 1414 Main St Bank City State Z
254. k Save Designation Cash Operating Activity Investing Activity Financing Activity Default Account Range Purpose 1000 1099 Cash balance at beginning and end of period 1100 1899 Cash generated from day to day business 2000 2599 operations 1900 1999 Cash invested in furniture equipment or other long term assets 2600 3999 Includes loans investments by the owner and retained earnings Also includes reductions in equity due to owners draws on profits 26 Chapter 2 Initial Setup Modifying Account Numbers and Names To modify an account highlight the appropriate account line modify the existing account description and press ENTER Account numbers cannot be modified you must delete the entire account and then enter a new account number If you try to change an account number a new account will be added to the list but the old one will not be removed or changed For information on re numbering accounts see Renumbering Accounts on page 257 Deleting Accounts To delete an account highlight the appropriate account line and choose the Delete button If Delete is dimmed an account is probably not highlighted Select an account and try again If you try to delete an account that has transactions from the open months the following warning appears eo 1 The selected object is used in transactions Cannot delete OK Setting Up Posting Categories Setting Up Posting Categories
255. l Paid field shows the total for the check When you save the check the Total Paid amount decreases the account selected for Cash Acct As you apply discounts the Total Discount field shows the total discounted for the deposit This will be the total amount recorded to the account you selected in the Disc Adj Acct field This field shows the current general ledger balance for the selected Cash Acct 214 Chapter 9 Vendor Transactions Choose to sort the list by due date name or document number List of outstanding payables 05 06 05 AP1 29 Gabbie s Grade 1650 00 0 00 0 00 05 0905 AP1 35 JLWiliams C 14700 00 0 00 0 00 054205 AP1 33 State Farm Ins 485 00 0 00 0 00 0515 05 AP1 34 City Tribune 135 00 0 00 0 00 0541805 AP1 30 Bradley s Heat 6500 00 0 00 0 00 05 3005 AP1 37 Pinzer Constru 9000 00 0 00 0 00 05 3005 AP1 36 Pinzer Constru 24200 00 0 00 0 00 Recording Vendor Payments When you save vendor payments as a check MultiLedger decreases the selected cash account and decreases your accounts payable account as assigned on Interface Accounts by the amount of the check While an individual check can have only one cash account and one discount adjustment account you can choose different cash accounts and different accounts for any discounts or adjustments for separate checks Click Vendor Payments in the Command Center Click in the boxes to change accounts for the check or adjustment Cash Account
256. l ledger balance for the Accounts Receivable account that is selected on the Interface Accounts window as of the Cutoff Date These balances appear at the end of the report Customer History Reports Shows a list of sales and payments for any open month You can select one month or a range of months for this report Payments made against invoices using the Customer Payments window show the deposit number along with the invoice number that was paid Shows a summary of the total sales and total receipts for each selected customer for the selected month or range of months Shows a list of items bought by a customer This report shows the customer name the date invoice number the item name the quantity purchased and the amount You can select one month or a range of months for this report Customer Information Mailing Labels Customer Statements Open Invoices Customer Statements Activity Based Print metafile Windows or Print PDF PICT File Macintosh Note Zero Balance Statements Customer Reports 267 Customer Information and Mailing Labels Shows the customer name address information phone fax email address website Reseller ID ship to addresses and any notes set up for the customer For printing customer mailing labels Mailing label dimensions are defined on the Preferences window under the File menu Customer Statements Shows all of the outstanding invoices and finance charges that a customer owe
257. ld an inventory item from existing inventory items This is handy if you do some light manufacturing or bundling of inventory For more information see Building Inventory on page 240 Adjust Inventory Field Descriptions When you click this instead of Modify you can select a previous entry to Reuse without changing or deleting the original entry For more information see Reusing Adjust Inventory Transactions on page 239 The default account assigned to Inventory on Interface Accounts is shown The account shown for Inventory cannot be changed here This account will be increased debited or decreased credited when Ref Description Date G L Account Balance Total Cost of Items Entry Total Adjust Qty Adjust Inventory Window 237 you save the transaction If no account appears here or to change the account click just to the right of the Adjust Account label and select an account usually in the 5000 range in the pop up list that appears Since MultiLedger uses the General Journal to post an Adjust Inventory transaction to the general ledger the same reference number system is used in both windows Enter a description for the transaction up to 25 characters long The description entered here appears in Transaction Journal reports and in General Ledger reports Simply type over the highlighted day You can enter a date from the any open month provided the month isn t locked in the f
258. ld To not enter a Ship To address click in the Ship To box then click Cancel To remove a Ship To address from an invoice click in the Ship To box then click Cancel You can modify existing addresses if necessary but it s best not to Delete Ship To addresses Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY The invoice date along with any selected terms determine the invoice s due and discount dates Enter a description up to 25 characters long You could enter a purchase order number or some other reference number The description will print on a customer statement but not on the invoice If you don t enter a description the customer name will be automatically copied to this field when you save the invoice Select a Sales Tax category from the pop up list If the pop up list does not appear sales tax categories have not yet been set up You can have up to two sales tax categories per invoice The first sales tax field could be used for a state tax and the second sales tax field could be used for a city tax If no tax should be applied click Cancel in the pop up list These tax rates only apply to items that have been set up with Taxable Rates 1 and 2 checked and to shipping if the checkbox is selected You can set up default sales tax categories for your custome
259. ld insert the disk now Use the Look In pop up menu and list below to locate the backup archive If you created a folder named Backups in the MLedger directory as suggested above simply use the Look In pop up menu to locate the Backups folder in the Mledger directory in Program Files then click Open ck EB 6 My Recent Documents amp Desktop XV My Documents 24 My Computer My Network File name z Places Open Cancel Files of type ZIP Files ZIP j 56 Chapter 3 Backing Up amp Restoring 4 Click Open Use the list to choose where you want to save the restored backup Avoid restoring the backup in the folder where your original company files are located as they will replace your original files An Extract To dialog similar to the following appears Extract To 3 gt M5 1 3 a 4 5 MLDemo 3 Mledger O 6 0colorMetaFiles O BackUP coas newSampleco Construction Sample I Retail Sample Service Sample Sample META Files C MLedger 6 0 5 4 Movie Maker Folder Construction Sample Make New Folder OK Cancel 5 Select where you want to restore the company files using the Extract To dialog box Note Important If you created a folder named Backups as suggested in the Backing Up Your Company Files section above you could also restore the backup in the Backups folder Simply locate and select the Backups folder
260. lect the outstanding payable and press TAB twice 3 Select the vendor s credit amount with a minus sign and press TAB twice The amount shown for Total Paid should be zero 4 Change the check number to an appropriate description 5 Click Save Both the outstanding payable and the credit amount are removed from Vendor Payments 224 Chapter 9 Vendor Transactions The credit amount is larger than the outstanding payable amount 1 Click Vendor Payments in the Command Center 2 Select the outstanding payable and press TAB twice 3 Select the vendor s credit amount with a minus sign change the amount shown in the Amt Paid edit box to the amount of the outstanding payable with a minus sign and press TAB twice For example if the outstanding payable amount is 250 you would enter 250 in the Amt Paid edit box for the credit memo The amount shown for Total Paid should be zero 4 Change the check number to an appropriate description 5 Click Save The remaining credit amount appears in Vendor Payments to be applied toward another outstanding payable The credit amount is less than the outstanding payable amount 1 Click Vendor Payments in the Command Center 2 Select the vendor s credit amount and press TAB twice 3 Select the outstanding payable If you are paying the remainder of the outstanding payable simply press TAB twice The Total Paid amount should equal the outstanding payable amount minu
261. lected month in the Lock Entries Thru list to deselect it which unlocks all months or highlight a month from the Lock Entries Thru list that is before the month you want to make changes in For example if you need to make a change in April 2005 you could highlight 03 31 05 in the list to keep transactions prior to April 2005 locked 145 Chapter 8 Customer Transactions This chapter discusses the following topics e Recording sales e Modifying or deleting sales e Recording customer payments e Working with quotes e Working with customer credits and refunds e Handling finance charges 146 Chapter 8 Customer Transactions Customer Transactions Flowchart The following flowchart is designed to give you a basic overview of customer based transactions The rest of this chapter describes each option in detail Customer Invoices Sales Journal Create an invoice for non inventory sales Create a quote Create an invoice for inventory sales Track salesperson commissions Track sales tax Create a quote Finance Charges optional Customer Payments Create a deposit from Customer Invoices Sales Journal and Finance Charges Receipts Journal Customer Payments are posted here Also use for cash sales or other deposits Bank Reconciliation Shows deposits from Customer Payments and Receipts Journal Recording Sales Recording Sales 147 MultiLedger offers great flexibility for record
262. les at the end of last month change the Cutoff Date to the last day of that month Aging Periods If you are creating an aged accounts payable report Aged or Summary Aged do the following Otherwise skip this step You can specify how MultiLedger will age your payables by editing the following numbers of days If necessary change Aging Periods the number of days in 2m 08 09 05 these edit boxes 38 07 10 05 6 06 10 05 Double click an edit box change the number of days and press TAB to see the date change If you don t press TAB after changing an aging period the aging date will not change However the report will reflect the change in the number of days If you do not have zero as your first aging period there will be no Current column on the report Click View Print or Text File 280 Chapter 11 Customer Vendor amp Item Reports Accounts Payable report example AAA Accounts Payable 08 01 05 Retail Sample Co Corp Accounts Payable 08 01 05 vendor Invoice Date Utility Service Company of Col PJ21343 04 01 05 US Western Telephone Systems PJ21342 04 01 05 Office Mart PJ21341 04 01 05 BTS Distribution Supply AP3 44 04 10 05 Utility Service Company of Col PJ21345 905 01 05 US Western Telephone Systems PJ21344 05 01 05 BTS Distribution Supply AP3 45 05 10 05 RMNP PJ21340 05 01 05 RHINO OIL PJ21333 05 01 05 BTS Distribution Supply AP3 46 06 10 05 2100 Due Date 04 16 05 05 01 05 05 01
263. leting a Ship Via Method First select the method from the list then click Delete Setting Up Profit Centers 87 Setting Up Profit Centers If your company has several departments or divisions you might want to individually track their income and expenses that s where profit centers come in Each portion of your company whether it s a department store or division can be assigned a profit center name and account numbers You can create income statements for your profit centers For details see Profit Center Income Statements on page 316 To set up profit centers you need to complete two steps e Enter the general profit center names on the Profit Centers window under the Setup menu Profit center names must be entered to produce an income statement report for a particular profit center e Enter specific profit center account numbers and names in your company s chart of accounts These two steps are discussed in the following sections 88 Chapter 5 Setup Options Setting Up Profit Centers on the Profit Centers Window 1 Choose Profit Centers from the Setup menu Y Save Delete 01 99 Profit Center Name You can have up to El 99 Profit Centers for a company 2 Enter a number for the profit center that is between 1 and 99 Note Leading zeros for single digit profit centers are automatically added for you 3 Enter a name for the profit center and press TAB 4 Click Save Repeat this step for up t
264. lso show on the Current Inventory report when the Qty Only checkbox is selected When you enter a minimum quantity on hand in this field it will show on the Current Inventory report when the Qty Only checkbox is selected When you click in this box a pop up list of your chart of accounts appears From the list of your chart of accounts select a Sales Account in the 4000 4999 range to associate with the item When the item is sold the sales account associated with that item is automatically increased When you click in this box a pop up list of your chart of accounts appears From the list of your chart of accounts select a Cost Account usually in the 5000 5999 range to associate with the item When the item is sold the cost account associated with that item is automatically increased and the inventory account you ve selected on Interface Accounts is decreased If checked the sales tax category and corresponding rate that is entered in the first Sales Tax box on Customer Invoices will be calculated for the item This box is automatically checked for new items If the item is non taxable you should uncheck the box If checked the sales tax category and corresponding rate that is entered in the second Sales Tax box on Customer Invoices will be calculated for the item This box is automatically checked for new items If the item is non taxable you should uncheck the box 78 Chapter 4 Customer Vendor amp
265. ltiLedger 6 Statement description customer invoices 151 customer payments 172 sales journal 161 Statement of cash flows 320 Statements see also Customer statements formatting 110 Steps to setting up a company 16 Support fax number 4 phone number 4 System requirements 2 T Tab delimited file importing and exporting 243 Tax see Sales tax Tax ID for vendors 71 Tax paid on item purchases 196 Technical support 2 Terms customer invoices 152 sales journal 161 See Customer terms Text file definition 370 importing and exporting 242 Transaction dates 123 Transaction detail customer report 266 272 vendor report 278 283 Transaction journal reports 304 Transaction journals customer invoices and sales report 305 disbursements report 305 drill down on reports 308 general report 305 item purchases and payables report 305 purchase order report 305 quotes report 305 receipts report 305 recurring entries report 305 sorting reports 304 Transaction journals reports 304 Transaction summary customer report 272 vendor report 278 283 Transactions 30 open months 122 adding comment lines to 126 checking for duplicate document numbers 122 customer flowchart 146 date alert messages 124 dates 123 document numbers 121 modifying and deleting 127 modifying comment lines 126 moving between fields 118 recording in general journal 227 recurring also see Recurring entries removing comment lines 126 saving 127 using pop up lists
266. ltiLedger scrolls the list and selects highlights the first occurrence of the characters kell Customers Arnold Schmidt Jamie Fischer Jane Gleason Kelley Hair amp Sylvia Holden TSA Distribution If you were searching for the line containing kell on a report such as an accounts receivable report the first line that contains kell would be highlighted Customer Invoice Date Due Date Amount Arnold Schmidt Inv3 84 63 16 85 04 15 05 7 589 00 Jamie Fischer Inv3 87 04 16 05 04 16 05 8 017 50 TSA Distribution Inv3 86 04 01 05 05 01 05 10 375 00 Jamie Fischer Inv3 91 05 16 05 05 16 05 8 017 50 5 z 5 fs Kelley Hair amp Net Arnold Schmidt 7 589 00 TSA Distribution Inv3 89 05 01 05 05 31 05 10 375 00 Pa te paga AR RA If the name you are looking for is not selected as the first occurrence select Find Again Ctrl G on Windows or G on Macintosh from the Edit menu You can continue to select Find Again from the Edit menu until the name you are looking for is selected or until there are no more matching selections If the characters you entered aren t found no line is selected Choose Find and enter a different name to search for 262 Chapter 11 Customer Vendor amp Item Reports Making Selections in a Reports List Most report windows allow you to select a consecutive series of accounts names or periods from a list box for a report You can select a consecutive series by cl
267. luding spaces This number appears on the Vendor Information report and prints on 1099s When you click to the right of this label a pop up list of your chart of accounts appears Select the account to associate with the vendor and click OK When the vendor is selected in the Payables Journal or Disbursements Journal the account will be automatically highlighted in the Ledger Account pop up list To remove the default account click to the right of the label to open the pop up list and click Cancel Enter an amount such as for rent that would automatically be entered when the vendor is selected in the Payables Journal or Disbursements Journal The Default Amount can be up to six places to the left and two places to the right of the decimal point 999999 99 You can use this box to adjust the amount that is reported on a vendor s 1099 This field is used for example if your company operates on a fiscal year that doesn t end on December 31st You can enter the total from the prior fiscal year end in the 1099 Adjust edit box This way the total from the fiscal year end will be added to the new year s total so that all payments to a vendor from January through December are reported Make sure to check the box in the Vendor Reports screen to use this amount for reporting year Select the category in which you want the payments to this vendor to show when reporting 1099 misc You can select Rents Box 1 Royalties Box 2 Other
268. master RHINO OIL RMNP State Dept of Rev Terry s Supply Store h If the pop up list doesn t appear vendors have not yet been set up To set up vendors see Chapter 4 Customer Vendor amp Item Setup 3 Select a vendor from the list and click OK or double click a vendor name The vendor name address and any terms are entered in the Vendor and Due Date fields and the cursor moves to the Date field 4 Enter the outstanding payable s date Enter the outstanding payable s date using the format MM DD YY For example December 5 2008 would be entered like this 12 5 08 Make sure you enter a date that is prior to your company s current fiscal year The initial due date for the payable is 30 days as defined on the Preferences window under the File menu after the document date unless other terms were set up for the vendor on the Vendor Setup window To change the due or discount dates click under the label Due Date and edit the values 44 Chapter 2 Initial Setup Note You can enter dates in the DD MM YY format by selecting the International date format dd mm yy option on the Preferences window under the File menu 5 Enter a check stub description Ledger Accounts pop up list The description will print on a check stub You could enter the vendor s reference invoice number or note here for reference If you don t enter a description the vendor s name is automatically copied into
269. matically as the amount paid You thus go to step 9 skipping steps 7 and 8 7 If necessary edit the highlighted amount in the Amt Paid edit box to match the actual vendor payment and press TAB The cursor moves to the Disc Adjust edit box Using the Vendor Payments Window 217 852 60 17 40 Amt Paid Disc Adjust 8 If necessary change or enter any discount amount or adjustment and press TAB After entering any Due Disc Date Doc Vendor Name Amt Due AmtPaid Disc Adjust 06 20 05 05 31 AP6 16 BTS Distributi 876 00 852 60 17 40 discount or adjustment PJ21340 R M PARKS 998 43 8 08 0 00 PJ21333 RINEHART OIL 1011 78 6 08 6 00 press TAB to apply the PU21341 BTS Distributi 11550 00 8 00 8 00 AP3 45 BTS Distributi 11550 00 4 00 4 00 AP6 15 BTS Distributi 1117 00 PJ21342 BTS Distributi payment and discount 2 00 8 00 EE gt ioeo 0 00 After the payment and discount are applied the payment is added to the Total Paid field for the check the discount is added to Total Save Discount field and the Save button is enabled 852 60 Total Paid Note If you find that you ve made a mistake you can correct it easily before saving the check See Modifying or Deleting Payments Before Saving a Check on page 218 9 After repeating steps 6 8 for each outstanding payable that you re paying click Save A check is created for each vendor that you re paying For example if you selected two payables for Of
270. mer Item or Vendor will appear This affects most reports printed or viewed from the Customer Reports Vendor Reports and Item Reports except mailing labels for customers and vendors Customer Statements and 1099s If checked the Unit Cost field for items doesn t show on Customer Invoices If checked the Notes and Add Notes you ve set up for a customer print on Sales Journal invoices If checked the information entered in the Check Stub Description field on the payables journal will automatically be copied into the Description field on the next line If checked the cash balance is replaced by asterisks on Customer Payments Vendor Payments Receipts Journal and Disbursements Journal This is helpful if you want to allow users to enter transactions in these journals but do not want them to see the balance in the cash account CPA stands for Canadian Payments Association Mark this option if you are in Canada and must print checks in accordance to the regulations that the CPA sets See the Canadian Payments Association s website at www cdnpay ca for more information You can use this field to change the sales tax label that prints on Item Purchases and Purchase Orders Sales Tax is automatically assigned If you are using pre printed purchase orders that already have this label printed on them you can remove this text You can use this field to change the shipping amount label that prints on invoices
271. mmissions are calculated only on items that have been set up as commissionable on Item Setup Each salesperson can have only one commission rate If a salesperson receives different commissions for different types of sales you may want to set up the salesperson more than once with a slightly different name and a different commission rate in order to keep track Check this option if the salesperson s commission should be calculated based on sales minus cost of sales If not checked the commission will be calculated based on gross sales Salesperson Setup 103 Setting Up Salespeople 1 Click Salesperson Setup in the Command Center F Foot K Clay M May Neme i Commission Rate Commission on Gross Margin Enter the salesperson s name Enter the salesperson s full name Enter the salesperson s commission percentage If necessary check the Commission on Gross Margin option Click Save aA un A WwW N The salesperson s name is added to the salesperson list Modifying Salespeople Information To modify an existing salesperson select the salesperson s name from the list and edit the relevant information Click Save when finished Important If you modify the salesperson s commission rate all existing sales for that salesperson will be re calculated at the new rate Important If you change the checkbox for Commission on Gross Margin from its original setting all existing sales for that sales
272. month or range of months e Salesperson s name commission rate and whether the commission is based on gross sales or on gross margin If you created Long Names in the Salesperson setup those names will show on the report Otherwise you will see what was entered in the Name field e Date invoice number customer name and sales for each invoice associated with the salesperson Salesperson Report 327 e Total commissionable sales gross margin and the salesperson s commission e Invoices that have been paid in full by the customer are marked with an asterisk in the report e Total of all invoices as well as the total for all invoices that have been paid in full This is helpful if you pay salesperson commissions only after payment has been received Creating a Salesperson Report 1 Select the salesperson or salespeople for the report If necessary scroll the list box to find the name of the salesperson you want If you want all the salespeople to print at once but want them on separate pages select the Separate page per Salesperson checkbox You can select a consecutive or non consecutive series of salespeople from the list for details see Making Selections in a Reports List on page 262 If no salespeople are selected all salespeople will be reported 2 Select a month or range of months 3 Click View Print or Text File Salesperson report example 328 Chapter 12 Financial amp Other Reports
273. mpany Information When you first start a new company file in MultiLedger only a few MultiLedger commands are available until you enter basic company information and select an Ending Date of Prior Year 1 Click Company Information in the Command Center Company Name Federal ID Trade Name State ID Address Your Town ST 10000 Contact Ciy Statezp iPhone E Ending Date of Prior Year 1 Email Lock Entries Through 01731104 a Passwords 02 2904 03 3104 an Accounts 96 05 3104 06 3004 Customers 11 07 31 04 Vendors 38 08 3104 Items 14 09 30 04 Salespeople 1 10 31 04 Jobs 12 14 30 04 1273104 01 3105 02 28 05 03 31705 04 3005 v 22 Chapter 2 Initial Setup 2 Enter the company name that you want to appear at the top of reports and on checks Note The company name and address also print on invoices and customer statements For more details see Using the Print Screen on page 105 3 Enter the company s address 4 If the last date of your previous fiscal year differs from the date in the Ending Date of Prior Year field enter the correct ending date The Ending Date of Prior Year should correspond to the end of your fiscal year If you are starting a new company and don t have an ending date for your company s previous fiscal year you should enter a date that corresponds to the year just prior to the year you wish to start tracking company data For example if y
274. n Hand Unit Cost Total Cost Dingbats Store 1 1 565 00 9 6710 15 135 17 Dingbats Store 2 3 561 00 10 4372 37 166 91 Dingwings Store 1 3 615 00 14 8423 53 654 76 Dinqwings Store 2 2 245 00 15 4372 34 656 56 Whizbats Store 1 2 795 00 12 8968 36 046 60 Whizbats Store 2 1 195 48 11 9436 14 272 68 196 932 66 1400 Inventory 190 932 60 Report total The report total and the total for the Inventory ledger account should agree Each item is shown along with the three different selling prices Inventory selected date report example Item Report Options OOO Inventory Report 04 30 05 Retail Sample Co Corp Inventory Report 04 30 05 I tem Qty on Hand Unit Cost Total Cost Dingbats Store 1 1 430 00 9 6847 13 849 05 Dingbats Store 2 3 501 00 16 4996 36 444 13 Dingwings Store 1 2 480 00 14 8490 51 674 62 Dingwings Store 2 2 195 68 15 4111 33 827 41 Whizbats Store 1 2 670 00 12 9010 34 445 60 Whizbats Store 2 1 145 00 12 0383 13 783 80 184 024 61 1400 Inventory 184 024 61 The report total and the total for the Report total Inventory ledger account should agree Price List example OOO Price Report 04 01 05 to 04 30 05 Retail Sample Co Corp Price Report 64 01 05 to 64 30 05 Item Selling Price 1 Selling Price 2 Selling Price 3 Dingbats Store 1 Dingbats Store 2 Dingwings Store 1 Dingwings Store 2 Whizbats Store 1 Whizbats Store 2 35 35 65 65 43 41 oa oo ao 66 oa 20 29 29 59 59 34 34 oa a
275. n discusses the individual fields on Customer Invoices When you save a Customer Invoice with Quote checked the transaction does not affect the General Ledger and can be modified deleted or converted to a Customer Invoice at any time For more details on working with Quotes see Quotes on page 179 If you have Customer Invoices that occur on a regular basis you can save them with Recurring checked You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created For more details on working with recurring entries see Recurring Entries on page 130 If checked the Print dialog box appears immediately after an invoice is saved If checked when item is selected you get a text box in which you can change description or add to it This can be selected or de selected for individual line items on the an invoice The modified item will appear as changed on the invoice in the transaction journal and in the General Ledger 150 Chapter 8 Customer Transactions Invoice Customer Ship To Enter an invoice number up to eight characters long to identify the invoice The last character must be a number After the invoice is saved the invoice number or last number of a combination of characters is automatically increased by one You can have MultiLedger automatically warn you if you attempt to save a transaction with a duplicate document number by checking Check for Duplicat
276. n hand unit cost and current total cost This report always shows the current inventory values regardless of the month selected in the Month list The general ledger balance for the inventory account selected on Interface Accounts is shown at the end of the report when all items are reported This is handy for verifying that your inventory general ledger balance and inventory detail amounts are in balance This report shows inventory values as of a month end date It shows the item name quantity on hand unit cost and total cost as of the last day of the last selected month The general ledger balance for the inventory account selected on Interface Accounts is shown at the end of the report when all items are reported This is handy for verifying that your inventory general ledger balance and inventory detail amounts are in balance This report shows your item list and the three different selling prices for each item This report gives you a bar chart that graphs an item s sales volume by month for the current year This report shows one item at a time and all months are reported regardless of the month selected in the list box This report gives you a bar chart that graphs an item s quantity sold by month for the current year This report shows one item at a time and all months are reported regardless of the month selected in the list box Item Report Options 291 Item Report Options Omit if zero QOH When this option is selected
277. n of the two You can also move company files back and forth across platforms if your computers are not networked Chapter 6 in this manual explains how to use the multi user capabilities in MultiLedger and Chapter 3 explains how to backup company files and restore the files on another platform OSX Server has a problem handling byte range locking requests from Windows ie SMB users and Mac users simultaneously Until Apple supports cross platform record locking for multiuser databases if you have both Mac and PC users on MultiLedger you ll need a Windows Server or Macintosh OS9 Server Platform Differences For the most part MultiLedger for Windows and MultiLedger for Macintosh are functionally identical Wherever there are notable differences however the applicable platform is clearly noted in this manual 6 Chapter 1 Getting Started Installing MultiLedger on Windows Follow the steps below to install MultiLedger on your Windows computer For instructions on installing MultiLedger on a Macintosh see Installing MultiLedger on a Macintosh on page 8 Note If you will be using MultiLedger s multi user capabilities see also Chapter 6 Multi User MultiLedger 1 Start your computer as you normally would 2 Insert the MultiLedger disk 3 Follow the on screen instructions for installing MultiLedger Important MultiLedger is copyrighted You may only copy the program according to the terms set forth in the Lice
278. n you re done creating your recurring entries the one s you skipped will still show on the list with the same scheduled date as it had before you started Click Delete to stop the entry from recurring Transactions already created based on the recurring entry will be unaffected When you click Edit Frequency the frequency dialog appears Make any necessary changes then click OK Click Cancel to close the frequency dialog without saving any changes Viewing and Printing Recurring Entries You can view or print a list of Recurring Entries for a particular journal Click Transaction Journals in the Command Center Check the Last Used Recurring Entries check box Click the appropriate radio button The last used recurring entries for the journal appear regardless of the month you select in the Month list Click View or Print 135 Chapter6 Multi User MultiLedger This chapter discusses the following topics e Utilizing the multi user capabilities e Assigning users and passwords e Locking and unlocking months 136 Chapter 6 Multi User MultiLedger Using Multi User MultiLedger MultiLedger has built in multi user capabilities that allow up to 10 users to access your company s accounting data over a network simultaneously This means that one or more users can be entering invoices or payables while another user might be viewing financial reports All data is stored and updated in one location on your network When informat
279. nance Charges should agree Retail Sample Co Corp Accounts Receivable 07 28 05 Invoice Date Due Date Amount Inv3 84 63 16 65 04 15 05 7 589 00 Inv3 87 04 16 05 04 16 05 8 017 50 Inv3 86 04 01 05 05 01 05 10 375 00 FC 4 05 15 05 05 15 05 113 83 FC 5 05 16 05 05 16 05 113 83 Inv3 90 05 16 05 06 15 05 7 589 00 Inv3 93 66 16 05 06 16 05 8 017 50 Inv3 92 06 01 05 07 01 05 10 375 00 Inv3 94 06 16 05 07 16 05 7 589 00 59 779 66 1100 Accounts Receivable m 59 552 00 Finance Charges 227 66 Accounts Receivable Report total account plus Finance Charges 270 Chapter 11 Customer Vendor amp Item Reports Accounts Receivable Aged report example Each invoice is categorized based on how many days it is past due AAA Aged Accounts Receivable 07 28 05 Retail Sample Co Corp Aged Accounts Receivable 07 28 05 Customer Invoice Due Current 1 30 31 60 61 Arnold Schmidt Inv3 84 44 15 7 589 00 Jamie Fischer Inv3 87 04 16 8 017 50 TSA Distribution Inv3 86 05 01 10 375 00 Arnold Schmidt FC 4 05 15 113 83 Arnold Schmidt Fc 5 05 16 113 83 Arnold Schmidt Inv3 98 66 15 7 589 00 Jamie Fischer Inv3 93 06 16 8 017 50 TSA Distribution Inv3 92 07 01 10 375 00 Arnold Schmidt Inv3 94 67 16 7 589 00 Aging Summary Current 6 68 1 36 17 964 00 31 60 15 606 50 61 26 269 16 59 779 66 1100 Accounts Receivable 59 552 00 Finance Charges r 227 66 The report total and the total for the Accounts Receivable Report total Acco
280. nd Center 2 Assign MultiLedger account numbers to all applicable Payroll Categories For more information on setting up Ledger Accounts see your CheckMark Payroll User s Manual Review Posting Summary After you have calculated payroll and created checks in CheckMark Payroll you should review the Posting Summary to make sure the information is correct before you post to MultiLedger 3 Click Employee Paychecks in the Command Center then select Posting Summary 4 Select the check date s from the list 5 Select the desired checks from the list on the left If no checks are highlighted information for all checks will be reported 6 Click View or Print The Posting Summary report shows check information in a summarized format The net for each check is shown along with totals for wages income taxes and deductions Employer payroll taxes are shown as an entry at the bottom of the report These are accrued tax liabilities and total expense for FICA FUTA and SUTA 7 Verify that all ledger accounts are assigned correctly For help with incorrectly assigned Ledger Accounts see your CheckMark Payroll User s Manual 340 Appendix A Working with CheckMark Payroll Note 10 11 12 13 14 15 Posting to MultiLedger for Macintosh Make sure you have your MultiLedger company open In CheckMark Payroll click Employee Paychecks in the Command Center if you haven t already Select the check date s from t
281. neous income Freight Professional promotion Commissions paid Depreciation Discounts given Discounts taken Dues and subscriptions Insurance Interest Late fees paid Legal and accounting License fees Maintenance Office supplies Payroll wages Payroll employer expense Graphic art supplies Postage Rent Supplies Telephone Travel and entertainment Utilities electric Utilities gas Utilities water Interest income Interest expense Suspense 352 Appendix B Sample COAs Medical Partnership Chart of Accounts 1010 Cash In Bank Checking Acct 1020 Money Market Account 1100 Accounts Receivable 1200 Prepaid Expenses 1700 Medical Equipment 1720 Office Furniture amp Equipment 1740 Vehicles 1800 Accum Depr Medical Equip 1820 Accum Depr Office 1840 Accum Depr Vehicles 2100 Accounts Payable 2200 Sales Tax Payable 2300 Federal Withholding Tax 2400 State Withholding Tax 2500 FICA Tax Payable 2550 State Disability Tax 2700 Bank Loan 3000 Capital Partner A 3050 Capital Partner B 3100 Owners Draw Partner A 3150 Owners Draw Partner B 3200 Retained Earnings 4100 Patient Fees 4100 01 Patient Fees Partner A 4100 02 Patient Fees Partner B 4110 Consultation Fees 4110 01 Consultation Fees Partner A 4110 02 Consultation Fees Partner B 4120 Miscellaneous Income 4120 01 Miscellaneous Partner A 4120 02 Miscellaneous Partner B 4130 Fee Refund 4130 01 Fee Refund Partner A 4
282. neral Ledger report has a drill down function that allows you to quickly move to an original transaction to see details or make modifications To utilize the drill down capabilities do the following While viewing a General Ledger report move the pointer over the desired transaction The pointer tool changes to a magnifying glass tool With the magnifying glass tool click on the transaction you want to see in drill down mode The transaction journal that was used to create the original transaction opens and the transaction appears You can modify the transaction if necessary For more details on modifying transactions see Modifying or Deleting a Transaction on page 127 After you modify the transaction open report windows need to be refreshed by closing the report window and reopening it before the modified transaction will appear To return to the General Ledger report either click Save then close the transaction window or click the transaction window s close box You can also choose General Ledger from the Windows menu If you close the transaction window without making changes or without saving any changes you have made a Save Changes message appears If you click Yes you return to the transaction window Click Save then close the transaction window you then return to the General Ledger report window If you click No you return to the General Ledger report window Journal initial The beginning balance of the ac
283. nformation about the G L Acct field see Bank Reconciliation Field Descriptions on page 229 If necessary edit the Cutoff Date The Cutoff Date is filled in automatically with the current date The Cutoff Date determines the last date that will be reported For example by entering the last date of a previous month and clicking Get Transactions all outstanding checks and deposits as of that date will be reported The Ledger Balance will also be as of the Cutoff Date The Cutoff Date must be a valid transaction date from the any open month 4 Enter the ending balance from your bank statement into the Bank Statement Balance field If desired check Sort by Ref If Sort by Ref is checked when you click Get Transactions the transactions will be listed from the lowest to the highest reference number Otherwise the transactions are listed from the earliest to the most recent transaction date If Sort by Ref is checked numeric reference numbers are sorted first before alpha reference numbers For example check number 5500 would come before document number Dep138 6 Click Get Transactions The list includes uncleared transactions as well as cleared transactions that have not been finalized 7 For each transaction shown on your bank statement find the corresponding transaction in the list and click it to mark it as cleared Disbursements or checks are shown as negative amounts Deposits are shown as posi
284. ng Company Files 255 Using the Rebuild Files Command 256 Finding Company Files 257 Renumbering Accounts 257 Chapter 11 Customer Vendor amp Item Reports 259 Using the Report Windows 260 Using the Find Command with Reports 260 Making Selections in a Reports List 262 Printing Multiple Reports 263 Reporting Options 264 Customer Reports 265 Types of Customer Reports 265 Customer History Reports 266 Customer Information and Mailing Labels 267 Customer Statements 267 Working with Accounts Receivable Reports 268 Aging Periods 268 Working with Customer History Reports 271 Working with the Customer Information Report 273 Vendor Reports 277 Types of Vendor Reports 277 Accounts Payable Reports 277 Vendor History Reports 278 Vendor Information and Mailing Labels 278 1099s 278 Working with Accounts Payable Reports 278 Aging Periods 279 Working with Vendor History Reports 282 Working with the Vendor Information Report 284 Working with 1099s 285 Verifying 1099 Information 285 Printing 1099s 286 Item Reports 290 Item Report Options 291 Working with Item Reports 291 Chapter 12 Financial amp Other Reports 297 Chart of Accounts Reports 298 Printing Your Chart of Accounts 299 Graphing Comparisons 299 Graphing Account Balances versus Budget Amounts 300 Trial Balance Report 301 Drill Down on Trial Balance Report 302 Transaction Journals Reports 304 Sorting Transaction Journal Reports 304 Types of Transaction Journal Reports 305 Working with
285. ns you can quickly associate job numbers through a pop up list of jobs with any item line to track income and expenses If you want to make entries without having the job field pop up each time you can go under the edit menu and select Skip Job or hit Ctrl K Windows or Command K 3 Macintosh on the keyboard Do the same thing to return to having the field pop up Modifying a Job First select the job from the list on the right Then edit the necessary job information and click Save You cannot modify a job number once it has been saved Modifying a job number and clicking Save will add the new job number to the list but will not remove the old one Deleting a Job You can delete a job that has had no activity in the 30 open months To delete a job first select the job from the list on the right then select Delete from the Edit menu Jobs that have had activity in any of the 30 open months cannot be deleted mid year You can also delete a job at year end To delete a job at the end of the year check the Completed option and the job will be deleted when you close the year 100 Chapter 5 Setup Options Sales Tax Set Up Tax Name Note Note Tax Ledger Account MultiLedger lets you set up as many as 100 different Sales Tax Categories for tracking purposes You can also get detailed Sales Tax reports For information on these reports see Sales Tax Report on page 324 Sales Tax Setup Field Descriptions
286. ns 07 31 07 Out of Area 08 31 07 Reseller 09 30 07 10 31 07 11 30 07 12 31 07 01 31 08 02 29 08 03 31 08 04 30 08 05 31 08 06 30 08 07 31 08 08 31 08 09 30 08 10 31 08 41 30 08 The Sales Tax report can include all or a selected group of sales tax categories The Sales Tax report includes the following information for the selected month or range of months e Sales Tax category s name and tax percentage e The date the invoice number and the customer name for each invoice that was charged to the sales tax category e The taxable and non taxable amounts for each invoice along with the tax that was charged e The total tax taxable and non taxable amounts for each sales tax category The sales tax category s name and percentage appear here Totals for each sales tax category are shown Sales Tax Report Creating Sales Tax Report 1 Select the sales tax category or categories for the report If necessary scroll the list box to find the name of the sales tax category you want 325 You can select a consecutive or non consecutive series of sales tax categories from the list for details see Making Selections in a Reports List on page 262 2 Select the month or range of months for the report 3 Click View Print or Text File Sales Tax report example AAA Tax Report 03 01 05 to 03 31 05 Retail Sample Co Corp Tax Report 03 01 05 to 03 31 05 Date Invoice Customer Tax
287. ns that appear here also include deposits recorded in Customer Payments For more details see Modifying or Deleting a Transaction on page 127 The Customer Payments Window 171 The Customer Payments Window Cash Acct Disc Adj Acct Deposit Date You can use Customer Payments for any of the following situations e You need to record a deposit consisting of payments for outstanding receivables such as invoices or finance charges e A customer fails to pay an invoice or finance charge and you want to record this as a bad debt or reverse the original sale e A customer overpays an invoice and you want to record the overpayment and keep the credit balance to apply to future invoices e You need to apply the amount of an advance deposit to an outstanding invoice e An outstanding receivable dated prior to your current open months was entered incorrectly when your company was set up with MultiLedger e You need to write a refund check for a customer credit Customer Payments Field Descriptions This section describes the fields on Customer Payments The cash account assigned on Interface Accounts is shown You can change the cash account by clicking the account number or name and selecting a new account from the pop up list You can change the discount or adjustment account by clicking the account number or name and selecting a new account from the pop up list This account can be used to record customer discounts or
288. nse Agreement After MultiLedger is finished installing a folder named MLedger is installed in the Program Files directory 4 Eject the MultiLedger program disk from your computer Starting MultiLedger and Opening a Sample Company on Windows The following steps show you how to start MultiLedger and open a company file using a sample company as an example If you want to immediately begin setting up a company with MultiLedger go to the next chapter Initial Setup 1 Click Start go to Programs then choose MultiLedger from the CheckMark MultiLedger group Or click the shortcut on your Desktop if one was installed Starting MultiLedger and Opening a Sample Company on Windows 7 2 Choose Open Company from the File menu F x Look in 9 Construction Sample c EJ 4 E Const Partner MLO My Recent Documents Desktop My Documents gs My Computer E My Network File name x Open Places Files of type MultiLedger Files MLO Cancel Select the SampleCo folder then click Open or double click the SampleCo folder The dialog box now shows the three ML Sample Companies you can choose from Construction Sample Co Retail Sample Co and Service Sample Co Select a sample company then click Open The dialog box now shows a highlighted MultiLedger sample company file Click Open again Once MultiLedger is running with a company open MultiLedger
289. nt for 72 398 Index setting discount days for 72 Y setting up 73 Year setting up codes for 115 Bua closing 254 setup field descriptions 70 aaa Year to date show history in item purchases 199 apie definition 370 205 special situations 221 summary aged accounts payable n report 277 282 Zip file tax ID 71 backing up as 53 54 transaction detail report 278 283 restoring backup 55 57 transaction summary report 278 283 Voiding transactions 129 W Whole dollars show on balance sheet 313 321 show on income statement 316 Windows backing up on 53 creating a new company 17 installing MultiLedger 6 mapping drive for multi user 136 new line in customer invoices 154 new line in disbursements journal 208 new line in general journal 227 228 new line in item purchases 197 201 new line in payables journal 204 206 new line in receipts journal 168 new line in sales journal 162 posting employee payroll checks to MultiLedger 334 posting employer checks to MultiLedger 337 printing Metafile 106 restoring a backup on 55 version of MultiLedger 5
290. nt If you want to permanently change the Selling Price associated with a particular item you should change the Selling Price on Item Setup 154 Chapter 8 Customer Transactions Unit Cost Note Amount New Line Windows Only Invoice Total When the cursor enters the Unit Cost field the selected inventory item s Average Unit Cost as defined on Item Setup is entered and highlighted automatically You can enter a unit cost up to six places to the left and four places to the right of the decimal point 999999 9999 The Unit Cost shown here is used to cost the inventory item when the invoice is saved The cost of the item is a calculation based on Quantity times Unit Cost When you save the invoice the Cost Account assigned on Item Setup is increased debited and the Inventory account is decreased credited If you change the Unit Cost on Customer Invoices the Average Unit Cost for the inventory item is automatically adjusted for future invoices If the item s quantity on hand is greater than zero then the Avg Unit Cost is used as the Unit Cost to cost the item If the item s quantity on hand is less than or equal to zero then the Last Unit Cost is used as the Unit Cost to cost the item Please note that you can hide the Unit Cost field on customer invoices by checking Hide Unit Cost in Customer Invoice on Preferences under the File menu For more details on this option please see Setting Program Preferences on
291. nt in the 6000 8999 range and amount Job and Description are optional press TAB to add the detail line to the transaction As you add detail lines to the transaction the Total field is updated Total 1117 00 After the first detail line is added the Save button is enabled On Windows if necessary click New Line or press ENTER to begin entering another detail line On Macintosh if necessary press TAB or RETURN again to begin entering another detail line When you re finished entering all the information for the invoice click Save If the Total exceeds the vendor s credit limit an alert appears allowing you to continue to save or cancel When the payable is saved the transaction is posted automatically to the general ledger and the Document is increased by one Modifying or Deleting Payables Journal Transactions When the cursor is in the Document field the Modify button is enabled Click Modify to see a list of Payables Journal transactions that you can modify or delete If the Payables Journal transaction you re looking for doesn t appear you may have to select another month from the pull down menu Disbursements Journal 207 Disbursements Journal Important Recurring Print on Save Cash Acct Check Paid To With the Disbursements Journal you can create checks for purchases that don t involve inventory or accounts payable transactions You can also record checks that were written manu
292. nt in the Command Center Select the correct period Click the Checks radio button If necessary check Print Metafile Windows or Print PDF PICT File Macintosh For more information on using Metafiles or PICT Files see Using the Print Screen on page 105 Select the checks that you want to print If no checks are selected then all checks will print Click Print Select your print options and click OK or Print For more details about the Print command see Using the Print Screen on page 105 If you need to adjust where the fields print on a check see Customizing Print Field Positions for Your Printer on page 111 212 Chapter 9 Vendor Transactions R Modify Modifying or Deleting Disbursements Journal Documents When the cursor is in the Check field the Modify button is enabled Click Modify to see a list of Disbursements Journal checks that you can modify or delete If the check you re looking for doesn t appear you may have to select another month from the pull down menu Please note that the checks that appear here also include checks recorded in Vendor Payments Using the Vendor Payments Window 213 Using the Vendor Payments Window Cash Acct Disc Adj Acct Check Check Date Total Paid Total Discount Cash Balance You can use Vendor Payments for any of the following situations e You need to write a check for an outstanding payable e You need to delete an outstand
293. nt options you want and click Print How to use the Email Command You can email Customer Invoices Sales Journal Invoices Quotes and Item Purchases PO s To send an email follow the same steps as you would to print a document which is covered above in How to use the Print Command but instead of clicking the Print button click on the Email button Windows Utilizes Messaging Application Program Interface MAPI that is a part of the Windows operating system This feature may require additional setup in your email program This feature does not necessarily interface with an internet based email program Macintosh Requires OS X to use this feature Emailing documents will only work with the Apple Mail program To set Mail as the default mail program first launch the Mail program Under the Mail menu select Preferences On the General tab select the Mail program as the default Close the Preferences window Setting Up the MICR Encoding Information 1 Open up the Chart of Accounts window from the Command screen 2 Highlight a Cash Account in your Chart of Accounts list This activates the Save button so you can begin entering the MICR information 3 Enter your bank s nine digit ACH number This is usually the first nine digits at the bottom of a pre printed check 4 Enter your nine digit deposit routing number This will print on Deposit Slips printed from this window and also deposit slips directly printed from Customer
294. nter is disabled Note Please note that not all menu commands are represented in the Command Center Some dialogs and windows such as those found under the File menu can only be accessed using the pull down menus or keyboard shortcuts 12 Chapter I Getting Started Accessing Multiple Open Windows With MultiLedger you can have multiple windows open at once To open multiple windows using the Command Center 1 Click a button in the Command Center to open a window 2 Click anywhere in the Command Center to reactivate it or choose Commands from the Windows menu 3 Click another button in the Command Center To access multiple windows using the pull down menus select an option from one of the pull down menus then select another Note You can quickly go to an open window by choosing the window s name from the Windows menu Where to Go From Here To get acquainted with MultiLedger try processing a few transactions by following the procedures in Chapter 8 and Chapter 9 in a sample company To begin setting up your company with MultiLedger go to the next chapter Initial Setup To exit MultiLedger choose Exit from MultiLedger s File menu in Windows On Macintosh choose Quit under the MultiLedger menu Chapter 2 13 Initial Setup This chapter shows you how to set up a company with MultiLedger and discusses the following topics e Entering company information e Setting up your company s chart of acco
295. o ao 6a oG Bo 23 00 23 00 55 00 55 00 25 00 25 00 295 296 Chapter 11 Customer Vendor amp Item Reports Chapter 12 297 Financial amp Other Reports This chapter contains descriptions and examples of the following types of reports Chart of accounts Trial Balance Transaction journals General Ledger Balance Sheet Income Statement Cash Flow Statement Financial Snapshot Sales tax report Salesperson report Job reports 298 Chapter 12 Financial amp Other Reports Chart of Accounts Reports Note The Chart of Accounts report window offers the following options e Printa list of your chart of accounts e Print or view a graph showing period comparisons e Print or view a graph showing account balances versus budget amounts If you want to look at account balances for a specific period see Trial Balance Report on page 301 Click Account Reports in the Command Center Chart of Accounts Graph L Graph 1010 Cash In Bank Checking Acct F List Profit Centers 1020 Cashin Bank Payroll Acct 1025 Money market I Actu Budget 01731704 1030 Undeposited Cash p 1040 Petty Cash F Include Balances in Text File 4100 Accounts Receivable 1200 Contracts Receivable 4400 Inventory 1410 Construction in Progress 1420 Material Unused amp Unassigned 1430 Unimproved Land Non subdivided 1500 Prepaid Insurance 1510 Prepaid Taxes 1520 Prepaid Interest 41710 Furniture amp Equipment
296. o 99 profit centers Don t forget to set up the profit centers in your chart of accounts too Setting Up Profit Centers 89 Setting Up Profit Centers in the Chart of Accounts You should set up a general account followed by specific profit center accounts For example you could have a general sales account such as the following 4000 Sales You could then use the following profit centers for two stores 4000 01 Sales Store 1 4000 02 Sales Store 2 Notice that each profit center account you enter into your chart of accounts has a four digit number followed by a decimal point and the appropriate profit center number 01 99 These profit center numbers correspond to those set up on the Profit Centers window When you create a consolidated income statement the general account 4000 Sales will be used for the consolidated description If no 4000 account has been set up in the chart of accounts the first profit center account description will be used for the consolidated description You should follow the same procedure for entering profit center accounts into your chart of accounts as you do for entering any other account For details see Setting Up the Chart of Accounts on page 23 What accounts can I set up as profit centers You can set up profit centers in your chart of accounts for any type of account from 4000 and greater including income accounts such as sales and operating expense accounts such as adv
297. o determine the Charge A new percentage rate should be entered before selecting an invoice so the calculated finance charge correctly reflects the new Rate After an invoice is selected the calculated finance charge Rate times Due Amt is put into the Charge edit box 188 Chapter 8 Customer Transactions Click in the box to select an account An asterisk means the transaction previously had a finance charge applied Note Recording Finance Charges 1 Click Finance Charges in the Command Center F O Ref Finance Charge Account 4400 Other Income Description Date Rate Fc 9 Finance Charges os 60s is Sort by Date Customer Date Due Date Doc Customer Charge Amount Due Charge 04 20 05 inv1 28 Gottrich Summit HOA 6000 00 050605 Inv1 33 Dylan Jim 9000 00 050605 Inv1 32 City of Lake Tahoe 6400 00 050605 Inv1 34 Christy Wallen 40000 00 05 5 05 Invi 34 JJ Johnson 7500 00 0547 05 Inv1 30 Lake Tahoe Assoc 15000 00 054905 Inv1 35 Michaels Curt Tahoe Su 1050 00 05 21 05 inv1 38 Gottrich Summit HOA 3000 00 05 2305 Inv1 37 Thomson Don and Lisa 2000 00 0530 05 Inv1 42 Arnold Schmidt 250 00 053005 Inv1 41 Arnold Schmidt 45 00 05 3005 Inv1 40 Thomson Don and Lisa 15000 00 05 30 05 Inv1 39 Stevens HOA 5000 00 053005 Inv1 38 Martin Joe Tahoe Summi 45000 00 2 If necessary click just to the right of Finance Charge Acct and select an income account for the
298. of an account from the first period in the fiscal year to the current period 371 Appendix D AppleScript and Importing This appendix describes how to use MultiLedger s built in AppleScript capabilities for importing information into MultiLedger for Macintosh 372 Appendix D AppleScript and Importing Importing Information into MultiLedger Using AppleScript AppleScript is a feature of the Mac OS that lets you automate tasks on your computer All of the available Import functions in MultiLedger such as importing customers vendors invoices disbursements etc can be called automatically using AppleScript commands This means you can automate interaction from other AppleScript aware applications such as FileMaker Pro or Microsoft Excel AppleScript is a scripting language A scripting language lets you control a computer by writing a series of commands which make up the script When you run the script the computer performs the actions indicated by the commands As with any programming or scripting language AppleScript consists of a set of commands operators control structures and syntax rules Writing successful scripts is a skill that takes time to acquire Details about the AppleScript language including a beginner s tutorial can be found on Apple s AppleScript web site http www apple com applescript Importing Information into MultiLedger Using AppleScript 373 MultiLedger s AppleScript Dictionary is available
299. ommand Center Select 4 Up Blank 1099 from the pull down menu All vendors you have designated as 1099 Vendors on the Vendor Setup window are selected automatically You can select or deselect vendors by holding down the Ctrl key Windows or Command key Macintosh while clicking the vendor s name Select the Year MultiLedger calculates the year to date payments to a vendor for the year you have selected If necessary select checkbox to Omit if under 600 If you have vendors marked as 1099 Vendors but you have paid them less than 600 for the calendar year you can click this option so a 1099 doesn t print If necessary select checkbox to Use Adjust Value If you have entered a 1099 Adjust amount in the Vendor setup window that should be included on the 1099s click this option Click Print E Filing your 1099s using the IRS FIRE System Any filer who files 250 or more 1099 Misc Forms for any calendar year must file their Information Returns electronically However if you have less than 250 the IRS encourages you to file these returns electronically For more information on how to participate please refer to IRS Publication 3609 You will need to send a completed form 4419 to the IRS before the due date of the returns for current year processing before being allowed to participate Click Vendor Reports in the Command Center 2 Select 1099 E File from the pull down menu All vendors you have designated as 1099 Vendo
300. on Dates The following table shows the dates that are allowed for each transaction window TransactionWindow Item Purchases Customer Invoices Vendor Payments Customer Payments Disbursements Journal Receipts Journal General Journal Finance Charges Adjust Inventory Payables Journal Sales Journal Valid Dates Any date from 30 open months provided the month isn t locked No date prior to the current fiscal year is allowed Any date from the 30 open months provided the month isn t locked For setting up a company s outstanding receivables and payables you can enter a date prior to your current fiscal year To see what the current fiscal year is click Company Information in the Command Center Date Alert Messages If you enter an invalid date and try to move the cursor out of the Date field on a transaction window the following message appears e l You have entered a date that is not within the open period range or is in a locked month OK Click OK and change the highlighted date to a valid one If you enter an invoice in the Sales Journal or Payables Journal with a date prior to your current fiscal year the following alert appears Transaction Dates 125 Save as outstanding item without affecting general ledger balances No Yes Click Yes to save the transaction Saving the transaction adds the detail to your Accounts Receivable or Accounts Payable report but does not affect
301. on in Progress Deposits Long Term Notes Receivable Current Liabilities Accounts Payable Sales Tax Payable Employee Health Insurance Employee 401k Savings Plan Federal Unemployment Tax State Unemployment Tax FICA Tax Payable Federal Withholding Tax State Withholding Tax Local Withholding Tax State Disability Ins Tax Credit Card 2500 2600 2700 2800 2850 3000 3100 3200 4000 4100 4200 4300 4400 4500 4510 4520 4530 4540 4550 4600 5000 6000 6100 6200 6300 6400 6500 6600 6700 6900 7000 7010 7020 7030 7100 7200 7300 7400 Non Profit Chart of Accounts 355 Collections Due Headquarters Long Term Liability Deposits for Future Services Line of Credit Bank Notes Payable Bank Equity Retained Earnings Suspense Income Donations Activities Income Licensing Income Subsidies Fund Income Poor Fund Youth Fund Foreign Fund Building Fund Other Fund Miscellaneous Income Cost of Goods Expenses Advertising Bad Debts Bank Service Charges Travel amp Entertainment Miscellaneous Late Fees Paid Dues amp Memberships Freight and Shipping Insurance Expenseq Insurance Group Health Insurance Life Insurance Disability Interest Expense Legal Fees Messenger Services Accounting Fees 356 Appendix B Sample COAs 7500 7600 7700 7800 7900 8000 8100 8200 8300 Parking Pension Plan Expense Postage Rent Repairs amp Maintenance Reproduction amp Printing Chgs Salar
302. on or fix it After the Rebuild is complete view the General Ledger for the whole year to verify that it is in balance If it s not the MLY file or the rebuild doesn t work the fastest and easiest solution is to revert to a recent backup If that s not an option you need to contact Tech Support Macintosh Error Messages 36 5000 Input Output Error You might get this error by itself or with a 38 error Either way it s BAD NEWS It means a sector on the drive or media you are using hard drive CD zip USB etc is bad and the files affected by that bad sector can t be recovered You will have to revert to a backup Make sure if the problem is with the hard drive that you have the drive checked File not Open If you get this message by itself and not in conjunction with the above error you can generally close out of the company shut down your computer then when you restart you shouldn t get the error message File Access Error If you are getting this error message when trying to open either MultiLedger or Payroll files on Mac OSX it means either the folder the datafiles are in the application or the datafiles themselves have lost their access priviledges and need to be set to read and write If you need detailed instructions on how to do this please refer to the Knowledge Base on our website www checkmark com Windows Error Messages Unhandled Exception This generally means there is a transaction or t
303. on the Vendor Setup window For more information on printing 1099s see Printing 1099s on page 286 Working with Accounts Payable Reports Select the vendor or vendors If necessary scroll the list box to find the name of the vendor you want You can also use the Find command under the Edit menu to select a specific vendor name from list for details see Using the Find Command with Reports on page 260 You can select a consecutive or non consecutive series of vendors from the list see Making Selections in a Reports List on page 262 Cutoff Date 3 07 28 05 4 5 Vendor Reports 279 If no vendor names are selected highlighted all vendors will be reported If you have set up codes for your vendors and would like those codes to appear on reports check the Show Code Field on Reports option on Preferences under the File menu Select Accounts Payable Accounts Payable Aged or Accounts Payable Summary Aged from the pull down menu For details see the previous descriptions of the types of accounts payable reports available Change the Cutoff Date if necessary When you open the Vendors window the Cutoff Date is automatically filled in with the current date The Cutoff Date determines the last date that will be reported By changing this date you can create a report that shows what invoices were outstanding up until an earlier date For example if you want a report that shows outstanding payab
304. ons Set up Ledger Accounts in CheckMark Payroll Before posting to MultiLedger you should assign account numbers to payroll categories in CheckMark Payroll 1 In CheckMark Payroll click Ledger Accounts in the Command Center 2 Assign MultiLedger account numbers to all applicable Payroll Categories For more information on setting up Ledger Accounts see your CheckMark Payroll User s Manual Review Check Summary After you have created employer payment checks in CheckMark Payroll you should review them to make sure the information is correct before you post to MultiLedger 3 In CheckMark Payroll click Employer Checks in the Command Center 4 Select the month 5 Highlight the checks that you want to review from the list on the left If no checks are highlighted information for all checks will be reported 6 Click View or Print The report shows individual check information 7 Verify that all ledger accounts are assigned correctly For help with incorrectly assigned Ledger Accounts see your CheckMark Payroll User s Manual Posting to MultiLedger for Macintosh Make sure you have your MultiLedger company open 9 In CheckMark Payroll click Employer Checks in the Command Center if you haven t already 10 Select the check month from the list on the right Note Note Posting Employer Checks to MultiLedger for Macintosh 343 11 Select the desired checks from the list on the left If no checks are selected
305. or Credit for Returned Inventory 1 Click Item Purchases in the Command Center 2 Enter the credit memo information Follow the guidelines in Recording a Purchase with Item Purchases on page 198 except for the following fields Item Select the returned item from the Item pop up list Quantity Enter a negative quantity for the returned inventory Quantity 10 Amount The amount of the credit will show automatically as a negative amount Amount 350 00 3 Press TAB to add the credit memo to the detail list and then click Save The vendor credit will appear in Vendor Payments as a credit and can be applied as payment toward a current or future payable The returned inventory items will be subtracted from your inventory Applying Vendor Credits 223 Recording Other Vendor Credit 1 Click Payables Journal in the Command Center 2 Enter the credit memo information Follow the guidelines in Recording a Purchase with the Payables Journal on page 204 except for the following fields Ledger Account Select the account that was used to originally record the purchase Amount Enter the credit as a negative amount like this Amount 350 00 3 Click Save The vendor credit will appear in Vendor Payments as a credit and can be applied as payment toward a current or future payable Applying Vendor Credits The credit amount is equal to the outstanding payable amount 1 Click Vendor Payments in the Command Center 2 Se
306. ord a purchase that creates an outstanding payable that does not involve inventory If you need to record inventory purchases use Item Purchases Saving a Payables Journal document automatically updates the general ledger and creates an outstanding payable After the payable is created you can use Vendor Payments to create a check to pay the vendor When setting up your company with MultiLedger you should use the Payables Journal to enter outstanding payables that are dated prior to your current open months An outstanding payable will be created without affecting the general ledger account balances For more information see Setting Up Outstanding Payables on page 41 Payables Journal Field Descriptions This section discusses the individual fields on the Payables Journal If you have Payables Journal transactions that occur on a regular basis you can save them with Recurring checked You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created For more details on working with recurring entries see Recurring Entries on page 130 Enter a document number up to eight characters long to identify the transaction The last character must be a number After the document is saved the document number or last number of a combination of characters is automatically increased by one Select a vendor from the pop up list The vendor s name address and any notes set up
307. ore details see Adjust Inventory Window on page 236 For items that are non inventory such as labor or consulting do not enter values for Qty on Hand Last Unit Cost or Total Cost and do not check the Inventory Item check box Enter the total cost for the inventory items on hand MultiLedger divides the value entered in Total Cost by the Qty on Hand to reach the Avg Unit Cost Avg Unit Cost Last Unit Cost Reorder Quantity Minimum on Hand Sales Income Acct Cost Expense Acct Taxable Rate 1 Taxable Rate 2 Items 77 When an inventory item is bought in Item Purchases the Qty on Hand and Avg Unit Cost of the item are adjusted to reflect new items added to those on hand The weighted average inventory pricing method is used to calculate the new Avg Unit Cost The cost of each unit is added together and then the total cost is divided by the total number of units to determine the new Avg Unit Cost This means that the Avg Unit Cost of newly purchased inventory items affects the Avg Unit Cost of the old inventory This reflects the last cost paid for an item when it was purchased through the Item Purchases window If you are setting up a new item on Item Setup and do not assign a Last Unit Cost MultiLedger will use the Avg Unit Cost as the Last Unit Cost When you setup a Reorder Quantity for an item that quantity will automatically fill the quantity field on an Item Purchase when the item is selected This will a
308. orm MM DD YY The current general ledger balance as of the last transaction date for the Inventory account is shown A calculated value based on the quantity on hand multiplied by the average unit cost for all items in your inventory The calculated total based on the Adjust Qty or multiplied by the Unit Cost for all items you are adjusting The quantity you want to adjust an item s quantity on hand by You can enter either a positive or a negative quantity 238 Chapter 10 Other Activities 1 Choose a cost of sales account usually in the 5000 range Current inventory values appear here aA un A U _ Adjust Account 5100 02 Cost of Sales Returns Store 2 189062 60 Total Cost of Items Using the Adjust Inventory Window Click Adjust Inventory in the Command Center The inventory account is the Click Reuse to use a previous one you selected on entry without modifying or Interface Accounts changing the original entry g Save A ies Inventory Account 189 062 21 G L Acct Balance 0 00 Entry Total Ref Description Date Trt5 91 _ Adjust inventory 061505 Adjust Qty Total Cost Qty on Hand Unit Cost Adjust Qty Total Cost Inventory Item 1530 00 9 6635 0 00 0 00 Dingbats Store 1 3536 00 10 4403 0 00 0 00 Dingbats Store 2 3580 00 14 8407 0 00 0 00 Dingwings Store 1 2230 00 15 4402 0 00 0 00 Dingwings Store 2 2770 00 12 8959 0 00 0 00 Whizbats Store 1 1180 00 11 930
309. ort or classify items For details see Codes for Customers Vendors and Items on page 115 Each item you set up can have three different pricing levels Assigning multiple pricing levels is a two step process First you set up the different pricing levels for items then you assign the correct pricing level to your customers Assigning pricing levels to customers is discussed earlier in this chapter For example you could set up the retail and wholesale prices for your items as Selling Price 1 and Selling Price 2 Then you could set up your retail customers with Selling Price 1 as their default and your wholesale customers with Selling Price 2 as their default That way you can be sure that you charge the right price to your different types of customers when you create an invoice If you don t assign default selling prices to your customers Selling Price 1 will be entered automatically during invoice entry You can change the selling price during invoice entry If the item s selling price is in whole dollars such as 145 you don t need to enter a decimal point and 00 cents The item s quantity on hand is increased when you buy the item in Item Purchases and reduced when you sell the item in Customer Invoices Any changes made to values on Item Setup do not affect account balances in the General Ledger To change the Qty on Hand value for an item and adjust the General Ledger balances use Adjust Inventory For m
310. ot have access to the Interface Accounts you cannot change this account in the bank reconciliation If Show Cleared Items is checked when you click Get Transactions the transactions list will include transactions that have already been finalized in the current accounting year along with those that have been cleared but not finalized and those that haven t yet been marked as cleared This is useful for finding a transaction that was mistakenly marked as cleared If Sort by Reference is checked when you click Get Transactions the unfinalized transactions will be listed from the lowest to the highest reference number Otherwise the unfinalized transactions are listed from the earliest to the most recent transaction date Check this option to have finalized and unfinalized transactions print on the report The dates for finalized and unfinalized transactions are determined by the Cutoff Date The date entered here determines the last date that will be reported For example by entering the last date of a previous month and clicking Get Transactions all unfinalized transactions as of that date will be reported The Ledger Balance will also be as of the Cutoff Date Initially MultiLedger enters the current date as the Cutoff Date Enter the amount that your bank statement shows as an ending balance for the account Enter a value here if checks and or deposits that were created prior to your Current Fiscal Year have not yet cleared the
311. ou to work in any month in the open 30 months For example if your company operates on a calendar year you could enter and modify transactions for January 2004 through June 2006 before you would be required to close 2004 Once a year has been closed it cannot be reopened We cannot stress enough the importance of making frequent backups of your company files For more information on backing up see Chapter 3 Backing Up and Restoring Company Files Locking and Unlocking Months 123 Locking and Unlocking Months Transaction Dates Having 30 months open does not mean that you have to compromise the security of your company files MultiLedger has a feature that allows you to lock a month when transaction entry should be closed and unlock a month if changes are necessary For more information on locking and unlocking months see Locking and Unlocking Months on page 143 You can use the keys on your keyboard to increment decrement the date in any transaction window You can also type over the date to modify it Date Formats Enter dates in the MM DD YY format For example to enter February 15 2005 you would enter the date like this 2 15 05 Notice that you do not have to enter any leading zeros If you want to enter dates in the DD MM YY format check the International Date Format dd mm yy option on Preferences under the File menu 124 Chapter 7 Introduction to Transactions Note Valid Transacti
312. ounts 353 8200 Travel 8200 01 Travel Partner A 8200 02 Travel Partner B 8300 Utilities 9100 Interest Earned 9500 Interest Expense 354 Appendix B Sample COAs Newspaper Chart of Accounts 1010 1020 1100 1150 1200 1400 1600 1620 1640 1660 1680 1700 1720 1740 1760 1780 1800 1900 2100 2300 2320 2340 2360 2380 2400 2500 2560 2600 3000 3020 3040 3060 4000 4100 4200 4300 4400 4500 Cash in bank Cash on hand Notes and accounts receivable Allowance for doubtful account Prepaid expenses Inventory Land Building Machinery and equipment Furniture and fixtures Motor vehicles Type and metal Accum depr building Accum depr machinery and equip Accum depr furniture and fixtures Accum depr motor vehicles Accum depr type and metal Goodwill Accounts and notes payable Federal unemployment tax State unemployment tax FICA tax payable Federal withholding tax State withholding tax Local withholding tax Interest payable Income tax payable Mortgage and long term notes Capital stock Retained earnings Dividends paid Profit and loss clearing acct Local advertising National advertising Classified advertising Legal advertising Circulation Commercial printing 4600 4700 6000 6100 6200 6300 6400 6500 6600 6700 6800 6900 7000 7100 7200 7300 7400 7500 8000 8100 8200 8300 8400 8500 8600 8700 8800 8900 9000 9100 9200 9500 9600 9700 Merchandise sales Miscellan
313. our company is starting January 1 2008 you would enter 12 31 07 as the Ending Date of Prior Year Enter the date in the MM DD YY format Initially the last date of the previous calendar year is entered based on your computer s system clock You can override the date to match the ending date of your company s fiscal year Note The Company Information window also shows some basic information from your company files such as number of general ledger accounts customers vendors items jobs and salespeople Note If you will be efiling your 1099s you need to fill in the Contact Name and Phone number The Email field is optional 5 Close the window 2 7 Ending Date of Prior Year cannot be altered after saving Proceed OK Cancel Important The Ending Date of Prior Year cannot be changed after saving If you save the wrong dates you must start over with a new company 6 Click OK to save the company information and Ending Date of Prior Year or Click Cancel to return to the Company Information window Setting Up the Chart of Accounts 23 Setting Up the Chart of Accounts The numbering and sequencing of a company s accounts provides the foundation for the financial reports generated by MultiLedger While you can add accounts as needed throughout the year careful thought and planning should go into the initial design and numbering of your company s chart of accounts Note Setting up income or expense accounts
314. ow displays the physical location of all found company files and you can open any company directly from the results window To use the Find feature choose Find Company from the File menu When the search is complete the results window appears To see what periods are open in a company click the path for that company in the results window and you can see the open periods in the upper left corner of the Find Files window To open a found company choose the path in the results window and click Open If Find Company is dimmed a company is already open Choose Close Company from the File menu first then try again The Find Company command can take some time to complete depending on the number and size of the drives being searched Renumbering Accounts The Renumber Accounts feature is invaluable if you need to transfer account balances including all activity for the account to another account with the option to delete the old account To use the Renumber Accounts do the following Choose Renumber Accounts from the File menu Highlight the account you want to transfer activity from in the list on the left The account number and name appear in the Change To edit boxes on the right Type in the number of the account you want to transfer the activity to then press TAB If the account number is one that already exists in the chart of accounts the name of that account number will automatically be entered into the edit bo
315. p amp Restoring Backing Up Your Company Files Important MultiLedger has a backup feature that compresses your company files into a Zip file zip and lets you choose where you want to save the archive When you want to open a backup archive you must first restore it using the Restore Backup command under the File menu For more information on restoring a backup see Restoring a Backup Archive on Windows on page 55 Or Restoring a Backup Archive on Macintosh on page 57 We cannot stress enough the importance of making frequent backups of your company files Backups are sometimes the only way to restore data that is lost due to a power failure or a system crash Please use the Backup feature in MultiLedger we cannot support or help recover backups made by other methods Suggestions for Backing Up Backing up your company files is very important While there are no set rules for how frequently you should back up you should consider how much work you could reasonably reconstruct if a crash or problem should occur For some companies this would mean daily backups for others once a month is fine If you are using MultiLedger in a multi user environment you should consider making daily backups It is also important to keep a backup that is not on your hard drive in case your hard drive should fail You could backup to a another hard drive or any other external media Please keep in mind that floppy disks are not always
316. page 90 When the cursor enters the Amount field the amount will be calculated automatically based on Quantity times Selling Price To enter another detail line to the invoice click New Line or press ENTER This shows the total for the invoice as you add items to the invoice When you save the invoice the Invoice Total amount increases the Accounts Receivable account assigned on Interface Accounts Customer Invoices 155 Recording a Sale with Customer Invoices 1 Click Customer Invoices in the Command Center Invoice number must Information entered here prints ona end in a number customer statement but not on the invoice Quote Recurring Print on Save Modify Item Description Click in the Ship To field to add a ship to address or select an existing one Customer Date Statement Description Bill Address Arnold Notes Job 0005 Check Taxable to have 4040 Lemplight Lane sales tax calculate on Fort Collins CO 80525 cer By hag les Tax ax Amount the shipping amount Ship To Arnold Schmidt 3 0000 0 00 123 College Ave Press TAB or RETURN Fort Colins CO 80521 el igs Macintosh or Press Invoice Total 10010 00 Taxable New Line OF ENTER Shipping Terms ShipDateSalesperson Order Ship Via Disc Windows after the o aa owes even O flocar oo Amount field to add another detail line to the Item Job Quantity Sell Price Unit Cost Amount invoice SS a aA 0005 2 00 2500 0000 0 0000 5000 00
317. pen months using the Export command under the File Menu Click Transaction Journals in the Command Center F Y The default month la selected on this window I ay iT Period Doc Date Description corresponds to the last tat OnE RPS Maros month transactions were C Disbursements mei entered Receipts oons C General 05 31 04 A 06 3004 C Item Purchases and Payables 07104 C Customer Invoices and Sales 08 3104 09 30 04 C Purchase Orders 10 3104 C Quotes 44 30 04 12131104 01 3105 02 2805 Report Options 03 3105 04 30 05 Sort by Doc v 05 31 05 06 30 05 07 3405 Last Used Recurring Entries Sorting Transaction Journal Reports You can sort Transaction Journal reports by date or by document number The default selection is by document number To change the sort simply make a selection from the pop up menu Disbursements Receipts General Item Purchases amp Payables Customer Invoices amp Sales Purchase Orders Quotes Last Used Recurring Entries Transaction Journals Reports 305 Types of Transaction Journal Reports MultiLedger provides the following types of transaction journal reports Shows transactions recorded in both Vendor Payments and Disbursements Journal for the selected month s Shows transactions recorded in both Customer Payments and Receipts Journal for the selected month s Shows transactions recorded in both General Journal and Adjust Inventory for the select
318. person will be re calculated 104 Chapter 5 Setup Options Deleting Salespeople To delete a salesperson select the salesperson s name from the list and choose Delete from the Edit menu You cannot delete a salesperson if he she is associated with any invoices in the 30 open months Selecting the Font for Printing MultiLedger allows you to select the font used for printing all transactions reports checks and mailing labels 1 Choose Print Font from the File menu Font Font style Size Fonts that appear faa Regular fio OK Antique Olive Compac a Regular 8 here are the ones T Antique Olive Roman Italic 3 Cancel FF Apple Chancery Bold 10 installed on your Arial Bold Italic 11 j Arial Black 12 particular computer T Arial Narow 14 system T Arial Rounded MT Boll Sample AaBbY yZz Script Westem x This is an OpenType font This same font will be used on both your printer and your screen 2 Clicka font in the list and a point size Fonts that appear are the ones that are installed on your particular system You can use point sizes from 9 to 12 with MultiLedger on Mac and 8 to 14 with MultiLedger on Windows Using the Print Screen 105 Using the Print Screen Checks Laser Stub Label Fields Company Name on Stub Customer Invoices amp Quotes Packing Slips Shipping Labels Sales Journal Invoices Sales Journal Labels Item Purchases amp PO s With t
319. plied No CheckMark Software dealer agent Consultant or employee is authorized to make any modification extension or addition to this warranty Some states do not allow the exclusion or limitation of implied warranties or liability for incidental or consequential damages so the above limitation or exclusion may not apply to you This warranty gives you specific legal rights and you may also have other rights which vary from state to state Trademarks CheckMark Software and MultiLedger are registered trademarks of CheckMark Software Inc All other references are trademarks of their respective owners 2010 CheckMark Software Inc 10 10 pdf Table of Contents Chapter 1 Getting Started 1 Hardware and System Requirements 2 MultiLedger for Windows 2 MultiLedger for Macintosh 2 How to Get Help 2 Before you call 3 How to reach us 4 What You Should Know Before Using MultiLedger 4 Cross Platform Versions 5 Cross Platform Considerations 5 Platform Differences 5 Installing MultiLedger on Windows 6 Starting MultiLedger and Opening a Sample Company on Windows 6 Opening Recently Used Companies On Windows 8 Installing MultiLedger on a Macintosh 8 Starting MultiLedger and Opening a Sample Company on Macintosh 9 Opening Recently Used Companies on Macintosh 10 The Command Center 11 Accessing Multiple Open Windows 12 Where to Go From Here 12 Chapter 2 Initial Setup 13 What You ll Need 14 Steps to Setting Up 16 Creating a New Company
320. pload to the IRS FIRE system 290 Chapter 11 Customer Vendor amp Item Reports Item Reports Sales Summary Sales Detail Purchase Summary Purchase Detail Inventory Current Inventory Selected date Price List Graph Sales Graph Sales Qty MultiLedger provides the following types of item reports This report shows the item name quantity sold total sales price total cost and the margin with combined totals for all reported items You can select one month or a range of months for this report This report shows the invoice date document number customer name quantity sold sales price total cost and the margin with a subtotal of all invoices for each reported item Combined totals for all selected items are shown at the bottom of the report You can select one month or a range of months for this report This report shows the item name quantity purchased unit cost and total cost with combined totals for all reported items Combined totals for all selected items are shown at the bottom of the report You can select one month or a range of months for this report This report shows the date document number vendor name quantity purchased unit cost and total cost with a subtotal of all Item Purchases for each reported item Combined totals for all selected items are shown at the bottom of the report You can select one month or a range of months for this report This report shows the item name quantity o
321. propriate radio C Disbursements button to see the s nerpa Recurring Entries Payables for that journal C Sales C Purchases C Invoices F Sort by Name Date Schedule Refit Name Description 2 Select the radio button for the recurring entry you want to work with A list of recurring entries for that journal appears 3 Select the recurring entry you want to create delete or edit the frequency for Create You can select a continuous range by clicking and dragging You can select a discontinuous range by holding down the Ctrl key Windows or the SHIFT key Macintosh and clicking each desired transaction The following descriptions outline each option When you click Create the appropriate transaction journal window appears with the details of the transaction automatically filled in for you and you have three options Create Cancel or Skip 134 Chapter 7 Introduction to Transactions Delete Edit Frequency If you click Create you can modify any information such as changing the amount or document number then click Save The transaction is saved and the schedule date for the next occurrence of the recurring entry is advanced based on the frequency you originally defined If you click Cancel a blank transaction journal window appears Click the window s close box to return to the Recurring window and start over If you click Skip it will skip the entry on the screen and move on to the next entry Whe
322. ption Amount pe a i See 1010 Cash In Bank Checking Acct 0005 Bank Fees 10 50 1010 Cash In Bank Checking Acct 0005 Bank Fees 10 50 228 Chapter 10 Other Activities Note Note R Modify 2 If necessary enter or change the reference number and press TAB The cursor moves to the Description field 3 Enter a description for the transaction 4 Continue filling in the rest of the fields with the appropriate information For field explanations see General Journal Field Descriptions on page 226 You can add comment lines to the transaction at any time by choosing Insert Line Ctrl I on Windows or 1 on Macintosh from the Edit menu For more information on adding comment lines see Adding Comment Lines to Transactions on page 126 5 After you ve entered a ledger account and amount Job and detail line Description are optional press TAB to add the line to the transaction Credits should be prefaced with a minus sign As you add detail lines to the transaction the Entry Total amount is updated After selecting another ledger account for the next detail line MultiLedger automatically calculates the necessary balancing amount and puts it in the Amount edit box On Windows if necessary click New Line or press ENTER to begin entering another item to this entry On Macintosh if necessary press TAB or RETURN to begin entering another item to this entry When you are finished enter
323. r Make sure that all transactions listed on the bank statement have a corresponding transaction marked as cleared in MultiLedger As you mark a transaction as cleared in MultiLedger sometimes putting a checkmark next to the corresponding transaction on the bank statement helps A transaction listed on the bank statement was not recorded in MultiLedger Look at the bank statement to see what sort of transactions might be missing from your MultiLedger records e Bank charges such as a monthly service charge or dividends have probably not been entered in MultiLedger yet Record these types of transactions in the General Journal then return to the Bank Reconciliation and click Get Transactions The new transaction will appear in the list e A deposit might have been made to your cash account that wasn t recorded in MultiLedger You should record this deposit in Customer Payments or the Receipts Journal then return to the Bank Reconciliation and click Get Transactions The new transaction will appear in the list e A check might have been hand written without recording it in MultiLedger You should record the check in Vendor Payments or the Disbursements Journal then return to the Bank Reconciliation and click Get Transactions The new transaction will appear in the list A transaction was marked as cleared in MultiLedger but the amount is different than on the bank statement A check or deposit might have been entered incorrectly
324. r Account Select the sales account in the 4000 4999 range that was used to originally record the sale Amount Enter the credit as a negative amount like this Amount 350 00 184 Chapter 8 Customer Transactions 3 Click Save The customer credit will appear on Customer Payments as a credit and can be applied as payment toward a current or future invoice or you can write a refund check to the customer For more information on these options see the following section Applying Customer Credits The credit amount is equal to the outstanding receivable amount 1 Click Customer Payments in the Command Center 2 Select the outstanding receivable and press TAB twice 3 Select the customer s credit memo with a minus sign and press TAB twice The amount shown for Total Paid should be zero 4 Change the deposit number to an appropriate description 5 Click Save Both the outstanding receivable and the credit memo are removed from Customer Payments The credit amount is larger than the outstanding receivable amount 1 Click Customer Payments in the Command Center 2 Select the outstanding receivable and press TAB twice 3 Select the customer s credit memo with a minus sign change the amount shown in the Amt Paid edit box to the amount of the outstanding receivable with a minus sign and press TAB twice For example if the outstanding receivable amount is 250 you would enter 250 in the Amt Paid edi
325. r Terms 64 Customers 65 Customer Setup Field Descriptions 65 Setting Up Customers 68 Modifying Customer Information 69 Deleting a Customer 69 Vendors 70 Vendor Setup Field Descriptions 70 Setting Up Vendors 73 Modifying Vendor Information 75 Deleting a Vendor 75 iii Items 76 Item Setup Field Descriptions 76 Setting Up Items 79 Entering New Items 79 Modifying Item Information 80 Deleting Items 80 Chapter 5 Setup Options 83 Setting Up Budget Amounts 84 Setting Up Shipping Methods 86 Modifying a Ship Via Method 86 Deleting a Ship Via Method 86 Setting Up Profit Centers 87 Setting Up Profit Centers on the Profit Centers Window 88 Setting Up Profit Centers in the Chart of Accounts 89 What accounts can I set up as profit centers 89 Setting Program Preferences 90 Mailing Label Options 92 Setting User Settings 93 Customizing Financial Statements 95 Customizing Heading Descriptions 95 Customizing Heading Ranges 96 Customizing Account Groupings 96 Modifying or Deleting Custom Account Groupings 97 Jobs Set Up 97 Job Setup Field Descriptions 97 Setting Up Jobs 98 Modifying a Job 99 Deleting a Job 99 Sales Tax Set Up 100 Sales Tax Setup Field Descriptions 100 Setting Up Sales Tax Categories 101 Modifying Sales Tax Categories 101 Deleting Sales Tax Categories 101 Salesperson Setup 102 Salesperson Setup Field Descriptions 102 Setting Up Salespeople 103 Modifying Salespeople Information 103 Deleting Salespeople 104 iv Table of Con
326. r the Command key on Macintosh while you click the outstanding receivable The amount due will be listed automatically as the amount paid You could then go to step 9 skipping steps 7 and 8 If necessary edit the highlighted amount in the Amt Paid edit box to match the actual customer payment and press TAB The cursor moves to the Disc Adjust edit box Co D Amt Paid Disc Adjust If necessary change or enter any discount amount or adjustment and press TAB Due Disc Date Invoice Customer Name AmtDue Amt Paid Disc Adjust 04 2005 3N Invi 26 Gottrich Summi 6000 00 05 0605 3N Inv1 32 i ak OSEA i Christy Wallen 10000 00 05 15 05 3N Inv1 34 JJ Johnson 7500 00 After the payment and discount are applied the payment is added to the Total Paid field for the deposit the discount is added to Total Discount field and the Save button is enabled 2 000 00 Total Paid If you find that you ve made a mistake you can easily correct it before saving the deposit See Modifying or Deleting Payments Before Saving a Deposit on page 177 176 Chapter 8 Customer Transactions 10 Continue recording the payments for the deposit After the amount shown for Total Paid matches the amount of the deposit that you are making click Save When you save the deposit the Total Paid amount and any discounts or adjustments increase the accounts that you selected iP comes Pom HARE Cash Account Disc Adj Account
327. ransaction directly from the Recurring Alert dialog do the following Select the recurring entry you want to save as a transaction You can select more than one recurring entry at a time To select a contiguous selection simply click and drag through the list To select non contiguous selections hold the Ctrl key Windows or the SHIFT key Macintosh while clicking each recurring entry This window displays the last used date of the recurring transaction the scheduled date the next available document number that will be used for the transaction the customer vendor name if applicable and a description for the transaction 2 Click Create All selected recurring entries are created in their appropriate transaction journals and the Recurring Alert dialog closes You can modify or delete the transaction as you would any transaction For more information on modifying and deleting transactions see Modifying or Deleting a Transaction on page 127 You can see the created transactions by viewing the appropriate Transaction Journal report For more information on Transaction Journal reports see Transaction Journals Reports on page 304 Recurring Entries 133 The Recurring Window The Recurring window allows you to do the following e Modify the frequency of recurring entries e Delete a recurring entry e Convert a recurring entry into a transaction 1 Click Recurring in the Command Center x Q Select the Joani ap
328. ransactions that are not complete Doing a Rebuild of the files should either delete the problem transaction or fix it PLEASE make a backup of the files even if you have to make a copy of the folder with the data files in it before doing a Rebuild DZIP32 DLL and or DUNZIP32 DLL Windows Error Messages 377 If you are getting these error messages you need to first make a backup of your files by copying the folder they are into a disk or different location on your hard drive Then you need to Uninstall the MultiLedger or Payroll program Then re stall the most recent version you have and download any patches from our website to bring your application current The re install will install the DLL files into the Windows folder where they need to be 378 Appendix E Error Messages Index Numerics 1 time button disbursements journal 207 210 1099 adjust for vendors 71 1099s 278 adjusting amount for vendor 71 formatting 110 marking vendors to receive 70 printing 286 verifying info 285 30 open months 122 A Account balances 30 entering 30 reasons for not balancing 31 Account numbers deleting 26 entering 24 for profit centers 89 guidelines for setting up 23 modifying 26 posting accounts 27 renumbering 257 Accounts sample charts of accounts 347 Accounts payable aged report 277 281 aging periods for reports 279 interface account 27 report 277 280 setting up prior outstanding 41 summary aged report 277 282 Accounts recei
329. rawer 1040 Petty Cash 1100 Accounts Receivable 1200 Prepaid Expenses 1400 Inventory 1710 Furniture amp Equipment 1720 Leasehold Improvements 1730 Vehicles 1810 Accum Depr Furniture amp Equip 1820 Accum Depr Leasehold 1830 Accum Depr Vehicles 2100 Accounts Payable 2200 State Sales Tax Payable 2250 City Sales Tax Payable 2300 Federal Withholding Tax 2310 Federal Unemployment Tax 2400 State Withholding Tax 2410 State Unemployment Tax 2500 FICA Tax Payable 2510 Employee 401K Savings Plan 2520 Employee Health Insurance 2530 Employee Cafeteria Plan 2540 United Way 2550 Union Dues 2600 Bank Loan 2700 Other Long Term Liabilities 3000 Capital Stock 3300 Retained Earnings 4000 01 Sales Store 1 4000 02 Sales Store 2 4100 01 Sales Returns Store 1 4100 02 Sales Returns Store 2 4200 Other Income 5000 01 Cost of Sales Store 1 5000 02 Cost of Sales Store 2 5100 01 Cost of Sales Returns Store 1 Retail Chart of Accounts 365 5100 02 Cost of Sales Returns Store 2 5200 01 COS Damage Shrinkage Store 1 5200 02 COS Damage Shrinkage Store 2 5300 Shipping Postage 6000 Advertising Marketing 6100 Automobile Expense 6200 Bad Debts 6300 Bank Service Charges 6400 Commissions Paid 6500 Contributions 6600 Depletion 6700 Depreciation Expense 6800 Dividend Expense 6900 Dues amp Memberships 7000 Equipment Rental 7100 Franchise Fees 7200 Insurance General 7300 Insurance Health 7400 Interest Expense 7
330. re updated when you buy items in Item Purchases Choose a sales account and a cost of sales account for each item Setting Up Items 79 There are two ways to set up items in MultiLedger E You can set up a new item while you are entering an Item Purchase provided there is at least one other item set up already When you reach the Items pop up list on Item Purchases click New You can then set up information for the item If you set up an item using this method you do not have to enter values for Qty on Hand Total Cost or Last Unit Cost because they will be entered automatically when you save the Item Purchase You can set up a new item on Item Setup Setting up a new item in this manner is described below ntering New Items Click Item Setup in the Command Center iu Items Ee Selling Price 3 Minimum on Hand Sales Income Acct i_ Cost Expense Acct M Commissionable N Inventory Item Name Drywall Comm ae soe s Excavating Comm Selling Price 1 NM Taxable Rate 1 Excavating Res Selling Price 2 W Taxable Rate 2 Final Comm Final Res Finishwork Comm Qty on Hand 5 Finishwork Res Total Cost T Inactive Framework Comm 4 Framework Res Avg Unit Cost Grading Property Comm Last Unit Cost Grading Property Res Reorder Qty Plumbing Comm Plumbing Res Use these checkboxes to define options for an item 80 Chapter 4 Customer Ven
331. receipt The last character must be a number After the deposit is saved the deposit number or last number of a combination of characters is automatically increased by one Enter a description up to 25 characters long A description must be entered before the transaction can be saved Simply type over the highlighted day or use the keys on your keyboard to increment decrement the date You can enter a date from the 30 open months provided the month isn t locked in the form MM DD YY Select a ledger account from the pop up list For more information on using pop up lists see Using Pop Up Lists on page 118 168 Chapter 8 Customer Transactions Job Description Amount New Line Windows Only Cash Balance Deposit Total When you save the receipt the account entered here is increased by the amount for the detail line Usually this is an income account in the 4000 4999 range Select a job for this detail line from the pop up list If the Jobs pop up list does not appear no jobs have been set up or Skip Jobs CTRL K on Windows or K on Macintosh under the Edit menu is checked When the cursor enters this field the description for the deposit is automatically copied to it and highlighted You can enter up to 25 characters of descriptive text for a particular detail line on the deposit Enter an amount for the detail line If the amount has zero cents you don t have to enter 00 To enter another d
332. reliable media Automatic Backup Reminder You can set up an automatic alert in MultiLedger that will remind you to make a backup of your company files This way you can be sure you have current backups of your accounting records For more information on setting up the automatic backup reminder see Setting User Settings on page 93 Backing Up Your Company Files on Windows 53 Backing Up Your Company Files on Windows 1 Choose Backup Company from the File menu A dialog appears that allows you to name the backup archive and choose where you want to save it F Use the pop up menu to choose aca where you want to save the Save in Construction Sample x mg E backup You can even backup to N a floppy or ZIP drive IG My Recent The default name for your nene backup is m followed by part 3 of your company name today s Desktop date and the suffix zip My Computer File name mCon08 04 08 Save D My Network Save astype ZIP Files ZIP x Cancel Places 2 Change the name of the backup archive if necessary The default name for the archive is m followed by part of your company name the current date and the suffix zip Don t change or delete the zip suffix 3 Choose where you want to save the backup archive Be sure to pay attention to where you save the backup You may want to change the folder using the pull down menu and list below You can save
333. rinting Purchase Orders 220 Viewing Purchase Orders 221 Special Vendor Situations 221 Reversing a Payable 221 Recording Vendor Credit 222 Recording Vendor Credit for Returned Inventory 222 Recording Other Vendor Credit 223 Applying Vendor Credits 223 The credit amount is equal to the outstanding payable amount 223 The credit amount is larger than the outstanding payable amount 224 The credit amount is less than the outstanding payable amount 224 Chapter 10 Other Activities 225 Using the General Journal 226 General Journal Field Descriptions 226 Recording a General Journal Transaction 227 Modifying or Deleting General Journal Documents 228 Balancing Your Checkbook 229 Bank Reconciliation Field Descriptions 229 Reconciling Your Bank Balances 231 Bank Reconciliation Tips 234 Bank Reconciliation Problems 234 Adjust Inventory Window 236 Adjust Inventory Field Descriptions 236 Using the Adjust Inventory Window 238 Modifying or Deleting Adjust Inventory Transactions 239 Reusing Adjust Inventory Transactions 239 Building Inventory 240 Viewing Adjust Inventory Transactions 241 Importing and Exporting Data 242 The Basics of Importing and Exporting 242 viii Table of Contents Exporting from MultiLedger 244 Exporting to CheckMark Forms 1099 247 Importing into MultiLedger 248 To Import Data into MultiLedger 250 Closing the Year 254 Before Closing the Year 254 Close Year Command 254 Making Adjusting Entries to the Previous Year 254 Renami
334. riptions on page 149 Note You can add comment lines to the invoice at any time by choosing Insert Line from the Edit menu Ctrl I on Windows or 1 on Macintosh You can also add additional description to the Item description line For more details see Adding Comment Lines to Transactions on page 126 5 After you have entered an item quantity selling price and amount press TAB to add the item to the invoice As you add items to the invoice the Invoice Total field is updated it Save Invoice Total 1431 00 After the first item is added the Save button is enabled 158 Chapter 8 Customer Transactions Important If the item you select does not have a sales account in the 4000 range assigned to it when you save the invoice MultiLedger warns you that the sale will be incorrectly posted to the first account in your chart of accounts usually the cash account You should assign the correct sales account to the item on Item Setup then you should modify the invoice and resave it in order for it to post to the correct account On Windows if necessary click New Line or press ENTER to begin entering another item On Macintosh if necessary press TAB or RETURN again to begin entering another item When you are finished entering all the information for the document click Save If the Invoice Total exceeds the customer s credit limit an alert appears allowing you to continue to save or cancel After the invoice is
335. rs on the Vendor Setup window are selected automatically You can select or deselect vendors by holding down the Ctrl key Windows or Command key Macintosh while clicking the vendor s name 3 Select the Year MultiLedger calculates the year to date payments to a vendor for the year you have selected Note Note Vendor Reports 289 If necessary select checkbox to Omit if under 600 If you have vendors marked as 1099 Vendors but you have paid them less than 600 for the calendar year you can click this option so a 1099 doesn t print If necessary select checkbox to Use Adjust Value If you have entered a 1099 Adjust amount in the Vendor setup window that should be included on the 1099s click this option If necessary select checkbox for Test File If you wish to send a test file click this checkbox There is no requirement to submit test files however the IRS highly recommends it for first time electronic filers Electronic test files can only be transmitted from November 1st through February 15th Please refer to IRS Publication 3609 for further information Click Text File Contact Name Phone number and Email address need to be setup in the Company Information screen Contact Name and Phone number are required fields for efiling Fill in any appropriate information in the TIN TCC and Transmitter fields and click OK This creates a text file with the default name 1099 s This is the file you will u
336. rs option 313 321 types of reports 313 321 Balances entering beginning account 30 Balancing checkbook 229 see also Bank reconciliation Bank reconciliation balancing 231 bank statement balance 229 cleared deposits 230 cleared withdrawals 230 current outstanding 230 cutoff date 229 definition 368 finalize 231 get transactions 230 ledger balance 230 outstanding not entered 229 print 231 print cleared items 229 problems with 234 reconciling 231 revised bank balance 230 show cleared items 229 sort by ref number 229 tips for balancing 234 Bank statement balance bank reconciliation 229 Beginning balances definition 368 Beginning ledger account balances 14 Budget report 316 setting up 84 versus income report 316 C Cash account for customer payments 171 for disbursements journal 207 for receipts journal 167 for vendor payments 213 interface account 25 27 Cash accounting definition 368 Cash flow report 320 Chart of accounts 14 basic sample 348 construction sample 349 definition 368 deleting 26 entering 24 graphic artist sample 351 graphing account balances vs budget 300 graphing prior year comparisons 299 guidelines for setting up 23 interface accounts 27 medical partnership sample 352 modifying 26 newspaper sample 354 non profit sample 355 partnership sample 357 posting categories 257 printing 299 printing copy center sample 358 professional sample 359 profit center accounts 89 profit center sample 360 ren
337. rs that will be selected automatically when you reach the Sales Tax pop up list The second Sales Tax field is skipped automatically unless you uncheck the Skip Tax 2 During Invoice Entry option on Preferences under the File menu If Include Tax 1 in Tax 2 Computation is checked on Preferences the calculated tax value in the second Sales Tax field includes the amount in Tax 1 as well the amount of all items on the invoice If checked the shipping amount will be included in the sales tax calculation 152 Chapter 8 Customer Transactions Ship Chg Terms Ship Date Salesperson Note Order Ship Via Item If shipping is charged to a customer enter a dollar amount To account for a shipping charge in your chart of accounts set up the account using Chart of Accounts and then assign it to the Shipping Charged on Interface Accounts Select the terms from the pop up list If the pop up list does not appear terms have not yet been set up You can choose default terms for your customers on Customer Setup that will be selected automatically when you select the customer from the pop up list Terms determine the discount date and when payment is due for the invoice If terms are not entered the invoice s date becomes the due date The Ship Date is filled in automatically with the invoice date If necessary enter a new date Select the salesperson from the pop up list If the pop up list does not appear
338. s 50 Chapter 2 Initial Setup Aaa Current Inventory 06 21 05 Retail Sample Co Corp Current Inventory 05 21 05 Item Qty on Hand Unit Cost Total Cost Dingbats Store 1 1 534 00 9 6635 14 823 83 Dingbats Store 2 3 536 00 10 4403 36 916 91 Dingwings Store 2 2 228 00 15 4402 34 400 68 Whizbats Store 1 2 770 00 12 8959 35 721 60 Whizbats Store 2 1 180 00 11 9362 14 077 68 Dingwings Store 1 3 580 00 14 8407 wigs Report total 1400 Inventori 189 070 38 The report total and the This is the amount that was Inventory balance should entered for the Inventory agree balance on the Account Balances window 4 Verify that the report total equals the Inventory balance listed These two amounts should agree Note Item reports are discussed in more detail in Chapter 11 Customer Vendor amp Item Reports What to do if your inventory doesn t balance The following are some reasons that could cause your inventory not to balance with the Inventory ledger balance e An incorrect starting inventory balance was entered Solution Correct the inventory balance by editing the amount in Account Balances Incorrect values were entered for an inventory item Solution Double check the values entered for an item on Item Setup 51 Chapter 3 Backing Up amp Restoring This chapter discusses the importance of backing up your company files It also discusses how to make and how to restore a backup 52 Chapter 3 Backing U
339. s Important You should never rename your files using any other method as you may be unable to access the files 256 Chapter 10 Other Activities Using the Rebuild Files Command MultiLedger has a built in command for rebuilding company data files We recommend that you use this command if you have deleted a large number of customers vendors items or transactions since doing so compacts the files Under some circumstances the Rebuild Files command can repair other problems with your company files If you are experiencing a problem with your company files please contact technical support to ask if the Rebuild Files command can help correct the problem To see how to contact technical support see How to reach us on page 4 To rebuild your company files do the following 1 If you don t have a current backup of your company files you should make one now For more information on backing up read Chapter 3 Backing Up amp Restoring 2 In your MultiLedger company files choose Rebuild Files from the File menu An alert appears to remind you to make a backup of your files 3 Click Yes to perform the rebuild The progress bar will give you an indication of how long this process will take Rebuilding transaction file Finding Company Files 257 Finding Company Files Note MultiLedger includes a command to search your local drives as well as any network drives for sets of company files The results wind
340. s and equity as of a specific month end date 1 Click Balance Sheet in the Command Center R spars tcc 5 e K Balance Sheet eco fa Period Balance Sheet Type 06 30707 a 07 31 07 J 08 31 07 C Prior Month Comparison 09 30 07 C Prior Year Comparison 10 31 07 z 11 30 07 Prior Year End Comparison 42 34 07 01 31 08 02 29 08 03 31 08 Report Options 04 30 08 05 31 08 Whole Dollars 06 30 08 Show Detail Accounts 07 31 08 08 31 08 Show Date Time 09 30 08 10 31 08 11 30 08 Report Title Balance Sheet Footer Line Selected Date Prior Month Comparison Prior Year Comparison Prior Year End Comparison Whole Dollars Show Detail Accounts Show Date amp Time 2 Balance Sheet Reports 313 MultiLedger provides the following types of balance sheet reports Types of Balance Sheet Reports A standard Balance Sheet report for the selected month Compares the selected month with the previous month Compares the selected month with the same period in the prior year Compares the selected month with the prior year end Balance Sheet Report Options Three options are available for each type of report Rounds dollars and cents to whole dollars on report Shows all accounts regardless of groupings that have been made with the Financial Statements window Date and time printed at bottom of page Select a report type For details see the previous descrip
341. s vendors items salespeople require that only one user is accessing company files Multi User Restrictions 139 The following table shows the access controls for the menus that are not multi user Operations are classified as single available to only one user at a time and exclusive available only if no other user has opened the same company Operation Access Profit Center Single Chart of Accounts Single Customer Vendor Payments Single Adjust Inventory Single Finance Charges Single Bank Reconciliation Single Close Year Exclusive Delete account vendor customer Exclusive Back Up Company Exclusive Rebuild Files Exclusive Import chart of accounts Exclusive All other operations are available to multiple users subject to the restrictions and delays previously described Note that for certain operations even though multiple users are not prohibited a reasonable use of the program is assumed An instance of this would be Account Balances More than one user can enter balances if they are entering the same month then the last one saved will overwrite any previous values While saving no other user may access transactions 140 Chapter 6 Multi User MultiLedger Network Considerations For windows permitting multiple access if two users access the same data and save it the last one to save will overwrite any previous changes For example if two users modify the Preferences window one enables the check for dupli
342. s you can save them with the Recurring option checked You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created For more details on working with recurring entries see Recurring Entries on page 130 If checked when item is selected you get a text box in which you can change description or add to it This can be selected or de selected for individual line items on the invoice The modified item will appear as changed on the invoice in the transaction journal and in the General Ledger Document Vendor Date Due Date Important Item Purchases 195 Enter a document number up to eight characters long to identify the purchase The last character must be a number After the Item Purchase is saved the document number or last number of a combination of characters is automatically increased by one You can have MultiLedger automatically warn you if you attempt to save a transaction with a duplicate document number by checking Check for Duplicate Documents on Preferences under the File menu For more details see Setting Program Preferences on page 90 Select a vendor from the pop up list The vendor s name address and notes as saved on Vendor Setup are automatically entered If the pop up list does not appear vendors have not yet been set up You can add a new vendor or edit existing vendor information without closing the Vendors pop up list by
343. s 6 Saving transactions 127 Scripting in MultiLedger 372 Scroll definition 370 Searching in reports 260 Select definition 370 Selling price on customer invoices 153 Setting up automatic backup reminder 93 basic company information 21 budget 84 chart of accounts 23 395 customer terms 63 customers 65 68 interface accounts 27 inventory 49 items 49 79 jobs 97 mailing labels 92 new company 16 outstanding payables 41 outstanding receivables 32 passwords 140 posting categories 257 preferences 90 profit centers 87 sales tax 100 salespeople 102 shipping methods 86 user settings 93 users 140 vendors 73 Ship charge 152 Ship date on customer invoices 152 Ship to on customer invoices 150 Ship via see Shipping methods customer invoices 152 Shipping amount on item purchases 196 Shipping charged interface account 27 Shipping labels 91 105 Shipping methods customer invoices 152 deleting 86 modifying 86 setting up 86 Shipping paid interface account 27 Show cleared items 396 Index bank reconciliation 229 Show code field on reports 91 Show detail accounts on balance sheet 313 321 option on income statement 316 Show history from customer invoices 157 from item purchases 199 205 from sales journal 164 Show net before taxes on income statement 316 Show scheduled recurring entries 94 Skip Tax 2 during invoice entry 91 Sort by ref number bank reconciliation 229 Starting month 14 Starting Mu
344. s in chronological order as of the Cutoff Date entered Initially the Cutoff Date is the current date Any partial payments applied to invoices are also shown Shows all of the outstanding invoices and finance charges that a customer owes with a running balance for all outstanding amounts Payments from the 30 days prior to the Cutoff Date are also shown Options for Customer Statements If this option is checked an Open File dialog box appears after clicking Print or OK in a Print dialog box for customer statements This allows you to select the Metafile or PDF PICT File for printing Use the Format command under the File menu to position where the customer statement information prints on a page for details see Customizing Print Field Positions for Your Printer on page 111 If a Metafile Windows or a PDF PICT File Macintosh is being used for the customer statement graphics check the Print Metafile or Print PDF PICT File option To adjust where the various fields print on customer statements use the Format command under the File menu For more details see Positioning Print Fields for Windows Metafiles or Macintosh PDF or PICT Files on page 112 Activity Based statements only If this option is checked Activity Based Customer Statements that show activity in the 30 days preceding the Cutoff Date but have zero balances due are printed 268 Chapter 11 Customer Vendor amp Item Reports Cutoff Date Working with
345. s journal 207 edit frequency 134 general journal 226 item purchases 194 payables journal 202 receipts journal 167 recurring window 133 reminder window 94 report 305 sales journal 160 viewing 134 Recurring window 133 Reference number general journal 226 Refund on customer payments 172 Remove item code field on invoice 91 Rename files 255 Renumbering accounts 257 Repeating fields importing 249 Report customer invoices and sales 305 Report windows using 260 Reports 1099s 278 accounts payable 277 280 accounts receivable 265 269 aged accounts payable 277 281 aged accounts receivable 265 270 aging periods for accounts payable 279 aging periods for accounts receivable 268 balance sheet 312 balance sheet options 313 321 budget 316 cash flow 320 chart of accounts 298 current inventory 290 customer 265 customer history 271 customer information 267 273 274 customer invoice item detail 266 273 customer invoice item history 271 customer mailing labels 267 customer statements 267 274 275 276 customer transaction detail 266 272 customer transaction summary 266 272 customizing financial statments 95 disbursements 305 drill down on general ledger 310 393 drill down on transaction journal reports 308 financial snapshot 323 find command 260 general journal 305 general ledger 309 graph item sales 290 income statement for profit centers 316 income statements 315 income statment options 316 income versus
346. s tax categories or account numbers These lists make data entry fast and easy For example by selecting a customer name from a pop up list the customer s name and address are all automatically added to the transaction Note Using Pop Up Lists 119 You can set up certain defaults for customers vendors and items on the individual Setup window that will be automatically selected in a pop up list during transaction entry For example you can assign default Customer Terms for a customer on Customer Setup then that term will be automatically selected in the pop up list for the customer when you create a Customer Invoice Finding a Name in a Pop Up List MultiLedger offers you several ways to quickly find a name in a pop up list You can use the Find box to search for names account numbers jobs etc For example you can type in all or part of a customer s name and the program will find the first occurrence of those letters You can then use the arrow keys on your keyboard to move through the list OK Cancel Edit E New 3N hol i M Find Anywhere Arnold Schmidt Jamie Fischer Jane Gleason Kelley s Supply Shop Sylvia Holden TSA Distribution The Find feature is case sensitive if the Find Anywhere box is not checked typing in ACT will find ACT Services but not Action Services It will search on the beginning characters of a name or number and assumes that the first c
347. s the credit amount If you are not paying the remainder of the outstanding payable and you just want to apply the credit amount change the amount in the Amt Paid edit box to match the amount of the credit amount with no minus sign For example if the credit amount is 100 you would change the Amt Paid for the outstanding payable to 100 The Total Paid amount should be zero 4 Change the check number to an appropriate description 5 Click Save If you paid the remainder of the outstanding payable both the outstanding payable amount and the credit amount are removed from Vendor Payments If you did not pay the remainder of the outstanding payable the remaining outstanding payable amount remains in Vendor Payments to be paid later Chapter 10 225 Other Activities This chapter discusses the following topics Using the General Journal Reconciling bank accounts Using the Adjust Inventory window including how to build or manufacture items Using the import and export capabilities Closing the year Rebuilding Company Files Renaming Company Files Find Company Files Renumbering Accounts 226 Chapter 10 Other Activities Using the General Journal Recurring Reference Description Date Ledger Account Job Description You can use the General Journal to record transactions such as the following e Depreciation or amortization adjustments e Bank charges or fees e Interest earned
348. s with both the same reference number and same date 336 Appendix A Working with CheckMark Payroll 15 Click Post to MultiLedger A Save As dialog appears The file is named Payroll by default Note The Payroll file is a temporary file that can be dragged to the trash when posting is complete Or if you save it in the same location each time you can simply choose to replace it each time you post payroll thus avoiding confusion of having multiple Payroll files on your hard drive 16 Choose where you want to save the file then click Save When the posting is complete you will receive a message Two files are posted to the General Journal in MultiLedger A PR date entry for employee checks and an ET date entry for employer taxes 17 Click OK Note When you receive the message that posting has been sent it does not necessarily mean that the posting was successful The posting process sends information from CheckMark Payroll to MultiLedger but does not send information from MultiLedger back to CheckMark Payroll You should check the General Journal in MultiLedger to make sure the PR and ET entries were sent correctly Posting Employer Checks to MultiLedger for Windows 337 Posting Employer Checks to MultiLedger for Windows Employer payment checks from CheckMark Payroll for Windows can be posted to MultiLedger for Windows by following these instructions Set up Ledger Accounts in CheckMark Payroll Before posting to MultiLe
349. salespeople have not yet been set up You can choose a default salesperson for a customer on Customer Setup that will be selected automatically when you reach the Salesperson pop up list Sales of commissionable items appear on Salespeople reports Enter a purchase order number up to 13 characters long Select the Ship Via method from the pop up list If the pop up list does not appear shipping methods have not yet been set up You can either enter a name from this pop up list or click Cancel in the pop up list box and type a 13 character name that s not in the Ship Via list If you type the Ship Via method in MultiLedger won t save the Ship Via method for future use Select the item from the pop up list If the pop up list does not appear items have not yet been set up You can add a new item or edit information for an existing item without closing the Items pop up list by clicking New Alt N on Windows or 3 N on Macintosh or Edit Alt E on Windows or E on Macintosh By selecting the option to Modify Item Description you can change or enter additional text in the item description line This text will show on an invoice and in the transaction joural reports Important Job Quantity Selling Price Customer Invoices 153 If the item you select does not have a sales account in the 4000 range assigned to it when you save the invoice MultiLedger warns you that the sale will be incorrectly posted to the first account
350. scher by any part of z the customer Sylvia Holden TSA Distribution name make sure the Find Anywhere check box is selected If the pop up list doesn t appear customers have not yet been set up To set up customers see Chapter 4 Customer Vendor amp Item Setup gt 3 Select a customer from the list and click OK or double click a customer name The customer name and address are entered in the Customer field and the cursor moves to the Date field 4 Enter the original invoice date Enter the outstanding receivable s invoice date using the format MM DD YY For example December 27 2008 would be entered like this 12 27 08 Make sure you enter a date that is prior to your company s current fiscal year The invoice date along with any terms selected will determine the invoice s due date You can enter dates in the DD MM YY format by selecting the International Date Format dd mm yy option on the Preferences window under the File menu Setting Up Prior Outstanding Receivables 33 5 Enter a Statement Description Terms pop up list Statement descriptions print on customer statements You could enter a purchase order number or note here for reference If you don t enter a description the customer name is automatically copied into this field when you save the transaction After you press TAB the cursor moves to the Terms field A pop up list of terms appears OK J C Cancel
351. should correct the balances as soon as possible to correctly reflect your company s financial information Once you correct the balances the totals will be reflected in future month transactions 4 Click Save 32 Chapter 2 Initial Setup Setting Up Prior Outstanding Receivables Outstanding receivables that are dated prior to your current fiscal year are entered as invoices for each customer through the Sales Journal Transactions entered with dates prior to your current fiscal year do not affect ledger balances Outstanding receivables that are dated within your current fiscal year should be entered as new transactions through the Customer Invoices or Sales Journal windows For more details see Chapter 8 Customer Transactions The steps for entering prior outstanding receivables are as follows 1 Set up Customer Terms 2 Enter names and information for customers with outstanding receivables on the Customer Setup window 3 Enter all outstanding receivables for each customer in the Sales Journal 4 Verify the outstanding receivables setup by checking balances on an Accounts Receivable report on the Customer Reports window The first two steps setting up customer terms and customer information are explained in Chapter 4 Customer Vendor amp Item Setup The following sections explain steps 3 and 4 Entering Outstanding Receivables Once entered outstanding receivables appear in Customer Payments Before enterin
352. slip printing 105 Passwords deleting 142 how they work 143 modifying 142 setting up 140 Payables accounts payable report 277 280 aged report 277 281 modifying or deleting in item purchases 201 modifying or deleting in payables journal 206 printing item purchases 201 recording in item purchases 198 recording in payables journal 204 reversing 221 setting up prior outstanding 41 summary aged report 277 282 verifying the setup of outstanding 46 Payables journal 201 check stub description 203 definition 369 description field 203 document number 202 due date 203 entering outstanding payables 42 field descriptions 202 job 203 ledger account 203 modifying or deleting 206 recording a purchase with 204 recurring entries 202 report 305 reversing 221 Payroll possible posting errors 344 posting employee checks to MultiLedger for Mac 339 posting employee checks to MultiLedger for Windows 334 posting employer checks to MultiLedger for Mac 342 posting employer checks to MultiLedger for Windows 337 Period amp Y T D income statement report 315 Phone number for support 4 PICT files positioning print fields for 112 printing 106 printing customer statements 267 Pointer definition 369 Pop up lists adding or editing names in 120 entering information with 120 finding a name in 119 skipping 121 using 118 POs see purchase orders Posting 342 error messages from CheckMark Payroll 344 Payroll to MultiLedger for Mac 339 342 P
353. st Name a Name Code Code Contact F Contact Choose the type of pera ioe data you wish to City State Zip City State Zip export from the pull Notes Notes down menu Add Notes Add l Notes Phone Phone Reseller ID Reseller ID Fax Fax Discount Discount Terms Terms Salesperson Salesperson Credit Limit Credit Limit Sales Tax1 Sales Tax1 Sales Tax2 Sales Tax2 Pricing Level v Pricing Level 2 If necessary make sure you have the month that contains the data you wish to export selected in the pull down menu 3 Select the type of data that you want to export from the pull down menu Importing and Exporting Data 245 After selecting the appropriate option from the pull down menu a list of records for the month selected in the Month menu appears on the left and the Field List shows the fields that you can export For example if you clicked the Customers option a list of customers appears bport Acika Arnold Schmidt Customers l Separate City State Zip CheckMark Software pm aasenso Make sure you have ramerscrer _ December 08 v Export To 1099 the correct month tH Gleason Copy All Ea elley s Supply Shop selected ioe ylvia Holden TSA Distribution Lopy Field List Export List If you need to have the Name a Name City State amp Zip code sa F on ontact ontact in separate fields for epee as Customers or Vendors City State Zip City
354. standing This is the general ledger balance for the account selected for G L Acct as of the Cutoff Date After all transactions have been marked as cleared according to the bank statement this amount should be 0 00 This field keeps a running total of all credits checks withdrawals bank charges etc for the selected account as you mark them as cleared This field is cleared when you click Finalize This field keeps a running total of all debits deposits interest earned etc for the selected account as you mark them as cleared This field is cleared when you click Finalize Click this button to see a list of transactions cleared and uncleared that have not been finalized If Show Cleared Items is checked transactions cleared in previously finalized bank reconciliations will also be included in the list If you need to add a transaction or modify an existing transaction during bank reconciliation simply access the correct transaction journal window enter or modify the transaction then return to Bank Reconciliation and click Get Transactions The new modified transaction appears as uncleared Reconciling Your Bank Balances 231 Print If you click this button before a list of transactions is shown the reconciliation report will show only current reconciliation balances If you click Print after a list of transactions is shown the report will include all uncleared transactions as well as reconciliation balances To include
355. sting you can go directly to an original transaction For more details see Drill Down on General Ledger Report on page 310 3 Toreturn to the Trial Balance report click the General Ledger report s close box Prior Year Income If you have 2007 2008 amp 2009 open in your files 2007 is considered your current year You need to keep 2007 open in order to get Prior Year comparison reports for 2007 vs 2008 Because you haven t closed 2007 your income and expenses for 2007 haven t rolled into retained earnings yet in the General Ledger or Trial Balance So when you look at your trial balance for 2008 it shows the retained earnings from 2007 as a separate line at the bottom under the totals in Prior Income As long as the Ledger Debit line equals the total of the Ledger Credit the Prior Income then you are in balance If you look at the Balance Sheet it reflects the amount going into Retained Earnings Trial Balance Report 303 Trial Balance report example Trial Balance 03 31 05 n Trial Balance 037 31 05 Acct Description Begin Activity End 1010 Cash In Bank Checking Acct 13 325 51 382 80 12 942 71 1020 Cash in Bank Payroll Acct 13 377 91 14 055 77 27 433 68 1025 Money market 234 020 68 9 000 00 225 020 68 1030 Undeposited Cash 300 00 0 00 300 00 1040 Petty Cash 150 00 0 00 150 00 1100 Accounts Receivable 57 500 00 5 500 00 63 000 00 1200 Contracts Receivable 19 070 58 0 00 19 070 58 1
356. stomer Transactions Important Recording Finance Charge Payments When a customer pays a finance charge you record it like any other customer payment in Customer Payments See Recording Customer Payments on page 173 for more details When you save the customer payment the transaction increases the cash account that is chosen on Customer Payments and increases the account that was selected when the finance charge was created on Finance Charges MultiLedger automatically uses the Receipts Journal to post the payment to the general ledger Deleting Finance Charges If the finance charge hasn t been saved yet on Finance Charges you can select the finance charge press the DELETE or BACKSPACE key on your keyboard or choose Cut from the Edit menu and then press TAB to remove the finance charge Once a finance charge has been saved you can delete it if necessary on Customer Payments by selecting the appropriate finance charge line and click Delete The following warning appears Permanently delete this item without affecting oy general ledger balances Click Yes to delete the finance charge Click No to leave the finance charge on Customer Payments Since the finance charge did not affect any general ledger balances when it was entered it should not affect any general ledger balances when it is deleted Deleting a finance charge from Customer Payments leaves no record of the deletion 191 Chapter 9 Vendor Transact
357. stomer name is added to the list on the right Important Note Customers 69 Modifying Customer Information To modify existing customer information first select the customer name from the list Then modify the relevant customer information Be sure to click Save after modifying any information or your changes will be lost Deleting a Customer You can delete a customer as long as the customer is not associated with any transactions in the open months First select the customer from the list then click the Delete button If you try to delete a customer that is associated with transactions in the open months the following message appears W The selected object is used in transactions Cannot delete Because of restrictions with the multi user capabilities of MultiLedger you must be the only user accessing the company files to delete a customer As an alternative to deleting a customer you can mark a customer as inactive by checking the Inactive box or selecting Delete when Close Year on Customer Setup See Customer Setup Field Descriptions on page 65 70 Chapter 4 Customer Vendor amp Item Setup Vendors Inactive Delete when Close Year 1099 Vendor Name Code Contact Address City State Zip Notes Ref Add Notes Phone Vendor Setup Field Descriptions The following section describes the fields on Vendor Setup Check this box to designate a vendor as inactive Inacti
358. t Factor 1 o Select each option according to the following guidelines If checked a warning appears when you try to save a document number that s already been used in that journal window MultiLedger looks for duplicate document numbers in the current month the previous month and the future month all based on the transaction date when this option is checked Please note that some journal windows use the same numbering system See Document Numbers on page 121 for more details Include Tax1 in Tax2 Computation Skip Tax 2 During Invoice Entry Remove Item Code Field on Invoice International Date Format dd mm yy Show Code Field on Reports Hide Unit Cost in Customer Invoice Print Customer Notes on Sales Jrnl Use Check Stub Description in Payables Journal Hide Cash Balance Print Check Dates in CPA Format YYYY Item Purchase PO Tax Label Shipping Label Setting Program Preferences 91 If checked Tax 2 calculates a percentage of Tax 1 This accommodates the Canadian GST If checked the second Sales Tax field is skipped on Customer Invoices This box is automatically checked for new companies This option will remove the item codes when printing invoices If checked dates can be entered in the international day month year format instead of the month day year format If this option is checked at the time you select a report to be viewed or printed the code set up for the Custo
359. t box for the credit memo The amount shown for Total Paid should be zero 4 Change the deposit number to an appropriate description 5 Click Save The remaining credit amount appears on Customer Payments to be applied toward another outstanding receivable or refunded to the customer Applying Customer Credits 185 The credit amount is less than the outstanding receivable amount 1 Click Customer Payments in the Command Center 2 Select the customer s credit memo with a minus sign and press TAB twice 3 Select the outstanding receivable If the customer is paying the remainder of the outstanding receivable simply press TAB twice The Total Paid amount should equal the outstanding receivable amount minus the credit amount If the customer is not paying the remainder of the outstanding receivable and you just want to apply the credit amount change the amount in the Amt Paid edit box to match the amount of the credit amount with no minus sign For example if the credit amount is 100 you would change the Amt Paid for the outstanding receivable to 100 The Total Paid amount should be zero 4 Change the deposit number to an appropriate description 5 Click Save If the customer paid the remainder of the outstanding receivable both the outstanding receivable amount and the credit amount are removed from Customer Payments If the customer did not pay the remainder of the outstanding receivable the rem
360. t options that you want and then click OK or Print Here s an example graph showing a cash account s comparative balances 300 Chapter 12 Financial amp Other Reports 000 1010 Cash In Bank Checking Acct 45000 46666 35668 36668 25668 26606 15868 16668 5606 J Nay Aug Oct Nov Dec Tei s1 e mot 31 05 mei y31 fae Graphing Account Balances versus Budget Amounts If budget amounts have been set up for your chart of accounts you can print or view a bar graph comparing a balance for an account or a range of accounts for each period versus budget amounts in the open accounting periods To set up budget amounts see Setting Up Budget Amounts on page 84 1 Select the account or accounts to be reported If necessary scroll the list to find the name or names of the account or accounts that you want You can select a consecutive series of accounts for details see Making Selections in a Reports List on page 262 2 Check the Actual vs Budget check box 3 Select the year Click Graph or Print Graph Trial Balance Report 301 Trial Balance Report A trial balance report shows ledger accounts their beginning balances optional their monthly activity and their year to date balances and whether or not your debits equal your credits Debits should equal credits for your books to balance You can use a trial balance report to quickly look at your account balances for a particular period 1 Cl
361. t that is the result of income not associated with an accounts receivable transaction You can also record miscellaneous deposits such as bank interest or a refund that you ve received Please note that because you can t associate a Receipts Journal deposit with a customer name deposits entered with the Receipts Journal do not affect customer transaction history Customer payments against outstanding invoices should be recorded in Customer Payments Receipts Journal Field Descriptions The following section discusses the individual fields in Receipts Journal If you have Receipts Journal transactions that occur on a regular basis you can save them with the Recurring option checked You can define the frequency for a recurring entry and have MultiLedger remind you when the transaction should be created For more details on working with recurring entries see Recurring Entries on page 130 If checked the program will print a deposit slip with the total amount of the receipt For more information on printing deposit slips see Using the Print Screen on page 105 The account shown will be increased by the Deposit Total when you save the document This account is initially the account number that was assigned to the Cash Account on Interface Accounts To change accounts click the account shown and select another cash account from the pop up list of accounts Enter a document number up to eight characters long to identify the
362. ta entry moving between fields 118 using pop up lists 118 Data files rebuilding 256 renaming 255 Date alert messages 124 for transactions 123 formats 123 international format 123 Default vendor due days 92 Deleting adjust inventory 239 comment lines 126 384 Index custom account groupings for financial statements 97 customer invoices 159 customer payments 177 customer terms 64 customers 69 disbursements journal checks 212 finance charges 190 general journal 228 item purchases 201 items 80 jobs 99 ledger accounts 26 passwords 142 payables journal documents 206 purchase orders 220 quotes 180 receipts journal deposits 170 recurring entries 134 sales journal invoices 166 sales tax 101 salespeople 104 shipping methods 86 transactions 127 users 142 vendor payments 218 vendors 75 Deposit number 121 for customer payments 171 receipts journal 167 Deposit slips MICR printing 172 printing 106 Deposits modifying or deleting in customer payments 177 recording advance 181 recording with customer payments 173 recording with receipts journal 169 Dialog box definition 369 Disbursements report 305 Disbursements journal 207 1 time button for vendor 207 210 cash account 207 check number 207 definition 369 description field 208 entering one time vendor 207 field descriptions 207 job 208 ledger account 208 modifying or deleting checks 212 paid to 207 printing checks from 211 recording a check with 209 recurring entries
363. tatement Balance This should be the ending balance from your bank statement When you open Bank Reconciliation the amount in the Bank Statement Balance field is the amount that was last saved so it may be the ending balance from last month s bank statement Make sure all miscellaneous items such as bank interest or fees charges have been entered in MultiLedger You can add missing transactions while doing the bank reconciliation When you are finished adding missing transactions simply click Get Transactions on Bank Reconciliation to add the new transactions to the list Bank Reconciliation Problems If you ve finished marking transactions as cleared and Difference is not zero you should find the problem and correct it The rest of this section will help you find the problem and suggest what you can do about it A transaction was mistakenly marked as cleared To un clear a transaction click it to remove the mark If you haven t finalized the bank reconciliation yet make sure that Reconciling Your Bank Balances 235 all transactions that have just been marked as cleared in MultiLedger are also shown on the bank statement If you ve already finalized the bank reconciliation check Show Cleared Items before you click Get Transactions The transactions list will include transactions that have already been finalized based on the Cutoff Date A transaction listed on the bank statement was not marked as cleared in MultiLedge
364. ted and the transaction is marked to recur based on the frequency you selected Click Cancel to return to the Disbursements Journal without saving the recurring information Working with Recurring Entries When a recurring entry comes due MultiLedger will alert users who have Show Scheduled Recurring Entries checked on User Settings under the File menu You can either create the recurring entry from the Recurring Alert dialog or you can create it from the Recurring window The Recurring Alert Dialog When recurring entries are due the Recurring Alert dialog will appear when you open the company files in MultiLedger You can create the transaction directly from this window or you can click Cancel and create the transaction later from the Recurring window For more information on the Recurring window see the next section 132 Chapter 7 Introduction to Transactions Note If you have scheduled recurring entries and the Recurring Alert dialog does not appear when you open your company files make sure the Show Scheduled Recurring Entries option is checked on User Settings under the File menu Recurring Create Cancel 06 01 05 67 01 05 Trf5 92 Monthly Loan Payment AND 06 01 05 07 01 05 Inv3 98 TSA Distribution Continuous PO 301 06 01 05 07 01 05 Trf5 93 Monthly Depreciation 06 01 05 07 01 05 Trf5 91 Monthly Bank Charges 06 01 05 67 01 05 CK1736 Magnolia Rental Propertie Magnolia Rental Properties To create a t
365. tegory Windows Purpose Inventory Item Purchases If you track inventory assign the appropriate Asset 1000 1999 Adjust Inventory account for buying and selling inventory items only one allowed The calculated cost of sales will be subtracted from this account when the item is sold in Customer Invoices Sales Tax Paid Item Purchases If you separate sales tax from the cost of Cost of Sales 5000 buying inventory assign the appropriate 5999 account for sales tax paid to vendors here Assigning Posting Categories 1 Click Interface Accounts in the Command Center First click aledger __ then click a category name to account assign the account to the appropriate posting category Cea 5 Chart of Accounts Interface Category Acctit Cash In Bank Checking Acct Cash Account Cash in Bank Payroll Acct Accounts Receivable Money market Accounts Payable Undeposited Cash Retained Earnings Petty Cash Accounts Receivable Contracts Receivable Construction in Progress Material Unused amp Unassigned Unimproved Land Non subdivided Prepaid Insurance Prepaid Taxes Prepaid Interest Furniture amp Equipment Leasehold Improvements Vehicles Accum Depr Furn amp Equip Accum Depr Leasehold Improv M The list on the left shows your company s chart of accounts The list on the right shows the posting categories Note Important Assigning Posting Categories 29 Only one account number can be assigned to each posting cate
366. tem to this document When you are finished entering all the information for the document click Save If the Total exceeds the vendor s credit limit an alert appears allowing you to continue to save or cancel After the document is saved the transaction is automatically posted to the general ledger and the Document is increased by one Printing an Item Purchase After saving an Item Purchase do the following Click Print on the Command Center Select the correct period Click the Item Purchases PO s radio button From the list of documents select the purchases that you want to print If no purchases are selected then all purchases will print If necessary check Print Metafile Windows or Print PDF PICT File Macintosh For more information on using metafiles or PICT Files see Using the Print Screen on page 105 Click Print Select your print options and click OK or Print For more details about the Print command see Using the Print Screen on page 105 Modifying or Deleting an Item Purchase When the cursor is in the Document field the Modify button is enabled Click Modify to see a list of Item Purchases that you can modify or delete If the Item Purchase you re looking for doesn t appear you may have to select another month from the pull down menu 202 Chapter 9 Vendor Transactions Payables Journal Note Recurring Document Vendor Date Use the Payables Journal to rec
367. tents Selecting the Font for Printing 104 Using the Print Screen 105 Printing Options 105 How to Use the Print Command 107 How to use the Email Command 108 Setting Up the MICR Encoding Information 108 Formatting Checks Invoices Statements 1099s amp Deposits 110 Customizing Print Field Positions for Your Printer 111 Positioning Print Fields for Windows Metafiles or Macintosh PDF or PICT Files 112 Codes for Customers Vendors and Items 115 Chapter 7 Introduction to Transactions 117 Moving Between Fields 118 Using Pop Up Lists 118 Finding a Name in a Pop Up List 119 Entering Information with a Pop Up List 120 Adding or Editing Names in a Pop Up List 120 Skipping a Pop Up List 121 Document Numbers 121 Checking for duplicate document numbers 122 Working with 30 Open Months 122 Locking and Unlocking Months 123 Transaction Dates 123 Date Formats 123 Valid Transaction Dates 124 Date Alert Messages 124 Adding Comment Lines to Transactions 126 Modifying or Removing Comment Lines 126 Saving a Transaction 127 Modifying or Deleting a Transaction 127 Entering a Void Document 129 Recurring Entries 130 Creating a Recurring Entry 131 Working with Recurring Entries 131 The Recurring Window 133 Viewing and Printing Recurring Entries 134 Chapter 6 Multi User MultiLedger 135 Using Multi User MultiLedger 136 Installing MultiLedger for Multi User 136 Mapping the Drive on Windows 136 Using the Multi User Capabilities 137 Access Limitations
368. tering data in these fields will print the information on the Income Statement report 6 Click View Print or Text File 318 Chapter 12 Financial amp Other Reports Creating a Consolidated Income Statement for Profit Centers If you set up a general profit center account in your chart of accounts this account will be used for the consolidated description If you did not set up a general profit center account the first profit center will be used for the consolidated description For details about setting up a general profit center account see Setting Up Profit Centers on page 87 1 Make sure no profit center names are selected highlighted in the Profit Center list 2 Select a report type For details see the previous descriptions of the types of income statement reports available 3 If necessary click the appropriate checkboxes to select or deselect report options For details see the previous descriptions of the options available for income statements 4 If necessary change the report title or footer line Entering data in these fields will print the information on the Income Statement report 5 Click View Print or Text File Profit Center Income Statements 319 Income Statement Selected Period report example AAA Income Statement 01 01 05 to 03 31 05 Retail Sample Co Corp Income Statement 01 01 05 to 03 31 05 bd Income You can customize Sales 81 756 54 99 4 headings for this O
369. the document you want to void has a comment line inserted using Insert Line under the Edit menu Ctrl I on Windows or I on Macintosh you cannot save the document as Void You can however save the document with a zero balance Transactions entered in the following journals can be saved as Recurring entries eCustomer Invoices eSales Journal eItem Purchases Payables Journal eDisbursements Journal Receipts Journal General Journal You can define any transaction as Recurring with a frequency ranging from none to annually MultiLedger can alert you when Recurring entries defined as weekly bi weekly monthly quarterly semi annually or annually come due Some excellent uses for recurring entries include rent 941 payments and bank charges Recurring Entries 131 Creating a Recurring Entry The following procedure for creating a Recurring entry uses the Disbursements Journal as an example You can however create a Recurring entry in the other journals listed above as well 1 Click Disbursements Journal in the Command Center lv Recurring 2 Check the Recurring check box 3 Enter the check as you normally would then click Save A frequency dialog appears Monthly B Scheduled Date 97 05 05 OK Cancel 4 Choose the desired frequency from the pop up menu The Scheduled Date indicates when the next entry should be created and changes depending on the frequency you select 5 Click OK A check is crea
370. the first day of your current fiscal year Important What You ll Need 15 Outstanding receivables or payables that are dated prior to your current fiscal year are entered as individual invoices for each customer or vendor through the Sales Journal or Payables Journal Outstanding receivables or payables that are dated within your current fiscal year should be entered as new transactions through the Customer Invoices Sales Journal Item Purchases or Payables Journal windows For more details see the Customer Transactions and Vendor Transactions chapters The total for outstanding receivables invoices and the total for outstanding payables invoices you enter with a date prior to your current fiscal year should match the beginning balances you set up for the Accounts Receivable and Accounts Payable ledger accounts 16 Chapter 2 Initial Setup Steps to Setting Up Below is a checklist of the steps you should follow to set up a company with MultiLedger and the windows you ll use Some of the steps are optional and may not apply to your particular company setup The rest of this chapter and Chapter 4 Customer Vendor amp Item Setup n a a 0 n u explain each step in detail Steps for Creating a New Company Create a new company file Copy an existing chart of accounts from a MultiLedger sample company You can also enter a new chart of accounts which would come later in the process
371. ther Income 520 00 8 6 report using the Total Income 82 276 64 100 0 Financial Cost of Sales Cost of Sales 27 293 26 33 2 Statements Shipping Postage 450 00 8 5 window Total Cost of Sales 27 743 26 33 7 Gross Margin 54 533 38 66 3 Operating Expenses Advertising Marketing 2 000 00 2 4 Bonus 1 750 00 2 1 Bank Service Charges 75 00 6 1 Commission Paid 700 00 0 9 Depreciation Expense 3 179 82 3 9 Pension Plan Expense 1 043 17 1 3 Interest Expense 1 500 00 1 8 Mi leage Expense 170 00 0 2 Printing 900 00 1 1 Rent 4 500 00 5 5 Telephone 394 65 6 5 Utilities 259 38 8 3 Wages General 21 764 00 26 5 PR Tax Exp General 2 574 56 3 1 Wages Officers 10 500 00 12 8 PR Tax Exp Officers 957 99 1 2 Total Operating Expenses 52 268 51 63 5 Net income loss 2 254 87 2 8 320 Chapter 12 Financial amp Other Reports Cash Flow Reports A Statement of Cash Flows shows the incoming and outgoing cash over the selected period This is shown by starting with the net income or loss at the beginning of the period from the Income Statement then showing each asset liability and equity account whose value has changed during the selected period The result is net cash at the end of the period Please note that this report shows only the net increase or decrease in each account not the balance The Statement of Cash Flows report calculates the net cash at the end of the period by adding the following items e Net Income for the period e Changes to
372. ting the original invoice leaves no record of the transaction For more information on deleting invoices see Modifying or Deleting an Invoice on page 159 or see Modifying or Deleting Sales Journal Invoices on page 166 1 Click Customer Payments in the Command Center 2 Click just to the right of Disc Adj Acct and select an account for the bad debt usually in the 6000 8999 range or select the original sales account for the invoice from the pop up list If a bad debt account is not listed you can create one by following the steps in Setting Up the Chart of Accounts on page 23 3 Select the unpaid invoice After selecting the invoice the invoice s amount appears in the Amt Paid edit box 4 Press DELETE or enter zero in the Amt Paid edit box and press TAB This removes the amount from the Amt Paid edit box and moves the cursor to the Disc Adjust edit box With no amount or a zero amount entered for the Amt Paid field saving the deposit will not affect your cash account 5 Enter the amount of the receivable in the Disc Adjust edit box and press TAB 6 You could change the deposit number to an appropriate document number such as VD date to indicate a void deposit 7 Click Save Here s how this procedure affects your books e MultiLedger increases the account selected for the Disc Adj Acct field by the amount shown for the Disc Adjust amount e MultiLedger decreases your accounts receivable acco
373. tion on customer payments 172 description on sales journal 161 formatting 110 open invoices 267 275 options for 267 zero balance statements 267 Customer terms days til due 62 deleting 64 early payment discount 62 early payment due days 62 field descriptions 62 modifying 64 on customer invoices 152 on sales journal 161 setting up 63 Customers accounts receivable report 265 269 aged accounts receivable report 265 270 applying credits 184 assigning pricing level to 67 assigning sales tax to 66 assigning salesperson to 66 assigning terms to 66 bad debt 178 credit limit 66 deleting 69 finance charges 187 history reports 271 information report 267 273 274 invoice item detail report 266 273 mailing labels 267 marking as inactive 65 modifying 69 notes 65 recording advance deposits 181 reports 265 383 sales discount 67 separating city state zip when exporting 245 setting up 65 68 setting up codes for 115 setup field descriptions 65 show history in customer invoices 157 show history in sales journal 164 special situations 181 statements 267 summary aged accounts receivable report 266 271 terms see Customer terms transaction detail report 266 272 transaction summary report 271 272 writing refund check to 172 Customizing financial statements 95 Cutoff date bank reconciliation 229 on accounts payable reports 279 on accounts receivable reports 268 D Da
374. tions of the types of balance sheet reports available Select a period for the report Only one period can be selected for each report If necessary click the appropriate checkboxes to select or deselect report options For details see the previous descriptions of balance sheet report options If necessary change the report title or footer line Entering data in these fields will print the information on the Balance Sheet report Click View Print or Text File 314 Chapter 12 Financial amp Other Reports Balance Sheet Selected Date report example 68686 Balance Sheet as of 08 03 05 Retail Sample Co Corp Balance Sheet as of 08 03 05 You can customize Assets headings for this report using the Current Assets Cash In Bank Checking Acet Money Market Account Cash in Bank Payroll Acct Financial Cash Register Drawer Petty Cash Statements Accounts Receivable window Prepaid Expenses Inventory Total Current Assets Fixed Assets Furniture amp Equipment Leasehold Improvements Vehicles Accum Depr Furniture amp Equip Accum Depr Leasehold Accum Depr Vehicles Total Fixed Assets Total Assets Current Liabi s Payable State Sales Tax Payable City Sales Tax Payable ICA Tax Payable tal Current Liabilities Total Assets and Total Liabilities and Equity should match Long Term Liabi Bank Loan Total Long Term Lia Qwners Equity Capital Stock Retained Earnings Current income
375. tive amounts A checkmark N Macintosh or an asterisk Windows appears to the left of transactions that you have marked as cleared and the item will change color If you accidentally mark a transaction as cleared click it again to un clear it and remove the mark You can mark multiple lines as cleared by dragging on the appropriate transactions MultiLedger keeps a running total for checks and deposits you ve marked as cleared in the Cleared Withdrawals and the Cleared Deposits fields Note Reconciling Your Bank Balances 233 Attention CheckMark Payroll Users Employee checks imported from CheckMark Payroll to MultiLedger show PR posting date under the Ref heading and check numbers under the Description heading Employer checks use the check number assigned in CheckMark Payroll as the Ref 8 When you are finished checking off cleared transactions Difference should be 0 00 If Difference is 0 00 you have successfully reconciled your bank balance If Difference is not 0 00 see Bank Reconciliation Tips on page 234 and Bank Reconciliation Problems on page 234 9 When you re finished reconciling the bank account click Finalize If the bank reconciliation is in balance you will get the following message Finalizing Bank Reconciliation clears marked SP transactions Finalize now v If the bank reconciliation is not in balance you will get the following message 10375 0
376. to posting categories Liabilities any debts owed by a company such as accounts payable or sales taxes payable Payables Journal a journal used to record payables Pointer the small shape on the screen that follows the movement of 370 Appendix C Glossary the mouse usually an arrow Profit Center a portion of a company that is responsible for its own income and expenses Radio Button a hollow button which when clicked on becomes filled in with a black circle Radio buttons are a means of making a single choice from several related alternatives within a dialog Receipts Journal a journal used to record deposits to cash accounts for items not entered in accounts receivable Retained Earnings that portion of Owner s Equity which represents the retained net income loss of a company Reversing Entry an entry that reverses a previous entry Sales Journal a journal used to record sales and generate invoices Scroll to move lines of text within a box so that a different portion of the text may be viewed Select to use the mouse to click and drag across some information in order to highlight it Text File a file which can be opened by word processing and other software packages Trial Balance a listing of all of the accounts from the chart of accounts along with their balances Vendor Payments a screen used to record payments to vendors and to generate checks Year to date the total balance
377. to the last five open companies which makes opening frequently used company files easy 1 Start MultiLedger by double clicking the MultiLedger icon in the MultiLedgerf folder 2 Choose Open Recent Company from the File menu then drag out to select the desired company files Note If you use one set of company files on a regular basis you can have MultiLedger automatically open that set of files when you launch MultiLedger For more information see Setting User Settings on page 93 The Command Center The Command Center When you open a company with MultiLedger the first thing you ll notice is MultiLedger s Command Center The Command Center is divided into three sections Setup Transactions and Reports To use the Command Center simply click the button of the window you want to open m Boon Jai Company Chart of Trial Information Accounts j Reports Balance Account Interface Transaction General Balances Accounts Journals Ledger Financial Budget Income Statements Amounts Statement Customer Vendor Cash Flow Financial Sni Job Setup Salesperson Finance Setup Charges Reconciliation Recurring When you have a company open with MultiLedger the Command Center is active and MultiLedger displays the path to your company files at the bottom of the window as well as how many users currently have the company files open When MultiLedger is running but no company files are open the Command Ce
378. tomobile Expense 6200 Bad Debts 6210 Bonus 6300 Bank Service Charges v 7 Select a sales account from the list and click OK or double click the account name You can type the first few characters of the account number or name to automatically select the desired account Since transactions that are dated prior to your current fiscal year do not affect General Ledger balances the specific ledger account you choose really doesn t matter However usually when you enter a transaction in the Sales Journal you should choose a sales account in the 4000 4999 range After a ledger account is entered the cursor moves to the Job field Unless jobs have been set up already the cursor skips the Job field and moves to the Description field Even if you want to use jobs you don t need to set up any jobs until after your basic company setup is finished a jobs report will not show any transactions dated prior to your current fiscal year 8 Enter a description If you don t enter a description the customer s name will automatically be copied to this field Setting Up Prior Outstanding Receivables 37 9 Enter the total amount of the prior outstanding invoice You don t need to enter a dollar sign or any zeros for 00 cents 10 Press TAB to add the line to the detail list Invoice Total 250 00 Terms Ledger Account Job Description Amount IT Kelley s Supply Shop in Sales Parts 250 00 After pressing T
379. tributions Commissions and fees Depletion Depreciation Dues and memberships Employee benefits Insurance Late fees Legal and professional Maintenance and repairs Miscellaneous Office supplies Payroll wages Payroll taxes Postage Rent Rent or lease equipment Taxes and licenses Telephone Travel meals and entertainment Utilities Interest income Interest expense 358 Appendix B Sample COAs Printing Copy Center Chart of Accounts 1010 1020 1030 1040 1100 1200 1400 1600 1620 1640 1700 1720 1740 1900 1920 2100 2200 2300 2320 2400 2500 2600 2700 3000 3100 3200 3300 4000 4020 4040 4100 4120 4140 4160 4200 4300 4400 4500 Checking Payroll checking Cash register drawer Petty cash Accounts receivable Other current assets Inventory Printing equipment cost Furniture and fixtures cost Leasehold improvement cost Accum depr printing equipment Accum depr furniture and fixtures Accum depr leasehold improv Deposits paid Other non current assets Accounts payable Sales tax payable Accrued payroll taxes Accrued employer expenses Customer deposits Other current liabilities Bank loans Other long term liabilities Owner s investment Owner s withdrawal Suspense Retained earnings Photocopy Signage Other printing sales Paper Binders Stamps Other retail items Printing services Shipping collected Late fees collected Miscellaneous income 5000 5020 5040 5060 5080 51
380. ts Accounts Payable Sales Tax Payable Federal Withholding Tax State Withholding Tax FICA Tax Payable State Disability Tax Employees Payroll Deductions Note Payable Suspense Capital Stock Retained Earnings Food Sales Beverage Sales Catering Fees Rental Fees Other Income 5100 5200 5300 5400 5500 6000 6010 6020 6030 6040 6050 6060 6070 6080 6090 6100 6110 6120 6130 6140 6150 6160 6170 6180 6190 6200 6210 6220 6230 6240 6250 6260 6300 6350 6400 6450 9000 9100 Restaurant Chart of Accounts 363 Cost of Sales Food Cost of Sales Beverage Cost of Sales Catering Cost of Sales Rentals Other Cost of Sales Automobile Expense Advertising Marketing Bad Debts Bank Charges Contributions Dues amp Subscriptions Employee Meals Exterminator General Insurance Group Insurance Laundry amp Linen Late Fees Penalties Legal amp Professional Kitchen Supplies Office Supplies Postage Repairs amp Maintenance Rent Replacements Rubbish Removal Salaries Management Salaries Host Hostess Salaries Waiter Waitress Salaries Bus Person Salaries Dishwasher Payroll Tax Expenses Retirement Plan Compensation Telephone Travel amp Entertainment Uniforms Utilities Interest Income Gain on Assets 364 Appendix B Sample COAs 9500 Interest Expense 9600 Loss on Assets Retail Chart of Accounts 1010 Cash In Bank Checking Acct 1020 Cash in Bank Payroll Acct 1030 Cash Register D
381. ular purchase by editing the highlighted amount You can enter a unit cost up to six places to the left and four places to the right of the decimal point 999999 9999 When an inventory item is bought in Item Purchases the Qty on Hand and Average Unit Cost of the item in inventory are adjusted to reflect new items added to those on hand For more details see Item Setup Field Descriptions on page 76 Amount New Line Windows Only Total Item Purchases 197 When the cursor enters the Amount field the amount will be automatically calculated based on Quantity times Unit Cost Clicking in the Amount edit box will not automatically calculate the amount You can change the amount by editing the highlighted value To enter another detail line to the Item Purchase click New Line or press ENTER This shows the total for the Item Purchase as you add detail lines When you save the document the Total amount increases the Accounts Payable account and Inventory account assigned on Interface Accounts 198 Chapter 9 Vendor Transactions Recording a Purchase with Item Purchases 1 Click Item Purchases in the Command Center Gir Purchase Order F Recurring M Modify Item Description Document Vendor Date Check Stub Description AP1 38 04 30 05 Address Due Date Tax Paid Notes Shipping Total 0 00 Item Job Quantity Unit Cost Amount New Line Note Item Purchases 199 If necessary enter
382. ulti user capabilities of MultiLedger you must be the only user accessing the company files to delete an item As an alternative to deleting an item you can mark an item as inactive by checking the Inactive box on the item setup window See Item Setup Field Descriptions on page 76 82 Chapter 4 Customer Vendor amp Item Setup Chapter 5 83 Setup Options This chapter shows you how to set up various options in MultiLedger The following topics are discussed in detail in this chapter Setting up budgets Defining shipping methods Using profit centers Setting up jobs Utilizing sales tax categories Setting up salespeople Customizing financial statements and formatting fields for printing checks invoices customer statements etc Setting up company preferences and user settings Using the Print command Setting up MICR Encoding Information Setting up codes for customers vendors and items 84 Chapter 5 Setup Options Setting Up Budget Note Amounts You can set up and edit monthly budget amounts for income and expense accounts account numbers 4000 and greater for all open months To see budget amounts in a report format click Income Statement in the Command Center click the Budget Report option or the Income vs Budget option select a month or range of months then click View or Print You can also import or export budget amounts For more details see Importing and Exporting Data on page 24
383. umber 257 reports 298 restaurant sample 363 retail sample 365 samples 347 setting up 23 setting up balances 30 sole proprietorship sample 366 Check box definition 368 Check for duplicate documents 90 Check number 121 disbursements journal 207 vendor payments 213 Check stub description item purchases 196 payables journal 203 Check stub printing 105 Checkbook see also Bank reconciliation balancing 229 Checking account balancing 229 CheckMark Forms 1099 Export 247 381 CheckMark Payroll see Payroll Checks formatting 110 MICR encoding 108 modifying or deleting in disbursements journal 212 modifying or deleting in vendor payments 218 printing 2nd stub 105 printing from disbursements journal 211 recording in disbursements journal 209 recording in vendor payments 214 report 305 stub description from item purchases 196 stub description from payables journal 203 writing refund to customer 172 Cleared deposits bank reconciliation 230 Cleared withdrawals bank reconciliation 230 Click definition 368 Close box definition 368 Close year definition 368 Closing the year 254 making adjustments to prior year 254 Codes for customers 115 for items 115 for vendors 115 Command center 11 Commands close year 254 find and find again 260 rebuild files 256 382 Index rename files 255 Comment lines adding to transactions 126 modifying or removing 126 Commission on gross margin 102 Commission rate 102 Company files rebuildin
384. unt by the Disc Adjust amount e The cash account selected for the Cash Acct field is not affected because a zero amount was entered for the Amt Paid field Quotes v Quote Note Quotes 179 For quotes involving inventory you should use Customer Invoices For other quotes you can use the Sales Journal Saving an invoice as a Quote does not create an outstanding receivable and does not affect the general ledger until the quote is converted to an invoice A quote can be modified deleted or converted to an invoice at any time Creating Quotes 1 Click Customer Invoices or Sales Journal in the Command Center 2 Check the Quote check box 3 Enter the Quote information as you normally would enter an invoice Modify For detailed information on entering a Customer Invoice see Recording a Sale with Customer Invoices on page 155 For detailed information on entering a Sales Journal invoice see Recording a Sale with the Sales Journal on page 163 You may want to change the document number for Quotes so as not to confuse them with actual Customer Invoices or Sales Journal invoices For example you could use QU document number to indicate a quote The document number you enter the first time for a quote will automatically be incremented by one for each new quote you save Click Save Working with Quotes You can modify delete or convert a Quote to an invoice at any time Click Customer Invoic
385. unts Receivable account plus account plus Finance any Finance Charges should agree Charges eee Customer Arnold Schmidt Jamie Fischer TSA Distribution Customer Reports 271 Accounts Receivable Summary Aged report example Outstanding amounts for each customer are shown based on the defined aging periods Accounts Receivable Summary 07 28 05 Retail Sample Co Corp Accounts Receivable Summary 07 28 05 Current 1 30 31 60 61 Total 6 06 7589 60 7589 66 7816 66 22 994 66 6 06 6 66 8017 56 8617 54 16 635 00 6 66 10375 00 6 66 10375 00 26 756 66 Aging Summary Current 6 06 1 30 17 964 00 31 60 15 606 50 61 26 269 16 59 779 66 1100 Accounts Receivable 59 552 00 Finance Charges 227 66 Repor The report total and the total for the Accounts Receivable portot Accounts Receivable account plus account plus Finance any Finance Charges should agree Charges Note Finance charges listed on the report can cause the balances to disagree because finance charges are included in the report total but not in the G L accounts receivable balance The total for finance charges is shown below the accounts receivable balance The finance charges total plus the accounts receivable balance should equal the report total Working with Customer History Reports 1 Select the customer or customers If necessary scroll the list box to find the name of the customer you want You can also use the Find command under the Edit menu to sele
386. unts and beginning account balances e Entering prior outstanding receivables and payables as well as inventory or service items Optional setup information such as passwords salespeople sales tax budgets jobs preferences user settings shipping methods profit centers and financial statement format are covered in Chapter 5 Setup Options This chapter uses the sample companies provided on the MultiLedger program disk to show how information appears after a company has been set up Your setup of course depends on your specific accounting needs 14 Chapter 2 Initial Setup What You ll Need Ending date of prior year Starting Transaction Entry Note Chart of accounts Beginning ledger account balances Note List of outstanding accounts receivable and accounts payable invoices You ll need the following information to set up a company in MultiLedger This is the last day of your company s previous accounting year For many companies the last day of their previous accounting year is December 31st However MultiLedger can accommodate any month end date for a company operating on a non calendar fiscal year If your company is a new start up company and you don t have an ending date for your company s previous fiscal year you should enter a date that corresponds to the year just prior to the year you wish to start tracking company data For example if your new company s fiscal year starts J
387. urnal report either click Save then close the transaction window or click the transaction window s close box You can also choose the report from the Windows menu If you close the transaction window without making changes or without saving any changes you have made a Save Changes message appears If you click Yes you return to the transaction window Click Save then close the transaction window you then return to the Transaction Journal report window If you click No you return to the Transaction Journal report window General Ledger Reports 309 General Ledger Reports A General Ledger report shows the General Ledger accounts with their detailed activity for selected months You can also create year to date reports If you only want ending balances and not the daily details create a trial balance report see Trial Balance Reports earlier in this chapter 1 Click General Ledger in the Command Center BEI Chart of Accounts Period Profit Centers 1010 Cash In Bank Checking Acct a 06 30 07 a 01 Store 1 1015 Money Market Account 07 31 07 02 Store 2 1020 Cash in Bank Payroll Acct 08 31 07 1030 Cash Register Drawer 09 30 07 1040 Petty Cash 10 31 07 1100 Accounts Receivable 11 30 07 1120 Employee Loan 12 31 07 1200 Prepaid Expenses 01 31 08 1300 Transfer acct 02 29 08 1400 Inventory 03 31 08 1710 Furniture amp Equipment 04 30 08 1720 Leasehold Improvements 05 31 08 4730 Vehicles 06 30 08 1810 Ac
388. urnals Enter the transaction information as you normally would except don t enter any ledger account or amount After you click Save the following message appears r Save as a void document T E Click Yes to save the void document Click No to return to the transaction window without saving the void document To void a transaction that has already been saved follow the guidelines in Modifying or Deleting a Transaction on page 127 If you delete all detail lines and then click Save you will get the message noted above Click Yes to save the void document Click No to return to the transaction window without saving the void document You could also delete the document and re enter it as a Void document as described above 130 Chapter 7 Introduction to Transactions Note Note Recurring Entries If the disbursement was created in Vendor Payments or the receipt was created in Customer Payments you cannot save the document as Void You can however save the document with a zero balance The outstanding payable s or receivable s associated with the payment will again appear in Vendor Payments or Customer Payments For more information on modifying Disbursements created in Vendor Payments see Modifying or Deleting Payments After Saving a Check on page 218 For more information on modifying Receipts created in Customer Payments see Modifying or Deleting Payments After Saving a Deposit on page 177 If
389. users in a particular set of company files Options set on User Settings on the other hand apply to each individual user For more information on Preferences see the previous section Setting Program Preferences You can use User Settings under the File menu to set various MultiLedger options such as automatically launching the last opened company and automatically showing scheduled recurring entries when you open a company After choosing User Settings from the File menu the following window appears F Open Last Company on Launch l Prompt if no backup in this many day m M Show Scheduled Recurring Entries V Use lt Enter gt key to move between edit fields l Sort Customers by Name M Sort Vendors by Name M Sort Items by Name l Save Window Placement Check for Latest Version on Launch OK Cancel Select each option according to the following guidelines If checked the last set of company files that was used will open automatically when you launch MultiLedger If you want to open another set of company files simply choose Close Company from the File menu then choose Open Company from the File menu and select a set of company files using the dialog box that appears Or choose Open Recent Company and select a company from the list If checked MultiLedger will ask you to make a backup of your company files when you attempt to close the company or Exit Quit MultiLedger Enter the number of days you want between backups
390. v3 92 TSA Di 50 00 1 150 00 475 4450 674 55 06 16 05 Inv3 93 Jamie 75 00 1 968 75 713 1675 1 255 58 quantity sold 125 00 3 118 75 1188 6125 1 930 14 Dingwings Store 1 sales amount lth Inv3 92 TSA Di 50 00 2 750 00 761 2150 1 988 79 86 16 05 Inv3 94 Arnold 50 00 3 250 00 761 2150 2 488 78 cost and margin 100 00 6 000 00 1522 4300 4 477 57 Dingwings Store 2 06 01 05 Inv3 92 TSA Di 50 00 2 750 00 734 1700 2 015 83 06 16 05 Inv3 93 Jamie 75 00 3 656 25 1101 2550 2 554 99 125 00 6 406 25 1835 4250 4 570 82 Whizbats Store 1 66 01 05 Inv3 92 TSA Di 50 00 1 250 00 656 0000 594 00 06 16 05 Inv3 94 Arnold 50 00 2 150 00 656 0000 1 494 00 100 00 3 400 00 1312 0000 2 088 00 Whizbats Store 2 06 01 05 Inv3 92 TSA Di 50 00 1 250 00 682 2400 567 76 06 16 05 Inv3 93 Jamie 75 00 2 317 50 1023 3600 1 294 14 125 00 3 567 50 1705 6000 1 861 90 675 00 25 392 50 8596 0075 16 796 49 Subtotals are shown after each item Purchase Summary report example 293 Combined totals for all selected items are shown here AAA Purchases 06 01 05 to 06 30 05 Retail Sample Co Corp Purchases Each item is 06 01 05 to 06 30 05 7 I tem Qty Purch Unit Cost Total Cost shown along with Dingbats Store 1 160 00 10 0000 1 600 00 j Dingbats Store 2 160 00 10 0000 1 600 00 quantity Dingwings Store 1 156 00 15 0000 2 400 00 purchased unit Dingwings Store 2 150 00 15 0000 2 250 00 7 Whizbats Store 1 156 00 13 0000 1 950 00 cost and total cost
391. vable aged report 265 270 379 aging periods for reports 268 interface account 27 report 265 269 setting up prior outstanding 32 summary aged report 266 271 Accrual accounting definition 368 Adjust inventory 236 field descriptions 236 manufacturing from components 240 modifying or deleting 239 reuse 236 239 uses for 236 using 238 viewing 241 Advance deposits recording in sales journal 181 Aging periods for accounts payable reports 279 for accounts receivable reports 268 Alert if no backup in this many days 93 AppleScript 372 MultiLedger dictionary 373 ASCII file definition 368 importing and exporting 242 Assets definition 368 Audit trail definition 368 B Backing up as zip file 53 54 cross platform compatibility 60 on Macintosh 54 on Windows 53 reminder 93 380 Index restoring a backup on Macintosh 57 restoring a backup on Windows 55 setting automatic reminder 52 suggestions for 52 Backing up files 52 see also Backing up Backup opening on Macintosh 57 opening on Windows 55 Backup company command 53 54 Bad debt recording 178 Balance sheet customizing account groupings 96 customizing heading descriptions 95 customizing heading ranges 96 definition 368 deleting custom account groupings 97 modifying account groupings 97 prior year comparison report 313 321 prior year end comparison report 313 report options 313 321 reports 312 show detail accounts option 313 321 show whole dolla
392. ve vendors appear at the bottom of a vendor list with a tilde before their names Marking a vendor as inactive is an alternative to deleting a vendor You can still view reports for inactive vendors and you can make an inactive vendor active again by unchecking the Inactive box An Inactive vendor is not deleted when you close the year Marking the option Delete when Close Year leaves the vendor as active and as long as no outstanding invoices exist for the vendor that vendor will be deleted when the year is closed Check this option for vendors who require reporting on Form 1099 misc Miscellaneous Income When you choose to print or send an efile for 1099s from MultiLedger vendors with this option checked will be selected automatically Enter a vendor name up to 36 characters long including spaces You can use an optional code field to sort or classify customers For details see Codes for Customers Vendors and Items on page 115 Enter a contact name up to 30 characters long including spaces Enter an address up to 30 characters long including spaces Enter the city state and zip up to 30 characters long including spaces Enter any notes you may have for a vendor up to 30 characters long including spaces The notes entered here appear on Item Purchases and the Payables Journal and on the Vendor Information report They also print on checks They do not however print on Item Purchases or Purchase Orders
393. wn option Sort by Due Date v When you select an outstanding payable the vendor name due date discount date payable total discount or adjustment if any and the check stub description from the original payable automatically fill in the appropriate fields above the outstanding payables list 216 Chapter 9 Vendor Transactions Note Cash Account 101 0 Cash In Bank Checking Acct 35290 Check Disc Adj Account 05 0505 Check Date Vendor Total Paid Due Disc Date Total Discount Check Stub Desc 5 874 91 Cash Balance Sort by Due Date v las Due Disc Date Doc Vendor Name Amt Due Amt Paid Disc Adjust 05 0605 AP1 29 Gabbie s Grade 1650 00 0 00 0 00 05 09 05 AP1 35 JL Williams C 14700 00 0 00 0 00 0542105 AP1 33 State Farm Ins 485 00 0 00 0 00 0545 05 AP1 34 City Tribune 135 00 0 00 0 00 05 18 05 AP1 30 Bradley s Heat 6500 00 0 00 0 00 05 3005 AP1 37 Pinzer Constru 9000 00 0 00 0 00 05 3005 AP1 36 Pinzer Constru 24200 00 0 00 0 00 If the check date is later than the payable s discount date the following dialog appears r Past discount date Apply discount anyway Click Yes to still apply the discount to the amount due Click No to not apply the discount To apply full payment quickly without any discount or adjustment hold down the Control key Ctrl on Windows or the Command key 3 on Macintosh while you click the outstanding payable The amount due will be listed auto
394. x and you can skip to step 5 If it is a new account that does not exist in the chart of accounts go to step 4 Type in the name of the new account you want to transfer the activity to If you want to delete the old account you are transferring account activity from check the Delete box Click Save When you click Save all activity is transferred to the designated account If you checked the Delete box the old account is removed from the Chart of Accounts Repeat steps 2 6 to transfer activity for other accounts if necessary 258 Chapter 10 Other Activities 259 Chapter 11 Customer Vendor amp Item Reports This chapter explains how to use MultiLedger s report windows as well as the various customer vendor and item reports and information you can get from MultiLedger 260 Chapter 11 Customer Vendor amp Item Reports Using the Report Windows MultiLedger offers a variety of reporting options Most reports can be viewed on screen printed or saved as a text file to be opened in another application such as a word processor You can also print several different reports with one command on the Print Multiple window Individual reports are discussed in detail later in this manual If you save a report as a text file tab delimited you can open it from within a word processor to further customize the format and font characteristics of the report Using the Find Command with Reports Most report windows allow
395. xpense estimated cost the difference between these values and the net income There is also a Job Detail report that provides more detail Click Job Reports in the Command Center ley Print File R I Job Description Period r 0001 City Fire Station AS 022904 TA Job Summary 0002 Front Range Community Center S 03 3104 7 0003 Valley Hiway Bus Stops JF 04 30 04 C Job Detail 0004 JJ Johnson home 05731104 0005 Misc Extras 06 30 04 5100 75000 07 3104 5103 Pine Grove House 08 31 04 5104 Mtn Park Shopping Ctr 09 30 04 5106 KC s Bar and Grill 10 3104 5107 Martin s Cabin 11 3004 5111 Nicki s Hideaway Cottages 12 3104 5115 Tahoe Apts 01 3105 02 28 05 03 3105 04 3005 05 3405 06 30 05 07 3105 v This report shows the following information for each selected job e Job number and name e The general ledger accounts that are affected e Current and prior income and expense e Total income amp expense and the net for the job e Total estimated income amp expense and net for the job e Totals for all jobs selected You can select a month or range of months for this report 330 Chapter 12 Financial amp Other Reports Job Detail This report shows the following income and expense details for each selected job e Ledger account number for each income or expense e Income or expense date e Description of each income or expense e Document number associated with each income or expense e Journal t
396. y through Thursday and between 8 a m and 4 p m MT on Fridays Phone support 970 225 0387 e You can fax us questions or comments at any time Fax registration and support 970 225 0611 e You can write us CheckMark Software Inc Attn Technical Support 724 Whalers Way Bldg H Fort Collins CO 80525 What You Should Know Before Using MultiLedger Before you start using MultiLedger you should know how to perform the following basic operations e Move and copy files e Click drag and highlight text e Choose commands from menus e Open and close windows e Use control buttons check boxes radio buttons and scroll bars e How to navigate through dialog boxes If you are unfamiliar with any of these topics refer to the owner s manual that came with your copy of Microsoft Windows or your Macintosh computer Cross Platform Versions 5 Cross Platform Versions Important The MultiLedger CD ROM you received contains both the Windows version and the Macintosh version of MultiLedger You can install the software on a PC a Mac or both according to the software s License Agreement This brief section describes the basic differences between the two platforms as well as how this manual can be used for either version of the software Cross Platform Considerations MultiLedger is a multi user cross platform accounting software You can have up to ten users accessing data over a network of PCs Macs or a combinatio
397. you are creating an aged accounts receivable report Aged or Summary Aged do the following Otherwise skip this step To help you identify possible bad debts you can specify how MultiLedger will age your receivables by editing the following numbers of days If necessary change Aning Tarods the number of days in O i these edit boxes 122 07 10 05 66 06 10 05 Customer Reports 269 Double click an edit box change the number and press TAB to see the date change If you don t press TAB after changing an aging period the aging date will not change However the report will reflect the change in the number of days If you do not have zero as your first aging period there will be no Current column on the report The aging reports show invoices as past due beginning one day after the due date This due date is determined by the invoice date plus the number entered for Days til Due for that particular term as set up on the Customer Terms window under the Setup menu For details about terms see Customer Terms on page 62 Click View Print or Text File Accounts Receivable report example The Due Dates are based on Customer Terms you set up AAA Accounts Receivable 07 28 05 Customer Arnold Schmidt Jamie Fischer TSA Distribution Arnold Schmidt Arnold Schmidt Arnold Schmidt Jamie Fischer TSA Distribution Arnold Schmidt The report total and the total for the Accounts Receivable account plus any Fi
398. you to use the Find Ctrl F on Windows or F on Macintosh and Find Again Ctrl G on Windows or G on Macintosh commands under the Edit menu to find specific characters in a report on screen You can also use these commands to select customer names vendor names and items for a report You can search for anything that can be entered from your keyboard such as account numbers check numbers names amounts and other parts of a list or report 1 Choose Find from the Edit menu Or press Ctrl F on Windows or F on Macintosh The Find dialog box appears Find Cancel If the Find command has already been used since starting MultiLedger the edit box will show the last characters entered 2 Enter the characters that you want to search for Let s say that you re looking for the name Kelley Hair amp Net You could enter kell kell Find Cancel Using the Report Windows 261 Notice that you don t have to enter all of the name that you re looking for You can enter just enough to distinguish the name from another name You don t have to enter upper case letters such as K because the search does not distinguish between upper case K and lower case k characters 3 Click Find Or press ENTER Windows or RETURN Macintosh MultiLedger starts at the beginning of the list and looks for the first occurrence of the characters kell When the characters are found Mu
399. ype used to record the income or expense e Amount of each income or expense e Totals of all jobs selected After closing the year job reports will no longer show job detail for the closed year However the income and expense for the Job are added to Prior Income and Prior Expense in the new year Creating Jobs Reports Select the job name or names If necessary scroll the list box to find the name of the job you want You can select a consecutive or non consecutive series of jobs from the list for details see Making Selections in a Reports List on page 262 If no jobs are selected all jobs will be reported Select a month or range of months Select the Job Summary or Job Detail radio button Click View Print or Text File Job Reports 331 Job Summary report example OOA Job Summary 01 01 05 to 06 30 05 Construction Sample Co Partnr Job Summary 01 01 05 to 06 30 05 Job G L Account Net Income Expense 0001 City Fire Station AS 1420 Material Unused amp Unas 100 00 4000 Sales Commercial 14 450 00 Income and 5000 Cost of Sales Commerci 9 350 00 i 8758 Wages Staff 4 740 00 expense including 8350 PR Tax Expense Staff 426 40 estimated income Current Income amp Expense 14 450 00 14 516 40 Prior Income amp Expense 6 000 00 0 00 and expense fora Net Total Income amp Expense 5 933 60 20 450 00 14 516 40 job are shown on Net Estimated Income amp Expense 40 000 00 70 000 00 30 000 00 this report 0002 Front

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