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Series 5 Fixed Assets - User Help

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1. Building a New Wizard Setting up a Wizard consists of two basic parts First enter it s properties then secondly define each of the application s menu items that are to be executed by the wizard 1 In the grid click on the New button in the Fast Button frame 2 The Properties screen will be displayed 3 Enter a Wizard description and any instructions to be displayed when it executes 4 Click the Next gt button at the bottom of the screen to proceed to the next tabbed sub screen to define each step to be performed 5 The Processing Steps grid screen will be displayed 6 Click the New button to display a screen listing each of the possible menu items that can be used by the Wizard 7 Select the item from the list and click the OK button Each item selected will be displayed in the Processing Steps grid 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 123 Modify an existing Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify button in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Delete an
2. Select whether the report is to be generated in Detail or Summary Detail ou ae Summary by Account e For Detail each distribution for each G L Account is listed e For Date Summary debit and credit totals are reported for each G L Account for each date e For Account Summary debit and credit totals are 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 141 reported for each G L Account For each type of report a summary is printed at the end listing the total Debits total Credits and the Net Change for each Type of Distribution on file Distributions Grouped By drop list When the report is printed the Accounts will be grouped based on their respective Types of j pe Distributions Sub totals are printed for each Profit Center Distribution Type N Distribution Type Profit Center grouping Distribution Type 7 Asset Class Distribution Type Entity Entity Distribution T Distributions Sorted By drop list When the report is printed the Distributions may be sorted with sub totals printed in a Account Asset Code i Account Ledger Date variety of different ways Account 7 Document Date Account Project Code Asset Code Account Document Date Account Project Code 7 Account Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a give
3. 0 00 C 5000 00 154 52 154 52 CR 0 00 3 160 607 79 3 160 607 79 CR Operational Functions The topics in this chapter describe functions and procedures that are a available under the Operations drop down menu on the Fixed Assets menu These menu items are used to perform the major processing functions in the Fixed Assets system In particular the functions for Disposing of Assets and for Computing Depreciation are found here 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 147 These functions are available from the F A Menu Bar as shown T SHSI Series V Fixed Assets Depreciation File Trx Inquiry Disposal of Assets Asset Depreciation User USER A rn Software Inc Year End Processing Bios 12 09 PM EE Fi Adjust Asset Salvage Amts Re Depreciate SL Assets 4 My Favorites 5 Daily Operations 6 Monthly Operations 7 Year End Operations 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 6 4 1 Disposal of Assets This Fixed Asset operation is used to remove an asset from service following it s sale or at the end of it s productive life The retirement of the asset should be recorded and depending on the method of depreciation and the actual life span of the asset certain adjustments to the depreciation amounts made Where appropriate investment credits may also be recorded The asset must be disposed for al
4. 6 Tax Cr and reduce Basis by 3 B 4 and no reduction in Basis For Other Classes 2007 2014 by Sentinel Hill Software all rights reserved 196 Series 5 Fixed Assets User Help None B 8 and no reduction in Basis ACRS Investment Tax Credit Amount 99 999 999 99 Depending on the Tax Credit option selected a Tax Credit will be computed using the following formula Tax Credit Basis for Depreciation x ITC Also the Basis for Depreciation amount is reduced by the Initial Exoense Bonus amount as computed depending on the Tax Credit option selected Basis for Depreciation Basis for Depreciation ITC Bonus 6 6 1 5 Asset Depreciation Forecast Screen For each of the Entities for which an Asset is defined for a Forecasting screen is provided It presents a summary of the depreciation amounts that have been taken in the past along with the significant amounts contributing to it s depreciation There is also a table displayed showing the scheduled Depreciation Amounts and resulting Net Book values for up to four years into the future Asset Entity Forecast Tab Screen The following screen is presented for display only 2007 2014 by Sentinel Hill Software all rights reserved E Asset Maintenance Asset 00208001 MICHAEL I RUDIN INC Modify the Properties of Fixed Assets Menu Functions Properties Depreciation FINANCIAL Forecast FINANCIAL Depreciation Summary
5. Assets may be assigned a Class Code These codes must be pre defined within the Asset system using the Asset Class Code Maintenance function This field is provided for use by Canadian users of the Fixed Assets system Assets are pooled for depreciation purposes The Asset Class code is used as an alternate key for displaying or reporting on assets On Loan or Used By X 30 If applicable you may record the person s name or the department who has possession of the asset This field is provided for information purposes only 6 6 1 4 Asset Depreciation Properties Screen When adding a new asset or editing an existing one there are at least two different tabbed screens that are required There is one for the asset physical properties and for each Asset Entity defined in the Fixed Asset system one to define the properties associated to it s depreciation Asset Entity Depreciation Tab Screen There will be a individual Depreciation tab screen for each Entity defined in the Series 5 Fixed Assets system For each Entity a different depreciation method along with applicable parameters must be defined Some points to note when defining the assets depreciation method 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 191 e The G L Accounts used for the Depreciation properties will be defaulted from the Asset Category that is selected from the asset s properties screen e The Basis for Dep
6. 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all those jobs satisfying the selected filters 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 79 5 1 3 The Batch Job Processor In order to process any Fixed Assets function jobs that might have been queued to be run in the background or at night a PC terminal running Windows must be dedicated to executing the Batch Job Processor utility This is basically another Series 5 program that gets launched from the Batch Job Management function Some of the features of Batch Processor Utility gt The Processor Utility is launched from the File drop down menu from the Batch Job Manager gt Multiple instances of the Processor Utility may execute at the same time on different client terminals gt Each Processor Utility may be set up to service jobs sent to a particular Batch Execute Queue gt Each Processor Utility may be set up to service jobs generated for a particular Company Systems gt Each Processor Utility may be set up to service jobs generated for a particular application gt An Execution Log screen is available that displays the last 10 jobs that have executed gt The window within which the Job Processor executes can be toggled between two sizes In Expanded mode it shows the details and log of executing j
7. 5731 08 Depreciation Bonus Prior Years Depreciation 8 808 54 Salvage Value Year to Date Depreciation Asset Account Depreciation Expense Account os 200 95 000300 00 100 of 750 95 000510 00 100 Office Furniture Equip Depr Expense Office Fum Equ Disposal Gain Loss Account Accumulated Depreciation Account c 650 99 000600 00 900 c 200 95 000350 00 100 Gain Loss on Sales of Assets Accum Depr Office Furm Equip gt Asset Depreciation Screen Field Definitions Depreciation Start Date mmddyy 2007 2014 by Sentinel Hill Software all rights reserved 192 Series 5 Fixed Assets User Help This date is the date that the asset was actually placed into service Generally this date would be the same as the actual purchase date However there may be instances where they are different For example if you wish to have the system compute more or less depreciation that is to be taken in the first year the Depreciation Start Date could then be fudged as needed The useful life of an asset is defined in months For example 5 years would be recorded as 60 months Completion of this field is not necessary for assets using ACRS or MACRS methods drop list Select the depreciation method to be used for this asset for this Entity The available methods are described above in the topic titled Depreciation Methods 2 Depending on the method select
8. Archived Reports Manager ele 6 page Archived AR Repot ARDIST RPT Created Thursday June 15 2006 9 38 AM Re Print Options Select where to have this report Re printed to You may choose any combination of the possible destinations You may also select a range of pages and have the Archived Report deleted afterwards Direct Generated Document s to r Screen Browser Archive to Reports Manager F Print WPRINT3 v WinPrint Courier 10 Compress aE WPRINTS mM Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 C Save to C Documents and Settings Larry Carlsen My Documents SHSIK UCC Save as MS WORD Document Send a copy to E Mail Recipient Re Print Options Re Print from page m to e Delete the Archived Report after being printed Reprint Report 3 Enter the reprint options Basically you can either print the report or save it to disk as an MS Word or ASCII text file Notice that you can also specify a range of pages that are to be printed 4 Click the Reprint Report push button at the bottom of the screen 2007 2014 by Sentinel Hill Software all rights reserved 108 Series 5 Fixed Assets User Help Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the sjaje Search icon A search string may be entered for the follow
9. Assets may now be recorded with the Manufacturer s Name Manufacturer s Names are validated by the system with a new Manufacturer s Codes Maintenance routine When entering or selecting a Manufacturer in the Asset Maintenance function a Lookup window may be selected displaying a list of defined Manufacturers Also when editing the Manufacturer s field in Asset Maintenance if the code name entered has not already been defined the operator will be asked if it is to be added May 16 2011 New Fields Introduced to the Asset Master record An assortment of new fields have been introduced to the Asset Master record The Asset Maintenance and other functions have been revised accordingly The following fields are new e Model Number e Warranty Period days e Manufacturer Name e Asset On Loan or Used By field 2007 2014 by Sentinel Hill Software all rights reserved 12 Series 5 Fixed Assets User Help e Purchase PO Number Also in the Asset Codes Maintenance the grid screen display has been revised so that the Manufacturer is displayed as one of the columns and Assets may be displayed sorted by Manufacturer May 16 2011 Upgrade function When the software with this enhancementis installed the program UPGRADFA must be compiled defined as a User Function and executed a New Feature to Attach Supporting Documents to Assets You may now attach a variety of different documents to Master Asset records Up to 15 separat
10. Class 10 Capital Equipment Straight Line Depreciation When Assets are deprecited by Asset Class 1st Year Subsequent Years Field Definitions Class Group 9 3 This is the numeric code assigned to the Class Group This should correspond to either a3 5 or 10 year group of assets Class Pool X 6 This is a code that is used to identify a group a a particular type of assets for the purpose of depreciation This is the Year that is used to identify a group a a particular type of assets all purchased within that year 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 211 Is a description of the Class Group This is printed on most reports and is displayed to most screens where the Group Code is utilized Straight Line Depreciation First Year 99 99 This is the percentage applied against the asset s original Basis for Depreciation to compute the 1st years depreciation amount Straight Line Depreciation 99 99 Subsequent Years This is the percentage applied against the asset s Net Book Value each year to compute the subsequent years depreciation amounts Notes ns ora These fields are provided so user notes may be recorded 6 6 4 Asset Location Codes Maintenance Assets may grouped by Location Depending on where the asset is physically located you can assign a Location Code Asset Location Codes are defined as one of the properties that is as
11. Fixed Assets Menu Functions 189 there may be instances where they are different For example if you wish to have the system compute more or less depreciation that is to be taken in the first year the Depreciation Start Date could then be fudged as needed This field is provided as a selection filter on the generic Asset Select screen presented with most reporting applications The Purchase Date is also used as an alternate key for displaying or reporting on assets Purchased New or Used radio buttons Set the appropriate radio button Purchased Price 99 999 999 99 This is the actual cost of the asset was purchased There is another field provided on the asset s Depreciation properties screen that will be used as the amount to be used for depreciation purposes Generally these amounts would be the same However there may be instances where you may wish them different For example if you wish to have the system compute more or less depreciation that is to be taken in the first year the Basis for Depreciation amount could then be fudged as needed This field is provided as a selection filter on the generic Asset Select screen presented with most reporting applications Purchased AP Vendor Code X 6 If theSeries 5 Accounts Payable system is being used and the asset was purchased from one of the suppliers enter their Vendor Code This field is provided as a selection filter on the generic Asset Select screen presented wi
12. Message Possible Problem Code 24 Disk full for Indexed file There is not enough disk space allocated to the WRITE data folder the data file resides in 30 XX Hardware Error Failure There is a serious hardware failure The secondary code value xx is set by the operating system not be found Contact your Systems Manager or Sentinel Hill Software support for assistance 37 07 User does not have The user does not appropriate access rights to permission to access file open the file 37 XX System failure on opening a The application attempted to open the file in the file wrong mode 37 99 Windows runtime not Non Networked runtime attempted to open a file on ap not found for Open The application attempted to open a file that could network enabled a remote system 39 XX_ File Mismatch on OPEN An older version of the file was being accessed or application programming error The secondary code value xx indicates the type of mismatch File Already Open An application programming error Contact Sentinel Hill Software support 41 ae re Not Open An application programming error Contact 2007 2014 by Sentinel Hill Software all rights reserved a ee Hill Software support 47 XX_ File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 48 XX_ File not opened in the An application programming error Contact correct mode Sentinel Hill Software support 49 XX _ Fil
13. Sort Assets by Asset Code In Detail Listing each Asset O Listing Only Summary Sub T otals Generic Asset Selection Filters In addition to the selection filter fields described in this topic the Generic Asset Select Filters 941 screen will also be presented providing additional fields to refine the selection criteria The Depreciation Edit list or Journal reports generated if archived will be catalogued with a report name of DEPRCALCee_mmyy LST or DEPRCALCee_mmyy JRN where ee is the Asset Entity and mmyy is the period ending date The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing 971 for full details Field Definitions Depreciation Entity 9 1 2007 2014 by Sentinel Hill Software all rights reserved 156 Series 5 Fixed Assets User Help The depreciation calculations may only be executed for one reporting entity at a time Select that entity If on ly one Entity is defined in the system that entity will be automatically assigned Use Mid Quarter Convention for MACRS Assets radio buttons When computing the depreciation for those assets defined with MACRS method if this check box is set then the Mid Quarter Convention will be used for all Personal and Auto assets placed in service wit
14. User Help 2 3 Assets are defined with an 8 character alphanumeric code They also may be defined with a product Serial Number and or company Tag Label Q 5 Year Depreciation Forecast The Asset Maintenance function provides a 5 year Depreciation Forecast display as a snap shot into the future for each Asset 9 User Defined G L Account ie 9999 99 9999999 999 The G L Account number is divided into two parts The Main Account and the Profit Center The Main Account can have up to 18 digits and can be segmented into up to four segments The Profit Center may be 3 4 or 5 digits in size You get to define the size as required SExport to Spreadsheet capabilities The Series 5 provides for the dumping of data to your favorite spreadsheet Data can be written directly to Microsoft s Excel or tab delimited text files Data Export is offered for the following transactions master records or analysis gt Asset Master Data O gt F A Distributions ut pu t Using the Series 5 Fixed Assets can be fun Don t believe it Give it a try History of Enhancements Over the lifespan of the Fixed Assets system a number of major enhancements and minor fixes have been applied Following is a brief summary New and Different Enhancements and Fixes in F A For 2014 a Fiscal Period Maintenance Ready for Year End Processing 2007 2014 by Sentinel Hill Software all rights reserved Introduction When asse
15. Click on the Launch this Wizard push button to have it started As each step is executed it s status is displayed in the table 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 129 Processing Wizard 1 2 Make sure you have the interface files in the correct directory and that both WIP and far a RECAP files are for the same set Also have the correct invoicing forms ready in the E c 4 designated printer when applicable i Good Luck on your journey General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Completed Have the General WIP Posted Completed Ensure no other WIP is selected Completed Select WIP for Billing lt NEXT Step Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Pressed wih te Wen Step tac As each step is finished you must click on the Proceed with the Next Step button or you can abandon the Wizard by clicking on the Cancel push button 5 7 Monitor System Usage TheSeries 5 keeps track of which users are currently logged into the system and what menu function they are executing This screen may be displayed by selecting Monitor System Usage from the drop down menu under any applications menu bar that contains Help as a topic ds User Functions Control Options Window W ransaction Entry y Favorites 2007 2014
16. Help For accessing the Archived Reports Manager and the Batch Job Processor utilities For those functions that provide inquiry to assorted historic transactions and or analysis For those menu items that provide basic operational functions For generating all the reports associated to the Fixed Assets system Those menu items for maintaining the assorted master codes used in the Fixed Assets system Those menu items for Purging outdated historical transaction records used in the Fixed Assets system For user defined Wizards For menu items to launch user defined programs or Windows utilities Refer to the Systems Management Help for details on setting up For setting up control preferences and User Access rights to the Fixed Assets system For managing the multi threaded windows that might have been activated by the user Basic help and a function to display those users currently in the Series 5 system File Management The topics in this chapter describe functions and procedures that are a available under the File drop down menu on the Fixed Assets menu These menu items are used to perform assorted File Processing type functions In particular the function to access and view Archived Reports is found here 2007 2014 by Sentinel Hill Software all rights reserved 134 Series 5 Fixed Assets User Help These functions are available from the F A Menu Bar as shown SHSI Series V Fixed Assets De
17. To 7 01 08 m 7731 08 Earliest T o Date E Current Week Current Month Current Month Last Year Current Quarter Current Quarter Last Year Current Year Month To Date Quarter To Date ith Year T o Date Year To Date Last Year Last Month Last Quarter Last Year Last 12 Months Last 12 Quarters Last 12 Years U oT considered 2007 2014 by Sentinel Hill Software all rights reserved e Series 5 Fixed Assets User Help 4 Starting and Using the F A System In order to use any of the Series 5 system applications each user must go through a sign on process The following steps are required 1 Signon using the users assigned User Code and Password 2 Select the Company System that is to be processed lf only one Company system is defined then this step is not required 3 From the Main Menu screen click the Fixed Assets icon K 4 1 User Logon Each user must first log in to use any of the Series 5 applications Key Information Your Systems Manager or designated Gate Keeper must first create a User Profile before any user can sign on to the system User Logon Screens 1 Click onthe Series 5 application icon that has been set up on your desktop Accounting 2 Enter your User Code and Password If setup by your Systems manager the Username Code will default to that defined by the SHSILUSER_NAME DOS Environment Variable
18. Unable to satisfy the When attempting to print a document directly from requested call Word and a problem exists on the network or the remote printer is probably not turned on excel Ess is not licensed for use When outputting a string to a spreadsheet there 2007 2014 by Sentinel Hill Software all rights reserved 24a Series 5 Fixed Assets User Help error 800A03EC was a or character in the 1st characte of the string Excel thinks this is the start of an equation that does not make sense If possible insert the Single quote character as the 1st character of the string being output 2007 2014 by Sentinel Hill Software all rights reserved launching the Batch Job Processor 79 n d ex modifying job execution parameters 72 night processing 70 putting jobs On Hold 72 A lt submitting jobs to batch 70 application data files C data directory layouts 230 determining file sizes 52 cascading windows 38 F A control data filenames 231 ClickYes Pro 79 F A data filenames 232 configuration variables 234 how many records in a file 52 Customers applications menu filters 92 about 32 selecting for reporting 92 cascading windows 38 daily operations 35 D n monthly operations 35 scheduled functions 39 selecting multiple menu items at once 38 the menu bar 33 34 transaction entry 35 year end operations 35 assets disposal of 150 E a B z email Series 5 reports 101
19. none Report Type Asset List Sorted by Asset Code When executing the purge the operator is presented with the standard Asset Select Filters screenfe2 This allows you to specify selected or ranges of Assets Categories Locations Asset Classes and or only those assets satisfying a variety of filter criteria The Asset listing report if archived will be catalogued with a report name of FAASSETS LST The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 97 for full details Generic Asset Selection Filters In addition to the selection filter fields described in this topic the Generic Asset Select Filters 941 screen will also be presented providing additional fields to refine the selection criteria 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 199 Field Definitions For Entity radio buttons Select to output each Asset s Depreciation properties for all Entities or just a selected Entity Report Type drop down list Choose the type of listing to be generated Asset List Asset Tag Labels e Asset List one line per asset shows Code Serial Tag Category Location Purchase Date Description and Supplier e Detail s
20. 0730 95 101014 00 100 0730 95 101016 00 100 0730 95 10101 7 00 100 0730 95 101018 00 100 0730 95 20201 2 00 200 0730 95 20201 4 00 200 0730 95 202015 00 200 0730 95 202022 00 200 0730 95 202023 00 200 Projrct Expense R amp D Travel amp Entertainment Travel amp Entertainment Travel amp Entertainment 168 Travel amp Entertainment Travel amp Entertainment Utilities Utilities Utilities Utilities Utilities Corp O H Utilities 168 Payroll Cahuenga Syndication Payroll T Guest Svcs Payroll TY Op s Admin Payrall T Post Coordinators Payroll T Account Managers Payroll T Reception Payroll Studio Guest Svcs Payroll Studio Op s Admin Use 710 80 202193 00 200 only Payroll Studio Client Svcs Payroll Stu Client Ser Rep wB GoTo Key 0730 00 900000 00 The main difference is the entry of the GoTo Key As each numeric digit is entered the system will attempt to redisplay showing the gt Sd e closest Goto Key account For systems with more than one G L Account Main segment enter either the Space Bar or the character to indicate entry of the next Account Bank segment Only the G L Account Main number is recognized Don t bother trying to enter the Profit Center portion In the above screen example you could have entered 730 or 073090 to have the system position itself in the grid as shown Once the number of digits in the G L Account s Main number has been entered the
21. 129 outputting to a printer 98 user logon report options screen 98 defining user access 111 defining user logon profiles 111 2007 2014 by Sentinel Hill Software all rights reserved Index 251 user logon entering anew passwords 64 expired passwords 64 passwords 64 W Windows shortcuts 79 wizards about 121 defining 122 executing 127 wizard screens 122 working with grids Fast Button frames 44 copy cut andpaste 51 display items with different sorts 43 editing grid row fields 50 file properties 52 most recently accessed items 51 navigating through the data files 48 pop up menus 50 searching for particular items 46 selecting items for display 45 Undo deleted records 51 Undo modified records 51 2007 2014 by Sentinel Hill Software all rights reserved
22. 20 Enter a template to be used to match the report names to be listed The will match any single character Use the character immediately before or after the or as the 1st character to match a string of characters Delete an Archived Report 1 In the grid navigate to the row listing the report that is to be deleted 2 Right click the row to have a drop down menu displayed then click Delete or just click on the Delete button in the Fast Button frame 3 A delete verification screen will be displayed Click the Remove lIt button to proceed 4 Both the entry in the tables and it s corresponding Archive file will be deleted Purging old Archived Reports Over a period of time your users will probably be generating a great number of Archived reports If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame 2 The Purge options screen will be displayed This is the same screen as used for the Grid Display filters 3 Click the OK push button The system will remove all reports satisfying the selected filters 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 11 5 5 User Access Management The Series 5 system provides for User Access security at the menu item level for each application based on a users sign on code There are
23. 5 grid processing screen E F A Accounts Maintenance Fie Edit Help Define F A Accounts used Select to modify or delete or add a new F A Accounts You may also generate a report listing the codes already defined E 2 lt 7 os Ic Go To F A Accounts Code x tal ssi el Fast Buttons Modify Modify the F A highlighted in th Delete Delete the F A highlighted in th Generate a repc the F A Accour on file oad from G L Loads all the po accounts from t Chart of Accoul Edit an existing F A Account by double clicking it s associated row Standard Series 5 grid controls apply 200 40 000100 00 100 Prod Equipment Editing 200 40 000150 00 100 Accum Depr Editing 200 50 000100 00 100 Prod Equipment Audio 200 50 000150 00 100 Accum Depr Audio lr 200 60 000100 00 100 Prod Equipment Digital Imaging 200 60 000150 00 100 Accum Depr Digital Imaging in 2 200 95 000100 00 100 Prod Equipment 200 95 000100 00 200 Prod Equipment 200 95 000100 00 300 Prod Equipment 200 95 000100 00 400 Prod Equipment 200 95 000100 00 820 Prod Equipment 200 95 000100 00 950 Prod Equipment Do not use 200 95 000110 00 300 Prod Equipment 168 200 95 000150 00 100 Accum Dept Equip 200 95 000150 00 200 Accum Depr Equip 200 95 000150 00 300 Accum Depr Equip Items are listed in order by Code Search The Print Options tab screen will be displayed from w
24. A application They may be be found in the directory specified for the associated company system F A System Data files ASSETMASTER XXX Holds the master Fixed Asset records ASSTENTITY XXxX Holds the Asset Entity record For each asset record there is one Asset Entity record for each Entity that is defined in your system All the information associated to the assets depreciation is found in this record 2007 2014 by Sentinel Hill Software all rights reserved 7 2 Appendix eee nee DEPRCALCWRK XXX _ This is a work file that is created when the Asset Depreciation function is executed FA4CASTWRK XXX This is a work file that is created when the Depreciation Forecast Report function is executed FAACCTFL XXX Holds the valid F A accounts that are used in the system FACATEGORY XXX Hold the master F A Asset Category Codes records FACLASSGROUP XXX Hold the master F A Asset Class Codes records FADISPOSALS XXX Holds the Disposed Asset Transaction records As assets are selected for disposal one of these records is written When the set of Disposed Asset Transactions are posted these records are deleted from the system FADISTFILE XXX Holds the F A Distribution records until they are interfaced to the General Ledger system If not using the G L system they remain on file until an the F A Distribution report is generated with the purge option chosen FALOCATION XXX Hold the master F A Asset Location Codes rec
25. Basic Processing Procedures 69 Basic Processing Procedures Throughout the Series 5 system applications a variety of functions provide standard processing options screens These are documented in this chapter and it s related sub topics Background or Night Processing Many of the Series 5 applications provide the ability to execute a number of their reporting and processing functions in the background as a batch job You might choose to execute an application as a Batch Job so that your terminal may be free to be used for other activity or so that a report could be delayed to be executed in the evening when the demands on your computer system are less In order to process jobs in the background a PC terminal running Windows must be dedicated to executing the Batch Job Processor utility Some of the features of Batch processing gt Jobs may be queued to one of 5 different Job Queues gt Jobs may be queued with different Priorities gt Jobs may be queued to execute after a specified time of day for Night Processing gt Jobs may be defined as Re Occurring at a variety of time intervals gt A Batch Job Manager can control and or change individual jobs waiting to be executed gt Each Job has a Parameter Control file that can be edited gt Each completed Job has an Execute Audit Log file that may be viewed gt Multiple Batch Job Processor may execute simultaneously The ability to submit jobs to execute in the Backg
26. Class Group Pool Year Code that was assigned on it s Properties tab screen Applicable for Canadian companies computing depreciation for tax purposes For Class Pooling valid classes are 5 8 and 10 years This method is reserved for a future enhancement Asset Type drop list Select the type of Asset In most cases assets will fall 2007 2014 by Sentinel Hill Software all rights reserved 194 Series 5 Fixed Assets User Help under the category type of Personal Fossonai ea When either of the ACRS or Alternate ACRS Residential depreciation is chosen only 3 5 and 10 year properties rami can be marked as Personal 15 18 and 19 year property must be marked as Real When the MACRS depreciation is chosen method 7 3 7 10 15 and 20 year assets must be marked as Personal A5 year asset may be Personal or Auto anda 27 5 year asset must be Residential and a 31 5 year asset must be Non Residential Basis for Depreciation 99 999 999 99 This amount is the true Basis for Depreciation Initial Expense Bonus and Salvage values will be subtracted later as required so the full Book Value should be entered here Depreciation Bonus 99 999 999 99 The amount of the Bonus should be added to the first year s depreciation Salvage Value 99 999 999 99 Enter the portion of the cost of the asset that can be recovered at the end of its productive life Hoping to Have this Asset Depreciated lf an a
27. Help Enter Asset for Disposal Select to add modify or delete Assets to be Disposed of When finished you must Post to have the Asset records marked as Disposed ea 2 Go To Disposed Asset with Code J hl etl ea Refresh THOMSONMULTINEDA sane freden 1 za tooo oo I SS eS O E E e P E LT eee LL r a e e y e y r r e a a e Doo T NS A e e e y Items are listed in order by Code Search The Fast Buttons frame provides the push buttons to launch the most common functions associated to the Disposal of Assets Fast Buttons Mem p a new Disposed Asset Transaction we Ga the Disposed Asset Transaction highlighted in the Pae ga the Disposed Asset Transaction highlighted in the grid Edit List Generate an Edit list of all the transactions on file Bt Posi the transactions information to the Asset Master files 2007 2014 by Sentinel Hill Software all rights reserved 150 Series 5 Fixed Assets User Help Select Assets for Disposal from Asset Maintenance Assets maybe selected for disposal from the Asset Maintenance function The pop up menu function Select Asset for Disposal may be selected and a Disposal Transaction record will be written When this Disposal of Assets function is executed those assets will be displayed in the grid The Edit List report generated if archived will be catalogued with a report name of FADISPOSALS LST The Journal when the transactions are poste
28. Manager Approval functions emails are read that were sent from designated approval managers The internal driver used to read emails using calls to Microsoft Office Outlook The following capabilities associated to reading emails are now possible e Emails are read from program selected in boxes e Filters may be set to read only emails from selected Senders or emails with a specified character string within the Subject line e Up to 3 attachments may be read and passed to the S5 application e Sub folders withing a designated In Box may be created by the system e Emails may be deleted or moved to different sub folders May 26 2013 For 2012 Series 5 Import Export Functions When importing or exporting data fields from to MS Excel after the process has been completed the EXCEL EXE process was not being terminated due to a problem with Windows or there is some secret function to do so The problem has been fixed Now when Excel is launched from Series 5 it s Process Id is detected and once the import export is completed the process is Killed using a system call using the TASKKILL DOS command Nov 12 2012 Series 5 Import Export Functions When importing or exporting data fields from MS Excel tab delimited or CSV data 2007 2014 by Sentinel Hill Software all rights reserved 16 Series 5 Fixed Assets User Help files the system will now handle text fields up to 200 characters in length Sept 18 2012 Seri
29. My Password The following screen will be displayed Defne my new Passwort E O New Password Confirm New Password Passwords must contain at least 8 non space alphanumeric characters with at least one being a numeric digit and one an alpha character You cannot use the same password you have had for the past 3 times 2 Enter your old password 3 Enter your new password in both fields presented There are a few rules about the password you are allowed to use v The password must contain at least 8 non space characters v The password must contain at least 1 numeric digit and 1 alpha character v You cannot use the same password that you have used for the last 3 times v The password will time out after a pre determined period of time As setup by your Systems Manager v If you fail to enter the password correctly after a number of tries as setup by your Systems Manger you will be disabled from logging in You will have to contact your System Manager to have your profile re enabled 2007 2014 by Sentinel Hill Software all rights reserved Starting and Using the F A System 4 Click OK to proceed 4 2 Series 5 Main Menu The Series 5 Main Menu screen provides each of the bitmap buttons for each application that has been defined on your system amp Series 5 Main Menu Launch the F A application by clicking it s associated graphic 2007 2014 by Sentinel Hill Software all rights reserved
30. Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as aPDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full details 2007 2014 by Sentinel Hill Software all rights reserved 6 6 178 Series 5 Fixed Assets User Help Asset Gain Loss Report Screen Field Definitions Report Type Depreciation Entity 9 1 only one Entity is defined in the system that entity the report Sort Assets By To have the Assets listed sorted by one of the available fields Master Code Maintenance Functions The report may be generated only for one reporting entity at a time Select that entity If will be automatically assigned For Assets Disposed On Before Date mmddyy Only those Assets that were Disposed Of on or before the date specified will be listed on drop down list Asset Code Asset Description Asset Code Grouped by Location Code Date Purchased Newest 1st Grouped by Category Date Purchased Oldest 1st Grouped by Asset Class Date Purchased Oldest 1st Grouped by Year The topics in this chapter describe functions and procedures that are a available under the Codes Maintenance drop down menu on the Fixed Assets menu These menu items are used to maintain the Master Codes used in the F A In particular the function to Maintain your Assets is f
31. Processing Note 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 81 The Batch Job Processor when launched is executed as an entirely new task in it s own window You can switch back to the Batch Job Manager window exit that and do whatever you please without disturbing the Job Processor Processing Status Tab Screen As jobs are executing you can view their status on the Processing Status tab screen It displays the jobs that is currently executing or the last job that was executed Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters Status Executing Job 00000075 EXECUTING THIS JOB There are 0 job s waiting to be executed 1 Jobs haye executed so far b Executing gt Job 00000075 Job Name AZR Aging Report Submitted By USER System AR Company PCA Re Occuring No Started at 10 07 09 PM Elapsed time 22 Hrs 7 Min 21 Sec Execution Log Tab Screen A table is kept displaying the last ten jobs that have executed since the Job Processor has started 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Fixed Assets User Help B Queued Batch Job Service Handler Batch Queue ALL for Company ALL for System ALL Processing Status Execution Log Job Select Filters Status Waiting Here are the last 10 Batch jobs t
32. Software all rights reserved 240 Series 5 Fixed Assets User Help RECREATE BOTH ccc xxx PICKS Q lt my queue Print Queue used for O P Pick Tickets for Location ccc xxx QPICKS Q ccc AP CHECK Q ccc AR STATEMENT Q ccc P INV REPRINT ccc QI INV REPRINT lt my queue Print Queue used for QI Reprinted Invoices Q name gt 2007 2014 by Sentinel Hill Software all rights reserved RECREATE ARCHIVE amp WORD FMnnn DESC For Dual Report Print Form nnn The description of the Page form displayed on the print options screen Dunning Letters FMnnn INIT lt text string gt Report Print Form nnn Printer command string to Initialize print job FMnnn RESET lt text string gt Report Print Form nnn Printer command to reset printer FMnnn SELECT lt text string gt Report Print Form nnn Printer command string TRAY 1 to select paper from tray 1 FMnnn SELECT lt text string gt Report Print Form nnn Printer command string TRAY 2 to select paper from tray 2 FMnnn SELECT lt text string gt Report Print Form nnn Printer command string TRAY 3 to select paper from tray 3 FMnnn ODD PAGE _ lt text string gt Report Print Form nnn Printer command string HEAD for odd page headers FMnnn ODD PAGE _ lt text string gt Report Print Form nnn Printer command string FOOT for odd page footers FMnnn EVEN PAGE lt text string gt Report Print Form nnn Printer command str
33. System Company Code X 8 For users with the Series 5 General Ledger system enter the G L reporting Company Code of the company to which distributions from this F A system are to be recorded If you don t have multiple companies defined in the G L then enter SINGLE_ in this field Fiscal Year End YYMMDD This is the Year End date of your company This date is used throughout the F A system Generate Depreciation Expense Distributions check box with Sub Ledger Projects The Series 5 systems provide the capability of recording a Sub Ledger Project Code with specific types of distributions When Depreciation Expense distributions are written if applicable and the Asset has a sub ledger Project associated to it then the Project Code will be recorded and will be carried forward to the General Ledger system with the journal entry that is recorded there Set the check box if you are using Sub Ledger codes Allow for an Extra Year of Depreciation for check box ACRS Assets if a Net Book Value still exists after the Expected Life has lapsed This applies to Assets that use the Accelerated Cost Recovery method ACRs If the expected life of an asset has been achieved and a Net Book Value still exists setting this check box an extra year of depreciation for the remaining amount will be taken Disposal Proceeds Account 9 18 9 5 When an Assets is Disposed of the proceeds realized from the transaction must be distributed to a G L accou
34. Tag Code Location and Category for reporting and query functions J Asset Code BO205007 Description YIDTEK HD SD MULTIFMT MONITOR W AUDIO LEVEL PHASE OPTION Serial Number VIDTEK HD SD MULTIFM Tag Label Model Number User Keyword Code Manufacturer Purchased 2719702 a Price 15 774 74 A P Vendor Code itl Supplier Name PRECO INC S N 050200434 PO Number Warranty Period Days 0 Asset Location B my BURBANK OTHER Asset Class Group Pool Year Asset Category my On Loan or Used By 1 FINANCIAL 84 Straight Line 6 01 02 15 774 74 12 338 46 1 858 81 Add View Attached Document s N Asset Properties Screen Field Definitions mae O This is the code that is used to identify the asset throughout the Series 5 Fixed Assets system This code is carried in all data records that refer to a given asset 2007 2014 by Sentinel Hill Software all rights reserved 188 Series 5 Fixed Assets User Help Serial Number X 20 This field is used to record a serial number that the supplier or manufacture has tagged the asset with The Serial Number is used as an alternate key for displaying or reporting on assets Tag Label X 16 This field is used to record a tag code or number that your company has assigned to the asset The Tag Label code is used as an alternate key for displaying or reporting on assets User Keyword Code X 6 This is a fiel
35. an asset is added to the system an applicable Asset Category has already been created and assign it to the Asset properties before the Depreciation property screen fields are entered Deleting Assets from the System After an Asset has been added to the system for whatever reason you may wish to remove it from the Fixed Asset system There is a delete function that will accomplish this task However if there has been any depreciation amounts recorded against the asset it should be removed by formally disposing of it this way all applicable G L distributions will be generated Once assets have been disposed off they may then be purged as an option when the Year End Procedure is executed of by selection the Purge Disposed Assets operation Asset Depreciation Forecast The Asset Codes Maintenance routines offer the capability to define and update the properties associated to the companies assets For each Asset for each Entity that is defined a separate depreciation method may be set up In each case there is an additional properties screen that is provided that displays the computed depreciation amounts for the next 5 years It displays all relevant depreciation amounts dates and parameters as well as Depreciation Amounts and Net Book Value for Prior Years Year to Date Current Year and the next 4 years Disposing of Assets Normally Assets must be selected to be disposed of using the Disposal of Assets operation As aco
36. are based on assets Itis also used for sorting or grouping Assets The Category Codes defined here are listed in the Series 5 F A Category Code LOV Lookup 5A window The Category Codes Maintenance function is accessed from the F A Main menu by select Asset Category Codes from the Codes Maintenance drop down menu Asset Category Codes Maintenance Grid Categories are maintained using a Series 5 grid processing screen D Asset Category Codes Maintenance Fie Edit Help Define Asset Category Codes Select to modify or delete or add a new Category Code i You may also generate a report listing the codes already defined Ey 2 Fast Buttons Me poa a new Categor Modify Modify the Category highlighted in the gr Delete Delete the Categon highlighted in the gr Generate a report li Category Codes al file Edit an existing Category Code by double clicking it s associated row Standard Series 5 grid controls apply GoToAssetCategoy aje Items are listed in order by Code Search 2007 2014 by Sentinel Hill Software all rights reserved 206 Series 5 Fixed Assets User Help The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full
37. be entered for the following fields Job Name Job Number 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 77 Grid Display and Purge Filters Screen If your company makes use of Batched Jobs over a period of time you may have a great number of Job History records You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed Batch Queue Job Maintenance Batch Job P U R G E Selection Parameters Enter the appropriate parameters to select those Jobs that are to be deleted Systems Batch Execute Queue All All O Selected O Selected Company System Execute Date all ni all From all Selected pi O Selected To E 2 Set the applicable filters 3 Click the OK push button The grid will be redisplayed showing only those reports satisfying the selected filters Filters Screen Field Definitions Systems radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be listed 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help Company System radio buttons amp drop down list Click
38. be executed after 6 00 pm the same day Menu ltem Access Properties Reports Sub menu Item A R Aging Report Access Rights Full O None Batch Execution Odallowed ONotAllowed Delayed Forced C Show in the Favorites Tab Menu t eduled Function Modifying Access for a User 1 Highlight the amp green head of the User to modified 2 If you wish to modify the General Access properties o Click Modify in the Fast Button frame or right click and click on Modify in the pop up menu o The right pane of the window will be activated o Make the necessary changes and click the Update push button 3 If you wish to change the Access properties of a particular menu item o Double click the menu item to which you want to allow access The Access Properties fields for the given menu item will be displayed at the bottom of the right pane of the window o The Access Properties fields for the given menu item will be displayed at the bottom of the right pane of the window o Make the necessary changes and click the OK push button 4 If you wish to change the Access properties of a particular menu item in a slightly more elegant manner 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 117 o Highlight the menu item of interest and right click to display the pop up menu o You can either give full access or remove access totally depending on the
39. been added or that Disposed Assets are properly posted prior to actually posting the Depreciations This function should be executed at the end of each accounting period as defined for each Reporting Entity Depreciation amounts will be calculated for all assets that have their Accumulated Depreciation Up To Date equal to the last day of the previous period or the first day of the current period Assets with other dates will be flagged with a warning message and the depreciation WILL NOT be computed If you inadvertently Depreciate Assets before the end of the Period If after depreciating your assets you accidentally selected to depreciate them again depreciations are generated for the next period Distributions for both the initial depreciations and the next period depreciations will have been generated but both sets will have their respective periods Ledger Dates When these are interfaced to G L all will be fine However to deal with assets that are added you need only adjust the Current Period back one period and proceed as if everything was OK Next month when you go to execute the Depreciations only those that have been newly added will be depreciated The system will skip over those that were inadvertently depreciated the month before After the Depreciations have been posted for a given Reporting Entity the system will automatically set the Current Period to the next period of it s Entity Period Table If the posting was
40. button gt A Search window may be activated by clicking on the ta binoculars icon Move through the codes in the window by clicking on the grid navigate bar icons on the right or the cursor up down keys or the Page Up Down keys If you know the 1st few letters of the code you are wanting you can type these and the grid will redisplay showing the item closest to the Goto Key that you have typed To reset the Goto Key string strike the ESC key of click the Reset pushbutton 2007 2014 by Sentinel Hill Software all rights reserved j108 108 RM TSM x 109 109 RM TSM 10ANH AN HOLMES 1OCHA CH AGUERO 10EJR EJROBINSON 10ELM E LMAGUSIAK 10FMC F M CANCINO G L CONRAD LAURA ROBINSON LM BONILLA 110 AM TSM Key 40 The Basic User Interface se oTo o m G L Account Lookup Window For Lookup windows offering a G L Account to be selected a similar window with the same characteristics and controls is displayed 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Fixed Assets User Help F A Accounts Lookup Select fig a A f eset Cancel 0725 95 001 700 00 900 0725 99 000355 00 100 0725 99 000355 00 200 0725 99 000355 00 300 0725 99 000355 00 400 0725 99 000355 00 900 0725 99 000360 00 100 0725 99 000360 00 200 0725 99 000360 00 300 0725 99 000360 00 400 0725 99 000360 00 900 0725 99 000365 00 300 0730 90 303020 00 400 0730 95 101012 00 100
41. e PRINT amp WORD2003 e PRINT amp WORD2007 e ARCHIVE amp WORD2003 e ARCHIVE amp WORD2007 Existing arguments associated to WORD will be interpreted as WORD2003 The applications that generated these forms have been enhanced to now recognize arguments that indicate the forms are to be generated as Office 2007 Word or Office 2003 Word documents May 21 2010 a MS Word System Error Recovery The Series 5 printing routines had the ability to generate output as an MS Word document System error that could be generated while outputting to and or automatic printing of MS Word documents were causing Series 5 applications to terminate with a not too friendly error message The errors that were particularly annoying were as follows e When outputting to an MS Word document that had a template defined and the given template file was not set up for that user a fatal error occurred e When outputting to an MS Word document that was supposed to be automatically printed but the given network printer was either offline or that segment of the network was not active a fatal error occurred e When a user attempted to generate output as an MS Word document but they did not have MS Word installed or it was installed in a location other than the default a fatal error occurred 2007 2014 by Sentinel Hill Software all rights reserved Introduction 23 The printing routines have been enhanced to now capture any system errors that were being genera
42. filter Include only Distributions for Asset X 8 Class To have only those distributions listed that were generated for Assets that belong to a particular Asset Class Group Asset Classes are used for grouping Assets for Canadian corporations Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Type s check boxes A check box is presented for each of the types of Distributions that may be generated in the F Asystem Click or un click to have the particular type listed or not in the report 6 3 1 4 Distributions Export This function is provided so that F A Distributions may be exported to either an MS Excel spreadsheet or a tab delimited text file These files might then be interface to another third party General Ledger system or to a Series 5 General Ledger system at perhaps the head office If the target system has it s financials in a different currency then a conversion factor may be applied As well the option to have the exported file emailed is provided 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 143 D F A Distributions Inquiry Export F A Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting Enter filters and control parameters associated to exporting Distributions to other systems Distributions with Ledger Date Not Co
43. for the last period of the fiscal year then the Current Period will set to indicate Ready for Year End When depreciation is computed for a Reporting Entity that has been flagged to Create G L Distributions then when posted the Depreciation Amount is posted as a Debit to the Depreciation Expense Account specified for the asset and as a Credit to the Accumulated Depreciation Account specified for the asset If a Sub Ledger Project Code is defined for the asset it will be recorded with the distributions and eventually flow through to the G L and the sub ledger systems The following G L Distributions are generated Asset Donarem Jo a Expense peed rom Master Depreciation Amount Amount ot aa EE a ulated ea Master pa tenont Amount a Some points to note when depreciating assets 2007 2014 by Sentinel Hill Software all rights reserved 154 Series 5 Fixed Assets User Help e The field Use Mid Quarter Convention for MACRS applies only to assets depreciated using the MACRS rule If this check box is selected the mid quarter convention will be applied to all Personal and Auto assets placed in service in the current year otherwise the mid year convention is applied e Distributions to G L will be generated only if for the selected Reporting Entity its Generate G L Distributions property in the F A Control Preferences is set e The system ONLY Depreciates an Asset when the following holds true The asset has not been Di
44. having an estimated life of three or more years 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 193 The Percentage is computed using the following formula Depreciation Percentage 100 x DB Rate Factor Asset Life in Years The following table summarizes the percentage that would result for different Rate Factors ear Life 6 6 Declining Balance Switching to Straight Line after Months When a Declining Balance with Switch to Straight Line Depreciation is chosen the Switch is the period that the Declining Balance method switches to Straight Line Generally this takes place at the mid point of the life of the asset but this variable gives the ability to specify the switch at any time during the life of the asset ACRS Depreciating Class Years When either of the ACRS Alternate ACRS or MACRS depreciation is chosen a Depreciation Class must be entered For ACRS and Alternate ACRS valid classes are 3 5 10 15 18 and 19 years For MACRS valid classes are 2 5 7 10 15 20 27 5 and 31 5 years MACRS Used for Business 9 99 This field is displayed for an asset using MACRS depreciation with a 5 Year Class with Category of Auto Enter the Business Proportion of Use as a value between ZERO and 1 For example enter 1 for 100 6 for 60 25 for 25 Pooled by Class Canadian Depreciating Class drop list Years To have the Assets grouped by their Asset
45. in the Favorites Tab check box Menu lf checked the corresponding menu item will be displayed as a push button on the Fixed Assets application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Fixed Assets application s menu Scheduled Function Next mm dd yy Scheduled For Enter the date and time at which this particular scheduled function is to be executed Users Scheduled Menu Functions Users may choose to select specific menu items to appear on the Favorites or Scheduled sub screens when the Fixed Assets menu is displayed Refer to the Scheduled Menu Functions topic in the chapter on The Basic User Interface for a description of these menu sub screens amp My Scheduled Menu Items Screen Users set up the scheduled functions in a tree structure Following is the screen that is displayed listing each menu set and sub functions 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 119 Characteristics of the screen to note e Click on the next to each of the primary menu topics to expand the tree to display each of the associated drop down menu functions Only those items with the E icon can
46. is used to edit the properties associated to the user e The bottom right pane of the screen is used to assign the access rights to the selected menu item e Note that you can set the check box to the menu item displayed in the My Favorites tab 2007 2014 by Sentinel Hill Software all rights reserved 114 Series 5 Fixed Assets User Help sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the ae icons Establishing Access for a User 1 First make sure that the user s User Code is visible in the tree as a red head Ifa User Code has not been set up this needs to be done User Logon Profiles are defined by your Systems Manager using the User Logon Profiles maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 User Logon Profiles in the Systems Management Help or manuals 2 You can Enable the User using one of four methods Double click the 42 red head or ll Highlight the node of the user to be set up and click Enable in the Fast Button frame or Ill Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enable This User or IV Highlight the node of the user to be set up and right click to display the pop up menu Then click on Enable User Like Another In each case the General Access tab s
47. menu As Wizards are executed each step is displayed on the screen and it can be aborted at any time Accessing the F A Wizard Functions From the F A menu click on Wizards to display the drop down menu Select Wizard Manager to maintain your Wizards or if any are defined click to launch Processing Tip Jaintenance Purging User Functions Control Options Window Rev 5 08 rect DFS Test Cy Interface n Invoice b DFS Interfacing 07 2008 10 06 AM ar End 8 Trans ice Processing verdue Functions 4 My Favorites If in a given application there are a series of menu items that are always performed a Wizard may be created that will automatically launch each of these steps 2 due for selection toda 2007 2014 by Sentinel Hill Software all rights reserved 122 Series 5 Fixed Assets User Help 5 6 1 Maintaining Your Wizards Wizard Manager Grid Screen Maintenance of the Wizards is done with a Series 5 grid screen amp Pl Wizard Codes Maintenance Manage Processing Wizards Select specific Menu functions that are to be performed in a particular order These Wizards can be invoked from the Wizard drop down menu Fast Buttons ap rite Tain hat invoked TT Cae eas a TE New Add a new Wizard Modify Modify the Wizard highlighted in the grid Delete Delete the Wizard i highlighted in the grid me Items are listed in order by Id Number
48. or more of your assets For the selected assets the Prior Years Depreciation and the Current Year to Date Depreciation amounts are recalculated Recomputed G L Distributions Even though the Prior Years Depreciation amounts are changed there are NO CORRECTING G L DISTRIBUTIONS GENERATED to the Fixed Asset Depreciation or Expense accounts Accessing the F A Re Depreciate Straight Line Assets Function From either the F A Main menu select Re Depreciate SL Assets from the Operations drop down menu 2007 2014 by Sentinel Hill Software all rights reserved 162 Series 5 Fixed Assets User Help Disposal of Assets Asset Depreciation Year End Processing Adjust Asset Salvage Amts Re Depreciate SL Assets N avorites 5 Daily Operations 6 Mon 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 163 Re Depreciate Straight Line Assets Options Screen Before proceeding with the Year End function the following screen is displayed r El feconpt Stoghtine Anes Depasse rors M Re Compute Straight Line Assets Depreciation with Report REDEPRECIAT LST Re Calculation Options Asset Select Filters Print Options This function is used to recompute the Prior Years and Year To Date Depreciation amounts for selected assets Only assets using Straight Line Depreciation are recomputed Note that no G L distributions are gen
49. record holds those properties associated to its depreciation These include the method useful life the type of asset the date that it was put into service and the G L accounts used when expense and depreciation distributions are generated The Asset Master Code Maintenance function is used to manage the information about your company property plant and equipment or in simple terms your assets for the purpose of depreciation The following sub functions are available e Assets may be added copied deleted and modified 2007 2014 by Sentinel Hill Software all rights reserved 180 Series 5 Fixed Assets User Help e An Asset listing may be generated and printed e The properties for selected Assets may be exported to spreadsheets e Assets may be selected to be Disposed of The Fixed Asset Maintenance function is launched from the A P Menu s Codes Maintenance drop down menu nue Purging Wizard Asset Master Codes Asset Category Codes Asset Class Group Codes Asset Location Codes F 4 Accounts aii Adding Assets to the System When setting up your company assets for the Series 5 system there will be two types of assets that must be dealt with Those assets that are newly acquired and those that were purchased in past fiscal years or within the current year prior to the current period Each must be entered in a slightly different manner On the Asset s Depreciation property s tab there are t
50. rights then a Gate Keeper may have been established See the topic on System Control Options found in the Systems Manager s Help for further information If this is 2007 2014 by Sentinel Hill Software all rights reserved 112 Series 5 Fixed Assets User Help DEK the case then the designated Gate Keeper will ser Functions ferae be the only individual that will be able to select the User Access Privileges maintenance function Fiscal Years Periods G L Control Preferences My Scheduled Menu Items PAS 5 5 1 Defining Users Access Rights The Users Access Rights record holds information about the users privileges ie which menu items they can access F A User Access Maintenance Tree Screen Maintenance of the User Access properties is done in a tree structure Following is the screen that is displayed listing each user that has been defined with a Logon Access record 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures Select to add modify or delete User Access priviledges for this application Ca You may also define Scheduled functions for ALL or a given user Enable Enable Like Modify Remove Export s Lani Esco x Setup to give the hi COMDEX _ i General Access a KEN ae cael Default Print Queue K o M LARRY Batch Execution S E Terni Daten Queue Otw OHA Enable Like Select a Red Hea F A Dis
51. screens that are displayed Anumber of different data formats are supported These include gt MS Excel Workbooks gt Tab Delimited Text gt Lotus Text Comma Delimited with quotation marks gt Slash Delimited Text gt CSV Text Comma Delimited 5 2 1 Data Export Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to export data When selected the following options screen is presented 2007 2014 by Sentinel Hill Software all rights reserved e Series 5 Fixed Assets User Help E voer renra M E a Customer 000224 JPMORGAN CHASE BANK LIEN Export Open Items to Spreadsheet Export Options About Exporting Select the Directory and Filename of the file that your data is is to be Output to You may also specify the format of the file and whether output is appended to an existing file or not oe Output To File Type EXCEL 2007 Workbook Folder C Users Larry D ocuments SHSI UCC Filename Cust_000224_Openltems XLSX Browse FF Pe OORE Te R ee ae nt Selecting Export Format Options Normally the Export Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the output data and where it is to be generated The following steps may be taken 1 Determine the format of the data to be output From the drop down list select from the f
52. selected to direct the report Saved To Disk you must select to save it as an MS Word Document an MS Word Document Printed a PDF Document or an ASCII Text File In either case you need to have specified the folder to which the file is saved The default is the directory that is defined in the Series 5 User s Logon Profile field labeled as the User s My Documents folder Pathname You can click the push button to locate or change the folder where the file is to be stored Mitcopluieu FINE parun e00 carte Save to C Documents and Settings Larry Carlsen My Documents SHSISUCC i Save as MS WORD Printed v To Captured Printer LASER_LAND v Send a copy to E Mail Recipient hp Lasewet 1300 PCL 6 4 If saving to an MS Word Document Printed then after generated the document will be printed from within Word You will need to select a specific Captured Printer Captured Printers are defined by your Systems Manager using the Captured Windows Printers maintenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the chapter on Defining Series 5 Captured Windows Printers in the Systems Management Help or manuals Setup Tip If you wish to be able to generate your reports as Word or PDF documents your Systems Manager must have defined pertinent variables in the AcuGT runtime configuration file For simple reports you specifically need to have set up the variable
53. steps to set up the Scheduled functions Scheduled Menu Sub Screen Examples e For menu functions that are scheduled to be launched today SHSI Series V General Ledger User USER Rev 5 08 Be 01 Sentinel Hill North America Q July 01 2008 05 33 PM 7 ri General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Entry 1 Scheduled for Today 2 Overdue Functions 3ComingDue 4 My Favorites mS The following Scheduled Menu items are due for selection today 09 00 am Profit amp Loss Statement 06 00pm Interface from Sub Systems 07 00 pm Balance Sheet Schedules R e For menu functions that are scheduled but were not launched on the day they were due They are Overdue 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Fixed Assets User Help SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards Use Window Help User USER 01 Sentinel Hill North America E gt July 01 2008 05 52PM b cy General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 1 Scheduled for Today 2 Overdue Functions 3 Coming D The following Scheduled Menu items are overdue and need to be addres 6 30 08 Year To Date Trx Export e For menu functions that are scheduled but for a date in the future 2007 2014 by Sentin
54. system provides for the capability to define up to 5 separate Asset Entities Each entity maintains it s own period table and may have a different number of periods depending on its use Accounting periods are a company s means of identifying to the G L software its fiscal year and reporting periods Up to 13 periods may be defined for the Fiscal Year Each period is given a start and end date which is used to identify a particular reporting period All accounting transactions are entered using both a transaction and ledger date The ledger date determines which period the amount is recorded in If accounting periods have not been set up these entries will not be recorded correctly This application should be executed after defining new Reporting Entities in the F A Control Preferences function The Fiscal Year End date for each Entity is the last period s ending date as entered for these tables Normally you would specify the actual number of reporting periods that you have in the G L For entities used for tax you would probably choose only 1 period If you choose 1 2 4 12 or 13 presumably matching the number in your GL then when depreciation is computed the annual amount is divided by 1 2 4 12 or 13 accordingly Once the accounting periods have been set up there should never be a need to rebuild them Performing year end 12 Year End Close Procedures automatically sets up the next years periods except when other than
55. that are generated a Template may also be specified as defined in a Series 5 Configuration file variable These templates must be installed on each users workstation in the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder For users with Office 2007 these templates need an extension of DOTX For earlier versions of MS Office the templates need an extension of DOT The system has been enhanced so that if from the Series 5 Print Options screen MS Word output is chosen it will test for the occurrence of the designated template file for the particular type of output being generated If the template cannot be located an error message is displayed Previously if when generating the output the MS Word utility could not find the template the system displayed an evil looking message and would abort June 02 2009 Main Menu User Logon When a user fails to logon after 5 attempts of entering their User Code and Password the system exits Now as well an entry will be recorded in the User Access Log file April 04 2009 2007 2014 by Sentinel Hill Software all rights reserved Introduction Anew subroutine has been developed that provides the functionality to encrypt and decrypt data fields The algorithm used is based on a Vigenere Cipher This would be considered a strong encryption The subroutine is made available to any Series 5 application that requires encryption of any given data recor
56. that direct the system to process the rows of data following in a special way These commands are typically only provided for the input of Master Code records Comments lf the data record being input is already defined on file it is 1st deleted Then a new record is written with the RADD data loaded In some cases the record being written may have other fields that would be initialized when the new record is written Once a Master Code is identified the associated record DELE on file is deleted No data is subsequently input Record Processing Filters In each Series 5 application there is normally a primary Master Code or Transaction that is typical to most reporting and query activities As such in these functions there is usually a screen that displays a number of fields associated to the Master Code or Transaction that may be set in order to limit the records or transactions being processed These filtering or selection screens provide the ability to select all codes ranges of codes or selected codes of the assorted Master Codes Asset Select Filters Most reporting and inquiry functions available in the Fixed Assets application are based on the F A Asset Master record These routines provide the operator an opportunity to set filters such that only selected assets are reported or inquired upon The following screen is presented where applicable 2007 2014 by Sentinel Hill Software all rights re
57. the applications menu It may be changed Grid Display Search Options You may search for specific records displayed in the grid using a number of relevant fields 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 127 Click on the i 8 Search icon Asearch string may be entered for the following fields a Title a Wizard ID 5 6 2 Wizard Execution Screen When a Wizard is launched from a given applications menu the following screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved 12 Series 5 Fixed Assets User Help SHSI Series V Professional Invoicing Fie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help UCC Direct DFS Test Company July 07 2008 01 11 PM User USER Professional Invoicing Processing Wizard 1 Make sure you have the interface files in the correct directory and that both WIP and RECAP files are for the same set Also have the correct invoicing forms ready in the designated printer when applicable Good Luck on your journey General Interface WIP and Recap Generate Invoices and Posting to A R Load General WIP Recap from Spsheet Have the General WIP Posted Ensure no other WIP is selected Select WIP for Billing Generate Invoices Print and Post Final Invoices Post the Invoices to Accounts Receivable Launch this Wizard
58. the Grid In a number of code maintenance applications descriptive fields may be edited directly on the grid If this is allowed when those particular cells are double clicked the contents of the cell will be highlighted the operator may then key in the new value Bank Account Codes Maintenance File Edit Help Define Bank Account Codes Select to modify or delete or add a new Bank Account Code You may also generate a report listing the codes already defined Ext E3 Go To Bank Code with Code wa il ol l TEE oco afew acount _arooe __ ome e E e a ee ee E 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface Standard Record Editing Functions Most of the grids in the Series 5 system s applications provide an Edit drop down menu from the menu bar This offers functions to Cut Copy and Paste the associated records belonging to the grid For codes maintenance applications there are also functions to Undo the last deleted item and to Undo the last edited item From the drop down menu under Edit in the menu bar click the desired function In most cases these functions are also available from the pop up menu displayed when a row in the grid is right clicked e i Customer Type Codes Maintenance File E218 Help A P Accounts Maintenance File Edit Help Define A P Accounts used Select to modify or delete or ade You may also generate a report Pace fhm
59. the program Copyright Notice e Sentinel Hill Software Inc has made every effort to ensure that the material published in this Help file and or manual is correct and accurate but reserves the right to make changes without notice at it s sole discretion at any time e PROPRIETARY RIGHTS NOTICE All rights reserved This material contains the valuable properties and trade secrets of Sentinel Hill Software Inc of West Vancouver BC Canada Sentinel Hill embodying substantial creative efforts and confidential information ideas and expressions no part of which may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage retrieval system without the permission in writing from Sentinel Hill Software Inc e Copyright 2008 2014 An Unpublished Work by Sentinel Hill Software Inc Printed in Canada 2007 2014 by Sentinel Hill Software all rights reserved Welcome to Series 5 Fixed Assets 7 2007 2014 by Sentinel Hill Software all rights reserved 2 1 2 2 Introduction 9 Introduction The topics in this section provide some basic information about the Fixed Assets system what it is for and what you can do with it Product Overview The Fixed Assets system provides maintenance and control of your company s Fixed Assets It provides for the tracking of Assets for up to five different report
60. their respective Types of Distributions Sub totals are printed for each Distribution Type Profit Center grouping Distribution Type Asset Class Distribution Type Entity Entity Distribution T pe Profit Center Distribution Type Distributions Sorted By drop list When the report is printed the Distributions may be sorted with sub totals printed ina variety of different ways Account Project Code Asset Code Account Document Date Account Project Code 7 Account Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers For Distribution G L Accounts starting ending 9 18 9 5 If you wish to only list distributions for a range of accounts or a single account click the Selected radio button You may then enter Starting and Ending G L Account numbers To revert back to All accounts click the ALL icon Distributions for Asset Code s radio buttons and X 8 Select to have All distributions listed regardless of the Asset th
61. 007 documents e JPEG e MS Excel 2003 documents e TIFF e MS Excel 2007 documents e ASCII Text TXT files e ASCII Text txt files Apr 14 2011 Printing to Windows Spooler The Series 5 provides for the definition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer If the Printer Queue does not have a Captured Printer defined then a Windows Printer Select dialogue box window is displayed Previously the the Series 5 system made a call to have the Printer Select window displayed which was an older style compatible with older versions of Windows Now anew call is made displaying a modern Windows XP 7 Printer Select Window Feb 09 2011 System Captured Windows Maintenance The Series 5 provides for the definition of Printer Queues As a property to each Series 5 Printer Queue you may define a Captured Printer When a report is generated and a given Series 5 Printer Queue is chosen that has a Captured Printer the report prints directly to the associated network printer The routine used to capture a Windows printer was not working correctly under Windows 7 This problem has been fixed Feb 09 2011 For 2010 a Default Reporting Output Destination In all Series 5 applications that generate reports that
62. 08 r Report Name s Matching Template D Enter the name of report s to be selected where matches any character and a single may be placed before and or after the to match any string le CASH JRAN 110507JRN or CASH_ 04 2 Set the applicable filters 3 Click the OK push button The grid will be redisplayed showing only those reports satisfying the selected filters Filters Screen Field Definitions Systems radio buttons amp drop down list Click the All button or the Selected button with a specific application from the drop down list Only those reports generated from the selected system will be listed Report Types radio buttons amp drop down list Click the All button or the Selected button with a specific report name extension from the drop down list Only those reports with their report name extension matching that which was selected will be listed 2007 2014 by Sentinel Hill Software all rights reserved no Series 5 Fixed Assets User Help Users radio buttons amp drop down list Click the All button or the Selected button with a specific user from the drop down list Only those reports generated by the selected user will be listed Date Generated radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those reports generated within the range of dates entered will be listed Report Name Template X
63. 10 For 2009 a Asset Codes Maintenance A new function has been introduced to the pop up menu that is presented when a given Asset row of the grid display is right clicked The function Select Asset for Disposal may be chosen to have the given Asset recorded to be disposed of A record will be written into the Asset Disposal transaction file By default it will be recorded with it s Reason for Disposition as Abandoned and with ZERO Proceeds amount The asset is not actually disposed of until the Disposal of Assets operation is evoked and the Post function executed The properties of the disposed asset may be changed prior to them being posted Dec 18 2009 F A Distributions Inquiry Export When exporting F A Distributions the option to have the resulting file emailed was defaulting as being set This has been changed so the default is not to email the exported file Dec 12 2009 Functions Exporting to Excel Spreadsheets For those functions that export data to Excel spreadsheets the following enhancements have been made e When titles are output they will be formatted as bold in 14 point e When legends are output they will be formatted as bold in 12 point e When headers are output they will be formatted as bold and italic e Dollar amount data column will be formatted for Currency where signs will be displayed with 2 decimal places 2007 2014 by Sentinel Hill Software all rights reserved m Series 5
64. 11 6762 646 CHASE HOUSTON COUNTY SEARCH 611 2626 666 DE SOS FILING DEPOSIT 611 2626 166 DE SOS FILING DEPOSIT 811 2021 8060 TX SOS FILING ACH 611 2621 166 TX SOS FILING ACH 611 2622 646 NC SOS FILING ACH 611 2622 666 NC SOS FILING ACH 611 2622 166 NC SOS FILING ACH 611 2623 666 MO SOS FILING ACH 611 2623 166 MO SOS FILING ACH 611 2624 646 MS SOS FILING ACH 611 2624 666 MS SOS FILING ACH 611 2624 166 MS SOS FILING ACH 611 2625 666 AK SOS FILING ACH 611 2625 166 AK SOS FILING ACH 611 2626 666 OK SOS FILING ACH 611 2626 166 OK SOS FILING ACH 611 2627 646 UT SOS FILING ACH 611 2627 666 OK SOS FILING ACH 611 2627 166 UT SOS FILING ACH 611 2628 666 KY SYS FILING DEPOSIT 611 2628 166 KY SOS FILING DEPOSIT Drag the outer slide bar to move through the pages of the report You may navigate around the report in number of ways Position to up or down through the pages f of the report As you drag the slide bar the Slide bar to the right 1st data line of each page is displayed at the bottom of the screen Enter a search string This may be text or a number as it would be printed in the EE for IMAGES VIEWED report The drop down list contains previously entered search strings Search for the entered search string The page where the string is found will be displayed and the line containing the text will be displayed in red Search Forward or Backward for the entered search st
65. 12 periods have been used In this case the start and end dates for each period will have to be re entered Entity Period Screen There is a separate tab screen for each Entity defined on your system 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 221 Entity Fiscal Periods Table Screen Following is the screen for each Entity defined Fira Fiscal Year Peri Fixed Asset Year Accounting Periods Entity 1 BOOK DEPR 2 TAX DEPR Define valid posting and reporting periods for this Fixed Asset Entity Current Valid Posting Period 6 01 10 6 30 10 7701710 7731710 From Aug 01 2010 7 Aug 31 2010 9 01 10 9730710 10 01 10 10 31710 11 01 10 11730710 12 01 10 12731710 170171 1431 11 F Mark this Entity s Fiscal Year as Closed Assets 2 01 11 2 28 11 cannot be Depreciated or Disposed off until The F A 3 01 11 3 31 11 Year End Processing operation is executed 4 01 11 4 30 11 ae at l Rebuild the Period Tables The Valid Current Posting Period s are indicated with a green arrow J e The Current Period is indicated by the M icon e If you right click the row for any of the periods a drop down menu will be displayed You can either edit the dates or set the selected period to be the Current Valid Posting Period 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help Cu
66. 1st user then copy it Perform the following steps o Highlight the read head of the User that you wish to enable access for o Click on Enable Like in the Fast Button frame or in the pop up menu o Select the User Code of the currently enabled user that you want the new user to have the same access privileges o Click on the Select User push button Keep the same access rights values or change them as required O o Click on the Add It push button again o The new user is now set up with the copied user s access rights o You may now go ahead and change any of the Access Rights of the menu items as needed Batch J ob Execution Access lf the particular menu item has been set up to provide the option to be executed in the Series 5 Batch Job Processor then in order for the user to make use of this the appropriate access rights must be assigned Four variations are offered Allowed The user can decide when the menu item is executed whether or not to submit it to the Job Processor Not Allowed The user may not select to execute the job using the Job Processor Forced When the menu item is chosen and after any processing options or filters are entered the job will be automatically submitted to the Job Processor to be executed 2007 2014 by Sentinel Hill Software all rights reserved 116 Series 5 Fixed Assets User Help Delayed The job will be automatically submitted to the Job Processor to
67. 2007 2014 by Sentinel Hill Software all rights reserved Starting and Using the F A System 65 fa SHSI Series V Main Menu y 4 a 2 EE SHSI Series Accounting Systems i ooon Username USER Password O Copyright c 2001 2010 SENTINEL HILL SOFTWARE INC For support dial 800 663 8354 e You must enter the correct password to get into the system e You will have five attempts at entering the correct Username and Password combination e Your Systems Manager may have established the rule that passwords must be renewed at some interval of time ie every 3 months If this is the case the system will warn you 21 days ahead of time that you will need to change the password If it has expired you will have to contact your System Administrator or your Gatekeeper to set up a new password for you 3 If you have defined more that one Company System select the company to be worked with 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help Select Company System Code Sentinel Hill Software Inc Defining a New Password On occasion you may be required to define a new password You can have your Systems Manager or the designated Gate Keeper assign you a new password or you can do that yourself 1 From the Main Menu s menu bar click on My Own Setup and from the drop down menu click on Change
68. 2014 by Sentinel Hill Software all rights reserved m Series 5 Fixed Assets User Help Distribution Export Data Format The following fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named FADist_XXXXXX_yyyymmdd XLS where XXXXXX is the Series 5 Company system code and yyyymmdd4d is the cut off date for the range of Ledger Dates selected Segment 1 ee Segment 2 Oe ae e o OoOO 4 D onmoompotCener Ja e F Domma mow e H Domon xa o 9 Subledger Project 10 5 20 x65 n m RetererceEniy o0 x Ow o Cumeney Code XM 17 P Bxchange Rate 9999999 e a Foreign Amount 0999990999 Each segment of the G L Account s Main number is output into it s own column 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 145 6 3 1 5 Distributions Purge This function is provided in the event that the F A system is being used without the Series 5 General Ledger system As such distributions would either be listed in a report or exported but not interfaced to the Series 5 General Ledger and hence not automatically purged T F A Distributions Inquiry FZA Distribution Purge Purge Options F amp Distributions are normally interfaced to the General Ledger system as a function performed on request At that time they are deleted from the F A system You should proceed with this Purge o
69. 4e PM PI PuseniracsRN USER November 01 2007 Thu 4 40 37 PM GL STD_DRDISBOOJRN USER November 02 2007 Fii 10 33 31 AM Pl PIUSERIFACJRN PIUSERIFACJAN Pi _ PIUSERIFACJAN___ USER____ November 02 2007 Fi PIUSERIFACJRN USER November 02 2007 Fri Pi GENWIPTRXIRN USER November 02 2007 000204 PIUSERIFACJAN USER November 02 2007 Fi 4 15 33 PM I gt GENWIPTRXJRN USER November 02 2007 Fri 4 17 05 PM Items are listed in order by Sequence Number Search Selection Set filters for the items that are displayed in the grid Viewing an Archived Report 1 Inthe grid navigate to the row listing the report that is to be viewed 2 Double click the row 3 The Report Browserl s window will be displayed Process Warning The archive report files are stored in a sub directory under the folder specified to be used for the company s data files These files are notin any type of format that can be used other than directly from the Reports Manager utility 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 107 Re Printing an Archived Report 1 In the grid Navigate to the row listing the report that is to be printed 2 Right click the row to have a drop down menu displayed then click Re Print or just click on the Re Print button in the Fast Button frame The Re Print options screen will be displayed
70. 71 for full details 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 171 Book Ledger Report Screen Field Definitions Report Type Depreciation Entity 9 1 The report may be generated only for one reporting entity at atime Select that entity If only one Entity is defined in the system that entity will be automatically assigned Report Type radio buttons Specify whether the report is generated as a Detail or Summary report For the Summary report only the totals for each Account are listed Analysis For Assets Grouped By drop down list Assets are listed grouped by Asset Account Expense Account and for whichever code is selected by this Depreciation Starting Year Ending field Asset Category l Asset Class Location Code Supplier Name A P Vendor Code Sort Assets By drop down list To have the Assets listed sorted by one of the available fields Asset Description Serial Number Tag Code Date Purchased Oldest 1st Basis for Depreciation Net Book Yalue Period Expense Amount For Asset Account s Starting Ending 9 18 9 5 The report may be generated for either all Asset regardless of their assigned G L Asset Accounts or for only those Assets whose Asset Account fall within a range Click the applicable radio button and enter the starting and ending accounts as needed For Expense Account s Starting Ending 9 18 9 5 The report may be generated for either all A
71. A 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 137 range of dates may be entered thus purging only those items up to a specified date You would only have to use this function if distributions are NOT interfaced to the Series 5 G L system Some of the special features of this Inquiry grid are as follows gt Select the Distribution Distribution Type Type for the types of Distributions that are to be displayed Once Accumulated Depreciation chosen then specific ae ene i k roceeds o ale accounts may be Eanos Ir m selected to have their ii Distributions displayed a oasis a mie for Account 200 96 000550 00 100 N ah at a entering it s account Accum Depr Automobile number directly choosing it using the Lookup binoculars icon or by having the next or previous G L Account displayed that has distributions on file Click the binocular icon with the up down arrow to display transactions that exist for the prior next occurrence of that code on file 2007 2014 by Sentinel Hill Software all rights reserved 138 Series 5 Fixed Assets User Help 6 3 1 2 Inquiry Display Filters To limit the distributions that are to be displayed to the grid the following screen is displayed to offer a number of different filters D FAA Distributions Inquiry Set Display Selection Options Display Options Specify selection options to determ
72. A system Fixed Assets Main Menu e All functions associated to the Series 5 Fixed Assets system are available from this screen e Each function can be found within the sub menu displayed under the menu bar associated to the type of the function e A number of tab sub screens are available from which associated functions may be selected e f menu functions have been set up to be scheduled they may appear within tabbed sub screens labeled Scheduled for Today Overdue Functions or Coming Due e The My Favorites tab sub screen will have any menu functions that have been so define by the User Access Privileges function that may have been set up by your Systems Manager or Gate Keeper e You can select up to 9 menu item functions at a time each executing in their own window e Access to specific menu items may be granted or denied from the User Access privileges function Those functions that you are denied access to will be displayed in the drop down menus as dimmed items 2007 2014 by Sentinel Hill Software all rights reserved 6 2 Fixed Assets Menu Functions 133 Menu Bar Headings The menu bar is divided into major categories of functions Follow the link in each item below for further information on each function File Trx Inquiry 134 pperations 146 Reports Codes Maintenance 178 Purging zs Wizards 21 User Functions Control Options Window 3
73. Append Thin Client Processing Tip If executing as a Thin Client user you should select output as Tab Delimited Text Over a slow network output to an Excel Spreadsheet is disgustingly slow If you want the output to be on your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st created on the UNIX server then copied to the PC client Field Definitions File Type drop down list Select the file type that is to be generated This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not set as the default Folder X 90 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Fixed Assets User Help Enter the name of the directory folder to which the exported data is to be written to This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder You may click on the Browse button to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Folder field can be displayed So if you wish to choose a folder on your C drive enter CA in the Folder fiel
74. Category is selected for a new Asset that is added to the system this account will automatically be assigned to that asset s Asset Account This G L account is used to record the value of the Asset in the G L system When the asset is disposed this account will be Credited with the Basis for Depreciation value of the asset Disposal Gain Loss Account 9 18 9 5 When this Category is selected for a new Asset that is added to the system this account will automatically be assigned to that asset s Disposal Gain Loss Account Upon disposal of the asset the gain or loss amount incurred will be Credited to this G L account Depreciation Expense Account 9 18 9 5 When this Category is selected for a new Asset that is added to the system this account will automatically be assigned to that asset s Depreciation Expense Account This G L account is used to record the Depreciation Expense computed for the asset as a Debit to the G L system Accumulated Depreciation Account 9 18 9 5 When this Category is selected for a new Asset that is added to the system this account will automatically be assigned to that asset s Accumulated Depreciation Account This G L account is used to record the Depreciation of the Asset as a Credit to the G L system 2007 2014 by Sentinel Hill Software all rights reserved 208 Series 5 Fixed Assets User Help 6 6 3 Asset Class Codes Maintenance Assets may grouped by Class Group Codes Yo
75. Compress Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 of Copies i MV Save to C Users Larry Documents SHSISPCA Save as Ms WORD Printed To Captured Printer Browse bj CanonPortrat hp LaserJet 1300 PCL 6 Report Header User Note A list codes for Rembrandt This text will appear at the top of the 1st page and may be used so you can personalize your report cence Selecting Report Generation Options Normally the Print Options screen will be presented with all fields defaulted for typical report handling However you may want to revise how and where the report is to be generated The following steps may be taken 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 99 1 Determine where the generated report is to be directed Click the appropriate check box You may choose one or more from the following Output is displayed to the s screen using the Screen Browser Series 5 Report Browser 1031 Output is saved as an Archived report may be viewed and reprinted using the Archived to Report Manager Series 5 Report Manager wl It will remain on the system until purged Output will be directed to the selected Series 5 Printer Queue This may be any printer that has been defined on your network When selecting to output to a Print Queue Printer Queue you may select to have up to 9 copi
76. Date Purchased Oldest 1st Grouped by Year 6 5 4 Depreciation Forecast Report This menu selection is used to produce a report listing all Assets for a particular Reporting Entity For each Asset the Depreciation is computed and printed for each of the next five years into the future Accessing the Depreciation Forecast Report Function From either the F A Main menu select Depreciation Forecast Report from the Reports drop down menu Depreciation NNT Reports Codes Maintenance Purging Wiz F A Distributions Report Book Ledger Report Depreciation Schedule Rpt Depreciation Forecast Rpt Disposed Asset Gain Loss Rpt 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 175 Depreciation Forecast Report Options Screen The following screen is displayed for the entry of the report selection options r E oerein orase M Repot FAFORECASTO1 RPT Generate Fixed Asset Depreciation Forecast Report Forecast Report Options Asset Select Filters Print Options Select the Entity to be processed and the applicable reporting options For Depreciation Entity Entity FINANCIAL STATEMENT PURPOSES Current Period 6 01 08 thu 6 30 08 Sort Assets by Asset Code Ss When executing this function the operator is presented with the standard Asset Select Filters screen 92 This allows you to specify selected or ranges of Assets Categories Loca
77. Fixed Assets User Help T The following applications have been revised accordingly Dec 11 2009 e Fixed Asset Maintenance Asset export e F A Distributions Inquiry Export Asset Codes Maintenance When exporting Asset properties the Date Purchased field was not being output correctly The problem has been fixed Dec 10 2009 Asset Codes Maintenance It is now possible to edit an Asset s Asset Code Previously once an asset was added to the system it was not possible to change the code that was assigned April 27 2009 Asset Codes Maintenance The grid that displays the list of Assets in the Asset Codes Maintenance function has been revised It now displays Asset Code Suppler Description and Serial Number as the 1st four columns Also the Detailed Asset report now includes the Suppler Name for each Asset March 18 2009 For 2008 On Line Help The Fixed Assets system now has On Line Help You can access these help files from the application s screens or menu bars Aug 2008 New and Different Enhancements and Fixes in all Series 5 Systems amp For 2014 Support for Office 365 The printing routines and the import export routines have been enhanced to provide support for MS Word and MS Excel in Office 365 Oct 01 2014 Series 5 User Logon Profile Maintenance A new property has been introduced to the Series 5 Logon User s profile You may now specify the Default Import Export File type fo
78. GoTo Key fields is cleared and a different number may be started 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface s 3 4 Date Lookup Window Throughout the Series 5 applications there is the need to enter dates With each date entry c field there will be an icon of a calendar located to the right of the field vatos itAmount 2723708 f 2729708 Original Trs Entry Reference Fields a Code If you click on the calendar a Date Lookup window will be displayed from which you can choose a date Ledger Date wcument Date Date entry Lookup Window Here is the Date Lookup window Select Ledger Date Feb 2008 Feb x 2008 x Select a particular date by double clicking it on the calendar Select a particular Month or Year by selecting it from the given drop down list fields Move to the next or previous Years and Months by clicking on the navigate buttons at the bottom 2007 2014 by Sentinel Hill Software all rights reserved so Series 5 Fixed Assets User Help Exit without selecting a date by clicking on the Cancel push button 3 5 Date Range Lookup Window Throughout each of the Series 5 applications there may be a need to enter a range of dates In most cases there will be an icon c of a small calendar located to the right of the fields Here is an example of selecting a range of Ledge
79. Hill Software all rights reserved 140 Series 5 Fixed Assets User Help D Print F A Distribution Report Report FADIST RPT Print the F 4 Distribution to G L Report ree Report Options Print Options Specify selection options to determine the Distributions that will be included on this report Report Type Detail v Grouped by Distribution Type Sorted by Account 7 Asset Code Distributions with Ledger Date Distributions for Asset Code s Not Considered Between ml Qal O Inclusive O A Range For Profit Centrefs Include only Distributions Generated for Oal Batch Code Asset Entity p O Range Asset Class fh Fields left blank are NOT considered in the selection process For Distribution Account s all Include only the following Distribution Type s OA Range Depreciation Expenses V Proceeds from Sales of Assets Accumulated Depreciation Disposal of Assets Other Gain Loss of Sale rd M The report generated if archived will be catalogued with a report name of FADIST RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl97 for full details Distribution Report Options Screen Field Definition Report Type drop list
80. MSWORD DEFAULT SPECS This defines whether the document is generated as Portrait or Landscape the Font Name and Font Size and an optional Template that might be applied to the document when itis created Refer to the chapter Setting up for MS Wordin the Systems Management Help or manuals If templates are used to format the output to MS Word or PDF documents they must be installed on each user s individual client PC On Windows XP clients these must be saved to the C Documents and Settings lt PC UserName gt Application Data Microsoft Templates folder On Windows VISTA and Windows 7 clients these must be saved to the C Users lt PC UserName gt AppData Roaming Microsoft Templates folder 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 101 For users of Office 2003 the file must be named witha xxxx dot extension For users of Office 2007 or later the file must be named with a xxxx dotx extension 5 When a report is saved to disk you may also select to have the generated disk file email to a given recipient Set the check box accordingly After the report is generated the window to send an email will be displayed You can select the recipient s and edit the text of the message and click the Send button to send the email This message has not been sent larryc sentinel hill com h Gran Subject Report TERMCODE LST 4 00 pm on 7 03 08 Attach W TE
81. OFT TEET H Mod ify Modify the Manufac J Code highlighted in H Delete Delete the Manufac i Code highlighted in Generate a report li Manufacturer Code Items are listed in order by Code Search for al re ady on fi le Edit an existing Manufacturer Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full details a The report listing the Manufacturer Codes on file if archived will be catalogued with a report name of FAMANUFACT LST Asset Manufacturer Code Properties Screen The properties for each Asset Manufacturer are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 215 oO Manufacturer Cates Maintenance Location Code Modify the Properties of Manufacturer codes may be associated to specific Assets Manufacturer may be used as a filter for a number of reports and queries Manufacturer MICROSOFT X Field Definitions Asset Manufacturer X 20 This is the alphanumeric code assigned to the Manufacturer Enter this code when a Manufacturer code or name needs to
82. RMCODE LST DOC 20 KB Attachment Options Attached to this email is the AR report TERMCODE LST as a Microsoft WORD document generated by USER at 4 00 pm on 7 03 08 for Company UCC Protected MS Word Documents When reports of forms are output as MS Word Documents they are generated in protected Read Only mode If you really need to un protect it the password is SENTINELHILL Field Definitions Screen Browser check box 2007 2014 by Sentinel Hill Software all rights reserved 102 Series 5 Fixed Assets User Help Set the check mark to have the report displayed to the screen using the Screen Browser utility Archive to Reports Manager check box Set the check mark to have the report output as an Archived Report This may later be viewed and or reprinted from the Reports Manager Print Queue check box Set the check mark to have the report output to a printer Print Queue drop down list Select the the Series 5 Printer Queue to which the report is to be output to of Copies When outputting to a Printer Queue you may specify how many copies are to be printed You can print up to 9 copies This is a feature that is offered only on WIndows XP Vista and Windows 7 and is dependant on the type of printer and it s drivers When multiple copies are chosen they are printed collated Save To check box Set the check mark to have the report output to a disk file or fo
83. S Windows the structures of the file system will be similar and the name of the files are the same Remember that UNIX filenames are case sensitive Data Directory Structure Each Company maintained on your system will have a directory structure that is separate from one another Important Note The Series 5 system allows you to maintain accounting files for a number of different companies systems The data files for each of these companies should be keptina separate directory structure Sample Directory Structure under Windows This tree diagram shows the structure for 3 Companies defined in this system one of which has been expanded for this display 2007 2014 by Sentinel Hill Software all rights reserved Appendix S D SHSI_Data Company1 SEE ae File Edit view Favorites Tools Help Q sack amp wi r Search E gt Folders EN Address D SHSI_Data Company1 EJs x SHSI_Data arinface so arinface D audit batchjob batchjob data orders orders O rpts arch D docs text Qe spio temp mn import D private D spio D temp O Company2 B Company3 Etc v lt gt 8 objects Disk free space 42 5 GB O bytes My Computer Folders Structures for 3 companies are shown under the SHSI_Data folder Company1 Compan2 and Company3 The Series 5 Control files are stored in the d SHSI_Data etc sub folder The actual accounting data file
84. SHSI Series V Accounting Systems Fixed Assets Version 1 0 October 20 14 SENTINEL HILL Y SOFTWARE INC www sentinel hill com 800 663 8354 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Fixed Assets User Help Table of Contents Part Welcome to Series 5 Fixed Assets 6 Part Il Introduction 9 1 PFODUCTOVErVICW i c205 c82 a a raa r ses sececuctaqacecedhcendaeecaazcaatnadncssecassnaavscuesteeadeCuaraccse esse 9 2 Fixed Assets Features ictacccciscicciececceiccesnecteeetsavcoccanecegectsdcceessccuneepusecucedseesccanseccasspetzcctonveecess 9 3 History of Enhancements ccccccceeeeeeeeeeeeeeeeeeseeeeeeneeeeeeeeseeeeeeeseeeeeeeseeeeeeseeeaeeeseeeeeeeeeeeseeens 10 4 Getting Hel pccccvceciecnceciccneee ceccun ea E ddan sevdeeucveneddcudeveneaadeus cducex dca seteneua sess cdauservecudts 29 Part Ill The Basic User Interface 32 1 Fixed Assets Application Menu ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeseeeseeeseaeeeeeseeneeeesees 32 Multi Threaded Wind OW Sinsir ionnann eaaeo cuev dads cnceveedwncedute codvates devvectendeddudendeedevecetessyensecen ssuersers 36 Scheduled Men Functions sead cd tcceccecrcctceccce cheendensceserentvesececapederstes cncestee sequcheecactavidleanences sandeaersieseneteuadendecteveeesuas 39 2 Grid Processing SCree nS iso ccccc sccectectececececn cceeenteedeaceudesvecatecevaceudesseeateessecteesteceudesseeateedtaceuss 42 3 Code LOOKUP WiNdO
85. Statement Diaea Togh J Payer ton RESEARCH INC Customer 901461 v A tat ral HOUSTON TX i iian 2 008 2701708 aN In this example there are three ways that a given Customer may be selected 1 Enter the Customer Code whose items are to be displayed in the grid 2 Click on the icon to have the Customer Lookup window displayed and select the desired customer 3 Click on the Find Prior or Find Next icons for the prior or next Customer Code on file with items to be displayed Processing Tip When a grid application that offers a code to be selected is initially dis played that field is is normally blank If you wish to just display items for the 1st code on file click on the Find Next icon push button and the system will do the rest Search Function In all the grid based screen functions a Search function is provided 1 Click on the Search icon 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface ode 3 already defined 2 The Search window will be displayed Enter the string or number to be searched in the Find field and select the particular field of the given record to be tested Search Task Codes Description C M4 Units Charge Rate Omi NonCharge Rate SH Unit Cost Rate Tas Group Flag Invoice Section SA lnvoice Group 3 Set the searching options as desired and click on the Find push button If you rather just ge
86. Type x P Personal R Real H Residential N Non Residential A Auto Life of Asset in Months 999 Investment Tax Credit ITC 99 999 999 99 ITC Tax Credit Option X blank None A 6 Tax Cr reduce Basis by 3 B 4 and no reduction in Basis Basis for Depreciation 99 999 999 99 Prior Years Depreciation 99 999 999 99 Al j 2 Accumulated Depreciation Year to 99 999 999 99 Date 99 999 999 99 AK Disposed Asset Proceeds Amount 99 999 999 99 AL G L Asset Account Main 9 18 AM G L Asset Account Profit Center 9 5 AN G L Gain Loss Account Main 9 18 AO AP AQ R G L Gain Loss Account Profit 9 5 Center G L Depreciation Expense Account 9 18 Main G L Depreciation Expense Account 9 5 Pft Ctr G L Accum Depreciation Acct Main 9 18 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 205 45 AS G L Accum Depreciation Acct Profit 9 5 Center 6 6 2 Asset Category Codes Maintenance Assets may grouped by Category Depending on the type of asset whether a machine office furniture automobile computer equipment or whatever you can assign a category Asset Category Codes are defined as one of the properties that is associated to each master Asset Code on file You may in effect categorize your assets based on different Category Types The Asset Category is used as a filter in many of the reporting and analysis functions that
87. W eccceceeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeeeseeeeeeseeeeeeeseeeaeeeseesaeees 54 4 Date Lookup WiNdOW cccececeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeeeseeeeeeseeeeeeeseeeaeenseeeseeees 59 5 Date Range Lookup WiNdOW cccceeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeaeeeseeeaeeeseeeeeeeeeeeseens 60 Part IV Starting and Using the F A System 64 User LOg OM i c2 teccesitecelsecct a EEEE N E EOE AA dade A AEN see decuess dade sdvenbady sve deci verenecty 64 2 Series 5 Main Menu w cs5 0022 ccctese cose fetecwce da cuts ieececk dee daw encbcecedesecdeestaceccecetdeduvnceeeesetatecduccdierces 67 Part V Basic Processing Procedures 69 1 Background or Night ProceSSilg cccecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseaeaeeeeaeeeeeeeaeeeeesees 69 Selecting Jobs for Background Processing ssscssecsesseeeseeseeeeseeeseesseneesessenesseeseneseeesensnessaesneesseaeseeeseesensens 70 Batch Job Manage moe int cziciciccciacccttcscceccetctisetaccetenls Secs tees ia aaar a E aa aaea anaa Aaaa aA aE Da araara ri aai Aade iaaea inii 72 The Batch Job Process OF icc2iczecsciiesecvccceacei cecvecceccet aeaaee die ceuee Sdguecvadesecetuedsidecasvncy sededues seceywadvuersenssteed cescedes 79 2 Data Importing and Exporting ccccceeeeseeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeseeeeeeseeeeeeeseeeeneeseeeseeess 83 Data Export FUNCTIONS ccc tesesesseveeveeeseeseeneenseseessesseeseeseesaesoesa
88. a aE Eaa eo seeiteseddeauesetendecccesuapvaeesheceusecevecerecceait 122 Wizard Exe cution Sereen eanan edna rna aS EAEan sts edad decvesuedhivcel cteedecdectecbesvucgeccehdevneveedaseadse 127 2007 2014 by Sentinel Hill Software all rights reserved Contents 3 7 Monitor System Usage cccccccccteeseccsese eect ceetececdsazeweccsetewecusaeenecesseweed cerswecucveewecessteuendersewens 129 Part VI Fixed Assets Menu Functions 132 1 The FA MORAU naian e ts neccitde ceded eccvcutitye necidevecmeti riveetityceucadegeceutitecsedades cncutiey File Management aeaiia aE AEE NAE REEERE OENE NEERA KERAN EKEREN Inquiry FUNCUONS eeii etiatn aN EAEE EEN EAEAN KEE aa EPA NE EE ENAN EEATT ITR FA DiStribUtioNS INQUITLY e cscs seeeeseseesteesesseeseeseesoesoesaesoevoevaesaneseeseasausaesaessesseeseesaesaesausaevanvaneneeneesnesaesaneaes Distributions Inquiry Grid Screen sax inquiry Dis play FRtSrS ze kina a ea a a eau SUES A a as a FA Distribution Reporte nea an iid A Ea sa cea ee AVAE ISN aE EEEa EA A EAS DAS tHIDUTIONS d 010 n EAE E E TT T O T TT Distributions Purges 2 secs eee a aes ee eget pee eed EA Summary Totals Display ccceeccseccssceseeceeeeeeeeeaeeeeeeeaeeeaeesaeeeaeeeeeseeessaeeaeeeaeeeeesaeesessaeesaeesaeesaeseaeseaeeeaeenaeeeaees 4 Operational Functions eea aa ae r a ae A ceententenduesceusseeGeecuurececesdeebercusteneedectaes Disposal Of ASSES ccccecetssseesessesseeseeseesnessessesseeseseeesoesoesa
89. a separate Entity that is used to compute depreciation expense that is used strictly for recording in the General Ledger and a second Entity that computes expense for tax reporting For The Books you might typically select a Straight Line depreciation but for the Taxman the appropriate method The following table outlines the assorted Depreciation Methods Asset Depreciation Methods Straight Line v Averages out the rate of use of the asset over the expected useful life v Basically uses the same percentage of Net Cost for each period depreciation v Period Depreciation Basis for Depreciation Life of Asset in Months v At some point prior to the end of the life an Adjusted Life Left may be assigned that forces the system to continue computing depreciation for the extra period specified Sun of Years Digits v ls an accelerated method of depreciation v The Depreciation Percentage of each year decreases based on a formula using the number of years of useful life v The total Depreciation adds up to 100 Declining Balance v Each year s Depreciation is based on a fixed v The Depreciation is defined for the asset v Depreciation is a of the Declining Balance which is the Net Book Value at the 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 183 beginning of the year v Automatically switches to Straight Line in the first year that the Straight Line Depreciation amount wou
90. aeusnvoneaneanenausaesaesaneaes 246 Microsoft Utility Errors uo ccc ssseeseseeeeeeseesessesseeseeseesoesoesaesaesaevaesaneseennasaesaesaesseeseeseesaesaevaeuaevanvaneanennesnesansaneaes 247 Index 249 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help 1 Welcome to Series 5 Fixed Assets The Series 5 Fixed Assets system is one segment of a fully integrated set of Financial Applications It provides management and depreciation functions for your company s Fixed Assets The Fixed Assets system may be run stand alone on in conjunction with other applications It functions as a subsidiary system to the Series 5 General Ledger system This help is designed both as a course in using the Series 5 Fixed Assets and as an ongoing reference while you are working with the program Getting started new users e Study the Introduction sand Quick Start Tutorials sections to familiarize yourself with the basics of the application e Check out all the links in the Help tab plenty of help is available Getting started users upgrading from prior revisions e See the History of Enhancements 10 for a quick summary of the major changes and where to find the functions you are looking for e Even if you are an experienced Fixed Assets user please run through the Introduction sland Quick Start Tutorials sections quickly to get up to speed with what has changed in the latest version of
91. already assigned access o Make the necessary changes and click the OK push button Removing Access for a User 1 Highlight the 7 green head of the User to removed 2 Click Remove in the Fast Button frame or right click and click on Remove in the pop up menu 3 Click the Yes push button in the prompt General Access tab sub screen Field Definitions For the user if checked then he she will have full access to all menu items Default Print Queue X 20 Select the Series 5 Printer Queue that this user would typically by using When any of the reporting functions are executed this printer will be displayed as the default Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required Batch Execution Default Queue drop down list Jobs submitted by this user to the Series 5 Batch Job Processor will use the selected Queue Batch Execution Priority radio buttons Jobs submitted by this user to the Series 5 Batch Job Processor will have the selected priority 2007 2014 by Sentinel Hill Software all rights reserved ns Series 5 Fixed Assets User Help 5 5 2 Menu Item Access Property sub screen Field Definitions Access Rights radio buttons Click Full Semi Restricted Restricted or None Those menu items that offer Semi Restricted or Restricted as options generally have multiple functions some of which will not be granted to the user Show
92. and Forecasted Totals for this Asset Entity 1 FINANCIAL STATEMENT Current Period 6 01 08 thu 6 30 08 for Year Ending Depreciation Summary Basis for Depreciation Prior Years Depreciation Year to Date Depreciation Current Period Depreciation Depreciation Start Date Depreciation Up To Usefull Life Months Life Remaining Months B_ Depreciation Forecast Period Ending Prior Years 731 08 Year to Date 731 08 Current Year 731 09 Current Year 1 731 10 Current Year 2 731711 Current Year 3 731712 Curent Year 4 31713 Depreciation Amount s Bessa coo s fpe3 25 ooo spo ooo coo Net Book Value 6 6 1 6 Reporting and Exporting Filters The Asset List Report and Data Export functions display a filters screen that provide a number of different selection parameters If you are wanting to select only a few Assets that satisfy a particular set of criteria it s quite possible that it can be done using this screen 2007 2014 by Sentinel Hill Software all rights reserved 197 198 Series 5 Fixed Assets User Help D Asset Maintenance Report FAASSETS LST Print a report listing the Assets currently on file using assorted selection criteria Report Options Asset Selects Print Options Specify options for the report or Export Including Fields for Entity O All a Selected Eoi E Grouped by
93. are Inc for more information further details Apr 24 2012 HS5 Enhancements_to ALL_Systems 2011 2013 xmi All Series 5 Applications offering Export Functions When entering export selection options if the operator was to click on the About Exporting information tab an error was being reported that the File did not exits This problem has been fixed Now you may freely select any filtering or output options tab when they are presented without any problems March 09 2012 Using Windows Logon Usernames New functionality has been introduced to the Series 5 Main menu Signon process You may now define to have the Series 5 system use the client s Windows Logon Code as the User Code for signing in to Series 5 If set when Series 5 is launched the Windows Signon Code will be used The User Logon screen will be presented but only the Password field may be displayed for keyboard entry f the given Series 5 User Logon profile had a blank password entered then the User Logon screen will not be presented at all Control will be transferred directly to the Main Menu screen For systems that are set to use the Windows User Logon code user s will ONLY be able to log in to Series 5 using the Windows Logon Code The function to Repeat User s Logon found under the Main Menu s File drop down menu will be disabled Note however if a user has their System Management Access set to Full they will still be able to Repeat User s Logon and sign
94. ation Year End Processing Adjust Asset Salvage Amts Re Depreciate SL Assets X xe ae m ee 2007 2014 by Sentinel Hill Software all rights reserved 160 Series 5 Fixed Assets User Help Recompute Asset Salvage Values Options Screen Before proceeding with the Year End function the following screen is displayed r E tecoma aet sanaga ae i lc Re Assign Straight Line Assets Salvage Values with Report NEWSALYGAMT LST Re Calculation Options Asset Select Filters Print Options This function is used to adjust the Salvage Values of selected assets by a fixed percentage Only those assets that are depreciated using Straight Line are processed Select the Entity to be processed and the applicable processing options E4 For Depreciation Entity Entity FINANCIAL STATEMENT PURPOSES Current Period 6 01 08 thu 6 30 08 Salvage Cost Factor 15 a New Salvage Value Actual Cost Cost Factor 100 When executing this function the operator is presented with the standard Asset Select Filters screen 92 This allows you to specify selected or ranges of Assets Categories Locations Asset Classes and or only those assets satisfying a variety of filter criteria The Asset listing report if archived will be catalogued with a report name of NEWSALVGAMT LST The Print Options tab screen will be displayed from which you can select to direct the output to be di
95. ator in the same manner and basically offer the same types of functions The instructions below explain the features available and how to customize some of the sub screens For detailed instruction on the actual application refer to the related topics in the Fixed Assets Menu Functions 1se and The F A Menu sel chapters Here is the F A menu that will be used to identify the different functions available to most other applications menus 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 33 SHSI Series V Fixed Assets Depreciation File Trx Inquiry Operations eports Codes Modern Software Inc p User USER July 23 2008 06 03 PM Fixed Assets Depreciation _ 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 4 My Favorites 5 Daily Operations 6 Monthly Operations 7 Year End Operations Typically Monthly Functions Print Book Ledger Report Print F7A Distribution Report Applications Menu Bar All functions available to a given user may be accessed from the menu bar at the top of the screen Menu items are grouped according to the type of functions for each application 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Fixed Assets User Help W SHSI Series Y Fixed Assets Depreciation User USER Modern Software Inc July 23 2008 06 10 PM yee Fixed Assets Depreciation k Applica
96. ay e G L Accounts may be selected to have their Distributions displayed e A function is provided that will compute the total Debits and Credits for each type Distribution using a variety of assorted filters e A function is provided that will export distributions to an Excel spreadsheet or a tab delimited text file 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 135 e The F A Distribution report may be generated from the inquiry grid screen F A Distributions ONLY those distributions that have NOT been interfaced to the G L system are available for display Once interfaced to the G L they should be deleted so as to ensure that they will not be interfaced a 2nd time An option is provided with the interface function to have them automatically deleted The F A Distributions Inquiry function is launched from the F A Menu s Trx Inquiry drop down menu SHSI Series V Fixed Assets De leone Operations Reports 6 3 1 1 Distributions Inquiry Grid Screen F A Distributions for a selected G L Account for selected Types are displayed to the screen managed using a Series 5 grid processing screen You can easily navigate through the items for a specific G L account number From the Fast Buttons frame push buttons are provided that can be used to display Distribution Type Totals Set Display Filters generated an F A Distribution Report and have items Purged 2007 2014 by Sentin
97. ay lI 2 Overdue Functions 3 Coming Due These Scheduled Menu items will be due for selection in the Near Future 7731 08 l Asset Depreciation ror Menu Item Access Property sub screen Field Definitions Show in the Favorites Tab check box Menu lf checked the corresponding menu item will be displayed as a push button on the Fixed Assets application s menu on the My Favorites tabbed sub screen Scheduled Function Re drop down list Occurring To set up this menu item to be scheduled select a frequency other than No The corresponding menu item will be displayed as a push button in either the Scheduled for Today Overdue Function or Coming Due tabbed sub screen on the Fixed Assets application s menu Scheduled Function Next mm dd yy Scheduled For Enter the date and time at which this particular scheduled function is to be executed 2007 2014 by Sentinel Hill Software all rights reserved 5 6 Basic Processing Procedures 121 Wizard Management Each of the Series 5 system provides for the opportunity to define a number of Wizards A wizard is a program that automatically performs a series of steps Each step is a menu item that is associated to the application Basic properties and features of a Wizard Wizards are user defined Define up to 20 Wizards for each application Each Wizard can be created with up to 10 menu functions Wizards can be launched from the applications
98. be scheduled e The right pane of the screen is used to edit the properties associated to the scheduled item e Note that you can set the check box to the menu item displayed in the My Favorites tab sub screen of the application menu e Expand or collapse the sub trees of all Users with access by clicking the e icons Defining a Scheduled Menu Item 1 When the screen is displayed click on the green Plus sign of the E icons to expand the tree structure to show each menu item 2 Double click the clock icon next to the menu item to be scheduled The right pane of the window will be activated o If this menu item is to be shown in the User s Favorites sub screen set the check box o Select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push button o Repeat for the next menu item 3 The menu item will appear on the applicable Fixed Assets tabbed sub screen when next refreshed displayed 2007 2014 by Sentinel Hill Software all rights reserved 120 Series 5 Fixed Assets User Help SHSI Series V Fixed Assets Depreciation BR Fie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help User USER Rev 5 08 Modern Software Inc July 24 2008 10 37 AM Ps Fixed Assets Depreciation 4 My Favorites 5 Daily Operations ls Monthly Operations 7 Year End Operations r 1 Scheduled for Tod
99. be used within the Fixed Assets system 6 6 6 F A Account Codes Maintenance All G L Accounts that may have distributions generated from the Fixed Assets system must be defined and maintained using this function This includes all Asset Gain Loss Depreciation Expense and Accumulated Depreciation Expense accounts In effect validating all F A accounts provides a system wide safeguard against operators accidental entering an invalid or non existent account The F A Accounts defined here are listed in the Series 5 F A Accounts LOV Lookup 54 window Loading Accounts from the G L Chart of Accounts 2007 2014 by Sentinel Hill Software all rights reserved 26 Series 5 Fixed Assets User Help All G L Accounts in the Series 5 system must normally always be defined in the G L system It may seem redundant having to define them in the F Aas well However there are many arguments in support to having the applicable F A accounts ONLY defined within the F A To make it easier to support the system offers a function that will copy all posting accounts defined within the G L s Chart of Accounts to the F A account validation file Click the Load From G L push button found on the Fast Buttons frame The F A Account Codes Maintenance function is accessed from the F A Main menu by select F A Accounts from the Codes Maintenance drop down menu amp F A Account Codes Maintenance Grid F A Accounts are maintained using a Series
100. by Sentinel Hill Software all rights reserved 130 Series 5 Fixed Assets User Help The following is an example of the Monitor display screen System Access Monitor These are the users currently accessing the system as of 10 35 08 am Company GL Elapsed Access Username System Function Company Started Time Code SHSI4 LARRY IM Menu 10 33 42 7 04 08 SHSI4 LARRY Inventory Item Master 10 33 45 7 04 08 USER Monitor System Usage 10 34 38 7 04 08 USER Customers 10 33 01 7 04 08 USER Customer Open Item Inquiry 10 33 06 7 04 08 SHSI4 LARRY GL Menu 10 34 21 7 04 08 SHSI4 LARRY Trial Balance Report 10 34 26 7 04 08 SHSI4 L4RRY G L Account Trs Inquiry 10 34 31 7 04 08 R Processing Tip Should you discover that there are items listed but you know that there are no users in the system ask your Systems Manager to purges these records There is a System Maintenance function that will delete all the records used in displaying the items on this screen 2007 2014 by Sentinel Hill Software all rights reserved 6 1 132 Series 5 Fixed Assets User Help Fixed Assets Menu Functions All functions for the F A system can be accessed from the menu bar at the top of the menu screen They are divided into types of functions Each section following describes each set of common types of functions The F A Menu The Fixed Assets Menu screen provides your access to all functions offered in the F
101. chased Basic characteristics of the asset Some points to note when setting up your assets e When editing the assets within the display grid they may be listed sorted by Asset Code Serial Number Tag Description Supplier Name Category or Location Code Try to be consistent as to the format of these fields so the sorted display makes sense 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 187 e Enter the appropriate Asset Category with the the asset is first being added as the G L Accounts that must be entered for Depreciation properties will be defaulted from the selected Asset Category s properties e Enter the actual Purchase Date and Purchase Price on the Properties tab screen There are additional fields on the Depreciation tab screens to record the Depreciation Start Date and the Basis Amount for Depreciation These generally should be the same dates and amounts however depending on tax rules and or the depreciation method chosen you may wish to have different dates or amounts e If you wish to attach a scanned image of a document that is associated to the asset a photo or a spreadsheet or MS Word document o Asset Maintenance Asset BO205007 YVIDTEK HD SD MULTIFMT Modify the Properties of Properties Depreciation FINANCIAL Forecast FINANCIAL Enter the Asset Code and Description along with basic properties for the Asset Assets are also keyed by Serial
102. configuration variable DOS _MAIL_CMD to actually send the email Within this command line there are pseudo variables that would be replaced with the Subject Receivers Name and Address and the path to an Attachment This capability has been enhanced to now provide for sending the email with 2 attachments The new pseudo variable ATTACHMENT2 will be replaced with the full path to a 2nd attachment if applicable May 03 2010 Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility Now when presented with the import export options screen the operator may select to load from or output to either an Excel 2007 Workbook or an Excel 97 2003 Workbook The system will automatically append either the XLSX or the XLS extension and read or write the spreadsheet using the correct file format For users that have Office 2007 installed the default File Type will be the Excel 2007 Workbook but they may choose either Excel format For users that do not have Office 2007 installed the default File Type will be the Excel 97 2003 Workbook and they will not be able to choose Excel 2007 May 03 2010 Import Export Functions When the import export screen is presented and a particular directory and file is selected for processing if the operator clicks on the Back push button to go back and change an option of prior screens upon re displaying the import export screen the original
103. cter In this case Excel expected a valid formula If this was not the case a terminating error was displayed The problem has been fixed Now the Series 5 software will automatically insert a single quote character in front of the string before inserting to the cell Oct 7 2008 User Access Maintenance The Series 5 User Access maintenance routine has been enhanced to simplify the steps to establish new users and give deny access rights Sept 24 2008 e The Enable and Enable Like functions have been simplified In each case you now just highlight the Red head that is to be given access rights and click the Enable or Enable Like push button or right click and select the desired function 2007 2014 by Sentinel Hill Software all rights reserved z Series 5 Fixed Assets User Help from the pop up menu e For the Enable Like function a drop down list will be presented from which you can select the user that already has access rights whose rights are assigned to the new user e The Copy function has been simplified If you highlight a Green head user that is already enabled and select Copy from the Edit menu s drop down menu you will be able to select one of the users that has no access rights in drop down list that is presented The Copy is basically the reverse of the Enable Like function e For Green head users that are already enabled when right clicked the pop up menu has 2 new functions Set All I
104. culate the Asset s Current Period Depreciation and included it in the Year to Date Depreciation which in turn is used to compute the Net Book Value from it s disposition The default is for the check box to be set If this check box is set the appropriate distributions are generated the Asset s Accumulated Depreciation Year to Date amount is updated and the Net Book Value is recomputed accordingly Asset Entity Macrs ITC Recapture Amount 99 999 999 99 For Assets that are depreciated using MACRS enter the portion of the Tax Credit which was originally taken but now needs to be recaptured because of early disposition Asset Entity Proceeds Amount from Sale or 99 999 999 99 Disposition of Asset Enter the dollar amount reflecting the amount of cash other assets or services received from the sale or other disposition of the Asset Asset Entity Profit Loss Amount 99 999 999 99 This field is computed and displayed using the following formula Profit Loss Proceeds Amount Net Book Value Aloss will appear as a negative amount 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 153 6 4 2 Asset Depreciation With this operation sub menu selection the system will compute the depreciation amount for each eligible asset One Reporting Entity may be selected at a time You may choose to generate a Depreciation Edit List from which you can check to ensure that all new assets have
105. d 2007 2014 by Sentinel Hill Software all rights reserved Introduction 25 Multiple Copies The ability to have the system print multiple copies is a a feature thatis provided as a function of the Windows operating system and the driver for your printer If either does not support multiple copies then setting a value other than 1 will have no effect This feature is available only to users executing on Windows system either directly or as thin clients As well fields on the Print Options sub screen have been reorganized slightly to accommodate the new field Fields and display prompts associated to outputting reports to a Print Queue are now enclosed within a frame Where applicable in all Series 5 applications the size of display windows and or tab sub screens have been adjusted accordingly Dec 22 2009 Export functions to Office 2007 Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet Office 2003 Excel had allowed for 65 500 rows and Office 2007 Excel allows for 1 000 000 rows When exporting data the Series 5 system would automatically start outputting to a 2nd worksheet when 65 500 rows were reached The system will now switch to a 2nd worksheet depending on which version is being used As well the Spreadsheet VO routines have been enhanced to support up to 999 999 rows of data Dec 16 2009 Exporting to Excel Spreadsheets functions The l
106. d if archived will be catalogued with a report name of FADISPOSALS JRN The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 71 for full details ee Asset Disposal Transaction Properties Screen The following screen is displayed to enter the details associated to the Disposed Of Asset r E Disposal of Assets Disposal of Asset LO609002 Modify this Transaction Select the Asset to be disposed and enter related properties For each of your defined Entities you need to indicate what depreciation is to be generated and enter the proceeds if any from the disposal of the asset Bl 7 ACCORD ELECTRICAL SERVICE Location B Asset LO609002 ELECTRICAL WORK PLUS LABOR FOR Serial MB S SCREENING ROOM Tag Purchased 9705 06 Cost 3 017 18 Disposal Proceeds Account c 100 99 000045 00 900 Cash Sanwa Bank Disb Disposal Date 6718708 mal Reason for Disposition Sold v For this Entity specify derpreciation options and enter the proceeds amount from the disposition I Reverse any Depreciation taken so far in this Fiscal Year for this Asset IV Have the Depreciation computed and taken for the Current Period for this Asset Proceeds Amount from the Sale or Disposi
107. d before clicking the Browse button Setting the Folder field blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Filename X 50 The filename will default to a name applicable to the type of data You may change if you SO desired About Exporting Tab Screen Along with the Export Options tab screen there will be an About Exporting tab screen This provides the operator with information about which fields are output to which columns assuming MS Excel output 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 87 A P Distributions Inquiry Export A P Distributions to Spreadsheet amp Optionally email to recipient Export Filters Export Options About Exporting For your information The following Spreadsheet Output fields are ge Column Field Format A Acct Main 1 3 B Acct Main 2 4 E Acct PfCtr 9 5 F Lor Date MM DDAYY G Doc Date MM DDAYY H Amount 99 933 399 99 Type xit J Project 10 K Narrative 30 L Ref Batch 6 M Ref Doc 910 N Ref Code 6 0 Vendor Name 99 999 999 99 P Currency xit Q Exch Rate 99 99999 R Foreign Amt 99 999 999 99 Ri The codes displayed under the Format column indicated the type and size of the data Here are some examples w X 30 30 character alphanumeric w 9 6 6 digit numeric i
108. d field March 11 2009 Encryption Decryption Function Series 5 Grid Management Screens In any of the Maintenance or Transaction Inquiry routines that listed items in a grid whereby a given item such as a Customer Code or a G L Account could be selected lf there were no item on file to be listed sometimes transactions for the next item on file were being displayed but the entry field was not being updated This problem has been fixed Also now a message will be displayed indicating that no records were found for the item entered but the next highest item s items were being displayed Feb 03 2009 For 2008 Using AcuGT Rev 8 1 m With the recent release of Rev 8 1 of AcuGT we have discovered that the INTEL native mode on certain occasions cause Memory Access errors The batch file used to compile programs S5 util s5_gcbl bat must be edited to have the variable NATIVE set to nothing Nov 15 2008 User Logon Passwords The Series 5 system now requires all passwords to be made up of at least 8 non space characters at lease one of which must be a numeric digit Also if a users password has expired they will be offered the opportunity to assign a new password after entering the old password The rules for password entry will apply Oct 7 2008 Import and Export and User Interface Applications An error occurred when exporting to an Excel spreadsheet if the 1st character the output string was a or chara
109. d that may be used to categorize the asset based on some code that is unique to your company business that you may wish to assign to the assets This field is provided as a selection filter on the generic Asset Select screen presented with most reporting applications Deon sor These four fields may be used to describe the asset The 1st descriptive field is used as an alternate key for displaying or reporting on assets Model Number X 20 This field is used to record a Model number that might be used to describe the asset Manufacturer s Name X 20 Enter the name of the Manufacturer of the asset The Manufacturer Name is used as an alternate key for displaying or reporting on assets This field is also validated and may be selected from it s List of Values window by clicking on the binoculars If the code that is entered has not already been defined to the system the system will ask if it is to be written as a new Manufacturer s Code Clicking Yes will have the system write it as a new Manufacturer s Code Purchased Date mmddyy This is the actual date the asset was purchased There is another date field provided on the asset s Depreciation properties screen This date is meant to record the date the asset was purchased The date on the Depreciation screen is the date that the asset was actually placed in service Generally these dates would be the same However 2007 2014 by Sentinel Hill Software all rights reserved
110. d to A R You may choose to view those generated by yourself or for the system as a whole Print Proofs Print Post Finals Paytech Reconcile Post to A R Processing Invoices For alese O Private Access Local Only to this PC Go To Invoice v fh il Hf Public Access Server Side to All Users Or for another example W Chart of Accounts Maintenance Fie Reports Edit View Help Define G L Accounts Select to modify delete or add G L Accounts for recording General Ledger transactions Accounts are also used for formatting Financial Statements List by Account Number Ne Go To the Account with Number he hj ast Note that different types of functions have different frame background colors E Blue Active data Inquiry or Analysis E Burgundy Codes Maintenance E Olive Green Archived transaction Inquiry E Aqua Marine Green Transaction Entry Selecting to Display Items Associated to a Particular Code In certain grid based applications you will be able to display only those items associated to a particular master code There is a field in which you can enter the desired code In the example the screen displays all Open Items for a selected Customer 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help AR Open Item Inquiry Open Item Inquiry These are the un Purged Invoices and Payments associated to eag will appear on each Customers
111. defined Batch REPORTING v Queue names Each job may be dispatched BATCH INPUT to a particular queue to be processed Your BATCH_INPUT System s Manager may have defined multiple REPORTING queues each with different execute priorities aGtit aaeei or on different processors Re Occurring drop list A job that has already completed may be set No Re up to have it automatically re occur at one of No the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri execute Note that any date parameters or at Dag ci e aa kl filters associated to the application will Mannie automatically be updated based on the given Priority radio buttons interval chosen The priority will determine how quickly the batch request is executed The default setting is determined from the User s access properties for the given application Queued for Execution Date and Time mm dd yy You can set to have this job execute at some designated time of a particular date If a job has completed or if it has been placed On Hold then you can reactivate it and have it execute again Depending on the function you may have to re edit the Job Parameters to set up correct dates of report options Grid Display Search options You may search for specific records displayed in the grid using a number of relevant fields Click on the a oi Search icon Asearch string may
112. des In effect all assets with the same Asset Account and Expense Account will be grouped together and totalled for the selected grouping When setting up to generate the report you may specify a ranges of Asset Accounts Expense Accounts or Purchase Years to be used in selecting the Assets to be printed This report can be used to determine if the mid quarter convention should be applied to assets depreciated using the MACRS depreciation method Select this report with ALL Asset Accounts and ALL Expense Accounts The percentage of the assets that were placed in service in the last quarter will be printed on the report If this percentage is greater than 40 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 169 the mid quarter convention should be applied when calculating depreciation for MACRS assets Note that the percentage only applies to assets whose property type is either P or A for Personal or Auto assets Percentage is computed with the following formula Value of Non Real Assets Placed in Service in the 4th Quarter x 100 Value of Non Real Assets Placed in Service for the Year Accessing the Book Ledger Report Function From either the F A Main menu select Book Ledger Report from the Reports drop down menu Depreciation I Codes Maintenance Purging Wiz F A Distributions Report Book Ledger Report N Depreciation Schedule Rpt Depreciation Forecas
113. des already defined 010 AUTO 0199 010 CEQUIP 2000 Items are listed in order by Code Search Fixed Assets Menu Functions 209 Fast Buttons Add a new Class G Code Modify Modify the Class Gi Code highlighted in Delete Delete the Class Gi Code highlighted in Generate a report li Class Group Code on file Edit an existing Class Group Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing 971 for full details The report listing the Class Group Codes on file if archived will be catalogued with a report name of FACLASSGRP LST Asset Class Group Code Properties Screen The properties for each Asset Class Group are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved 210 Series 5 Fixed Assets User Help D Asset Class Codes Maintenance Class Group Code 010 CEQUIP 2000 Modify the Properties of Assets may be categorized by Class Group Year You may then access and report your assets by Class In Canada you may depreciate sets of Assets by their Class Class Group Class Pool CEQUIP Year Description
114. details ie eee The report listing the Category Codes on file if archived will be catalogued with a report name of FACATEGORY LST Asset Category Code Properties Screen The properties for each Asset Category are defined with the following screen D Asset Category Codes Maintenance Asset Category Code OFFICE Modify the Properties of Asset Category Codes are way of grouping your Assets for reporting purposes and for query You may your Asset Distribution Accounts which are assigned to those assets having the given Category Category Code OFFICE Description Office Furniture amp Equipment Asset Account Depreciation Expense Account 34 200 95 000300 00 200 34 750 95 000510 00 200 Office Furniture Equip Depr Expense Office Furm Equ Disposal Gain Loss Account Accumulated Depreciation Account 34 650 99 000600 00 900 34 200 95 000350 00 200 Gain Loss on Sales of Assets Accum Depr Office Furn Equip Field Definitions Asset Category Asset Category This is the alphanumeric code assigned to the Category Enter this code when a Category code needs to be used within the Fixed Assets system 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 207 w an Is a description of the Category This is printed on most reports and is displayed to most screens where the Category Code is utilized Recto 8 09 When this
115. e Between Enter a range of dates within which the asset s Purchase Date must fall in order to be processed For Assets Disposed Dates radio buttons 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 95 To consider only those Assets that have been disposed of within a specified date range click the Between radio button and enter the range of dates a All Assets are considered regardless of date disposed of Between Enter a range of dates within which the asset s Disposed of Date must fall in order to be processed For Assets with Purchase Price radio buttons To consider only those Assets whose Purchase Price was greater than or less than a given threshold the amount entered will be processed the amount entered will be processed For Assets with Net Book Value radio buttons To consider only those Assets whose Net Book Value is greater than or less than a given threshold alo JAll Asset are considered regardless of Net Book Value Greater Than Only those Assets whose Net Book value is greater than the amount entered will be processed O Less or Equal Only those Assets whose Net Book value is greater than the amount entered will be processed Select Assets Acquired As New or Usd Set or clear the applicable check boxes to include only those assets that were acquired as New or Used Select Assets Acquired Within Prior Years or the check boxes Current Y
116. e Fast Button frame The Job s 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 75 Batch Queue Job Maintenance Job 00000062 Modify the Properties of Properties Command Line Jobs may be rescheduled to be executed at a different time and priority And they may also be marked as Re Occurring JobName General Select for Billing System Pl Submitted By USER Company UCC Program BILLSELECT Batch Queue BATCH_INPUT F Priority Re Occuring No F Oblow Nomal High Queued for Execution On faviovo6 Jra it ig Reset Status to WAITING Last Executed On Friday March 10 2006 at 1 22 37 PM gt 3 Edit any given field as required Note in particular that if a job has been placed on Hola or if it has completed you can click on the Reset Status to WAITING check box and the job will be executed at the next opportunity after the specified execution time 4 You can also view and edit the system command line that is used to launch the particular job This is the shell or Command Prompt command that is issued YOU SHOULD NOT NORMALLY EVER NEED TO EDIT THIS COMMAND LINE 5 Click the Update push button at the bottom of the screen Batch J ob Properties Screen Field Definitions Batch Queue drop list 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help The system provides pre
117. e application software These text files may be either plain ASCII text or HTML files and contain up to 8192 characters Except for specific types of emails these files MUST BE LOCATED in the directory named Email Templates located in each Company System s designated reports directory e Provides support for 120 character email addresses and 140 character subject line Sept 20 201 1 Importing Numeric Cells from Spreadsheet A problem has been identified and fixed when importing formatted columns of data from spreadsheet If any headings were specified and they exceeded 22 characters in length the number being input and recorded was ZERO The problem has been fixed July 25 201 1 Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide support for Office 2010 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 2010 or Office 2003 Word document The system will automatically append either the DOCX or the DDOC extension and generate the document using the correct file format June 14 2011 Import Export Functions The import and export function has been enhanced to provide support for Office 2010 EXCEL utility Now when presented with the import export options screen the operator may select to load from or out
118. e documents may be selected and attached and viewed from the Asset Codes Maintenance functions The different types of documents support are as follows e PDF e MS Word 2003 documents e Bitmap BMP files e MS Word 2007 documents e JPEG e MS Excel 2003 documents e TIFF e MS Excel 2007 documents e ASCII Text TXT files e ASCII Text txt files Apr 14 201 1 For 2010 a Asset Codes Maintenance Adding new Assets When adding a new asset the system previously required that a Depreciated Upto Date be entered whereby the date entered had to be the last day of the fiscal period for which assets were last depreciated This is no longer the case Now when a new asset is added that has not been depreciated no date should be entered The Asset Maintenance routines have been revised accordingly Also the Asset Depreciation function has been revised so that these new assets will be correctly depreciated July 15 2010 Asset Class Group Codes Maintenance Anew code has been introduced into the Fixed Asset system A Class Group Code may be created which is basically used to categorize assets for Canadian Depreciation methods Codes are defined in a format of XXX PPPPPP 9999 where XXX is one of the Canadian Tax Classes PPPPPP is a user defined code and 9999 may be used to indicate the year in which the asset was put into service Assets that have a Class Group Code assigned will automatically use a Declining Balance Depreciation
119. e not opened in the An application programming error Contact correct mode Sentinel Hill Software support 94 10 Too many files opened by The max number of files has been reached The configuration variable MAX FILES should be increased The file has become corrupt The file has become corrupt for some reason You must use the AcuGT s vutil utility to rebuild the file Contact your Systems Manager or Sentinel Hill Software support for assistance From a DOS or UNIX prompt you will need to issue the command vutil32 rebuild filename 9C _ Max number of locks The max number of files that can be locked has been reached Either the configuration variable MAX LOCKS should be increased or an application programming error has caused the By default MAX LOCKS is the same as MAX FILES 9D XX Internal error from host file An internal error has occurred when attempting to access a file over the network using AcuGT s Acuserver running on the primary server The most likely problem is that the host server network is down or the host server file server process has failed Contact your Systems Manager The xx is the host system s error code 7 3 2 Microsoft Utility Errors TheSeries 5 systems internally makes calls to Microsoft s Word and Excel utilities On occasion these utilities will report an error which causes the application to abort Here are the documented errors that have been encountered to date Possible Problem Word
120. e the Location highlighted in the gr Generate a report li Location Codes alr file Items are listed in order by Code Search Edit an existing Location Code by double clicking it s associated row Standard Series 5 grid controls apply The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 97 for full details The report listing the Location Codes on file if archived will be catalogued with a report name of FALOCATION LST Asset Location Code Properties Screen The properties for each Asset Location are defined with the following screen 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 213 D Location Codes Maintenance Location Code BH Modify the Properties of Location codes may be associated to specific Assets Asset Location may be used as a filter for a number of reports and queries Location Code Description BURBANK COMPUTER HARDWARE Field Definitions Asset Location This is the alphanumeric code assigned to the Location Enter this code when a Location code needs to be used within the Fixed Assets system we OOO Is a description of the Location This is printed on most reports and is displayed to most screens where the Location C
121. ear Set or clear the applicable check boxes to include only those assets that were acquired this year or in prior years Set or clear the applicable check boxes to include only those assets of particular types 2007 2014 by Sentinel Hill Software all rights reserved 9 Series 5 Fixed Assets User Help Select Assets using Specific Depreciation Methods check boxes Set or clear the applicable check boxes to include only those assets that are being depreciated using particular methods Selecting Specific Assets Asset Types or Sale Reps for Reporting If you clicked to have Selected Assets Asset Types or Sales Reps from the Asset Select Filters screen then a window similar to the one that follows is displayed From the grid display on the left double click the items that are to be included in the report or query Select G L Account s Select items to be associated with Trial Balance Available G L Account s Selected J 4040 303 Non Dues Revenue 0000 105 4040 304 Non Dues Revenue 0000 110 2 DAOS Non Dues Revenue 0000 200 A 0000 203 4040 340 Non Dues Revenue 0000 205 4040 343 Non Dues R Nien Dune Aaah Select All gt 4040 352 Non Dues Revenue HHT ij Non Dues Revenue lt Clear All 5 i Non Dues Revenue pare Add gt 5 Of Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue Non Dues Revenue 6 lt Remo
122. ecuting as a Thin Client user you will appreciate considerably faster processing of large data files when you process input as Tab Delimited Text Over a slow network input to an Excel Spreadsheet is disgustingly slow If loading the input from your PC then make sure that the Thin Client Unix Home Page in your User Logon Profile contains a path on the UNIX server Files are actually 1st copied to the UNIX server then read 2007 2014 by Sentinel Hill Software all rights reserved 90 Series 5 Fixed Assets User Help into the system Field Definitions File Type drop down list Select the type of data that is to be loaded This field will default to the type that is defined in the Series 5 User Logon Profile Note that if the the particular import export function requires a specific format other that an Excel Spreadsheet the default from the User Logon Profile is not set as the default Folder X 90 Enter the name of the directory folder from which the imported data is to be read from This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click the Browse button to select a different folder Filename X 50 The filename will default to a name applicable to the type of data You may change if you SO desired About mporting Tab Screen Along with the Export Options tab screen there will be an About Exporting tab screen This provides the ope
123. ed Fast Buttons Mem poa a new Fixed Asset Modify the Fixed Asset highlighted in the grid Delete the Fixed Asset highlighted i the grid Bam Generate a report listing the Fixed Assets on file 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions Import new Fixed Assets from a spreadsheet CSV or Tab Delimited text file Export selected Fixed Assets to a spreadsheet Some of the special features of this Inquiry grid are as follows gt If any specific row is right clicked a pop up menu is displayed A number of functions may be performed associated to the Fixed Asset s invoice gt Of particular interest is the function to Select Asset for Disposal If this is chosen for an asset a Disposal Transaction record will be written and it would be marked as Disposed of by the Disposal of Assets operation when it s post function is evoked gt The option to List By provides the option to browse through the Fixed Assets either by Asset Code Description anda number of other applicable attributes pe cow 4 TECH Cut Asset Record Copy Asset Record Paste Asset Record Modify Delete Select Asset for Disposal Cut Field Copy Field Paste Field lf the function to have the Assets printed is selected the report if archived will be catalogued with a report name of FAASSETS LST The Print Options tab screen will be displayed from w
124. ed different fields may be presented for entry of related properties Straight Line Adjusted Life Left Months 9 3 For assets using Straight Line it is possible to adjust the remaining life left of the asset Enter the number of months that the item is to continue depreciating The extra monthly depreciation amount will be computed as follows Monthly Depreciation Net Book Value Adjusted Life Left After each depreciation it will be automatically decremented Hoping to Have this Asset Depreciated lf an asset has been fully depreciated but had a Salvage Value you may edit the Salvage Value and for Straight Line methods set an Adjusted Life Left If this change resulted in a non zero Net Book Value you would hope that it would be depreciated the next time Depreciations are computed However if you don t set the Depreciated Up To Date to the day just prior to the Current Period s starting date this would not occur If the Salvage Amount or the Adjusted Life Leftis edited that results in a Net Book Value then a message will be displayed advising the operator that they should also edit the Depreciated Up To date Declining Balance DB Rate Factor 99 When a Declining Balance depreciation is chosen a Rate Factor must be entered as a value between 1 0 and 2 0 Under the Declining Balance method depreciation of up to twice the straight line rate without considering salvage value may be applied each year for assets
125. eed to debug the WEB COMPANY 3 SHSI WEB COMPANY 5 JAUSI WEB OP 10 LOCATION 1 WEB OP 20 LOCATION 2 execution of CGI service routines The Series 5 Company code assigned to Web Company 1 Code embedded in Web Page ID codes The Series 5 Company code assigned to Web Company 2 The Series 5 Company code assigned to Web Company 3 The Series 5 Company code assigned to Web Company 4 The Series 5 Company code assigned to Web Company 4 The Inventory Warehouse Location code for orders submitted over the Web for Company 1 The Inventory Warehouse Location code for orders submitted over the Web for Company 2 2007 2014 by Sentinel Hill Software all rights reserved Appendix 2 WEB OP 30 The Inventory Warehouse Location code for LOCATION 3 orders submitted over the Web for Company 3 WEB OP 40 The Inventory Warehouse Location code for LOCATION 4 orders submitted over the Web for Company 4 WEB OP EAST The Inventory Warehouse Location code for LOCATION 5 orders submitted over the Web for Company 5 WEB EDOCS web shweb The directory path in which temporary files DIRECTORY acutemp are created used to send attachments as emails on UNIX web servers WEB MGMT CTRL accserver acctg For CGI service routines on a Web server PATH shsi_ctrl defines the directory path of the location where the Series 5 control files reside 7 3 Runtime Error Codes These Unfortunately things don t always operate the way
126. efined Processing Directives in column 1 ZRADDZ All Assets for rows following will 1st be deleted then updated with the new fields DELEZ All Assets for rows following will be deleted from the F A system Column Field Format Column Field Format Asset Code x 8 Entity Code 3 Serial Number 20 Depr Method 9 Tag Code 16 Depr Class 93 9 Description 40 DeclBal Percent 99 99 Description 2 x 40 DeclBal SwtMnth 99 Description 3 40 Asset Type x1 User Keyword 6 Depr Start Date mmddyy eee a Depr LifeMonths 399 SubLedgerCode X 8 Ponpon amt ESEE Class Group 9 3 Salvage Value 99 999 999 99 Class Pool XIE Invest T ax Crdt 99 999 999 99 Class Year 94 Tax Crdt Option x i Purchase Date mm dd yy Basis for Depr 99 999 999 99 Purchase Price 99 999 999 99 Prior Yrs Depr 99 999 999 99 New Used Flag x1 YTD Depr tion 9 999 999 99 A PVendor Code xE Net Book Value 99 999 999 99 Supplier Name 40 Dispos Proceeds 99 999 999 99 Date Disposed mmddyy Asset Acct Main PfCtr 9 18 9 5 Disposal Method x1 Disposal Acct Main PfCtr 9 18 9 5 DeprExp Acct Main PfCtr 9 18 9 5 AccumDeprAcct Main PfCtr 9 18 9 5 Cancel an DVOvOZ Erze nnn Asset Master I mport Data Formats When the Assets are imported the following fields are input from an Excel spreadsheet a tab delimited text file or a CSV text file The default input filename is FA Assets _In XLS The following table defines the Asset en
127. eir own window independent of one another Execute multiple functions from the Applications menu simultaneously The functions that have been launched are displayed in the frame at the bottom on the application menu 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface oO ji A R Aging Report 4 Customer Open Item Inquiry 2 Customers h O 3 Sales and Credit Entry e If you right click the icon associated to an executing function a drop down menu will appear from which you can hide or restore it s screen or terminate the function a hh Customers Hide this Item s Window Restore this Item s Window Terminate this Function e The functions that have been launched are visible as items under the menu bar s Window sub menu 2007 2014 by Sentinel Hill Software all rights reserved 3 Series 5 Fixed Assets User Help tions Control Options Hide All R Restore All Cascaded aS 3 v 1 AJR Aging Report y 2 Customers v 3 Sales and Credit Entry eansaction Entr Customer Open Item Inquiry 5 Favorites Unused Window 5 Unused Window 6 Unused Window 7 Unused Window 8 4 Unused Window 9 gt an Ri e You may terminate hide or cascade the executing functions windows by selecting the appropriate function from the menu bar s Window sub menu E SHSI Series V Accounts Rece
128. el Hill Software all rights reserved 136 Series 5 Fixed Assets User Help F A Distributions Inquiry Grid E F A Distributions Inquiry File View Edit Help FZA Distribution Inquiry These are the G L Distributions that have been generated from the F A systems but have not yet been interfaced to General Ledger Distribution Type forAccount 200 95 000550 00 100 v h t Accumulated Depreciation x Accum Depr Automobiles s msan sa mof a wosia e E E oer C fs maj wal avers O ro ee e S N E E ero ee C S o s iaoe va va a uoo E p 27 Distributions Total Debits Total Credits 20 910 90CR Net Total 20 910 90CR Asset Expense Distributions in ascending order by Ledger Date The Fast Buttons frame provides the push buttons to have items printed purged exported or to display a Distributions Type Summary screen Fast Buttons Summary Totals To have a Distributions Type Totals summary screen displayed Filters may be specified to select only those distributions based on a variety of criteria To have a number of different filters set to limit the distributions that are displayed to the grid To have an F A Distribution Report generated To have the distributions for a selected date range exported to either a tab delimited file or an Excel spreadsheet The exported file as an option may be automatically emailed to a specified recipient To have distribution records purged
129. el Hill Software all rights reserved The Basic User Interface a E SHSI Series V General Ledger Fie Trx Inquiry Operations Financial Statements Reports Codes Maintenance Wizards User Functions Control Options Window Help User USER 01 Sentinel Hill North America July 01 2008 05 55 PM General Ledger 5 Daily Functions 6 Monthly Functions 7 Year End Functions 1 Scheduled for Today 2 Overdue Functions 3 Coming Due 8 Transaction Entry 4 My Favorites These Scheduled Menu items will be due for selection in the Near Future 7 02 08 Balance Sheet 7 07 08 Trial Balance Report Rescheduling Scheduled Functions Once a scheduled menu item s process has completed a screen is presented to the operator offering to have the menu item rescheduled Re Schedule this Function Re Occurring D aily Mon Fri v Next Scheduled For Pa a aE E AM Yes with New Date Shown h Yes with Original Date Remove as a Scheduled Item 1 The fields will default so the function will be scheduled as defined 2 You may have the item rescheduled using one of the following intervals 2007 2014 by Sentinel Hill Software all rights reserved 3 2 e Series 5 Fixed Assets User Help Every Day Weekly Monthly Quarterly Annuall 3 Click on the applicable push button as required Grid Processing Screens The Series 5 applications have been developed around the co
130. election Export Options Select the individual fields that are to be exported Available Asset Fields A SerialNumber Tag Code Description 1 Description 2 Description 3 ean Katia Select All gt Location Code Af Category Code lt Clear All Add gt Purchase Date Purchase Price New Used Flag amp P Vendor Code Supplier N ame Date Disposed lt Remove Selected Asset Code SerialNumber Tag Code Description 1 Description 2 Location Code Category Code Purchase Date Entity Code Depr Method Depr Start D ate Basis for Depr Prior Yrs Depr YTD Depr tion Net Book Value Importing Asset Records 2007 2014 by Sentinel Hill Software all rights reserved New Assets or Assets defined from another Fixed Asset system may be loaded into the Series 5 system directly from an Excel spreadsheet or a tab delimited file There is normally 2 records kept on file for each Asset The Asset Master record and the Asset Entity record The import function provides the ability to load one Entity Asset record for each Asset Master item The standard Series 5 Import screens will be presented when the specific function is launched The layout of the columns on the spreadsheet are defined with the following 201 202 Series 5 Fixed Assets User Help Import Asset Information Import Options About Importing For your information When importing New Assets you may specify a pre d
131. entering a range of dates 60 date Lookup window 59 date range Lookup window 60 define user s environment variables 79 depreciation entities about 227 basic processing screens anou P3 entering dates from a calendar 59 application s user access 112 Entity Fiscal Periods background job processor 69 about 220 browsing reports 103 building for the 1st time 223 creating Wizards 122 data export 83 data import 88 defining scheduled menu items 118 properties screen 220 environment variables 234 executing jobs in the background i about 69 dispatching a job to batch 70 batch job execute screen 70 executing Wizards 127 the Batch Job Processor 79 F A Asset filters 92 generating reports 97 monitoring who is onthe system 129 report options screen 98 exporting data about 83 asset properties 200 export options screen 83 the F A menu 132 tab delimited data 83 viewing archived reports 105 to Excel workbooks 83 batch execution delayed processing 70 enabling users to access 54 67 112 118 F z job management 72 F A Menu 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Fixed Assets User Help F A Menu saving as a PDF document 98 Codes Maintenance menu functions 178 saving as an ASCII text file 98 Control Options menu functions 219 saving as an MS Word document 98 100 File menu functions 133 runtime errors Help menu functions 29 about 245 Operation menu functions 146 Microsoft uti
132. er File in the menu bar when clicked will display some properties about the displayed file 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 53 G L Journal Entry Inquiry A61 Reports Edit view Help 1 ASSETS gt 2 LEDGEND DATE 3 DMY CORRESPONDENT ACCESS F 4 CORP MISCELLANEOUS FEES LO 5 CORP MISCELLANEOUS FEES LO 6 UNBILLED REVENUE Exit EAR VE The Properties Screen displayed shows the names of the files the of records and the size Series V File Properties GL YTD Transaction File Folder d s4 test UCC data Disk File GLYRTRX40 DAT of Records 1 352 128 File Size 636 516 352 Bytes Last Modified Friday July 04 2008 Grid Slide Bar and Full Screen Expand Push Button In most cases the columns of data displayed in the grid can be displayed in the screen s window There are a few functions that have too many columns of data to fit If there are more columns defined that can t all fit on the screen at once there will be a slide bar displayed at the bottom of the grid The operator may slide it over with the mouse to view 2007 2014 by Sentinel Hill Software all rights reserved sa Series 5 Fixed Assets User Help the hidden columns of data If there is an x icon in the lower right corner of the screen clicking on this will expand the screen laterally to it s full size You will need to have a wide screen for th
133. erated Select the Entity to be processed and the applicable processing options oe For Depreciation Entity Entity FINANCIAL STATEMENT PURPOSES Current Period 6 01 08 thu 6 30 08 When executing this function the operator is presented with the standard Asset Select Filters screen 92 This allows you to specify selected or ranges of Assets Categories Locations Asset Classes and or only those assets satisfying a variety of filter criteria The Asset listing report if archived will be catalogued with a report name of REDEPRECIAT LST The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as aPDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full details 2007 2014 by Sentinel Hill Software all rights reserved 164 Series 5 Fixed Assets User Help Re Depreciate Straight Line Assets Screen Field Definitions Depreciation Entity 9 1 The calculations may only be executed for one reporting entity at a time Select that entity If only one Entity is defined in the system that entity will be automatically assigned Update Asset record with new Values Depending whether or not you want the Asset Master record to be actually updated with the new Depreciation amount set the check box accordingly You may just want to produce the report for a what
134. es 5 Launching Microsoft Calendar The Series 5 Applications make calls to the Microsoft Calendar routine to display a calendar and accept the operator s selection of a date In order to make use of this feature the Microsoft Calendar must be registered on all client computers executing Series 5 MSCAL OCX may be found in ms ocx on the AcuGT Extend 9 xx installation CD for Windows If you cannot locate it on the release CD a copy is included in the Series 5 release directory in SS UTIL June 25 2012 This is accomplished by executing the following command from the designated DOS Command Prompt REGSVR32 EXE S5 UTIL MSCAL OCX where For System From Directory Windows Server 2003 amp C Windows Right click on the Command 2008 64 bit SysWOW64 Prompt and select Run as Administrator Windows XP and 7 C Windows Right click on the Command System32 Prompt and select Run as Administrator earlier Windows CwmdowsSystem o O Reports and Forms generated as MS Word Documents All reports and forms that are generated as MS Word Documents may now have an assorted formatting properties applied to the text that is generated The following formatting capabilities may be applied e Formatting Regions defined as ranges of lines for a page may be formatted with a particular font type and size and be set as Bold Italic Underlined Shaded or as Reverse Video Up to 5 different regions may be defined and activated under p
135. es Screen Field Definitions Wizard 9 2 This is a unique used to identify the wizard Menu Bar Description X 25 This is the description that will be displayed on the applications menu Title X 70 This is a title that is displayed on the Wizard s execution screen Launch Instructions 4 lines of X 90 These instructions are displayed on the Wizard s execution screen 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 125 Background Execution check box Set to determine whether or not the Wizard can be executed in the Series 5 Background processor The feature associated to this field has not yet been implemented Confirmation Email check box and X 40 Set to have an email sent when the wizard is finished processing The feature associated to these fields has not yet been implemented Wizard Processing Steps tab Screens The Processing Steps screen is a grid that displays each of the the menu items that are executed by the Wizard a GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Fast Buttons New Add anew Process Step Modify the Process Step highlighted in the grid Properties Processing Steps Up to 10 Operations may be defined for this Wizard New E Modiy J Remove J Move Up Jf Move Down_ Trial Balance Report h Modify Remove Move Up Delete the Process Step highl
136. es printed as long as that feature is Supported by your operating system and printer M Saved to Disk as an MS Word The output is written to an MS Word Document Document in the specified folder The output is written to an MS Word Saved to Disk as an MS Word Document in the specified folder Itis also Document and printed printed to the designated Captured Printer from within Word The output is written as a text file to the Saved to Disk as an ASCII Text Specified folder This would be useful only file if you needed to parse the file with some 3rd party utility Saved to Disk as a PDF The output is written to a PDF Document Document in the specified folder 2 When selected to direct the report output to a Printer Queue you may select a Series 5 Printer Queue from the drop down list The list will contain each of the printers that has been assigned to the particular Company System that you are working in When the Print Queue has been selected the system will echo the Description the Font and if applicable the network assigned printer name of the Captured printer 2007 2014 by Sentinel Hill Software all rights reserved 100 Series 5 Fixed Assets User Help Iv screen Browser IV ACMmYe w nupus Manayti L V Print Queue WPRINT3 WinPrint Courier 10 Compress Standard Courier 10 pt Compressed PreCaptured Printer LASER_LAND hp LaserJet 1300 PCL 6 tt of Copies 3 When
137. esaesaevaneaeeseeseasausaesaeesesseesaesaesaesaevaevaneaneaeennenaeeass 83 Data Im port FUNCTIONS cesses eseveesseeeeeneeneeseeseesoeseeseeseesaesaesaesaesaeuaeeaneneesnasausaesaeeseeseesaesaesaesaesaevaneaneanennenassass 88 3 Record Processing Filters cccceessececeeeeeeeeeeseeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeaeenseeeeeeeseeeeeeeneeeseees 92 Asset Select Fine rs iias arao aaee Aaaa aroa adaa aada Caaan iaaa Aa EAA ri de aea Na ana raada eode dagai piedini 92 4 Report Generation and Printing ccceeeccceeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeseeeeeeeseeeeeeeeeeeseeees 97 Re port Options SCree n qu cc csesessseveseeeseseesessessessesseeseeseesaesoesevaevnsseeseeneeseasausaesaeeseeseesaesaesaesaesaevaneaneaeennenaaeass 98 Re port BroWSer A EE E EEEE ET 103 Archived Reports Management cccssssesescesessessesseeseeseesoeseeseeseesaesaesaeseessessaeseesaesaevseusevaneaneanenaesaesansaneaes 105 5 User Access Management ssssssnsnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mennun nnmnnn nnmnnn nennen nnmnnn 111 Defining Users Access Rg IS a a a E ee eh eng 112 Users Scheduled Menu Functions ccsscssscesseseeesseeseessnesseessneeseeesnerseesseeseneeseesenesseenenesseeseesneeesessneerseeeneersnes 118 6 Wizard Manageme nt cccccceeeeceeeeeeeeeeee ee eeeeee ee eeeeee aa eeeeee se eeeeeaeeeeaeseeeaeeeseeeeeeeseeeeeeeseeeaees 121 Maintaining YOUR WIZ AE OS osere ace cecsceteapeccesntdeas na eanna aS
138. esseeseeseesaesaesaesaesaesaeeaneanesessausaesaesseeseusaesausaesaeuanvanse Asset Depreciation Year End Processing Adjust Asset Salvage Am OUMtS siccccssiavsceccececesceaccecidecctectecectesccecuchated ates raaa eai sauescuceceadecs scncunecuescudsenadsttdcermeate 159 Re Depreciate Straight Line ASSets ccccssesesssssessessessesseeseesnesaessessesaesonesnesneseasousaesaesseeseesaesousausaeuaevanse 161 5 Reporting FUNCHONS 22 scccicscccccesssseecceseeecelanesecccaseeucceneceeduduaeeteesseeuccanstescoavseetccueserueceveenees 164 F A Distribution Re Port cccssssseseseesescessesseeseeseesoesoesaessevaeveesaneseesnesaesaesaesessoesnesaesaesaevaevanvaneanennesnesausaneae 164 Book Ledger Report Depreciation Schedule Depreciation Forecast RE Port ccccssssssessssesssessesseessesessessesseeseesnesaesaesaesaesaeesnsseeneesaesaesaeeseeseesaesaesaesaeuaevanse 174 Disposed Asset Gain LoSS Report cccsssssssessessseessessessesseeseeseesnesoessesaesaesseesnesneneesaesaesaeeseeseesaesaesaesaevanvanse 176 6 Master Code Maintenance FUNCTIONS ccccesceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeneeeeees 178 Asset Codes Maintenance ia icccsceccces say scescrcgttenacesccecicecctcete aaae sues secvaces coueacecaceeduseucesuaesbercecdeaaestescedbease Depreciation Methods Fixed Assets Grid Screen Asset Master Properties Screens sccick cen indicia nh neat he iene aetna rele aiisee as
139. evant information when clicked e On the Series 5 main menu screen and each application menu screen on the menu bar click Help then On Line Help Contacting Sentinel Hill Software support e Direct email support is available from the Sentinel Hill Software team at support sentinel hill com You can send an email to this address automatically by clicking on the support sentinel hill com graphic on the Licensing tab screen displayed after clicking Help About on each systems menu e If you have a Support Contract you may contact Sentinel Hill support center directly at 1 800 663 8354 Summary of Fixes and Enhancements e For each application a detailed history of the changes that have been made is available from our website at Series 5 Fixes and Enhancements Getting a printed user manual You can download formatted PDF versions of the documentation for each application from our website with the following links Customer Order Processing amp I Web Access Management 2007 2014 by Sentinel Hill Software all rights reserved 3 1 32 Series 5 Fixed Assets User Help The Basic User Interface Throughout the Series 5 system applications there are a number of basic common types of screens to provide a consistent operation These are discussed in this chapter and it s related sub topics Fixed Assets Application Menu Each Application has a primary menu screen These menu programs all oper
140. existing Wizard 1 In the grid navigate to the row displaying the wizard that is to be modified 2 Double click the row or right click the row to have a drop down menu displayed then click Modify or click on the Modify button in the Fast Button frame 3 The Wizard Properties sub screen is displayed with two tabbed sub screens Make the necessary changes to either sub screens and click the Update button to proceed Wizard Properties tab Screen The Properties screen displays those fields used to identify it and displayed when used 2007 2014 by Sentinel Hill Software all rights reserved 124 Series 5 Fixed Assets User Help i GL Wizard Codes Maintenance Wizard ID 01 Modify the Properties of Properties Processing Steps Enter the properties associated to this Wizard The Description identifies it in the drop down The Title and any comments you enter will be displayed with the Wizard does it s magic Wizard H Menu Bar Description Daily AP Interface Tite Load from AP with Trial Balance Launch Time Instructions Verify the cutoff date when interfacing and ensure no illegal Accounts or Dates The Trial Balance needs only to be output as an Archived Report 7707708 11 58 27 by USER Send an Email confirming this Wizard s successful completion C This Wizard can do it s magic executing in the Background Execution Processor Last Executed Wizard Properti
141. ey were generated for or for only those that were for a range of Assets If a range is selected enter the starting ending Asset Code Include only Distributions for Batch X 6 Code To have only those distributions that were generated by a particular application code 2007 2014 by Sentinel Hill Software all rights reserved 168 Series 5 Fixed Assets User Help 6 5 2 Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Asset 9 1 Entity To have only those distributions listed that were generated for a particular Asset Entity Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Asset X 8 Class To have only those distributions listed that were generated for Assets that belong to a particular Asset Class Group Asset Classes are used for grouping Assets for Canadian corporations Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Type s check boxes A check box is presented for each of the types of Distributions that may be generated in the F Asystem Click or un click to have the particular type listed or not in the report Book Ledger Report This menu selection is used to produce a report of all assets for a particular Reporting Entity grouped by the Asset Account Expense Account and a variety of other asset related co
142. fmt Go To Account with Code Cut A P Account Record 001 0120 040 Copy AJP Account Record p 001 0310 040 AIP A nt Select to modify or delete You may also generate F Go To Cust Type with REG AGENT ESCRO ESCROWS j n Jenang NITT Modify Delete Cut Field Copy Field Paste Field Warning The Undo Delete Undo Modify Cut Copy and Paste functions are only operable while working in the particular function If you exit the function associated to the grid when you return any Cut Modified or Deleted record may not be Pasted or Undone Most Recently Accessed I tems Menu In the drop down menu under File in the menu bar most grid screens will provide a list of the 2007 2014 by Sentinel Hill Software all rights reserved 52 Series 5 Fixed Assets User Help last 6 items that were added or edited You can click on any one these to position to it Customer Maintenance Edit View Help Properties Print Import Export Bulk Email to Customers 1 000000 2 W17428 LASALLE NATIONAL 3 017930 LASALLE BANK NATI 4 017931 4BN j 5 017938 ABN AMRO SERVICES 6 266366 1346 RAILROAD 455 Grid File Properties Menu Function In almost all applications using a grid screen the rows of data displayed represent a data record in a file The Properties function found In the drop down menu und
143. format in which reports are generated and how they are actually to be printed Reports may be generated as follows Viewed by the Series 5 Report Browser Printed to a selected printer Archived for later reference Saved as an ASCII text file or MS Word file Emailed to specified recipients VV VV V WV Any combination of the above When a report is to be actually printed any of the Series 5 defined Print Queues may be selected An unlimited number of Printer Queues may be set up by your System Administrator Each Queue has a variety of properties associated that means you can pretty 2007 2014 by Sentinel Hill Software all rights reserved 98 Series 5 Fixed Assets User Help well print to any of your network defined printers using different fonts or margin settings Refer to the chapter on Defining Series 5 Print Queues in the Systems Management Help or manuals 5 4 1 Report Options Screen When any kind of report or form output is to be generated the following window screen is displayed Report VENDTYPE LST Print a list of the Vendor Type Codes currently on file Print Options Select where to have this report printed to You may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date Direct Generated Document s to V Screen Browser WV Archive to Reports Manager V Print Queue WPRINT3 WinPrint Courier 10
144. hat were executed from this Execution Session Job Name Company Finished 00000075 USER A R Aging Report Job Processor Brief Window If you are not interested in view the progress of the batched jobs you can switch the window to a Brief display From which you can switch back to an Expanded display Queued Batch Job Service Handler Status Waiting Started 9 50 pm on Tuesday July 15 2008 Total Requests serviced 1 C Show the detail for requests being serviced Enable Night Time Hibernation 11 45 pm 5 30 am Switch to Expanded Display Job Select Filters Screen Field Definitions 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 83 Click the All button or the Selected button with a specific application from the drop down list Only those jobs generated from the selected system will be executed Company System radio buttons amp drop down list Click the All button or the Selected button with a specific Company for which job records are to be executed Batch Execute Queue radio buttons amp drop down list Click the All button or the Selected button with a specific Batch Queue Only those jobs submitted to the selected queue will be executed 5 2 Data Importing and Exporting In several Series 5 applications the ability to import or export data from to external sources has been implemented There are standard import export data
145. have not yet been interfaced to the General Ledger system Distributions for a given G L Account are listed together but accounts may be sorted and or grouped using a variety of different criteria As well assorted filters may be applied to limit the items that are listed in the report A Distribution report may be generated at any time It should always be produced prior to interfacing the F A distributions into the G L system When Interfacing to G L When distributions are interfaced to the G L system they are normally purged from the F Asystem They always should be purged when interfaced to G L Once items are interfaced they no longer will be available for listing on the F A Distribution report 2007 2014 by Sentinel Hill Software all rights reserved 166 Series 5 Fixed Assets User Help W Print F A Distribution Report Report FADIST RPT Print the FA Distribution to G L Report Report Options Print Options Specify selection options to determine the Distributions that will be included on this report Report Type Detail Grouped by Distribution Type Sorted by Account Asset Code Distributions with Ledger Date Distributions for Asset Code s Not Considered B P 75 All i 4 P O Inclusive ee O A Range For Profit Centrefs Include only Distributions Generated for All Batch Code L Asset Entity e O Range Asset Class fh Fields left blank are NOT con
146. he selection from the List By drop down list 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Fixed Assets User Help Trial Balance Preview Report File View Help Trial Balance Preview Report G v Order by Account G L Trial Balance Inquiry Report Build Order by Profit Center Acco Order by Description Order by Type Order by F S Code 1 Order by F S Code 2 Ll Order by F S Code 3 w Order by F S Code 4 G L Account Order by F S Code 5 Order by F 5 Code 6 Account Description Order by 5 5 Code 1 or Order by 5 5 Code 2 Order by 5 5 Code 3 Order by 5 5 Code 4 k G Fin Stmnt Code 5 Order by 5 5 Code 5 gt A Fin Stmnt Code 6 Sup Sched Code 1 Sup Sched Code 2 Sup Sched Code 3 Sup Sched Code 4 Sup Sched Code 5 Order by 5 5 Code 6 043 4010 040 R a Trial Balance Totals Opening Balance Total Debits 42 1 for 408 Accounts Total Credits 42 128 2 ee Items listed by G L Account Fast Button Frame Tasks Push Buttons In all the grid based screen functions the major operations that could be performed are displayed as Push Buttons in a brightly colored frame This is referred to as the Fast Button Frame 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 4 W P I Invoice Processing Invoice Generation These are the Invoices that have been generated but not yet poste
147. hich you can select to direct the output 2007 2014 by Sentinel Hill Software all rights reserved 186 Series 5 Fixed Assets User Help to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing 97 for full details 6 6 1 3 Asset Master Properties Screen When adding a new Asset there is one tabbed screen to define the basic properties and characteristics of the asset There will also be a separate screen for each Asset Entity that is defined in the Series 5 system used to record properties associated to calculation of depreciation There is also a separate screen for each Entity that displays forecasted depreciations for the current and the next 4 years These screens are not presented when adding an asset Asset Codes When assigning Asset Codes you can utilize your creative juices to devise an appropriate format for the code Remember that when Assets are listed on the various reports they are sequenced order by their Asset Code When entering Asset Codes numeric codes are always right justified and padded with leading spaces Alpha numeric codes are leftas entered When assigning alpha numeric codes remember that if the code is not always left justified items may not appear in the order expected Asset Properties Tab Screen The Properties screen is used to define the Asset Code Description Date Pur
148. hich you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full details The report listing the F A Accounts on file if archived will be catalogued with a report name of FAACCOUNTS LST 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 217 F A Account Properties Screen The properties for each F A Account are defined with the following screen re F A Accounts Maintenance F A Account 200 60 000150 00 100 Modify the Properties of F 4 Accounts are defined for validation with the F44 system All F A Account also need to be defined in their respective G L Systems F amp Account 4 200 60 000150 00 100 Description Accum Depr Digital Imaging Field Definitions F A Account 9 18 9 5 This is the G L Number assigned to the Account The format of the number is defined by a property associated to the Series 5 Company System w O Is a description of the account This is printed on most F A reports and is displayed to most F A screens where the account is utilized 2007 2014 by Sentinel Hill Software all rights reserved 6 7 6 7 1 218 Series 5 Fixed Assets User Help Purging The topics in this chapter describe functions and procedures that are a available under the P
149. hin the current fiscal year Leaving it unchecked then the Mid Year Convention will be used Generate Edit List or Post Depreciations with a radio buttons Register Specify whether to just have an edit list report generated or to have the depreciations computed and applied to the assets List Assets Sort drop list To have the Assets listed on the Edit List or Register sorted by one Asset Code Asset Description Asset Code Grouped by Location Code Date Purchased Newest 1st Grouped by Category Date Purchased Oldest 1st 7 Grouped by Asset Class Detail or Summary Report radio buttons When selecting to produce just the Edit List it may be generated as either a Summary or a Detail report The Detail report lists each asset with it s depreciation amounts The Summary report just lists totals of depreciation amounts grouped by Asset Category Depreciation Account Expense Accounts Asset Class and Location The Detail versio of the Edit list also prints the Summary totals of the available fields 6 4 3 Year End Processing The Series 5 Fixed Assets system maintains one year worth of data at any time Each year represents one Fiscal Year Once the depreciations have been computed for a given entity for the last period of the year the Year End Close process must be executed This function needs to be executed for each Entity that is defined in the Fixed Assets system As an option the Year End Process will also purge an
150. hows all available information about the Asset e Labels outputs the Tag Labels 7 per line Assets Grouped By drop down list To have the Assets listed grouped by one of the available fields A new page is started for each none unique occurrence of the selected group along spre with subtotals at the end Not presented as a field Asset Class when exporting Assets Assets Sorted By drop down list To have the Assets listed sorted by one of the available fields If Assets were grouped they are Asset Code _ sorted within the group as well Not presented as a faces Description erial Number field when exporting Assets Tag Code Date Purchased Newest 1st Date Purchased Oldest 1st Date Disposed Of Purchase Price Net Book Yalue Supplier Name Export Template drop down list When the export function is executed only those fields that are selected are exported To avoid having to select specific fields every time the export function is executed 2007 2014 by Sentinel Hill Software all rights reserved 200 Series 5 Fixed Assets User Help Templates are provided with specific fields already selected There are a number of standard Export none ____select my own items System Basic Info Tem plates that are available and System Descriptive with Disposal Depr Amts customized templates may also be LARRY LARRY TEST created When the export is finished the operator will have the opportunity
151. hree fields that basically must be entered correctly For new assets enter ZERO amounts With Assets purchased prior to the current period any prior depreciation amounts must be recorded Asset Acquired in the Asset Acquired in Previous Current Fiscal Year Fiscal Years Depreciated Up To Select the Fiscal Period End date for which all other assets Date have been depreciated up to If the first period has not yet been depreciated enter the ending date of your prior fiscal year Prior Years Enter ZERO Enter the total Depreciation Depreciation amount that has already been taken up to the end of the prior fiscal year end Year to Date Enter the total Depreciation amount that has already been Depreciation taken for this current fiscal year If the first period has not yet been depreciated enter ZERO 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 181 For each Asset for each Entity that is defined in the system a separate depreciation method may be set up For each Asset Entity G L accounts must be specifically assigned The Series 5 system provides for the definition of an Asset Category Those accounts that must be set up for each Asset Entity including the Asset account the Disposal Gain Loss account the Depreciation Expense account and the Accumulated Depreciation account may be defined as a defaults to each Asset Category Make sure that when
152. ia 186 Asset Depreciation Properties Sereemm eisi earr ce esis ec eeeeeeeeeeenecceseeseessensegnessessoaseesessesseasensaaseaseesasanaes 190 Asset Depreciation Forecast SCre n nn cece eee scenes ieee see ser seesce cece se se seeseesnessesseeseseseeeeeees 196 Reporting and Exporting Filters ee eee ceeeseeneeeseeeeeeeeeeeeeceesaeesaeeeaeeeaeesaeseaeesaeesaeeeaeesaeseaesneesneeseeeteeeeeeeeneeeas Importing ASS et Records a each acceso aa cae copes ae ate oat cee at ca a ols erates Mae Asset Category Codes Maintenance Asset Class Codes Maintenance s ccssecsececesseecsnesseesenesenesenenenenseeneneneeeseeenneeseessnesseeeneesseeeseesenenseesenesseess Asset Location Codes Maintenance Asset Manufacturers Maintenance sccscescseseseessessssenesenesseeseneseesneneneneeneneeeseeeneaesaesneeseaeeneeseneesnasenensness F A Account Codes Maintenance siiin re tat taaa aae eaaa aa eenaa eaaa Oaa Kaaa aaeanoa ii T 1 Purging naai A EE E T AEA Purge DiSposed Of ASSOtS ccccccscseessessesseveeseeeseeseesouseessessesseeseeseesaesaesaesaesaesansnneneenausaesaesseeseesaesaesaesaeuanvanes 8 Control Option FUNCTtIONS ccceeee cece ee ee ee ee ee ee ener eeee ee eeeeee ee eeeee ne eeeeeeseeeeeeeseeeeeeeseeeeeeneeeeees Entity FIS Cal POROUS seccsiaie ciseiecictentestncssateniiacsscensescedsunsssseiesuvasedecsoninashaeuoteduncsadncdsannausasnisesuctsntestsasndasvaniouventaczueat Entity Period Screenivvacciineti lanai atin Avene ci a
153. icular file 2007 2014 by Sentinel Hill Software all rights reserved 22 Series 5 Fixed Assets User Help e When a user attempted to generate output as an MS Excel document but they did not have MS Excel installed or it was installed in a location other than the default a fatal error occurred The import export routines have been enhanced to now capture any system errors that were being generated from MS Excel A reasonably friendly error message will now be displayed and the particular application will continue processing In most cases the import export will just be abandoned May 31 2010 a Compiling with INTEL Native mode A problem has been discovered when compiling with the Intel native mode This option must be removed from the S5_GCBL BAT compiler macro that can be found in the S5 util directory Basically replace the set NATIVE intel command with set NATIVE command May 21 2010 a Generating Standard Forms as MS Word Documents The Series 5 generates a number of different forms For example A P Checks Invoices Picking Tickets Statements and Purchase Orders Variables within the runtime configuration file may be set up that are used to indicate how the forms are to be generated and or printed Arguments to these variables indicated whether the form was printed archived and or saved as MS Word documents The 2nd argument used to define the output may now have the following values e WORD2003 e WORD2007
154. if scenario 6 5 Reporting Functions The topics in this chapter describe functions and procedures that are a available under the Reports drop down menu on the Fixed Assets menu These menu items are used to generate and print the reports associated to the Fixed Assets system These functions are available from the F A Menu Bar as shown SHSI Series V Fixed Assets Depreciation Fie Trx Inquiry Operations OTIS Codes Maintenance Purging Wizards User Functions Control Options Window Help F 4 Distributions Report Rey 5 08 pal HSER Book Ledger Report Inc Depreciation Schedule Rpt F d Depreciation Forecast Rpt f a Fixed Assets Disposed Asset GainjLoss Rpt 4 My Favorites ily Operations 7 Year End Operations 1 Scheduled ver ouay z orcruuc Functions 3 Coming Due 6 5 1 F A Distribution Report The F A Distribution Report function can be invoked directly from either the F A Distribution Inquiry functionf 4 grid screen or from the Reports drop down menu from the A R menu 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 165 ets Depreciation Codes Maintenance Purging stributions Report Book Ledger Report Depreciation Schedule Rpt Depreciation Forecast Rpt Disposed Asset Gain Loss Rpt The F A Distribution report lists all the distributions that have been generated from the Series 5 Fixed Assets Depreciation system that
155. ighted in the grid Process Step up 1 row in the grid Down Process Step down 1 row in the grid co The following functions are provided for using the push buttons O New To add a new step to the table Q Modify To change the currently selected grid item Q Remove To delete the currently selected grid item 2007 2014 by Sentinel Hill Software all rights reserved 126 Series 5 Fixed Assets User Help Move Up To move the currently selected grid item up in the table O Move Down To move the currently selected grid item down in the table The following screen is provided for selection of each step The items listed are those F A system menu items that have been configured to be executed using the Wizard Modify Wizard Process Step 01 Process Step 1 for Wizard Load from AP with Trial Balance Menu Item General Journal Trx Entry Operation Standard Journal Trx Entr 0 i Interface from Sub Systems G L Company Consolidation Year To Date Trx Export Rebuild Acct Period Summary Profit amp amp Loss Statement Balance Sheet Profit amp amp Loss Schedules Balance Sheet Schedules Source Allocation of Funds Title Interface from AP Sub System Wizard Steps Screen Field Definitions Menu Item list box The list is made up of those menu items that may be selected as a step by the Wizard Title X 40 This is the title of the processing step This field defaults to the name used in
156. ine the items that will be displayed Documents Dated Asset Code s 8 Ee deed Between ti come For Profit Centre s Include only Documents for all Batch Code C Asset Entity p AR eor Asset Class fh Fields left blank are NOT considered in the selection process Grid Display Filters Screen Field Definition Documents Dated radio buttons and mmddyy Select to have All distributions listed regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers Distributions for Asset Code s radio buttons and x 8 Select to have All distributions listed regardless of the Asset they were generated for or 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 139 for only those that were for a range of Assets If a range is selected enter the starting ending Asset Code Include only Documents for Batch Code X 6 To have only those distributions listed that were generated for a particular function Leave the field blank if it is not to be considered as a selectio
157. ing HEAD for even page headers FMnnn EVEN PAGE lt text string gt Report Print Form nnn Printer command string FOOT for even page footers FMnnn RPT DATE _ lt text string gt Report Print Form nnn Printer command string LINE for report date line FMnnn RPT TITLE lt text string gt Report Print Form nnn Printer command string for report title line FMnnn RPT lt text string gt Report Print Form nnn Printer command string LEGENDS for report legends lines FMnnn RPT lt text string gt Report Print Form nnn Printer command string HEADERS for report headers lines FMnnn USER CODE Report Print Form nnn Printer command string 1 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 2 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 3 string gt for User defined action at Line ii FMnnn USER CODE Lii lt text Report Print Form nnn Printer command string 4 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 5 string gt for User defined action at Line ii FMnnn USER CODE Lii lt text Report Print Form nnn Printer command string 6 string gt for User defined action at Line ii 2007 2014 by Sentinel Hill Software all rights reserved 2 Series 5 Fixed Assets User Help FMnnn USER CODE Report Print For
158. ing entities For example you may track depreciation for G L Book Value or for Tax purposes totally independent of one another Depreciation may be processed either on a monthly or annual basis anda number of different reports are available It also produces distributions that interface to the lt PRODFAMIL gt General Ledger system QO Record and maintain your Fixed Assets Information Calculation of Asset Depreciations O Disposing of Assets QO Depreciation Forecasting The Fixed Assets system handles the Assets for a single company If you have more than one company then you need only to set up additional Series 5 company systems one for each Each F Acompany may be interfaced into it s own G L or into a corporate G L system Fixed Assets Features Abrief summary of some of the major features of the Series 5 Fixed Assets system gt Maintain up to Five Depreciation Entities a Assets may be set up to be depreciated using up to five different approaches Each is defined as a Depreciation Entity each with their own Fiscal Period which can optionally generated G L Distributions For each Asset for each Entity you may define different Depreciation Method Basis for Depreciation Amount Salvage value and Asset or Depreciation Expense accounts Each Entity may be depreciated totally independent of one another R Asset Master Codes 2007 2014 by Sentinel Hill Software all rights reserved 10 Series 5 Fixed Assets
159. ing fields Sequence Report Name Grid Display Sort options You may choose to have the items in the grid displayed using a number of sorts These include By Sequence By System then Report Name By Report Name Extension then System then most recent date By the date created with the most recent ones listed first To change the displayed sort order 1 Click on the heading of the column of data which is to be used for the sort Only those columns with a canbe used The column that is currently used for the sort has displayed DEK D CS Re E Serr we a ea Grid Display and Purge Filters Screen Over a period of time your users will probably be generating a great number of Archived reports You can limit the number of items that are displayed in the grid The same filter fields are also available to the Purge function 1 Click on Selections in the Fast Button frame The Archive Report selection filters screen will be displayed 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 109 Archived Reports Manager Archived Reports Inquiry Selection Parameters You may specify selected parameters to limit the list of Archived Reports that are displayed r Systems Users OAI Oal USER Selected O Selected gt Report Types 7 Date Generated Oall Oall From 4701 08 Selected Selected To 67307
160. ing the Year End Close for all of them you must set the Fiscal Year Ending Date field found in the F A Control Preferences If you don tdo this depreciation amounts cannot be computed in the next year Accessing the F A Year End Close Processing Function From either the F A Main menu select Year End Processing from the Operations drop down menu A SHSI Series V Fixed Assets Depreciation Fie Trx Inquiry seis Reports Codes Maintena Disposal of Assets User USER F in NE Asset Depreciation VI Year End Processing X aE Fi Adjust Asset Salvage Amts Re Depreciate SL Assets trea iE ai p 2007 2014 by Sentinel Hill Software all rights reserved 158 Series 5 Fixed Assets User Help amp Year End Close Options Screen Before proceeding with the Year End function the following screen is displayed Fixed Asset System Year End Close Fixed Asset Year End Close Function Year End Close Options Select the Entity to be Closed and applicable options Your current Fiscal Year Endis 5 31 09 As defined in your Preferences Current Status of your Reporting Entities Entity Description Current Period Status FINANCIAL STATEMENT PURPOSES 6701708 to 6730708 Entity to be Closed FINANCIAL STATEMENT PURPOSES Delete Assets that have been Disposed of On or Prior To 15731708 75 Year End Close Options Screen Field Definitions Depreciation Entit
161. iods and it s cost must be allocated to these periods on some fair basis When an asset is purchased a quantity of usefulness will contribute to production throughout the life of the asset However since the life of any asset generally is limited this quantity of usefulness is also limited and will be consumed by the end of the asset s useful life When assets are depreciated this is nothing more than a process of allocating and charging the cost of this usefulness to the accounting periods that benefit from the asset s use This menu function is used to define your fixed assets identify how they are to be depreciated and specify their productive life There are two different types of records that are used to maintain your company assets Asset Master These records define the specific properties of each asset This includes an asset code description serial number date purchased price the suppliers name it s location and perhaps a category and or grouping code Asset Entity The Series 5 Fixed Assets system provides for managing the depreciation of assets using five different reporting approaches That is a single asset can be analyzed and depreciated five different ways For example one method might be for tax purposes and another for booking to the G L Each method is referred to as an Asset Reporting Entity For each Entity that is defined a separate Asset Entity record must be set up for each asset The Asset Entity
162. ional Invoicing system 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface a Project 10086 CITY BANK FORNEY pas Click on the Enter the Project Code Descriptig binoculars or strike This project belongs to the Locg the FE function key for the Lookup window Project Code aT Client Code 910086 Ei CITY BANK FORNE PO BOX 5 FORNEY TX PO Number Project Type Regular O Master Sub Ordinate Partner In Charge 40RGT fh RG THOMSON Project Leader d l 006 TSM 7 f sd Fie J Code Lookup Window All Lookup windows basically have the same characteristics and controls 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Fixed Assets User Help Employee Codes Lookup Sd e 106 RM TSM 107 RM TSM 108 RM TSM 109 RM TSM A N HOLMES C H AGUERO E J ROBINSON E L MAGUSIAK F M CANCINO G G SORENSEN G L CONRAD J A MCDONELL J P CASEY LAURA ROBINSON LM BONILLA 110 RM TSM 200 DNA DOCUMENT RESOURCES ASSUMED N amp ME LOCAL ASSUMED NAME REMOTE BANKRUPTCY LOCAL BANKRUPTCY REMOTE CTY COURT RECORDS LOCAI GoTo Key Select a particular code by navigating to it in the window and double clicking the row or clicking the Select push button To exit the Lookup window without selecting an item click on the Cancel push
163. is to be effective T A R Period Analysis Inquiry and or Report File View Analysis Help A R Period Analysis Inquiry Report Build and preview summary totals by selected Periods for Customers A R Accounts Customer Types by G L Fiscal Years Sales Reps and Sub Ledger Projects From the display generate either a report or a spreadhsheet Pint Analysis Report Re uild Preview Show Totals for A R Accounts wi ajaj Go to Main Account C7 ACCOUNT NOT ON FILE CHASE BANK GENERAL ACCO 1 065 00 4 029 95 140 00 CHASE BANK GENERAL ACCO 152 594 86 221 305 21 346 083 58 ISA Paymentech Clearing Acc 0 00 101 00 ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE 0 00 ACCOUNTS RECEIVABLE 9 996 00 INVOICED REVENUE CONTRC 9 996 00 FIRST UNION BANK DFS 93 701 10 WA FIL e FILING DISB PA SOS FILING DEPOSIT iLien CL DEPOSITS ON ACCO ALLOWANCE BAD DEBT GTor display last accumulated 3 31 08 t Date Items listed by A R Account Code Lookup Window Throughout each of the Series 5 applications there may be master codes that must be entered into a field on a screen In most cases there will be an icon a of a pair of binoculars located to the right of the field If you click on the binoculars a Codes Lookup window will be displayed from which you can browse for and select a code Here is an example of fields with the binoculars icon for entering master codes in the Profess
164. ivable File Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options WT User USER Re AR Open Item Inquiry File lt v 1 AJR Aging Report peesaa Customer Maintenance v 2 Customers File Edit Sinus v 3 Sales and Credit Entry v 4 Customer Open Item Inquir 3 Ge lm Generate A R Aging Report EK Sales and Credit Transaction Maintenance Cust me Sales Batch Selection _ Un dow 9 List E lr Sales Transactions are entered in sets under the control of Sales Batches Select the desired ie mo Sales Batch from one of those that have already been created or you may choose to create a new one e You may hide or redisplay a particular executing function by clicking on it s entry in the menu bar s Window sub menu 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 3 3 1 2 Scheduled Menu Functions The Series 5 Menus offers the ability to define certain functions to be scheduled for particular times of the day at specified intervals Tabbed sub screens display those functions that have been scheduled and are Overdue Due for Today or Coming Due The operator must click the push button in the sub screen to select these functions to have them executed Once the function is finished the operator will be prompted to reschedule the job Refer to the section on Users Scheduled Menu Functions 3 under the User Access Management Chapter for the
165. l reporting entities When selected to be disposed the system will display information pertinent to each entity Disposing of Assets in the Last Fiscal Period of the Year All disposed assets for a given period MUST BE POSTED prior to any depreciation amount being computed for the period If you need to dispose an asset in the last period of your fiscal year it must be done prior to computing and posting the depreciations The system will NOT LET YOU DISPOSE OF ASSETS after depreciating the last fiscal period of the year and before executing the Year End Operation All disposed assets for a given period MUST BE POSTED prior to any depreciation amount being computed for the period The process of entering the Disposed Asset information is performed by entering the disposals as transactions These transactions will be kept on file and may be edited and reviewed by having an Edit List printed before actually being Posted 2007 2014 by Sentinel Hill Software all rights reserved 148 Series 5 Fixed Assets User Help The Net Book Value at the time of disposition is defined as follows Net Book Value Cost Life To Date Depreciation But offered as options when the asset is disposed if the Year to Date Depreciation is reversed or the Disposal period Depreciation is Calculated the Life to Date Depreciation will be adjusted accordingly When Assets are disposed of the following Asset Master and Asset Entity fields are
166. launched Office 2007 Excel will now correctly be executed Aug 25 2008 On Line Help The Series 5 systems now have On Line Help You can access these help files from the application In all functions that offer a menu bar clicking Help will display a drop down menu offering General Help Help on the particular function and Help about Grids For menu items that don t have a menu bar if help is available a help icon may be clicked to display Help about the particular screen Note that help may not actually 2007 2014 by Sentinel Hill Software all rights reserved 2 4 Introduction be available in all cases where offered in the drop down menus Aug 10 2008 Broadcast Messages The Series 5 Broadcast messages have been increased in size You may now specify 3 lines of 80 character lines of message text to be displayed The files used to hold these messages have been renamed to be EMERGENCY DAT and BROADCASTS DAT Aug 10 2008 Application User Access Analysis Export A new function has been introduced to each applications User Access Maintenance function You may now Export to a spreadsheet an analysis table of users access rights Each row of the table is a menu item and each column is a Logon User It provides a quick snapshot of which users have access to any particular function July 15 2008 o User Access Logging As an option your systems manager can turn on the option to log user access to all the syste
167. ld be greater than the Declining Balance Depreciation Declining Balance with Switch to Straight Line v Each year s Depreciation is based on a fixed v The Depreciation is defined for the asset v Depreciation is a of the Declining Balance which is the Net Book Value at the beginning of the year v Switches to Straight Line after a specified number of months Accelerated Cost Recovery Systems ACRS v Is a Cost Recovery system based on tables which apply classes of property over specific recovery periods v Depreciation is computed for Personal Assets that are in a 3 5 or 10 year Class v Depreciation is computed for Real Property that are in a15 18 or 19 year class Alternate Accelerated Cost Recovery Systems ACRS v ls a Cost Recovery system based on the Straight Line method v it does not take into account the Salvage Value of the asset For Personal Assets With Life 26 60 or 144 months 60 144 or 300 months 120 300 or 420 months Modified Accelerated Cost Recovery Systems MACRS v ls a Cost Recovery system for assets placed into service after December 31 1986 MACRS Asset Type 3 5 7 10 15 or 20 years 2007 2014 by Sentinel Hill Software all rights reserved 184 Series 5 Fixed Assets User Help Luxury Autos Residential Property 27 5 years Non Residential Property 31 5 years 6 6 1 2 Fixed Assets Grid Screen Assets are maintained using a Series 5 grid processing screen As
168. lder on your system as either an MS Word Document a PDF Document or a simple ASCIl text file Save To X 90 Enter the name of the directory folder to which the saved to disk report is to be written This will default to the directory path defined in the Users Logon Profile established by your Systems Manager You may click on the Browse button to locate the desired directory Only those folders which are descendants of the root directory of that which is defined by the Save To field can be displayed So if you wish to choose a folder on your C drive enter CA in the Save To field before clicking the Browse button Setting the Folder field blank or to a path that does not have a drive letter designation would result in only being able to browse descendants of the user s default working directory Save As drop down list 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 103 Select to have the output saved as an Office Word document an Office Word document that is printed from Word as a PDF document or as an ASCII text file If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed To Captured Printer X 12 If chosen to Save to MS Word Printed then you must select the Captured Printer to which the report is to be printed This must be a valid network printer that was captured using the Captured Windows Printers mai
169. lected Printer Queue ARCHIVE Output only as Archived DISK Output only as Archived PRINT amp ARC Output to the selected Printer Queue and HIVE have Archived BOTH Output to the selected Printer Queue and 2007 2014 by Sentinel Hill Software all rights reserved have Archived BROWSE Output to the Series 5 Browser ASCIIDISK Output to disk as an ASCII Text document WORDDISK Output to disk as an MS Word document PRINT amp WOR Output to disk as an MS Word document and D to selected Printer ARCHIVE amp W Output to disk as an MS Word document and ORD have Archived WO ORD2003 Output to disk as an MS Word 2003 document PRINT amp WOR Output to disk as an MS Word 2003 D2003 document and to the selected Printer ARCHIVE amp W Output to disk as an MS Word 2003 ORD2003 document and have Archived WO ORD2007 Output to disk as an MS Word 2003 document PRINT amp WOR Output to disk as an MS Word 2003 D2007 document and to the selected Printer ARCHIVE amp W Output to disk as an MS Word 2003 ORD2007 document and have Archived PDFDISK Output to disk as a PDF document PRINT amp PDF Output to disk as a PDF document and to the selected Printer Queue ARCHIVE amp PD Output to disk as a PDF document and have Archived lt my queue Print Queue used for O P Invoices ccc xxx PACKSLIPS lt my queue Print Queue used for O P Packing Slips for Q name gt Location xxx 2007 2014 by Sentinel Hill
170. lity errors 247 Purging menu functions 218 system error codes 246 Reports menu functions 164 Trx Inquiry menu functions 134 S Window menu functions 36 K 7 about 132 scheduled menu items 118 Sentinel Hill Software contacting 30 menu bar topics 132 G Series 5 Main Menu about 67 generating emails 79 entering anew password 64 expired passwords 64 a H a loging in to the system 64 selecting a Company 64 Setting Up a User s PC gee help 29 allowing access to HTML Help 79 HTML Help access 79 allowing emails tobe sent 79 build the Series 5 shortcut icon 79 define user s environment variables 79 l defining user s working directories 79 SHSILUSER_NAME 79 importing data setting up scheduled functions 39 about 83 88 setting up the F A system Asset Entity records 202 defining control options 224 Asset Master records 202 defining Depreication Entities 227 from Excel workbooks 88 defining Fiscal Periods foreach Entity 220 import options screen 88 general control options 225 tab delimited data 88 SHSI USER NAME variable 79 master code Lookup window 54 user access management about 111 R copying another user s rights 112 create a spreadsheet of all users access rights report generation 112 about 97 defining scheduled menu items 118 archived reports 98 setting up new users 112 displaying to the screen 98 user access rights 111 filters 92 user logon profile 111 having reports emailed 98 101 who is using the system right now
171. ll rights reserved Fixed Assets Menu Functions 225 Particularly in the Accounts fields You can also come back to edit the Control Preferences later Once your F A Control Preferences is established the system can then be used 6 8 2 1 General Tab Screen Defines the properties for basic Fixed Assets processing lS Modify F A Control Preferences Fixed Assets Depreciation Control Modify the Properties of General Depreciation Entities Specify the name of the Company the fiscal Year End date and options for interfacing to G L Also provide your default Disposal Proceeds account and other control settings Company Information Company Name MODERN VIDEOFILM INC G L Company Code 2 Fiscal Year End 15 31 09 C Generate Depreciation Expense Distributions with Sub Ledger Project Codes C Allow for an extra Year of Depreciation for ACRS Assets if a Net Book Value still exists after the Expected Life has lapsed Disposal Proceeds Account Default Print Queue for F A esf 0100 99 000045 00 WERINT3 t Cash Sanwa Bank Disb B Field Definitions Company Name X 35 This field is used for information purposes only The name that appears at the top of the Fixed Assets menu is determined from the Series 5 company system that is being worked on 2007 2014 by Sentinel Hill Software all rights reserved 226 Series 5 Fixed Assets User Help G L
172. luntarily removed from service The Asset was sold The Asset was traded for another There may have been cash transfer involved in the trade too The Asset was acquired by another Traded In Tax Free Transaction corporation in a taxfree liquidation or reorganization Disposition of Business The asset was retired as a result of termination or disposition of a business or operation Disposal Proceeds Account 9 18 9 5 2007 2014 by Sentinel Hill Software all rights reserved 152 Series 5 Fixed Assets User Help When an Assets is Disposed of the proceeds realized from the transaction must be distributed to a G L account In cases where the asset was sold for cash you would use a G L Cash Account If the Asset was traded in a different account would be used The default account initially assigned to this field is derived from the F A Control Preferences 225 Asset Entity Reverse Year to Date Depreciation This field is used to determine whether the system should back out any depreciation amount that has been taken so far for this fiscal year based on the computation of the Net Book Value If this check box is set the applicable reversing distributions are generated the Asset s Accumulated Depreciation Year to Date amount is set to ZERO and the Net Book Value is recomputed accordingly Asset Entity Compute Current Period Depreciation This field is used to determine whether the system should cal
173. ly selected file directory was being reset to the program s default This problem has been fixed Mar 24 2010 2007 2014 by Sentinel Hill Software all rights reserved 4 Series 5 Fixed Assets User Help a Generating Sub Documents as MS Word or PDF Files The Series 5 printing routines had the ability to generate a sub document as an MS Word document A sub document might be a single Invoice or Customer Statement generated with a unique filename This functionality has been enhanced to have the sub document generated as either an MS Word document or a PDF document These sub documents may be generated at the same time totally independent from their normal printed versions When generated as Word documents or PDF documents MS Word Templates may be used to define the properties of the resulting document with watermarks and headers and footers Mar 15 2010 Import functions from Excel Spreadsheets The Series 5 import function offers the option to input from an Excel spreadsheet In any application that loaded data in this manner it was difficult to determine when all valid rows of data had been loaded The Excel import function has been enhanced so that it will correctly stop once valid rows of data have been loaded Previously the system would attempt to load up to 65 436 rows of data and when executing any given Import function it would appear as if the system has hanging Mar 03 2010 a Printing of Report as PDF Docume
174. m nnn Printer command string 7 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 8 string gt for User defined action at Line ii FMnnn USER CODE Lii lt text Report Print Form nnn Printer command string 9 string gt for User defined action at Line ii FMnnn USER CODE Report Print Form nnn Printer command string 10 string gt for User defined action at Line ii MSWORD DEFAULT SPECS LANDSCA Defined specifications for outputting Series 5 PE reports to an MS Word Document Courier Arguments are lt Orientation gt lt Font gt New 8 lt Fontsize gt lt Template Name gt e The font must be defined on the clients PC e Orientation must be LANDSCAPE or PORTRAIT e The Template is an MS Word defined template and must be stored in MS Word s Template directory MSWORD AR STMT LANDSCAP Defined specifications for outputting A R SPECS E Courier Statements to an MS Word Document New 8 LANDSCAP Defined specifications for outputting A R Dunning E Arial Letters to an MS Word Document 2007 2014 by Sentinel Hill Software all rights reserved MSWORD PAKSLIP LANDSCAP Defined specifications for outputting O P Packing E Courier Slips to an MS Word Document Courier New 10 requisition d MSW ORD QEINV SPECS For Series 5 Printer Queue XXX Outputs the speciifed bitmap file to the given row column of the Pixel Height page at the s
175. m toj z oe S v Z Cc Ww wv oO m m 5 S a 2 Q gt x lt m a D Bo 2 2 I 2 4 I Z O D lt m 5 D D D 3 D v D O 5 2 5 Q 5 gt n lt a n D 3 n gt 5 A D 3 3 a ke m 5 to or save text export to a file on mapped drive M which is mapped to a directory on the UNIX server then the file will actually be written to the directory path specified as the argument B Z Ti m Z gt Q _ O S 6 o 3 xe Nee DESCN B Software Defines the Invoice Layout Generation Type and Development Descriptive text printed on P I Invoices for 2007 2014 by Sentinel Hill Software all rights reserved V Z 236 Series 5 Fixed Assets User Help charges that are sub totalled by their WIP Consolidation Flag when set to N where N 1 Used to determine how E Requests are handled by the Web Management system gt 1 Use AcuConnect on a remote server gt 2 Use AcuConnect initiated from the E Request Server program running on the PC gt 3 Don t use AcuConnect at all Process requests directly from the E Request Server program on the PC gt 4 Use AcuConnect only for requests that don t generate MS Word or Excel documents The Series 5 applications are controlled using a number of system files These files are stored in the directory path defined here SHSI_CTRL_PATH P E c When functio
176. method For each Class Group code defined you may specify the that is to be applied in the 1st year and in subsequent years July 15 2010 a Asset Codes Maintenance Import Function 2007 2014 by Sentinel Hill Software all rights reserved Introduction 13 A new function has been introduced that provides the ability to import Master Asset and Asset Entity record data into the system It provides for new Assets to be loaded or for existing Assets to be updated The data loaded may be a tab delimited file a CSV file or an Excel spreadsheet June 02 2010 Asset Codes Maintenance If an asset has been fully depreciated but had a Salvage Value you may edit the Salvage Value and for Straight Line methods set an Adjusted Life Left If this change resulted in a non zero Net Book Value you would hope that it would be depreciated the next time Depreciations are computed However if you don t set the Depreciated Up To Date to the day just prior to the Current Period s starting date this would not occur The Asset Maintenance routine has been enhanced to advise the operator that if the Salvage Amount or the Adjusted Life Left is changed that results in a Net Book Value then they should also edit the Depreciated Up To date Jan 29 2010 Asset Depreciation Assets defined with a Straight Line Depreciation having an Adjusted Life Left and a Net Book Value were not being depreciated The problem has been fixed Jan 29 20
177. might normally be printed a Print 2007 2014 by Sentinel Hill Software all rights reserved Introduction 21 Options screen is presented From this screen the operator may choose to have the output directed to a printer to be Archived to be just displayed to the screen to Browse or output as an MS Word or PDF file The default output has been changed to be just displayed to the screen to be Browsed Previously it was defaulted to be output to a printer Additionally should you desire to set the default output you may do so by inserting a variable in the runtime Configuration file The variable SHS RPT DESTINATION with a single numeric argument will provide the default target for generated reports where you would set the argument as follows 1 Tothe Printer 17 To Disk as an MS Word 2003 document 2 Archived 26 To Disk as an MS Word 2007 document 3 Both the Printer 35 To Disk as a PDF document and Archived 4 To be just Browsed Note that if the applicable application already determined the target output these defaults will NOT be used Oct 13 2010 Data File Properties function In all Series 5 applications that maintain master codes records or provide for the entry or inquiry of transaction or history records under File on the menu bar the Properties function will display information about the related files This function has been enhanced to now display 12 numeric digits for both the files size a
178. mporting A R and trxinput A P transactions for Series 5 Company System ccc d acctg comp_ The default directory used for maintaining O P imaudit Inventory Audit files for Series 5 Company System ccc a d S5 dun The default directory used for maintaining A R PATH templates Dunning Letter template files for Series 5 Company System ccc dAS5 bin runs The directory path in which the executable programs reside OK to Sell Text Lines of text displayed in O P when an item is out of stock and operator is prompted These are the 3 lines used in the prompt The x is used to allow for different sets of texts for different Inventory Activity Codes that may have been set up for the Inventory Item in question QO 0O QO 0O ey a o d d gt 3 Q pi fed O Q Q a O a E T gt 40 Q ol fad c 2 D O S lt Cc wn O Q aj 5 ga le 5 Q O n U IAMESS_ x1 e A 0O eD e Active Obsolet Disconti Needs eF e nued Informat Foreca F eC ion sted Planned Cancel S ed Suppre ssed IAMESS_ x2 OK to Sell Text isee above line 2 line 3 ELP PREFIX dAS5 bin helo The directory path in which the Help files reside d S5 bin The directory path in which all bitmapped images images are stored a runs2 d c d This is the shell command that is used to D_CMD s5 etc cblcfgui execute jobs submitted for execution in the Background Job Processor Cc I O Q Q Z s 8 8 6
179. ms menu items June 15 2008 Major F A Features not Found in Series 4 Generic Asset selections for Reports All reporting functions now have a generic Assets selection filter screen It allows you to randomly select different Assets to be reported New Fields for the Asset Master Records New fields in the Asset Master record include Serial Number Tag Label and Asset Category Assets may now also be associated to an Asset Class for Pooling for Canadian Depreciation methods Assets may now be accessed and displayed sorted by Asset Code Serial Number Tax Asset Category Description Supplier Location Date Purchased Asset Class and Category Getting Help There are a number of different sources of help in Series 5 In addition to this help file you can also access the Power Point tutorials and Sentinel Hill Software support To get started your main source of information should be this help file We have designed it to provide all the information you will need for using and learning the Fixed Assets Before contacting support please make sure that you really can t find the information you 2007 2014 by Sentinel Hill Software all rights reserved 30 Series 5 Fixed Assets User Help need here Thanks Displaying the help e The quickest way to display the help is to press shift F1 If context sensitive help is available it will be displayed automatically e Most screens will have a Help button that displays rel
180. n date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented For Profit Center s radio buttons and 9 5 Select to have All distributions listed regardless of their Profit Centers or only those for a given range of Profit Centers If an inclusive range is selected enter the starting ending Profit Centers For Distribution G L Accounts starting ending 9 18 9 5 If you wish to only list distributions for a range of accounts or a single account click the Selected radio button You may then enter Starting and Ending G L Account numbers To revert back to All accounts click the ALL icon Distributions for Asset Code s Select to have All distributions listed regardless of the Asset they were generated for or for only those that were for a range of Assets If a range is selected enter the starting ending Asset Code 2007 2014 by Sentinel Hill Software all rights reserved a2 Series 5 Fixed Assets User Help Include only Distributions for Batch X 6 Code To have only those distributions that were generated by a particular application code Leave the field blank if it is not to be considered as a selection filter Include only Distributions for Asset 9 1 Entity To have only those distributions listed that were generated for a particular Asset Entity Leave the field blank if it is not to be considered as a selection
181. n filter Include only Documents for Asset Entity 9 1 To have only those distributions listed that were generated for a specific Asset Entity Leave the field blank if it is not to be considered as a selection filter Include only Documents for Asset Class X 15 To have only those distributions listed that were generated for Assets that belong to a particular Asset Class Group Asset Classes are used for grouping Assets for Canadian corporations Leave the field blank if it is not to be considered as a selection filter 6 3 1 3 F A Distribution Report The F A Distribution report lists all the distributions that have been generated from the Series 5 Fixed Assets Depreciation system that have not yet been interfaced to the General Ledger system Distributions for a given G L Account are listed together but accounts may be sorted and or grouped using a variety of different criteria As well assorted filters may be applied to limit the items that are listed in the report A Distribution report may be generated at any time It should always be produced prior to interfacing the F A distributions into the G L system When Interfacing to G L When distributions are interfaced to the G L system they are normally purged from the F Asystem They always should be purged when interfaced to G L Once items are interfaced they no longer will be available for listing on the F A Distribution report 2007 2014 by Sentinel
182. ncept that the operator should be able to navigate easily through the master codes data sets or batches of transactions that are being worked with To accomplish this the assorted accounting systems have made use of a graphical control known as a grid The grid control is basically a table that provides the operator with a list of the data records being worked with and controls to navigate through the associated file Individual fields may be edited pop up menus may be displayed for related functions and the cursor up down and Page up down keys may be used to move around rows and columns of data The screens that display these grids also offer a number of functions that the operator can manage or manipulate the particular records information These are fairly consistent throughout the Series 5 accounting systems Grid screens are typically developed for the following types of menu functions QO Master Code Maintenance routines QO Transaction Entry routines QO Data Inquiry routines QO Operations that require the operator to perform some type of function to easily set or edit properties of a specific type of data record Here is an example of a grid based screen that offers most of the controls typical of a Transaction Entry function In this case there are 2 rows in information for each data item being displayed 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 4 Standard Journal Tra
183. nd the number of records in the file Also now the version of the Vision file is displayed along with the number of volumes that are used to hold the data and the index keys for the associated file s Sept 01 2010 Using the Mouse Wheel to navigate Series 5 Grid Screens In all Series 5 applications that use a paged grid screen those showing rows of master codes and or transaction records similar to a spreadsheet the operator may now navigate forwards and backwards through the records using the Mouse Wheel If the Ctrl Key is also pressed while twirling the mouse 4 rows of data are skipped instead of just 1 If when you spin the mouse too fast and a Stack Overflow error occurs in the runtimes Configuration file add the variable PERFORM STACK 384 and it should work OK Note that this new feature is only available for systems with at least AcuGT Rev 8 1 3 July 27 2010 MS Excel System Error Recovery The Series 5 family of applications offers the ability to import to and export from an MS Excel Workbook document System error that could be generated while outputting to and or inputting from MS Excel documents were causing Series 5 applications to terminate with a not too friendly error message The errors that were particularly annoying were as follows e When importing from an Excel document with a filename selected from the application that did not actually exist and the operator had forgotten to Browse to choose the part
184. nee ete en eS Building the Entity Period Table cic tscesccctiscee dese ivavan niet aenveteneesdebisevbewnyecutenventeneunthisneiessiesten odd cae F A Control Prefer en Sonnii raae raar edeno iE eraa N aaa hV VAA aaa adaa aade Raa Saa iiad aaas General Tab Screen nirna aa eee pie e er ener ieee Depreciation Entities Tab Scree Nav aca sains a EEN EE i ENS IAN R EN A NRR Part VII Appendix Wi EPA Data Fil Ssnin eana erara aaa aaa aa Eaa Aa aa Aa aaia 230 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help Data Directory Structure ccccssssscesceseesessesseseeesesseesouseesessesseeseesoesaesaesaesaesaueseesneseesaesaesaesseeseesaesaesansaeuaevanse 230 F A System Control File S cccscsesseseesesseesesseeseeseeseesaesaesaevaevaessneseeseasausaesaessesseuseesaesaesaesaevanvaneanennesnesaesansaes 231 F A Com pany Data File S cccccsesecesestesesseseeseeseesseesoeseessesseeseuseesoesaesaesaesaesaesansnneseesaesaesaesseeseesaesaesaesaevanvanse 232 2 System Operational Variables cccccceseeceeeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeseeeeeeeseeeeeeeeeeeaeeeseeeeees 233 Environment Variables Configuration Variables 3 Runtime Error Codes s22cccc00cc ects cazdcccasedeeccanzgcetcsaddqeedadegcotgadeccdadeacceacavencoteatecceceassecetadetecets Application Error Codes o cccssesssssessessesseesesseeseessessessesseeseesoesnesaesnesaesaesaesanssnssasseesaesaeu
185. neral Depreciation Entities There are five separate Reporting Entities that may be used to depreciate your assets using different methods Depreciation computed for a given entity as an option will be booked to the General Ledger For each Entity that is to be set up a description must be entered Entity Description Create G L Distributons Field Definitions Entity Description X 30 2007 2014 by Sentinel Hill Software all rights reserved 228 Series 5 Fixed Assets User Help This is the description of the Entity being established Entering a description establishe the entity in the system Create G L Distributions radio buttons For this Entity if G L Distributions are to be generated then Assets are depreciated then set the Yes radio button You would typically have NOT have distributions generatea for an Entity that is used to compute depreciations for Tax purposes 2007 2014 by Sentinel Hill Software all rights reserved 20 Series 5 Fixed Assets User Help 7 1 7 1 1 Appendix F A Data Files The Series 5 system provides for a reasonably flexible approach to defining where your data files are kept on your system Your System s Manager will have established how this is configured f you are accessing this documentation to figure that out please refer to the help for Fixed Assets Systems Management Regardless whether processing under UNIX or M
186. ng With a Useful Life Left Vendor zij i On O Greater Than Lg Months User Keyword Code O Less or Equal Fields left blank are NOT considered in the selection process lt Back Next Cancel In particular for Assets Categories Locations and Asset Class Codes you may choose to provide filters for Selected Codes or a Range of Codes If the A Range radio button is clicked then enter the starting and ending codes for the range of items that are wanted on the report It the Selected radio button is clicked then a window will be displayed from which you can select codes that are to be reported Field Definitions Asset s radio buttons Click to include all selected or a range of Assets that are to be processed All Assets are considered A window is displayed from which specific items may be chosen ARange Specify a Starting and Ending Asset Code for a range of items to be processed All O Selected Category s radio buttons To consider only those Assets that have been assigned as being a particular Asset Category click to include all a selected or a range of Types All O Selected All Assets are considered regardless of Category A window is displayed from which specific items may be chosen Specify a Starting and Ending Asset Category for a range of ARange 2007 2014 by Sentinel Hill Software all rights reserved o Series 5 Fixed Assets User Help items to be proces
187. nly if you do not have a General Ledger associated to this Company System s F A Distributions with Ledger Date Not Considered Between O Inclusive 4710 09 El Distribution Purge Options Screen Field Definition Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions deleted regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click 2007 2014 by Sentinel Hill Software all rights reserved 146 Series 5 Fixed Assets User Help the calendar icon for a common set of ranges to be presented 6 3 1 6 Summary Totals Display This function accumulates totals of each of the Distributions Types that are generated within the F A system It displays total Debits total Credits and the Net Change for the range of distributions satisfying the filters selected The following screen is displayed T F A Distributions Inquiry Compute Totals for selected F A Distributions Totals For the selection criteria entered the following totals have been tallied for 13 048 FA Distributions dated from as early as 9 30 07 upto 5 31 08 6 4 Depreciation Expense Accumulated Asset Disposals Proceeds from Sales Gain Loss from Sales 3 151 408 27 C oo Credits 0 00 3 151 408 27 9 045 00 Net Change 3 151 408 27 3 147 208 75 CR 9 045 00 CR 5 00 00
188. ns EA For Depreciation Entity Entity FINANCIAL STATEMENT PURPOSES Curent Period 6 01 08 thu 6 30 08 Sort Assets by Asset Code Cancel When executing this function the operator is presented with the standard Asset Select Filters screen 92 This allows you to specify selected or ranges of Assets Categories Locations Asset Classes and or only those assets satisfying a variety of filter criteria The Asset listing report if archived will be catalogued with a report name of FASCHEDULEnn RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as aPDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full details 2007 2014 by Sentinel Hill Software all rights reserved 174 Series 5 Fixed Assets User Help Depreciation Schedule Report Screen Field Definitions Report Type Depreciation Entity 9 1 The report may be generated only for one reporting entity at a time Select that entity If only one Entity is defined in the system that entity will be automatically assigned Sort Assets By drop down list To have the Assets listed sorted by one of the available fields Description Asset Code Grouped by Location Code Date Purchased Newest 1st Z Grouped by Category Date Purchased Oldest 1st Grouped by Asset Class
189. ns are set up to be executed in the Background or Night Job Processor information SHSI JOBQ_PATH SHSI REMOTE BRANCH10 lf entering A P Transactions in a remote branch where the Batch file is to be transmitted to head office this is the 8 character branch code embedded in the A P Batch s created by field c windows The directory path in which temporary sort files are created used by the system On FAT systems this path should be on the users PC On THIN systems it should be on the UNIX about the job is stored in a file that is written in the directory path defined here server Set to 1 to enable the workstation s theme in how the Windows controls are displayed This is only available to Windows XP Windows Vista and Windows 7 using Acu GT 8 1 or later V VERSION The default Revision of the type of AcuGT files to be used Must be set to 3 Mail Management Control Variables The following variables are used to define to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers 2007 2014 by Sentinel Hill Software all rights reserved Variable Default or Description Sample Argument DOS_MAIL_CMD RECEIVER_NAME RECEIVER_ADDRES S SENDER_NAME SENDER_ADDRESS SUBJECT MESSAGE_FILE ATTACHMENT ATTACHMENT2 The shell command that is executed on Windows systems to have email sent using a mail program other that MS Outlo
190. nsaction Entry Click to hide File Edit vi Hel s a Se Coloured frame of Push Buttons of lt a the Window Standard Journal Trap i Menu Bar of ee 3 3 J Entry Session APA eee coe Se Transaction Ledger Date 2 29 08 List by Joumal ID GoToTraswithJID Transaction Document Date 2 29 08 q transaction ate Refresh the grid display with the record of the key that is entered here List By drop down list to have he tems MESSENG APACCR 2 29 08 e Get dal aoao displayed sorted in window to enter a search string different orders search Click to Refresh the grid display to the 1st record satisfying and filters and update any applicable status fields Grid Navigation Push Buttons to position to the next prior Item or Screen of to the Start End of the list aa Dauke riek a aven en 2308 gt Right click a field in ary 7 tow to have the to have a pop up menu displayed associated record edited offering applicable functions that Ea APACCR 2230 can be executed ee ae a a cc E ast aconueo erensesuns alapacen z waaay Ceto A a E S E A A items displayed in the grid PT AT Stats barcisplays the Sot Option and the current Search 759 Field and String Items are listed by order entered List By or View Options Menu In those grid applications where the items may be displayed using different sort criteria click on View in the menu bar for a drop down menu of selections or make t
191. nsidered Between O Inclusive Currency Conversion If these distributions are being sent to a head office that J Select Currency Conversion uses a different Currency select it so that the appropriate conversions will be applied Both the original and the Cur A ox converted amounts along with the factor used are exported meneg E lhl Exchange Buy Rate Email Have the generated Export file sent to mail recipient Recipient Name Larny Carlsen Email Address larryc sentinel hill com 79 Distribution Export Options Screen Field Definition Distributions with Ledger Date radio buttons and mmddyy Select to have All distributions exported regardless of their Ledger Date or only those for a given date range If an inclusive range is selected enter the starting ending dates Click the calendar icon for a common set of ranges to be presented Currency Conversion check box Select to have all distributions converted to a different currency The rate used is determined from the currency code selected The currency codes must be defined and for the period of distributions being exported the rate should either be that on the last date or an average The exported file will contain both the original amount and the converted amounts Erai lf after the export file has been created you wish to have it automatically emailed set the check box Enter the Recipient s Name and email Address 2007
192. nt In cases where the asset was sold for cash you would use a G L Cash Account If the Asset was traded in a different account would be used The account specified in this field should be that which is typically used since this is used as the default by the Dispose of Assets application Default Print Queue for F A X 20 Select the Series 5 Printer Queue that would be used to typically print the reports generated for this Fixed Assets system When any of the reporting functions are executed this printer will be displayed as the default unless overridden by the user s assigned Printer Queue Print Queues are defined by a System Maintenance function Refer to the Systems Management Help if required 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 227 6 8 2 2 Depreciation EntitiesTab Screen The Fixed Assets system allows for 5 different Entities to be defined Assets may be set up to be depreciated using up to five different approaches Each is defined as a Depreciation Entity each with their own Fiscal Period which can optionally generated G L Distributions For each Asset for each Entity you may define different Depreciation Method Basis for Depreciation Amount Salvage value and Asset or Depreciation Expense accounts Each Entity may be depreciated totally independent of one another m Modify F A Control Preferences Fixed Assets Depreciation Control Modify the Properties of Ge
193. nteger w MM DD YY 6 digit date in mm dd yy order w 9 999 999 99 signed numeric amount with 2 decimal places 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help 9 8 9 5 G L Account 999999999999999999 99999 w S9 9 signed 9 digit integer 5 2 2 Data Import Functions Many of the Inquiry and assorted master Code Maintenance menu items offer the ability to import data When selected the following options screen is presented Droe E eE Import Open Items from Spreadsheet with Doc Remap Report REMAPARDOC LST Import Remap Option Print Options Import Options About Importing Select the Directory and Filename of the file that is to be Input You may also specify the format of the file E Input From File Type EXCEL 2007 Workbook Folder C Users Larry D ocuments SHSI UCC Filename AR_Openitems_In XLSX Browse gt um gt amaii PeT a E E E TT T E T ane a4 a Pn i Selecting mport Format Options Normally the Import Options screen will be presented with all fields defaulted for the particular application and function However you may want to revise the format of the input data and where it is to be loaded from The following steps may be taken 1 Determine the format of the data to be input From the drop down list select from the following Data Input Format Comments EXCEL 2007 2010 AN Office 2007 or 2010 MS E
194. ntenance function available from the Series 5 main menu under the System Maintenance drop down sub menu Refer to the Systems Management Help if required If chosen to save the report to a disk file you may also select to have an email sent with the generated disk file as an attachment Set the check mark to have the report emailed Report Header User Note X 100 If you need to personalize the report the text you enter here will be printed at the top of the 1st page 5 4 2 Report Browser When selected to direct a report output to the Screen Browser or from the Reports Manager you have selected a particular report the Series 5 Report Browser screen window will be shown 2007 2014 by Sentinel Hill Software all rights reserved 104 Series 5 Fixed Assets User Help Report Browser Report ARACOUNT LST Page lof 12 Search for it Al eat Go To Page 1 BIBI Click for the Prior or Next Enter a string to be C page to be displayed searched for then click r the binoculars 661 6116 646 CHASE BANK GENERA 661 6266 646 UISA Paymentech Clearing 003 0100 9040 ACCOUNTS RECEIVABLE 664 6166 646 UNBILLED REVENUE 004 0400 0406 INVOICED REVENUE CONTROL 664 9 666 646 INVOICED REV ADJ CLEARING 665 6166 646 UNBILLED REIMBURSABLE EXPENSES 611 6657 666 ALL FIRST BANK DFS 611 6666 626 FIRST UNION BANK DR 611 6661 666 FIRST UNION BANK DFS 611 6696 646 611 6698 646 DEPOSITS iLien 6
195. nts All reports and forms that are generated from the Series 5 applications may now be saved as PDF documents This option is available only to users that have Microsoft s Office 2007 installed on their systems When the Print Options screen is presented click the Save To check box and select PDF Document from the associated Save As drop list Feb 23 2010 a Browsing to Select Files and or Directories Functions All routines that offer the functionality to click a Browse button to present the operator with a window from which a directory or a file can be selected have been revised Under Windows 7 the clicking of the Browse caused a nested input of events syndrome to occur In effect repeatedly displaying the browse window The logic for these routines have been revised to avoid this problem Jan 28 2010 Encryption Decryption Function The subroutine has been revised to now handle 8 digit numeric seeds This was done to accommodate the A R system that now has 8 digit documents numbers All existing encrypted fields will still be able to be decrypted Jan 24 2010 For 2009 a Printing of Reports in Series 5 The Series 5 printing function has been enhanced to offer the option of printing multiple copies of reports forms invoices orders etc A new entry field has been added to the print options sub screen labeled of Copies You may select to have up to 9 copies printed These copies printed will be automatically collate
196. nvenience assets may be selected to be disposed of directly from the Asset Maintenance grid screen Right click a particular asset and a pop up menu is presented The menu item Select Asset for Disposal may be selected This will have a Disposal Transaction record written which when the Post function of the Disposal of Assets operation is evoked will have the asset formally disposed of Note that when the Disposal Transaction record is written it is recorded with the asset being marked as being Abandoned with a Proceeds Amount of ZERO 2007 2014 by Sentinel Hill Software all rights reserved 182 Series 5 Fixed Assets User Help 6 6 1 1 Depreciation Methods Depending on the type of Asset and the particular Entity that the asset s depreciation amounts are being computed for the Series 5 provides for a number of different Depreciation Method Methods of Depreciation The method of depreciation is determined by the method that is assigned to the Asset s Entity properties Vendor Address screen is used to define the name address and contact information You must also assign a Vendor Code which will be used to track all associated documents Multiple Depreciation Methods per Asset Agiven Asset may be defined with more than one Method of Depreciation If two different Fixed Asset Entities have been established then for each Entity a different method may be selected for each Asset in the system For example you might have
197. obs In Brief mode it just shows a small general status screen Launching the Series 5 Batch J ob Processor Utility From the Batch Job Manager screen 1 Click on Start Batch Processor from the File drop down menu A prompt will be displayed confirming the launch of the Job Processor 2007 2014 by Sentinel Hill Software all rights reserved s Series 5 Fixed Assets User Help Batch Queue Jobs Manager Edit view ShowMe Help Properties Queued Batch Job Service Handler All eligible jobs for the Company and Batch Execute Queue that you will select will be executed From this terminal 4re you sure you wish to proceed Start Batch Processor Terminate Batch Processor Purge Completed Jobs Edit Selection Options 1 00000061 Clear All Prior 2 Click the Yes button then the Job Service Handler screen will be displayed and you will be able to set a number of filters that are used to select particular jobs that are to be accepted By default All jobs wil be processed amp Queued Batch Job Service Handler Status Initializing Processing Status Execution Log Job Select Filters Systems Batch Execute Queue al O Selected all O Selected Company System Oal O Selected Cl 3 Click OK and the execute oe Job Processor will trundle off and wait for a job that it can
198. obs is done with a Series 5 grid screen T Batch Queue Job Maintenance Manage Your Batch Jobs Modify or Hold jobs or view their Execution Log and or Parameter files Jobs are displayed in the order As due to be executed aslo 00000061 00000063 050 Mar 10 2006 10 18 17 AM PI Mar 10 2006 11 19 11 AM PI Mar 10 2006 11 19 36 AM PI Clear Alll Prior Selections Print Pre Invoicing Report General Select for Biling Done No Mar 10 2006 11 19 57 AM PI Generate Invoices 00000065 i 00000067 Mar 10 2006 11 52 25 AM PI Mar 10 2006 _11 5244AM PI Mar 10 2006 1 17 27 PM Sep 08 2006 12 27 17 PM PI Print Proof Invoices Post Invoices to A R Batch Load User WIP Recap Charge Modifying aJ ob in the Batch Queue 1 Inthe grid navigate to the row listing the job that is to be modified Fast Buttons Hold Modify Delete Job Params Output Log Purge Select Put a Hold on the Delete the selected Job Job s execution parameters with Notepad View the output log generated when the selected job was executed Have those jobs satisfying a numbe of filters deleted Set filters for the 2 Double click the row or right click the row to have a drop down menu displayed then click Modify properties screen will be displayed or just click on the Modify button in th
199. ode is utilized 6 6 5 Asset Manufacturers Maintenance One of the properties that is associated to an Asset is a Manufacturer s Code or Name Depending on the type of Asset you may wish to record the name of the company that manufactured it as well as the supplier Asset Manufacturer Codes are defined as one of the properties that is associated to each 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Fixed Assets User Help master Asset Code on file You may in effect categorize your assets based on their Manufacturers The Asset Manufacturer is used as a filter in many of the reporting and analysis functions that are based on assets It is also used for sorting or grouping Assets The Manufacturer Codes defined here are listed in the Series 5 F A Manufacturer Code LOV Lookupl 54 window The Manufacturer Codes Maintenance function is accessed from the F A Main menu by select Asset Manufacturer Codes from the Codes Maintenance drop down menu amp Asset Location Codes Maintenance Grid Manufacturers are maintained using a Series 5 grid processing screen E Manufacturer Codes Maintenar File Edit Help Define Manufacturer Code Names Select to modify or delete or add a new Manufacturer Code ed 2 You may also generate a report listing the codes already defined Ext 2 Fa st B utt o n s LAA Go To Manufacturer ajja Ceren Add a new Manufac pei lt MICROS
200. ogic used to export to Excel spreadsheets has been enhanced In the assorted Series 5 applications those functions that offer functions to export to an Excel spreadsheet have the ability to perform the following e Create multiple worksheets e Select a specific worksheet to be populated e Format titles legends and headers in larger fonts as bold and or as italic e Have data columns justified left center or right e Have a data column formatted for Currency where signs will be displayed with 2 decimal places Q For Office 2003 Excel negative numbers are displayed with parenthesis around them u For Office 2007 Excel negative numbers are displayed in red with parenthesis around them Where applicable in most of the Series 5 applications these new capabilities have been introduced Dec 10 2009 Import and Export functions to Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If the user selected to launch Excel after exporting data the system 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help incorrectly assumed Office 2003 was installed and it s Excel utility was being executed If you only have Office 2003 then this would not have been a problem The system now correctly detects the version of Excel to launch Nov 11 2009 Selecting Dates from Lookup Calendars When executing under Windows VISTA da
201. ok or other MS mail programs In the Series 5 system is used to access a 3rd party utility to send email to Lotus Notes users Each pseudo variable will be replaced with the applicable string or path DOS_MAIL_PATH The directory path in which the temporary mail messages are created on the Windows PC when mail is sent using the DOS_MAIL_CMD UNIX_MAIL_CMD The shell command that is executed on UNIX systems to have email sent UNIX_MAIL_PATH The directory path in which the temporary mail messages are created on the UNIX server when mail is sent using the UNIX_MAIL_CMD WEB_EDOCS DIRE d s5 WEB The directory path in which temporary files are CTORY Etmp created used to send attachments as emails on MS Windows platforms Printer Control Variables The following variables are used to define to define Forms that may be printed The argument strings are printer command strings that are unique to the given types of printers Variable Default or Description Sample Argument lt my queue name 1 gt PRINTER1 Defines a Series 5 Print Queue named PRINTER1 that is designated as a Windows printer When the runtime opens a file assigned to P SPOOLER it automatically initiates a job with the Windows spooler and constructs print pages in accordance 2007 2014 by Sentinel Hill Software all rights reserved 238 Series 5 Fixed Assets User Help with the program The runtime uses the default printer and font If the use
202. ollowing Data Input Format Comments An Office 2007 or 2010 MS Excel workbook is opened EXCEL 2007 2010 and data is output directly to the 1st worksheet s Workbook designated rows and columns Amaximum of 950 000 rows may be output to each sheet An Office 2003 or earlier MS Excel workbook is EXCEL 97 2003 opened and data is output directly to the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be output The output columns of data are separated with the w Tab Delimited Text lt tab gt character A maximum of 65 530 rows may be output gt CSV Comma The columns of data are output separated with a Delimited Text comma lt gt character Strings are output within the 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 85 double quote lt gt character A maximum of 99 999 rows may be processed w 20 20 Text Formatted for an older spreadsheet utility The columns of data must be comma separated with Lotus Text quotation marks around each field w Slash Delimited The columns of data must be separated with the Text character 2 You may then select the folder to which the file is created and the name of the file You can click the push button to locate or change the location ree YY OKs dder C Documents and Settings Larry Carlsen My Documents SHSIXKUCC name GL_Accounts XLS n Ri Re Create
203. on as a different user For systems that do not wish to use the Windows logon the default will still be set to that defined by the PC Client user s SHSI_USER_NAME environment variable Feb 28 2012 Bitmapped Images in Series 5 All Series 5 applications that load bitmapped images have been revised to expect the image filenames to be in upper case Feb 28 2012 Upper Case Bitmap Files On UNIX systems please make sure that all bitmap files in the bin images folder have uppercase file names Series 5 File Error Handling Routine The logic used to report serious file VO errors has been enhanced to correctly identify the full folder path for any sequential text files that might be generated Previously in 2007 2014 by Sentinel Hill Software all rights reserved 18 Series 5 Fixed Assets User Help some cases the error message displayed incorrectly showed the path that was assigned as the Data Files Directory assigned to the Company System This problem has been fixed Jan 30 2012 Series 5 Directory Folder Selection Browse Feature For any application that requires entry or selection of a directory path a Browse push button is presented The operator could click this button and the Windows Folder browse dialogue window would be presented Previously only descendants of the user s default working folder are shown The system has been revised to now display only those folders which are descendants of the root di
204. or After 6 14 PM Today Re Occuring No v until a specific time Once the OK push button is clicked then the job will be submitted to the Job Batch Queue to wait for it s time to be executed In the meantime you may continue with other functions or exit the Series 5 application totally Notice that every job is assigned a unique number This may be used to track the job using the Batch Job Manager Batch Execute Setup Field Definitions Job Name Batch Job Manager using this name Batch Queue The system provides pre defined Batch Queue names Each job may be dispatched to a particular queue to be processed Your System s Manager may have defined multiple queues each with different execute priorities or on different processors Program changed Priority 2007 2014 by Sentinel Hill Software all rights reserved By default is the name of the Report or Operation The job may easily be tracked by the drop list BATCH_INPUT BATCH_INPUT REPORTING PRODUCTION NIGHT_PROCESS This field defines the name of the Series 5 program this is executed It may not be radio buttons Series 5 Fixed Assets User Help The priority will determine how quickly the batch request is executed The default setting is determined from the User s access properties for the given application Should you wish to have this job execute at some designated time of the day set this check box You will then be able
205. ords System Operational Variables Some aspects of the Series 5 F A system can be controlled through runtime configuration variables This mechanism provides a great deal of flexibility because these variables can be modified by each site as well as directly by an AcuGT program Configuration variables are maintained in a runtime configuration file This standard text file can be modified by the host system s text editor Each entry in the runtime configuration file consists of a single line All entries start with a keyword followed by one or more spaces or tabs and then one or more values These variables may also be defined in each operators execution environment On both UNIX and Windows systems these would be defined as environment variables 2007 2014 by Sentinel Hill Software all rights reserved 234 Series 5 Fixed Assets User Help 7 2 1 7 2 2 Environment Variables The following variables may be defined for the operator s environment Under UNIX these may be seen by entering the shell env command Under Windows these may be seen by entering the DOS set command APPDATA C Documents and Settings The 1st 2 characters are used to determine xxxxxx Application Data the users Home Drive on their PC ls set up by Windows SHSI_USER_ SHSI5 LARRY The default Signon User code used when NAME signing onto the system from a client PC USERNAME SHSI The Windows client signon name Used to determine the ope
206. ort Report Options Good Bad Customers Customer Selects Demographic Selects Print Options Select where to have this report printed to You may choose any combination of the possible destinations Reports that are Archived to the Reports Manager can be browsed or reprinted at a later date r Direct Generated Document s to x Screen Browser NM Archive to Reports Manager C Print Queue WPRIN Lines Page CO Save to Save as Send a copy to E Mail Recipient r Report Header User Note SS SSS This text will appear at the top of the 1st page and may be used so you can personalize your report V Execute as a Batched Background Job f you set the Execute as Batched Background Job check box the following options screen is displayed 2007 2014 by Sentinel Hill Software all rights reserved Batch Execution Setup Job 00000072 Basic Processing Procedures 71 You have chosen to have this process executed by the Background Processor You can have it execute later and or you can mark it as a recurring job You may select to have the job executed in a different job queue Job Name A R Aging Report Batch Queue BATCH_INPUT v Priority Program JARAGERPT h Scheduled Processing Delayed Processing You also can designate to have this job execute on a re occurring basis or delayed O Low Normal O High Delay Hours 4 Minutes p F
207. ound here These functions are available from the F A Menu Bar as shown DI SHSI Series V Fixed File TrxInquiry Operations Reports Purging Wizards User Functions Control Options 1 Scheduled for Today Window _ Help Asset Master Codes User USER Asset Category Codes N few 18 Asset Class Group Codes ae Asset Location Codes aE Fixed Assets 7 Depreciatic bee E 4 My Favorites 5 Daily F A Accounts Year End Operations 3 Coming Due tle it 2 Overdue Functions 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 179 6 6 1 Asset Codes Maintenance Assets that are used in the production or sale of other assets or services and that have a useful life longer that one accounting period are called plant and equipment or fixed assets The term fixed assets traditionally has referred to items of plant and equipment is generally being replaced by the more descriptive plant and equipment or property plant and equipment or land buildings and equipment A productive or service life longer that a single accounting period distinguishes an item of plant and equipment from an item of supplies If an item is consumed in a single accounting period it s cost is charged to the period of consumption The productive life of a plant asset on the other hand is longer than one period It contributes to production for several per
208. ounts Accessing the Asset Gain Loss Report Function From either the F A Main menu select Disposed Asset Gain Loss Report from the Reports drop down menu Depreietion OOOO OO OOOO Codes Maintenance Purging Wize F A Distributions Report Book Ledger Report Depreciation Schedule Rpt Depreciation Forecast Rpt Disposed Asset Gain Loss Rpt ITC Form 3468 Report 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 177 Disposed Asset Gain Loss Report Options Screen The following screen is displayed for the entry of the report selection options r E Disposed Asset GainflossRepot L fe Report DEPRGAINLOSSO1 RPT Generate Disposed Asset Gain Loss Report Report Options Asset Select Filters Print Options Select the Entity to be processed and the applicable reporting options EA For Depreciation Entity Entity FINANCIAL STATEMENT PURPOSES l Curent Period 6 01 08 thu 6 30 08 For Assets Disposed of On or Before 5731708 ral Sort Assets by Asset Code Cancel When executing this function the operator is presented with the standard Asset Select Filters screen 92 This allows you to specify selected or ranges of Assets Categories Locations Asset Classes and or only those assets satisfying a variety of filter criteria The Asset listing report if archived will be catalogued with a report name of DEPRGAINLOSSnn RPT The Print
209. pecifed pixel Height Width on every Pixel Width page of the report Filename Sets the default output target selection for all reports generated in Series 5 that are not programatically targeted The argument is an integer digit representing the desired target as follows To the printer Archived Both the printer amp Archived to be Browsed Only to disk as an ASCII file 17 Todisk as an MS Word 2003 document 19 To disk as an MS Word 2003 document amp Archived 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help 26 To disk as an MS Word 2007 document 30 To disk as an MS Word 2007 document amp Archived 35 To disk as an MS Word 2007 saved as a PDF file You would typically have the argument set to either 1 2 or 4 Web Server Control and File Management Variables The following variables are used to define the location of different sets of files used by the Series 5 CGI service routines executing on a Web Server ae Default or Poser aataall Pee Ce eee gument Een PREFIX oe shweb aaa ae web shweb acutemp The RE path in which the executable eee ee rare programs reside The full path and filename which is used to log messages generated by the system by CGI service routines executing on a Web server If 1 then messages are output to the execution error log file Should be set to zero unless specifically n
210. preciation ies Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help Rev 5 08 Batch Job Management Modern Software Inc Exit July 24 2008 12 09 PM p tS Fixed Assets Depreciation 6 3 Inquiry Functions The topics in this chapter describe functions and procedures that are a available under the Trx Inquiry Options drop down menu on the Fixed Assets menu These menu items are used to perform assorted screen inquiry functions These functions are available from the F A Menu Bar as shown SHSI Series V Fixed Assets Depreciation File ESGP Operations Reports Codes Maintenance Purging Wizards User Functions Control Options Window Help F 4 Distributions Inquiry ee h D Modern Software Inc July 24 2008 12 09PM Fixed Assets Depreciation Rev 5 08 ji 6 3 1 F A Distributions Inquiry The F A Distribution Inquiry function provides easy access and display of the distributions that have been generated from the Series 5 Fixed Assets Depreciation system Detail distributions for each G L account may be viewed within a grid screen output to a report exported to spreadsheet and or purged It provides for a variety of different ways of selecting and displaying the each G L Account along with their respective distributions Some of the features of the Inquiry function are as follows e Specific Types of Distributions may be selected for displ
211. put to either an Excel 2007 2010 Workbook or an Excel 97 2003 Workbook The system will automatically append either the XLSX or the XLS extension and read or write the spreadsheet using the correct file format June 14 2011 Generic Search Function m In all Series Series 5 applications where a grid screen is presented for the entry of transactions or the maintenance of master codes a Search function is provided This function has been enhanced in the cases where the operator has chosen to 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help search for a given record where a Date is chosen as the search criteria Now the following literal label is displayed mm dd yy indicating the desired format that the date should be entered as As well the date entered may now be as mmddyy mmddyyyy mm dd yy or mm dd yyyy depending on the mood of the operator May 02 201 1 New Feature to Attach Supporting Documents to assorted Master Code Records and Transactions You may now attach a variety of different documents to assorted Master Code records and Transactions Up to 15 separate documents may be selected and attached and viewed from the applicable functions in assorted Series 5 systems These documents may also be viewed where applicable The different types of documents supported are as follows e PDF e MS Word 2003 documents e Bitmap BMP files e MS Word 2
212. r dates in one of the G L system s functions Set Display Filters Set G L Transaction Selection Filters __ G L Transaction Select Filters Transactions for this function will be included based on whether their respective fis With Ledger Date O All Inclusive With Document a770 ZAILN Between Entered as Credits f you click on the calendar a Date Range Lookup window will be displayed from which you can enter the starting ending dates or choose from a variety of different date range possibilities from a drop down select field Date Range Lookup Window The window for entering a range of dates or selecting one form a drop down list 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface st Select Ledger Dates Date Range v From To j 7701208 7 7731 08 7s You may choose or set a given date range using a variety of methods Enter the dates in the From and To fields Click on the little calendar icons to have a calendar displayed from which a data can be chosen Click on the Prior or Next push buttons to adjust the dates accordingly Choose a particular date range from the drop down list 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help Select Ledger Dates Date Range Current Month v ALL Dates Dates Entered From
213. r each user When Importing or Exporting data the selected default will now be automatically set The Import Export routines has been revised to use the specified default Mar 26 2014 2007 2014 by Sentinel Hill Software all rights reserved Introduction 15 For 2013 a Generating Documents and Reports as MS Word Documents When output is generated as an MS Word Document an entry in the runtime configuration file is used to define the output orientation font name font size and where applicable a Template The system has been enhanced to now provide for 40 character font names and template filenames Increased from 25 characters July 03 2013 Attach Supporting Documents function The ability to attach documents to different Series 5 Transactions Master Code records has been enhanced You may now attach an HTML file or a link to a Web Page Also when displaying JPEG or Bit Map files the Microsoft Office Picture Viewer Utility will be employed Also when adding a new attachment the system will default the path to a folder that should exist in the directory designated to be the Temporary directory associated to each Company System You should create a directory named Attachments in that directory if it s not already there Jun 27 2013 Series 5 Outlook Email Reading Series 5 applications may now make use of a new routine that provides the ability to read email from MS Outlook Currently used by the A P and O P
214. r looks for the job in the spooler it is named with the current title of the AcuGT GT window Note that you must also set up a Printer Queue named PRINTER1 using the Printer Queue Maintenance function found on the Main Menu under System Maintenance on the menu bar lt my queue name 2 gt _ LARRYPRIN Defines a Series 5 Print Queue named LARRYPRINTER2 You would define the queue with P SPOOLER DIRECT if a Series 5 form was to be assigned to this printer output or if the application formatted the printout with embedded control codes In this case the print job to be sent to the printer via the Windows spooler but the program does not use the spooler to format the pages You must use embedded control codes to handle formatting much as you would under UNIX if The following variables are used to identify the default settings for the different types of special forms that may be printed Each variable must have 3 arguments as follows providing the Queue Name the Create Option and the Target output lt ccccc gt FORMQ lt Queue Name gt lt Create Option gt lt Output Target gt where lt ccccc gt is the Series 5 Company System code to which the variable is to be applied to lt Queue Name gt is one of the Series 5 Queues that has been defined lt Create Option gt is either RECREATE APPEND or DISTINCT lt Output Target gt is one of the following PRINTER Output to the selected Printer Queue PRINT Output to the se
215. ral Cancel When executing the purge the operator is presented with the standard Asset Select Filters screenl s21 This allows you to specify selected or ranges of Assets Categories Locations Asset Classes and or only those assets satisfying a variety of filter criteria Disposed Asset Purge Options Screen Field Definition Assets Disposed On or Before Date mmddyy Enter the cut off date for which disposed assets are to be removed from the system All Assets that were disposed of on or before the entered date will be deleted from the Asset Master file Control Option Functions The topics in this chapter describe functions and procedures that are a available under the Control Options drop down menu on the Fixed Assets menu These menu items are 2007 2014 by Sentinel Hill Software all rights reserved 220 Series 5 Fixed Assets User Help 6 8 1 6 8 1 1 used to set up control options and user access rights to the application These functions are available from the F A Menu Bar as shown DSHS Series V Fixed Assets Depreciation BR Fie Trx Inquiry Operations Reports Codes Maintenance Purging Wizards User Functions Kemna kewa Window Help Entity Fiscal Year Periods User USER F 4 Control Preferences Modern Software Inc User Access Privileges July 24 2008 12 09 PM My Scheduled Menu Items h aT Fixed Assets Depreciation Entity Fiscal Periods The F A
216. rator with information about which fields are output to which columns assuming MS Excel output 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 91 Tax Codes Maintenance Import Tax Code Information Import Options About Importing For your information When loading Tax Codes from spreadsheet you may specify pre defined Processing Directives in column 1 ZRADDZ All Tax Codes for rows following will 1st be deleted then updated wit ZDELEZ All Tax Codes for rows following will be deleted from the A R system Column Field Format 1 Tax Code gt lt 6 Z Description 30 3 Percentage 99 999 4 Liability Acct Bank 1 gfi 5 Liability Acct Bank 2 gli 6 Liability Acct Bank 3 S k T Liability Acct Pft Ctr 9 5 a i The codes displayed under the Format column indicated the type and size of the data Here are some examples Data Format Comments w X 30 30 character alphanumeric w 9 6 6 digit numeric integer MM DD YY 6 digit date in mm dd yy order w 9 999 999 99 signed numeric amount with 2 decimal places w 9 8 9 5 G L Account 999999999999999999 99999 w S9 9 signed 9 digit integer 2007 2014 by Sentinel Hill Software all rights reserved 92 Series 5 Fixed Assets User Help 5 3 5 3 1 In some of the import functions you can specify a Processing Directive in column 1 of your input data file These are basically commands
217. rators actual My Documents folder pathname ls set up by S5_DIR D S5 Required ONLY by the user building the Series 5 executables Configuration Variables The following variables may be defined in the runtime configuration file These variables can only be defined or updated by your Systems Manager or support staff from Sentinel Hill Software Inc Processing Tip If you need to maintain different sets of operating environments on your system you may do so by setting up different runtime configuration files In this case the different environments would execute totally independent of one another In particular the two variables that would provide total independence are SHSI_CTRL_PATH and CODE PRERX Control and File Management Variables The following variables are used to define the location of different sets of files used by the Series 5 applications Those in red are critical to proper execution Sample Argument ACURUN_NAME wrun32 The name of the AcuGT runtime Used to build the command line for Background Job Execution d acctg comp_ The default directory used for import export for Series 5 Company System ccc This is also ccc_SPIO_PATH used as the directory where the form letters for A R Dunning Letters are stored 2007 2014 by Sentinel Hill Software all rights reserved A ppenctix 295 7 txtorders Text Orders for Series 5 Company System ccc A dAacctg comp The default directory used for i
218. reciation is the amount that is used by the depreciation routines for the associated Entity The amounts initially entered for the Expense Bonus and Salvage Values will be subtracted by the system so the true basis cost will be used e f the asset being entered is actually one that was acquired in a Prior Year then the Depreciated Up To date should be set to the last day of the Prior Fiscal Year In this case the Prior Years Depreciation amount must be entered e f the asset being entered is one that was acquired in a Prior Period of the Current Year then the Depreciated Up To date should be set to the last day for which Depreciations were generated for the given Entity and then the Year to Date Depreciation amount must be computed on your calculator and assigned The Depreciation method associated to each Asset Entity are maintained by the following screen E Asset Maintenance Asset 00208001 MICHAEL I RUDIN INC Modify the Properties of Properties Depreciation FINANCIAL Forecast FINANCIAL These fields define properties related to the depreciation of the Asset for the specified Entity Entity 1 FINANCIAL STATEMENT Current Period 6 01 08 thu 6 30 08 Year Ending Depreciation Starting From 9701702 7s with a Useful Life of Months Method Straight Line v Asset Type Personal v Adjusted Life Left p Months Asset Status Prior Year Asset Basis for Depreciation 9 191 79 Depreciated Up To
219. rectory of the Directory Path field associated to the Browse button So now if you were to enter C in the Directory Path when the Browse button is clicked you would be able to browse any directory on your computer s C drive Setting the Directory Path blank or to something other that a drive letter designation would result in only being able to browse descendants of the user s default working directory Jan 18 2012 Series 5 File Error Handling Routine The logic used to report serious file VO errors has been enhanced to identify errors associated to the use of AcuServer Previously 9D 104 errors were reported as an AcuServer Connection Failure Now all 9D XX errors are identified and the applicable message displayed Jan 10 2012 a Reports and Forms generated as MS Word Documents D All reports and forms that are generated as MS Word Documents are now created protected as Read Only documents A password may be used to un lock them Refer to the applicable documentation for further details Jan 10 2012 amp For 2011 Series 5 Import Export Routine The generic routine to handle importing and exporting of data to spreadsheet or character delimited files has been enhanced to provide for CSV files that do not have allow quotes around character strings Dec 12 2011 CALLEREQ Program The CALLEREQ program has been revised to call either the W M s E Request Service routine or the new P I s On Demand Billing Se
220. ring 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 105 Display the select Page Go To Page i Display the Prior or Next page of the report 5 4 3 Archived Reports Management The Reports Manager is available to each of the Series 5 applications Whenever a report is generated the operator may have chosen to direct the output to be Archived These archived reports may be viewed and printed using the Reports Manager Accessing the F A Reports Manager From either the F A Main menu or any application select Reports Manager from the File drop down menu DSHS Series V WEB Management jal Inquiry Operations Reports Codes Batch Job Management N Exit ES Web Access 2007 2014 by Sentinel Hill Software all rights reserved 106 Series 5 Fixed Assets User Help Reports Manager Grid Screen Maintenance of the Archived reports is done with a Series 5 grid screen Archived Reports Manager Edi All reports by USER You may browse or re print any of the following reports _ delete _ Fast Buttons njej Re Print Print the selected 000183 PAYTEK_REVIEW JAN USER June 15 2006 Thu 2 15 45 PM 000184 PIARPOST JRN USER June 15 2006 Thu 2 24 42 PM 000185 June 15 2006 Thu 2 48 21 PM pt PL aoosocamany Jusen June 20 2006 Tue 7051 25 A ARACOUNT LST USER September 29 2006 Fi 1 08 44 PM 85
221. rogram control as the page is being populated with text Tab Sets may be defined consisting of up to 10 tab settings per line The types of tabs include Left Tab Right Tab Center Tab and Decimal Aligned Tab Up to 20 different Tab Sets may be defined and activated under program control as the page is being populated with text As the line of reporting text is output the tabs are inserted and any preceding spaces are removed This basically now allows the use of variable pitch fonts when outputting columns of data ensuring proper alignment Individual words or sub strings within a print line may now be output as Bold Italic Underlined Shaded or as Reverse Video On a given page up to 50 sub strings may be formatted in this manner On a given line up to 6 sub strings may be formatted in this manner e Single thick or thin and Double Lines may now be inserted at any position 2007 2014 by Sentinel Hill Software all rights reserved Introduction within a page As the page is being populated with text the lines are defined to the printing routines with position and sizing set under program control Up to 40 line may be output per page These types of formatting controls could be implemented for Invoices Purchase Orders Customer Statements A P Checks or Customer Quotes In order to take advantage of these features the appropriate applications program must be pro grammatically customized Contact Sentinel Hill Softw
222. round Job Processor is a privilege granted to individual users for each application s menu functions Itis also possible to define the option that a given operation MUST be executed by the Job Processor and alternatively that the job must execute after 6 00 PM in the evening 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help 5 1 1 Selecting Jobs for Background Processing Only certain jobs have been set up to optionally execute using the Batch Job Processor These are mainly functions that generate reports or functions that need to be executed every night or those functions requiring extensive CPU processing Processing Note Batch Processing is a feature that carried over from the days when processors were relatively slow compared to today As such onlya limited number of functions have been setup to execute in this manner If there are any functions that you feel should be revised to execute in the Batch please make your request to the development team at Sentinel Hill Software Inc If an application has been set up for Batch Processing then typically on the last screen used to enter processing options there will be a prompt at the bottom Set the check box if you wish to execute the job in Batch If the user s access for the given menu item is set such that the job must be executed as a batch job the check box will be set and disabled Report ARAGING RPT Print an 4 R Aging Rep
223. rrent Vali 1 6 01 08 6 30 08 2 7 01 08 7 31 08 3 8 01 08 8 31 08 Frem EL 4 nano 5 10 01 08 Modify this Period s Dates Ld poss Set as a Current Post Period eee 1 01 09 1431 09 rh 9 2 01 09 2 28 09 gt 10 3 01 09 3 31 09 11 4 01 09 4 30 09 12 5 01 09 5 31 09 Rebuild Field Definitions Current Valid Posting Period mm dd yy All transactions entered into the G L system must fall within the date range specified In the Fiscal Period Table the Current Valid Period is indicated by the MA graphic Rebuild the Period Tables lf at any time you wish to have the system automatically rebuild the periods click this push button Mark Entry Fiscal Year as Closed The system will set this check box after posting asset depreciations for the last period of your fiscal year Once set no further postings may be performed Including the Disposal of Assets If there is need to clear this setting you may un check this box AT YOUR OWN RISK This check box typically should never be set or cleared manually unless directed by Sentinel Hill support personnel 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 223 6 8 1 2 Building the Entity Period Table After establishing a new Entity you must define the periods table before any Assets may be entered or reporting is done Building the Entity Fiscal Periods Table for the First Time When initially setting up each Enti
224. rvice routine It no longer resides as a program belonging to the W M system rather it has been moved into the S M System s Management directory and library Please ensure the correct compile script files are installed Nov 11 2011 Interfacing with MS Office Excel and Word The logic provided to launch MS Excel or MS Word has been expanded to handle the case where MS Office was installed in C Program Files x86 Microsoft Office Office Previously the system only looked in in C Program Files Microsoft Office Office Oct 03 2011 Series 5 Email Generation 2007 2014 by Sentinel Hill Software all rights reserved Introduction 19 A number of different application functions offer the ability to automatically generate and send emails This includes the emailing of invoices purchase orders statements customer quotes reports and other messages The internal driver used to send emails has been enhanced to generated and send emails using calls to Microsoft Office Outlook rather than to the MAPI library As a result the following capabilities associated to sending emails are now possible e Emails may be sent as Plain Text Rich Text or as HTML e Emails may be generated when executing as either a thin client of FAT client e Emails may now be sent with copies going to Cc users and Bcc e The text message associated to emails are now loaded from user created maintained data files rather than being coded from within th
225. s are stored in the data sub folder within each Companyi directory Archived reports are stored in the rpts arch sub folder Edit an existing Company by double clicking it associated row Standard Series 5 grid controls apply 7 1 2 F A System Control Files These files are used to hold the information to manage your Fixed Assets data files They may be be found in the directory specified for the associated company system There is only one of each of the following files 2007 2014 by Sentinel Hill Software all rights reserved 232 Series 5 Fixed Assets User Help F A System Control files CODSELCT XxXx Used by those applications that offer record filtering screens If aset of random codes are selected as filters they are stored temporarily in this file FACONTROL XXX Holds the Control properties information for the F A system FAPERIODCTL XxXx Holds the Period Table for each F A Entity defined FLEXCTRL XXX Holds the definition of the G L Account Number RECENTS XXX A number of maintenance and processing functions remembers the most recently accessed codes These are stored in this file USERACC5 Xxx Holds the access rights of all users to all Series 5 systems Please Take Notice The actual extension of the filenames listed will be that defined in the properties for your particular Company System 7 1 3 F A Company Data Files These files are used to hold the master codes and transaction records used by the F
226. scal Periods tables will be built based on the date entered of Reporting Periods radio buttons Specify the of reporting fiscal periods in your year Typically you should select 12 or 13 periods The Fiscal Periods tables will be built based on the selection Note that if you select 13 periods you will have to edit the dates in the tables 6 8 2 F A Control Preferences The F A Control Preference function governs the overall structure of the F A system for the specific Company System that your are signed on with Accessing the F A Control Properties for the first time When setting up the system for the first time a message will be displayed advising you that the FA Control is not available Click the Yes button You will then be advised of an Error 35 At this point you need to click the Yes button again to proceed SHSI Series V Main Menu P The F Control File is not available Either you are positioned in the wrong directory or the FA system has not yet been initialized Execute the F 4 Control File Maintenance now The F A system preferences window will be displayed There are a number of different categories of options each grouped in a tabbed sub screen As you finish editing each screen click the Next gt button at the bottom Setup Tip As you may not have actually entered any Master Code records that may be referenced in these screens just enter any value 2007 2014 by Sentinel Hill Software a
227. sed Locations s radio buttons To consider only those Assets that have been assigned to particular Locations click to include all a selected or a range of Locations Al All Assets are considered regardless of Location Selected A window is displayed from which specific items may be chosen ARange Specify a Starting and Ending Location Code for a range of items to be processed Asset Class Code s radio buttons To consider only those Assets that have been assigned to particular Asset Class Codes click to include all a selected or a range of Class Codes al All Assets are considered regardless of Asset Class chosen ARange Specify a Starting and Ending Asset Class Code for a range of items to be processed with Matching Vendor X 6 An A P Vendor code may be specified for each asset Select only those assets whose Vendor Code matches that which was entered Leave the field blank if it is NOT to be considered as a filter with Matching User keyword Code X 5 A user defined Keyword Code may be specified for each asset Select only those assets whose Keyword Code matches that which was entered Leave the field blank if it is NOT to be considered as a filter For Assets Purchased Dates radio buttons To consider only those Assets that have been purchased within a specified date range click the Between radio button and enter the range of dates All All Assets are considered regardless of purchase dat
228. served Basic Processing Procedures 93 Report FAASSETS LST Print a report listing the Assets currently on file using assorted selection criteria Report Options Asset Selects Print Options Assets for this report will be included based on whether their respective fields match the selections made below Asset s For Assets Purchased For Assets Disposed Of ick to have a window displayed from which specific Oal O None ssets may be selected O A Range Seaman E Sa m Category s With Purchase Price With Net Book Value ick to have a window displayed from which specific al all all OGieater Than O GreaterThan Categories may be selected O Less or Equal O Less or Equal Inloude Assets Acquired As Within or of Type ick to have a window displayed from which specific Locations may be selected OA Range New v Prior Years Personal Used Current Year Residential V Fully Depreciated Non Residential Asset Class Codesfs ts Depreciated Using Click to have a window Oa None Z Declining Balance Z Altemate ACAS displayed from which specific O Selected Striaght Line 7 Declining Balanceto S L Z Modified ACRS Asset Classess may be OA Range SumofYeas Z ACRS 7 Canadian Pool selected Inloude Assets Matchi
229. set Master Codes Maintenance Grid File Edit View Help Record an Assets Properties Select to modify delete or add Assets and generate an Asset Listing Enter options for Depreciation View Depreciation History and or Forecasts List by Asset Code Go To Asset with Code z ttl ost Bo009002 SHADOW UPGRADE KIT a 8 25 00 DA VINCI SYSTEMS il 13 938 75 B0009004 HD3150 DOWNCONVERTER AFTERBUF 09004738 9 08 00 EVERTZ T 7 565 00 B0010001 HDTV SERIAL DIGITAL CONVERTER 10702700 _ PRECO INC Bo 2 490 31 B0010003 HDTV SERIAL DIGITAL CONVERTER 10702700 PRECO INC pe A 490 30 B0010005 HDTV SERIAL DIGITAL CONVERTER 00874 10 02 00 PRECO INC BS 2490 30 HDTV 5 AT 2 490 2 BO010007 MEDIA DOCK LVD TOWER SYSTEM S9MMAB59 9 28 00 3 POINT DIGITAL e 283938 B0010009_ FH1636 DTV UPGRD KIT PROCESSOR aw f 9 27 00 _ PHILIPS B 2402219 0 00 IDT 1 0 B0010013 evm 20 SUPER GI DISPLAY 10 23 00 SONY ELECTRONICS IN 10 781 12 0 00 ootoot7 MIX FARM CARD _ h Tanar WESTLAKE AUDIO e 3169 26 0 00 0 00 B0011001 BYNOIMHTU MONITOR __ 10 1 am SONY ELECTRONICS eB S 4 Ea 50 0 00 h 10 19 00 ELECTRONICS Bo 4 35750 0 00 S E 1071970 SONY ELECTRONICS Beo 4 357 50 0 00 Assets listed sorted by Asset Code The Fast Buttons frame provides the push buttons to have item printed specific reports generated or items that have been selected to be marked Manually Paid or ZERO Balance purged post
230. sidered in the selection process For Distribution Account s all Include only the following Distribution Type s OA Range Depreciation Expenses Proceeds from Sales of Assets M Accumulated Depreciation Disposal of Assets Other M Gain Loss of Sale The report generated if archived will be catalogued with a report name of FADIST RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as a PDF and or emailed Refer to the topic titled Report Generation and Printing s7 for full details Distribution Report Options Screen Field Definition Report Type drop list Select whether the report is to be generated in Detail or Summary Detail at ue Summary by Account e For Detail each distribution for each G L Account is listed e For Date Summary debit and credit totals are reported for each G L Account for each date e For Account Summary debit and credit totals are reported for each G L Account For each type of report a summary is printed at the end listing the total Debits total Credits and the Net Change for each Type of Distribution on file 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 167 Distributions Grouped By drop list When the report is printed the Accounts will be grouped based on
231. sociated to each master Asset Code on file You may in effect categorize your assets based on different Locations The Asset Location is used as a filter in many of the reporting and analysis functions that are based on assets Itis also used for sorting or grouping Assets The Location Codes defined here are listed in the Series 5 F A Location Code LOV Lookupl 54 window The Location Codes Maintenance function is accessed from the F A Main menu by select Asset Location Codes from the Codes Maintenance drop down menu Asset Location Codes Maintenance Grid Locations are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved 212 Series 5 Fixed Assets User Help D Location Codes Maintenance File Edit Help Define Location Codes Select to modify or delete or add a new Location Code You may also generate a report listing the codes already defined Go To Asset Location al ost oi Fast Buttons BURBANK DATA CENTER BURBANK DRS i BURBANK EDITING BURBANK EDITING BURBANK GRAPHICS DEPT BURBANK COMPUTER HARDWARE BURBANK GC D BURBANK TAPE ROOM BURBANK TELECINE BURBANK VISUAL EFFECTS CAHUENGA CAHUENGA WORKFORCE ELECTRIC ENT CENTURY CITY GLENDALE OTHER GLENDALE DATA CENTER GLENDALE DI E poa a new Locatior Modify Modify the Location highlighted in the gr Delete Delet
232. splayed to the screen archived printed saved as an MS Word document saved as aPDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full details 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 161 Recompute Asset Salvage Values Options Screen Field Definitions Depreciation Entity 9 1 The calculations may only be executed for one reporting entity at a time Select that entity If only one Entity is defined in the system that entity will be automatically assigned Update Asset record with new Salvage Value Depending whether or not you want the Asset Master record to be actually updated with the new Salvage value set the check box accordingly You may just want to produce the report for a what if scenario Salvage Cost Factor 9 2 This defines the factor to be applied in computing the new Salvage values This is a percentage that is applied to the Actual Cost of the Asset le if you wish the Salvage value to be 30 of the Cost enter a value of 30 in this field 6 4 5 Re Depreciate Straight Line Assets With this Fixed Assets function you may have the system re compute the Depreciation Amounts for all or selected assets under a given Reporting Entity that use the Straight Line depreciation method You may wish to carry out this function after adjusting the Life the Salvage Value or the Cost Basis for Depreciation amounts for one
233. sposed Of The Asset Accumulated Up To Date equals the Prior Period s Ending Date or the Current Period s Starting Date System with Multiple Reporting Entities If your assets are set up under multiple Reporting Entities the depreciations must be computed and posted for each Entity separately Accessing the Calculate Depreciation function From the F A Main menu select Asset Depreciation from the Operations drop down menu s V Fixed Assets Depreciation y Bees Reports Codes Maintena Disposal of Assets Asset Depreciation Year End Processing Fir Adjust Asset Salvage Amts Re Depreciate SL Assets awerikes __A Rate Ane c Calculate Depreciation Options Screen The following screen is presented when computing Asset Depreciation 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 155 D Asset Depreciation Repot DEPRCALCO1_0609 LST Generate Fixed Asset Depreciations and or a Depreciation Edit List Depreciation Options Asset Select Filters Print Options Select the Entity to be Depreciated and the desired function to perform EA For Depreciation Entity Entity fT FINANCIAL STATEMENT PURPOSES Curent Period 6701709 thu 6730 09 C Use Mid Quarter Convention for MACRS Assets Generate a Depreciation Edit List Report Generate and Post Depreciations with a Register Generate the Edit List or Posting Journal
234. sset has been fully depreciated but had a Salvage Value you may edit the Salvage Value and for Straight Line methods set an Adjusted Life Left If this change resulted in a non zero Net Book Value you would hope that it would be depreciated the next time Depreciations are computed However if you don t set the Depreciated Up To Date to the day just prior to the Current Period s starting date this would not occur If the Salvage Amount or the Adjusted Life Leftis edited that results in a Net Book Value then a message will be displayed advising the operator that they should also edit the Depreciated Up To date Depreciated Up To Date mmddyy When the asset is first entered as a Current Purchased acquisition this field will default to the last day of the previous fiscal period for the associated reporting entity If the asset is entered as a Prior Year acquisition this field will default to the last day of the prior fiscal year Ifyou really must change the date the system will allow you to do So and if you do your asking for trouble 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 195 Prior Years Depreciation 99 999 999 99 This amount is the total depreciations that have been recorded up to the start of the current Fiscal Year The system updates this amount when the year end operation is executed This amount should not be edited except when adding a new asset that
235. sset regardless of their assigned G L Expense Accounts or for only those Assets whose Expense Account fall within a range Click the applicable radio button and enter the starting and ending accounts as needed 2007 2014 by Sentinel Hill Software all rights reserved 172 Series 5 Fixed Assets User Help 6 5 3 Depreciation Schedule This menu selection is used to produce a report showing a Summary schedule of the annual amounts of depreciation of the selected assets for a particular Reporting Entity For each Asset the Annual Depreciation is computed and printed along with the estimated Remaining Life the Prior Year Depreciation and the Year to Date Depreciation Accessing the Depreciation Schedule Report Function From either the F A Main menu select Depreciation Schedule Report from the Reports drop down menu F A Distributions Report Book Ledger Report Depreciation Schedule Rpt Depreciation Forecast Rpt Disposed Asset Gain Loss Rpt 29 3469 Rann 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 173 Depreciation Schedule Report Options Screen The following screen is displayed for the entry of the report selection options r Repot FASCHEDULE01 RPT Generate Fixed Assets Depreciation Schedule Report Schedule Report Options Asset Select Filters Print Options Select the Entity to be processed and the applicable reporting optio
236. t Rpt Disposed Asset Gain Loss Rpt 2007 2014 by Sentinel Hill Software all rights reserved 170 Series 5 Fixed Assets User Help Book Ledger Report Options Screen The following screen is displayed for the entry of the report selection options r Duaon O OO Repot FABOOKLDGRO1 RPT Generate Fixed Assets Depreciation Schedule Report Ledger Report Options Asset Select Filters Print Options Select the Entity to be processed and the applicable reporting options For Depreciation Entity Entity FINANCIAL STATEMENT PURPOSES Current Period 6 01 08 thu 6 30 08 Report Type G Detail C Summary Asset Grouping Depreciation Starting Year Ending SotAssetsby AssetCode For Asset Accounts For Expense Account s All All C ARange C A Range Cancel When core ne function the operator is presented with the standard Asset Select Filters screen 921 This allows you to specify selected or ranges of Assets Categories Locations Asset Classes and or only those assets satisfying a variety of filter criteria The Asset listing report if archived will be catalogued with a report name of FABOOKLDGRnn RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as aPDF and or emailed Refer to the topic titled Report Generation and Printingl 9
237. t a count of the of records that satisfy the search click on the Count push button 4 lf arecord is found then the grid will be refreshed with that item displayed Also the Search Backward Forward icons will be enabled and you could then search back or forward by clicking on the appropriate buttons EUL 2007 2014 by Sentinel Hill Software all rights reserved a Series 5 Fixed Assets User Help 5 The current search string and name of the field tested is displayed in the status bar at the bottom of the screen Total Debits 42 128 369 07 Net Change Total Credits 42 128 369 07CI Closing Balance Grid Navigation Buttons To move through a file of records that are accessed or displayed using the grid use the Navigation Buttons found at the right side of the screen Click The next grid row Cursor Down Key or rotate the mouse wheel towards you 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface Down 4 grid rows Hold the Ctrl key and rotate the mouse wheel towards you eae EE the mouse wheel awa Hold the Ctrl key and rotate the mouse wheel The prior grid row Up 4 grid rows awa Click bottom down button The 1st row of the next screen The 1st row of the current screen or the row just before the 1st row of the current screen The last row of the next screen Page Down key or click the lower dbl down b
238. ted from MS Word A reasonably friendly error message will now be displayed and the particular application will continue processing In most cases the generation of the report will just be abandoned May 21 2010 Generating Reports as MS Word Documents The Series 5 printing routines had the ability to generate output as an MS Word document This function has been enhanced to provide support for Office 2007 Word utility Now when presented with the print options screen and the operator chooses to Save To Disk they may choose to output as an Office 2007 or Office 2003 Word document The system will automatically append either the DOCX or the DOC extension and generate the document using the correct file format For users that have Office 2007 installed the default File Type will be the Office 2007 Word but they may choose either Office formats For users that do not have Office 2007 installed the default File Type will be the Office 2003 Word and they will not be able to choose Word 2007 or the PDF formats May 20 2010 Automatic Sending of Emails The Series 5 system has the capability of automatically sending emails Emails are sent by making a call to a MAPI Library which in turn sends the email using Microsoft Outlook If the receiver s email address is prefixed with LN or Ln indicating that they are Lotus Notes users then instead of using MAPI a DOS command call is made using the command line defined by the runtime
239. tems to Full Access Set All Items to No Access These will make it easier to set up and maintain the users access rights e A pop up window will now be displayed when any given menu item in the tree is right clicked You will be able to set the access to either No Access or to Full Access directly without having to edit the properties sub screen User Access Maintenance The Series 5 User Access has been enhanced to support up to 250 Logon Users Formerly was limited to 100 users Sept 10 2008 Print Manager and Browser The Series 5 reporting and printing routines have been enhanced to handle filenames of up to 30 characters long The UPGRADSM utility must be executed to have the Report Manager file s records rebuilt to accommodate the larger field Aug 25 2008 Import and Export and User Interface Applications In all applications that offer the opportunity to load from or read a text based interface file where a BROWSE button had been provided you will now be able to select files that have a or a SPACE in the filename or the directory path Aug 25 2008 a Import Export Functions The import and export function has been enhanced to provide support for Office 2007 EXCEL utility The system will identify Office 2007 utilities by seeing if Excel EXE can be found in the clients s C Program Files Microsoft Office Office12 folder For exporting the files will be created with the XLSX extension and if selected to be
240. tes were not properly being returned The year was loaded incorrectly as year ZERO which resolved to a date falling in the year 2000 The problem has been fixed Oct 28 2009 Automatic Disabling of User who Fail to Correctly Logon As anew security feature as an option you may select to have users that fail to correctly log in to Series 5 after a specified number of times automatically disabled from logging in again Before they can use the Series 5 system again the System s Manager or Series 5 Gatekeeper must modify their Logon Properties record This option may be selected with a new field found on System Control Options screen Oct 22 2009 User Logon Passwords Passwords now must contain at least one numeric digit and one alpha character and be at least 8 characters in length Oct 22 2009 Import and Export functions to Excel Spreadsheets The Series 5 import export function offers the option to output input to an Excel spreadsheet If that output input option is selected and Excel is not installed on the user s workstation a message will now be displayed Previously the system assumed it was installed and when it attempted to call Excel to build read the spreadsheet the program would bomb out with an error This will no longer happen June 02 2009 Outputting Reports and Invoices as MS Word Documents Any Series 5 generated reports invoices statements etc may be output as an MS Word document For any MS Word documents
241. th most reporting applications Purchased Supplier Name X 40 Enter the name of the company or individual from whom the asset was acquired The Supplier Name is used as an alternate key for displaying or reporting on assets Purchase Order Number X 10 If applicable enter the Purchase Order number under which the asset was purchased Warranty Period Days 9999 If applicable you may record the number of days for the asset will be covered under the supplier s or manufacturer s warranty This field is provided for information purposes only 2007 2014 by Sentinel Hill Software all rights reserved 190 Series 5 Fixed Assets User Help Asset Location X 6 Assets may be assigned a Location Code These codes must be pre defined within the Asset system using the Location Code Maintenance function This field is provided as a selection filter on the generic Asset Select screen presented with most reporting applications The Asset Location code is used as an alternate key for displaying or reporting on assets Asset Category X 6 Assets may be assigned a Category Code These codes must be pre defined within the Asset system using the Category Code Maintenance function This field is provided as a selection filter on the generic Asset Select screen presented with most reporting applications The Asset Category code is used as an alternate key for displaying or reporting on assets Asset Class Group Pooling Year drop list
242. the All button or the Selected button with a specific Company for which job records are to displayed or processed Batch Execute Queue radio buttons amp drop down list Click the All button or the Selected button with a specific Batch Queue Only those jobs generated and processed by by the selected queue will be listed Execute Date radio buttons amp mm dd yy entry fields Click the All button or the Selected button with a date range Only those jobs that executed within the range of dates entered will be listed Putting a Job On Hold If a job has not yet executed and for whatever reason you want to put it on hold you can do so Perhaps to change a parameter or priority 1 In the grid navigate to the row listing the Job to be put on hold 2 Right click the row to have a drop down menu displayed then click Hold or just click on the Hold button in the Fast Button frame 3 Ahold verification screen will be displayed Click the Put On Hold button to proceed 4 The Job s status will be set accordingly 5 To re activate the Job you will have Modify it and click the Rest Status to WAITING check box Purging old Completed J ob Control Records Over a period of time your users may have generated a great number of Job records If you wish you may delete them to reduce the overhead make available more disk space or just to get rid of them 1 Click on the Purge button in the Fast Button frame
243. they should For a variety of reasons the application will on occasion generate some nasty looking error codes and messages These can be divided up into three categories of errors Q Application generated Errors QO Microsoft Word or Excel generated Errors Generally when an error occurs the application that was executing will bomb out Any of these errors should be immediately reported to you System Manager or to Sentinel Hill Software s support team When reporting an error please attempt to record the following bits of information e What application you were executing e What menu item you were executing e What screen was being displayed just before the error was reported e What field or control your mouse was position on when the error occurred e What key or control was struck or clicked when the error occurred e If possible identify the Transaction record or Master Code record that was being operated on at the time e The error code along with the accompanying descriptive text if any 2007 2014 by Sentinel Hill Software all rights reserved 26 Series 5 Fixed Assets User Help Please Take Note Ifitis at all possible you should get a screen shot of your screen with the error message displayed This would greatly assist in identifying the cause of the error 7 3 1 Application Error Codes Here is a description of the assorted errors generated from the application that will cause it to terminate abnormally
244. tion of this Asset 2 000 00 Basis for Depreciation 3 017 18 Year to Date Depreciation 0 00 Disposal Net Value 2 137 07 Prior Years Depreciation 838 20 Current Period Depreciation 41 91 Profit Loss on Disposition 137 07 Ls 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 151 Asset Disposal Properties Screen Field Definition Asset X 8 Select the Asset being disposed of This field is presented only when adding a new Asset that is to be disposed of Date mmddyy Enter the date on which the Asset was disposed of It must fall within the Current Reporting Period for each of the Entities in which the Asset is defined for This is also used as the Ledger Date for any G L Distributions that are generated Reason for Disposition drop list Select the reason for the asset being disposed of This is recorded in the Asset Master record properties These are defines as follows Abandoned The Asset was removed from service and abandoned This normally indicates that no salvage value will be recorded The proceeds amount will default to ZERO No Disposition The Asset is no longer in service and has not actually been disposed of but an estimated salvage value amount may be desired Involuntary Conversion Property as a result of its destruction in whole or in part theft seizure requisition or condemnation is compulsorily or invo
245. tions Asset Classes and or only those assets satisfying a variety of filter criteria The Asset listing report if archived will be catalogued with a report name of FAFORECASTnn RPT The Print Options tab screen will be displayed from which you can select to direct the output to be displayed to the screen archived printed saved as an MS Word document saved as aPDF and or emailed Refer to the topic titled Report Generation and Printingl 971 for full details 2007 2014 by Sentinel Hill Software all rights reserved 176 Series 5 Fixed Assets User Help Depreciation Forecast Report Screen Field Definitions Report Type Depreciation Entity 9 1 The report may be generated only for one reporting entity at a time Select that entity If only one Entity is defined in the system that entity will be automatically assigned Sort Assets By drop down list To have the Assets listed sorted by one of the available fields Description Asset Code Grouped by Location Code Date Purchased Newest 1st Z Grouped by Category Date Purchased Oldest 1st Grouped by Asset Class Date Purchased Oldest 1st Grouped by Year 6 5 5 Disposed Asset Gain Loss Report Once Assets are disposed of in the system they remain on file in the Asset Master file until they are purged However they are flagged as being disposed This menu selection generates a report listing the Disposed Assets showing their respective Gain or Loss am
246. tions Menu Bar The following menu bar groups of functions are defined ail ea of Application Functions Group For the Reports Manager Batch Job Processor and other File Management functions Trx Inquiry For functions that offer screen Inquiry of current or archived data or interactive analysis Operations For Asset Depreciation Disposal of Assets and other typically daily monthly or annual functions me ie the generations of reports Maintenance functions for defining and updating master code files E that Purge History files Wizards For setting up and or launching user defined Wizards a ig E ceva rmee user Created programs or other Window s Utilities Functions For Oe ee preferences for the operation of the Fixed Assets system Options land for defining User Access rights to each menu item Window _ Functions to manage the simultaneous execution of up to 9 of the applications functions Displays licensing information launches Help or executes a Monitor displaying users currently using the system 2007 2014 by Sentinel Hill Software all rights reserved The Basic User Interface 35 For example to select the Customer Codes Maintenance function 1 Click Codes Maintenance in the menu bar eports Seem AHE Purging Wizards Usg Cash Batches gt Sales Batches AJR Accounts vable AIR Terms Codes Customer Type Codes oda Customer Templates a Order Item Ret
247. to save the fields that were chosen as a template for future use Asset Export Field Selection Screen lf the option to have the Assets properties exported is selected you may choose which fields are to be output A screen presenting the available fields is displayed Click the field to be selected and a check mark will be displayed The name of the field is also listed in a table on the right side of the screen As a bonus once you define the set of fields that are to be exported you can save those rules as a template to be used at a later date The following screen is displayed from which selected fields may be selected On the left side of the screen double click to have a particular field included or excluded The selected fields are output to an Excel spreadsheet a tab delimited text file or a CSV text file The output file by default is named FA_Assets XLS Some points to note when exporting Asset Items e A heading row is output to the spreadsheet e You can select which fields are output Then once the export is finished the field selections may be saved as a template to to be reused The following screen is presented from which specific fields may be selected A number of fields are pre selected 2007 2014 by Sentinel Hill Software all rights reserved 6 6 1 7 D Asset Maintenance Exporting the Asset Master file Fixed Assets Menu Functions Export Filters Asset Selects Field S
248. to set the Delay Hours and Minutes The delay will default such that the job would executed after 6 00 pm today Re Occurring drop list No n y When a job is initially queued you may set this option to have it automatically re occur at one No of the defined intervals After it eventually Hourly 9 5 executes it will automatically re queue itself to Daily Mon Fri execute Note that any date parameters or at Da ci e aua eekl filters associated to the application will Mahe automatically be updated based on the given interval chosen Batch Job Management The Batch Job Manager is available to each of the Series 5 applications Whenever an application s function is queued to be executed by the Batch processor an entry is recorded in the Batch Job file The Batch Manager allows you to view the status of the job put it on Hold have it re queued or even delete it Accessing the F A Batch J ob Manager From either the F A Main menu or any application select Batch Job Processing from the File drop down menu 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 73 SHSI Series V General Ledger Trx Inquiry Operations Financial Stat G L Company Reselect Reports Manager 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help Batch J ob Queue Manager Grid Screen Maintenance and monitoring of the Batch J
249. tributions Inquiry Non 1 S E Dp F enabled just like or Asset Depreciation already enabled G user s access righ down list will prese Ages have senapan M a those users that all been enabled Fast Buttons Re Depreciate SL Assets Saree anes a Reports _oryellow Access Rights Codes Maintenance Asset Master Codes Asset Category Codes Asset Class Group Codes Asset Location Codes F A Accounts 29 Purging a 2 Wizards 29 User Functions E Control Options FE l Modify Modify the General properties of the hi Green Head user Remove Remove all access highlighted Green Generate a spread users menu acces showing Users in and the application in each row Characteristics of the screen to note e Each user defined with a Logon Access record is shown Those users with a green head have a User Access record set up for this application Those with red heads have no access e Click on the next to the green heads to expand the tree to display the applications menu bar topics e Click on the next to the topic to expand the tree to display each of the associated drop down menu functions You can easily identify the access rights by the graphic next to the menu name Allusers always have access Full access Restricted access Noaccess e The top right pane of the screen
250. try fields Column Excel Field Format Column E A Asset Code required X 8 2 B _ Serial Number if applicable X 20 3 C TagorLabelCodeCode X 16 4 D_ Description tine 1 X4 5 E Descrptonline2 X4 6 F Descrptonlie3 X40 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 203 User Defined ee X 6 C a I __ AssetCategoryCode J Sub Ledger ProjectCode Tepene Eo Canadian E a a 13 _ _M_ Asset Cass Year Canada _ 9999 14 Purchase Date arn or mm dd yy B PurchasePrice i Price 99 999 999 99 999 999 99 E A New Used Flag N or U 17 Q AP Vendor Code e e o o pea __ Supplier Name 19 Date Asset was Disposed so Zero Method of Disposal A Abandoned N Non Disposition I Involuntary Convert S Sold T Traded In X Tax Free Disposition D Business Disposition 21 U Entity Asset Code as defined by system 7 Le 9 22 V Depreciation Method 1 Not to be Depreciated 2 Straight Line 3 Sum of Years Digits 4 Declining Balance 5 Declining Balance switching to S L 6 Accelerated Cost ACRS 7 Alternate ACRS 8 Modified ACRS MACRS 9 Pooled by Class Canadian ACRS Class 999 Declining Balance Percentage 99 99 2007 2014 by Sentinel Hill Software all rights reserved 204 Series 5 Fixed Assets User Help 25 Y Declining Balance Switch of Months 99 Asset
251. ts are depreciated for the last period of your fiscal year internally a flag is set to prevent further postings or the disposal of assets until the Year End process is executed Now that flag is displayed as a check box in the Fiscal Period maintenance screen and may be set or cleared as required July 02 2014 Resizing the Asset Codes Maintenance Grid Window When the bottom of the display window is grabbed by the mouse and re sized vertically the grid will also be re sized and populated with more rows of information as needed March 03 2014 Asset Codes Maintenance The Asset Codes Export function has been enhanced to provide the functionality to save the selected fields to be exported as a template that may be reused There are also two system defined templates that may be chosen March 03 2014 For 2013 Asset Codes Maintenance Access rights may be granted to individual menu items in the Fixed Asset system The Asset Codes Maintenance function previously supported Full and Restricted access Restricted access only allowed users to Modify the asset Now Semi Restricted access has been introduced for the Asset Codes Maintenance function Users with Semi Restricted cannot Delete or Purge assets May 29 2013 Asset Codes Maintenance A problem was discovered when printing an Asset list grouped by Location or Category The problem has been fixed March 20 2013 For 2011 Manufacturer s Name Code Maintenance
252. two user access records that must be established before any given user can access the system Data C w Accessed From Comments 1 User Logon The main menu s Each user must have a Logon Profile record i before they can be set up with any Application s Access rights The user s sign on code password email address and default documents pathname are defined Only users with full system Management access rights can maintain the Logon Profile records 2 User Application The F A menu s A separate Access record must be established in Access Record Control Options each application that the user needs to execute In those Fixed Assets systems with multiple companies a separate Access record must be defined for each company The user s default printer and each individual menu items access rights are defined Once the User Access for a user is established they may define specific menu items to be scheduled That is an icon will appear in a tabbed sub screen in the applications menu on the date that it has been scheduled Refer to the section on Scheduled Menu Functions ss under the Fixed Assets Application Menul 32 Chapter for further information and the topic following Accessing F A Users Access Maintenance Function From the F A menu select User Access Privileges from the Control Options drop down menu Processing Tip lf your company requires strict controls as to which individual is entitled to set up User Access
253. ty you must establish the starting date of the 1st period of your Fiscal year You must also define the number of periods in your reporting year Once these are entered you may select to have the system automatically build the tables Rebuild Fixed Asset Periods Have the system automatically build your Fixed Asset fiscal Year tables The system will generated distribtions for the end of each period defined These periods should but don t have to match those define in your G L system Starting Date of the 1st Period of the Fiscal Year 16701708 o of Reporting Periods in Your Fiscal Year 1 Annual 4 Quarterly 13 Quad Weekly 2 Bi annual 12 Monthly Ce Cems y gt 1 Enter the starting date of the 1st period of the 1st year which you will have data Whether loaded from your previous system or for which you will start entering data with You could also click on the calendar icon to choose a date 2 Click the Update push button to have the Period Tables for the year built by the system based on the properties you have selected 3 When control transfer back to the Period Table screen you must select the Current Valid Posting Period from the drop down list 2007 2014 by Sentinel Hill Software all rights reserved 24 Series 5 Fixed Assets User Help Field Definitions Starting Date of 1st Period of the Fiscal mm dd yy Year Determines the starting date of the year The Fi
254. u typically would set up a new Class Group for the different Classes of assets that are acquired in any given year The Class Grouping is used in Canada for asset depreciation The Class Group code is actually may of of three segments Class Group The Group identifies the Depreciation Class for tax purposes Assets belonging to a particular Group would each be deprecated using the same rate over a given period of time Groups would be established for 5 8 or 10 years of expected life use Class Pool The Pool identifies the type of assets for tax purposes Pools may be established for Automobile or Office Equipment or Property Class Year Used for the 4 digit Year in which assets were acquired Assets that have Class Group Codes assigned would be depreciated using the Pooled by Class method in Canada The Class Group Codes defined here are listed in the Series 5 F A Class Group Code LOV Lookupl 541 window The Class Group Codes Maintenance function is accessed from the F A Main menu by select Asset Class Group Codes from the Codes Maintenance drop down menu Asset Class Group Codes Maintenance Grid Class Groups are maintained using a Series 5 grid processing screen 2007 2014 by Sentinel Hill Software all rights reserved D Asset Class Codes Maintenance Fie Edit Help Define Asset Class Groups Select to modify or delete or add a new Class Code You may also generate a report listing the co
255. ub screen on the top of the right pane of the window will be activated o If the user is to have access to all menu items set the Full Access check box o Select if any the Print Queue that this user is most likely to be using This will be displayed as the default when they generate a report o Click on the Add It push button 3 At this point the user is established but if you had not given them Full Access you need to set the Access Rights of each of the menu items that they are allowed to access o Expand the tree of the newly added user by clicking on the icon next to his now 447 green head o Expand the tree of each of the application s menu bar topics o Double click the menu item to which you want to allow access The Access Properties fields for the given menu item will be displayed at the bottom of 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 115 the right pane of the window o Click the applicable Access Rights radio button o If this menu item is to be shown in the User s Favorites sub screen set the check box o If this menu item is to be scheduled select the desired Re Occurring frequency and set an initial scheduled date o Click the OK push button o Repeat for the next menu item 4 This potentially could be a lot of effort to set up all your users If you have a number of users that will each have the same access rights you can build the table for the
256. updated e Asset Master Disposal Date e Asset Master Reason for Disposal e Asset Entity Status is set as Disposed Of e Asset Entity Proceeds Amount as entered e Asset Entity ITC Recaptured Amount as entered e Asset Entity Annual and Current Period Depreciation amounts are set to ZERO e Asset Entity Year to Date Depreciation amount is set to ZERO only if specified when the Asset Depreciation properties are entered When assets are disposed for a Reporting Entity that has been flagged to Create GL Distributions then when posted the following G L Distributions are generated Posting of Disposed of Assets Derived trom Debit Credit Asset Master Prior Year to Date Depreciation Asset Master ooo Basis for Depreciation As entered Proceeds Amount Gain or Loss F A Control Proceeds Amount Net Preferences Book Value Purging Disposed of Assets Accumulated Depreciation Proceeds Those assets that have been marked as disposed remain on the system until they are purged This maybe accomplished by selecting the Purge Disposed of Assets a function of by selecting the applicable option when the Year End Processing 10 operation is executed Managing the entry of Disposed Assets transactions is done using a Series 5 grid screen 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 149 Asset Disposal Processing Grid Demo i File Edit
257. urging drop down menu on the Fixed Assets menu These menu items are used to remove old history records to free up disk space and overhead in the related data files These functions are available from the F A Menu Bar as shown DAR Wizards User Functions Control Options Window Help SHSI Series V Fixed Assets Depreciation File Trx Inquiry Operations Reports Codes Maintenance Maneig Purge Disposed Of Assets h Rey 5 08 User USER Modern Software Inc gt July 24 2008 12 09 PM a 4 Fixed Assets Depreciation Purge Disposed Of Assets Assets are Disposed of using the Disposal of Assets operation When an Asset is disposed it s Asset properties record is marked accordingly and remains on the system until purged This may be accomplished by executing this Purge Disposed of Assets function of by selecting the applicable option when the Year End Processing sel operation is executed The following screen is displayed for entry of the options and filters that may be set when Purging the Disposed Of Assets 2007 2014 by Sentinel Hill Software all rights reserved 6 8 Fixed Assets Menu Functions 219 i Dietmar Purge Disposed of Assets _ Purge Filters Asset Selects All Assets that have been selected and marked as Disposed will be deleted from the system Specify options for this purge function EA For Assets Disposed of On or Before 5731707
258. urns Codes l Order Source Codes tions Prepayment Codes Remit To Codes inance Sales Promotion Codes Sales Representatives tomer Ship Via Codes Tax Codes Territory Co Key Dearicg 2 Select Customers from the drop down menu and the Customer Codes Maintenance screen will be displayed Daily Operations Monthly Operations Year End Operations and Transaction Entry tabbed sub screens Tabbed sub menus are provide on the application menus that offer common types of functions Each of the applications menus offer tabbed sub screens that have those functions that would be typically invoked a certain times or to enter Transactions For example those menu functions in the G L system that might be executed on a daily basis 2007 2014 by Sentinel Hill Software all rights reserved Series 5 Fixed Assets User Help 1 2 __1 Scheduled for Today 2 Overdue Functions 3ComingDue 4 My Favori 5 Daily Functions 6 Monthly Functions 7 Year End Functions 8 Transaction Erk J Typically Daily Functions G L Account Inquiry Chart of Account Maintenance Balance Sheet Profit and Loss Statement Financial a Click on the applications Daily Functions tab Click on the desired function push button 3 1 1 Multi Threaded Windows The applications menus provide the ability to select and execute up to 9 functions all at the same time Each executes in th
259. utton The 1st row of the prior screen Page Up key or click the top upper dbl down button The 1st record on file Hold the shift key and click the top up button The last record on file Hold the shift key and 2007 2014 by Sentinel Hill Software all rights reserved K awe 63 Ge ted en 2 B 31 07 lt Period 03 Year End Dec 2007 al A Lt THE REYNOLDS amp REYNOLC GREAT AMERICA LEASING A CE CITICAPITAL BTF MAHWAH Net Change 15 104 00CR so Series 5 Fixed Assets User Help Grid Row Pop Up Menus For most of the grid based menu item screens you can right click a given row to have a pop up menu of the functions that would be applicable to the record represented in the row E G L Journal Entry Inquiry File Reports Edit View Help G L Transaction Journal Inquiry View Ledger Transactions using a variety of methods Print or export transactions for selected Accounts or Projects Add attachments Comments or Follow Up flags to individual items Ej Ss os Se G L Account 008 5100 040 x Al at ile semi sh X Go To Tras Dated ml List by Account Date Newest first t mtl Ezma mmmn de ee Toner ao View Original Document Add iew Comments SetjClear Flags Jo homoa Sub Query by JE Source For Fiscal Period 3 01 07 3 31 07 lt Period 03 Year End Dec 2007 O For Selected Dates Fl Editing Cell Contents Directly on
260. ve GoTo 4040 1 Double click an item in the left pane to have it included 2 The codes of those Items that have been chosen are displayed in the right pane 3 Search for a particular code by clicking on the ta binoculars icon 4 4 Click on the l push button icons to position to the previous or next item in the left 2007 2014 by Sentinel Hill Software all rights reserved 5 4 Basic Processing Procedures 97 _ pane that has already been selected 5 Click to have ALL items selected or unselected 6 When a particular previously selected item is highlighted in the right pane click the lt Remove button to have it unselected 7 Use the grid navigate buttons to move through the list of possible items 8 If you know approximately the code that you wish to select start typing it As each character is keyed in the system will reposition itself to the closest matching item and redisplay the items in the left pane As each character is typed it will be displayed as the GoTo string To clear the GoTo string press the lt Esc gt key on the keyboard Processing Tip Selecting specific items in this manner requires more overhead when processing If possible you should select a range of items from the filters screen Report Generation and Printing Most of the Series 5 applications generate reports or forms that need to be printed The system offers a variety of options for selecting the
261. was acquired in prior years for which a depreciation amount was computed and booked Year to Date Depreciation 99 999 999 99 This amount is the total depreciations that have been recorded during the current Fiscal Year up to and not including the current period The system computes the amount presented This amount should not be edited except when adding a new asset that was acquired during the current year prior to or within the period that depreciations have already been computed for and booked E This G L account is used to record the value of the Asset in the G L system When the asset is disposed this account will be Credited with the Basis for Depreciation value of the asset Disposal Gain Loss Account 9 18 9 5 Upon disposal of the asset the gain or loss amount incurred will be Credited to this G L account Depreciation Expense Account 9 18 9 5 This G L account is used to record the Depreciation Expense computed for the asset as a Debit to the G L system Accumulated Depreciation Account 9 18 9 5 This G L account is used to record the Depreciation of the Asset as a Credit to the G L system ACRS Investment Tax Credit Option drop list When either of the ACRS or Alternate ACRS depreciation is chosen a Tax For 3 Year Class Credit option will be presented Different rates are provided for 3 Year properties A different list is presented depending on Depreciation Class selected for the asset
262. xcel workbook is opened Workbook and data is read directly from the 1st worksheet s 2007 2014 by Sentinel Hill Software all rights reserved Basic Processing Procedures 89 designated rows and columns A maximum of 950 000 rows may be processed An Office 2003 or earlier MS Excel workbook is EXCEL 97 2003 opened and data is read directly from the 1st Workbook worksheet s designated rows and columns A maximum of 65 530 rows may be processed The input columns of data must be separated with the w Tab Delimited Text lt tao gt character A maximum of 65 530 rows may be processed The columns of data must be separated with a comma w CSV Comma lt gt character Strings must begin and end with the Delimited Text double quote lt gt character A maximum of 99 999 rows may be processed 20 20 Text Formatted for an older spreadsheet utility The columns of data must be comma separated with Lotus Text quotation marks around each field w Slash Delimited The columns of data must be separated with the Text character 2 You may then select the folder from which the file is to be loaded from and the name of the file You can click the push button to locate or change the location put Fion _ _ oLype EXCEL Worksheet v Folder C Documents and Settings Larry Carlsen hy Documents SHSISUCC me AR_TaxCodes_In XLS Thin Client Processing Tip If ex
263. y The depreciation calculations may only be executed for one reporting entity at a time Select that entity If only one Entity is defined in the system that entity will be automatically assigned Delete Disposed Of Assets check box amp mmddy If you wish to have Disposed Of Assets purged during the Year End Close process set the check box and enter the cut off date Assets disposed prior to the date entered will 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 159 be deleted from the system 6 4 4 Adjust Asset Salvage Amounts With this Fixed Assets function you may have the system re compute the Salvage Value for all or selected assets under a given Reporting Entity that use the Straight Line depreciation method You may wish to carry out this function if you wish to modify the Salvage Values by some fixed factor Adjusting the Salvage Values Remember that when the Salvage Value of an Asset is changed then the Asset s Book Value will also change which in turn will effect the Depreciation amounts Formula for Computing Salvage Values Salvage Value Actual Cost x Cost Factor 100 Accessing the F A Recompute Asset Salvage Values Function From either the F A Main menu select Adjust Asset Salvage Amounts from the Operations drop down menu Fixed Assets Depreciation p i f Reports Codes Maintenance Disposal of Assets Asset Depreci
264. y Assets that have been disposed of as of a specified date Note that if you don t wish to have the Assets Purged at this time the 2007 2014 by Sentinel Hill Software all rights reserved Fixed Assets Menu Functions 157 Purge Disposed Assets function may be chosen at any time When the Year End Close process is executed for each Asset the following steps are performed e The Depreciation Amount Year to Date amount is added to the Prior Depreciation Total field e The Depreciation Amount Year to Date field is set to ZERO e The Remaining Life of the asset is reduced e The Reporting Entity s Period Table is updated with the next year s period dates e If there is only one Reporting Entity then the Fiscal Year Ending Date field found in the Fixed Assets Control Preferences is updated If there are more than one Reporting Entities you must update this field after the last Entity has had it s Year End Close function run and before attempting to compute depreciations for the 1st period of the new year Calculate Depreciation for the Last Period of the Fiscal Year For each Entity defined in the system the Year End Close function must be executed ONLY after the Depreciations are computed for the last period of the respective reporting entity In the table shown in the screen the Status will be displayed as READY FOR YEAR END Control Preferences Fiscal Year End Date If there are more than one Reporting Entities after execut

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