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Time Accounting - Polymathic Group

1. sseeee 3 1 Initial Set up Procedures Client master maintenance 2 2 Employee master maintenance 2 2 System maintenance sss 2 2 Word code maintenance 2 2 Job Cost G L Code sss 10 2 Log On Instructions eeeeeee 13 2 Lookup Feature sornas a 3 4 Monthly Closing Automation eter eoe meta 14 2 Manual 14 3 Monthly Time Summary By Client 7 61 Include clients 7 61 Monthly Time Summary By Employee Include employees 7 58 Tame frame tostado tes 7 58 Opening Date esset 10 2 OVetVIeW ise eue P Rep O 1 1 Potential Billing Print billing worksheets 7 36 Potential Billings Cutoff date 7 36 Include bill rate sss 7 36 Minimum billing amount 7 36 Printing 12 3 Function keys and print commandis 12 4 Sample print screen eese 12 1 Spooled reports 12 1 Procedures Daily 2 1 Purge 8 14 Purge Cash Receipts Master 8 15 Purge Client Billings Master 8 16 Purge Client Expense Master 8 16 Purge Timesheet Master 8 15 Purge WIP Adjustments Master 8 16 Reports Billing Worksheet
2. 5 4 Control totals work codes 5 4 Date of work ara 5 3 Employee number ss 5 3 Hours this client ooooooonoccnononononcnanonon 5 5 Work code cooooconocccconononanononaconnnonanaconnnoos 5 5 Year worked on sess 5 5 Enter Time Sheets Correcting mistakes during entry 5 6 Enter WIP Adjustments Balancing WIP adjustments 5 36 Batch date sse 5 34 Client number batch total 5 34 Commit nene eem 5 36 Y TD billed cuina 5 35 YTD billed batch total 5 34 Y TD COS cec ee te etes 5 35 YTD costs batch total 5 34 YTD expenses Senken eeno i 5 35 YTD expenses batch total 5 34 YTD MOUS scc tests 5 35 YTD hours batch total 5 34 YTD payments see 5 36 YTD payments batch total 5 35 VED WIP stante eee 5 35 YTD WIP batch total 5 34 FS Lookup Feature ssssssssse 3 4 Features 1 1 Filing Checklist End month eeseene 7 30 Include partners sssss 7 30 Sort orderz sheep 7 30 Start month scosese i 7 30 General Data Entry Date fields anzi 3 2 Decimal points sss 3 2 Instructions enit eie 3 1 Menus and submenus sss 3 1 Optional fields 3 2 The ENTER key
3. 3 282 North Rivermede Road and press Enter EXAMPLE ADDRESS LINE 2 Type Concord Ontario and press Enter EXAMPLE ADDRESS LINE 3 Type L4K 3N6 and press Enter EMPLOYEE PHONE NUMBER Type the employee s home area code and phone number and press Enter EXAMPLE Type 905 738 4089 and press Enter CosT RATE You can enter up to three different cost rates for an employee The system will prompt you to enter the first cost rate and the date the cost rate becomes effective and so on for the second and third cost rates The employee s time will be charged out at the cost rate specified from the effective date entered for that cost rate This costing method is useful for keeping track of costing charges over a long period of time BILLING RATE Similar to cost rates multiple billing rates can be set up for each employee Enter the employee s multiple billing rates and effective dates The maximum length for the billing rate is seven digits number with two decimals followed The effective date is entered in the format mmyy 8 10 EMPLOYEE MASTER MAINTENANCE AND INQUIRY CLASSIFICATION This field is used to help you determine an employee s classification Enter a maximum of three alpha or numeric characters that represent what the employee does Common classifications may be PTR Partner ACC Accountant SEC Secretary REC Receptionist EMPLOYEE MASTER nm 8 11 MAINTENANCE AND INQUIRY WORK CODES Wor
4. Type and press to select Billing worksheet The screen will appear as follows Time Accounting TLTAP144 1 06 Billing Vorksheet 31 03 93 Start date ddmmyy 31 03 93 End date ddmmyy 31 03 93 Print billing rate Y Include all partners E Select Start Modify Exit BILLING WORKSHEET nm 7 51 REPORTS The following report options are available START DATE This report can be generated for a specific time frame Enter the date that you want to start including time from in the format ddmmyy END DATE Enter the end date of your time frame in the format ddmmyy PRINT BILLING RATE The following options are available Include client billing rate on the report N Do not include the client s billing rate on the report Exit report options INCLUDE ALL PARTNERS This report can be generated for A all partners P single partners or C selected clients If you select to generate this report for a single partner the system will prompt you to enter the partner s number If you are generating this report to specific clients the system will allow you to enter up to 18 different clients You will also have the option to enter a different start date and end date for each client and whether or not you want the billing rate printed on the report Once you have entered this information type A to accept the data and S to start generating the report 7 52 m BILLING WORKSHEET A sample Billing Worksheet follows
5. 5 11 Client numbers 5 11 Client number batch total 5 10 Comtat dida 5 12 Cut off date oooooooonnociccnocononnconnconocononnnos 5 12 Invoice number sess 5 11 YTD costs billed sss 5 12 YTD costs billed batch total 5 11 YTD expenses billed 5 12 YTD expenses billed batch total 5 11 YTD hours billed 5 12 YTD hours billed batch total 5 11 YTD WIP billed sssss 5 12 YTD WIP billed batch total 5 11 Enter Client Expenses Balancing client expenses 5 29 Batch date eive onmes 5 28 Batch number oooooonocccoconcnonccononinnncconoss 5 28 Client number ncm 5 28 Client number batch total 5 28 Comment i es ES 5 29 Employee number 5 28 Expense amount eseeeese 5 29 Expense Code ree a ANEA 5 29 Expenses batch total 5 28 INVOICE Dates ite RR TERN 5 29 Invoice number sseeese 5 29 Totaling Batch Totals 5 29 Year end batch total 5 28 Enter Time sheets Balancing time sheet ss 5 6 Client number oncore 5 5 Comment siini ie 5 5 Control totals client number 5 3 Control totals total hours
6. GENERAL LEDGER Detailed client history General journal Trial balance Financial statements G L report Indicate month closed LEl Selects I Cancels rj M roEpI End The functions available are as follows Select option Unselect option Used to move through options Exit Closing function Once you have selected an option the following options are available Start closing Cancel closing Type S to start closing the option you select Once the option is closed the appropriate report will be available for printing and the Closing screen will display Completed beside that selection MONTHLY CLOSING MANUAL nm 14 3 Apply Client Billings All batches 5 16 Single batch 5 16 Billing Worksheet End date 7 52 Include clients sss 7 52 Include partners sss 7 52 Print billing rate sss 7 52 Start date scs eee 7 52 Budgeted Hours By Year End Partners 7 3 Sort SEGUEN Eana 7 3 Cash Receipt Batches Batch number sse 7 6 Batch Status esent ens 7 6 Purge 7 6 Cash Receipts Entry Screen eee ete 5 17 Cash Receipts Application Applying to customer accounts 5 24 Cash Receipts Entry Apply receipt to a range of documents 5 20 Balance a batch sss 5 18 Batch status sse 5 19 Branch number sss 5 20 Change general ledger discount posting D
7. General journal Trial balance Financial statements G L report _1 Select I Automat ic Payroll MTD register Payroll MTD update Payroll journal TIME ACCOUNTING Apply time sheets Apply cash receipts Apply client billings Apply client expenses Apply WIP adjustments Detailed client history Indicate month closed Lg1 Manual BEN I Exit NOT INSTALLD NOT INSTALLD NOT INSTALLD NOT INSTALLD TWO OR MORE LOGICAL DRIVES m 14 1 MONTHLY CLOSING MONTHLY CLOSING AUTOMATIC The automatic closing function will automatically identify the modules that your company uses and all the relevant journals and reports will be generated without stopping between the selected options Type A and press to select Auto The screen will appear as follows Monthly Closing TLAUTO 3 08 Signon date MAR 31 93 Last month closed 02 93 FEB 931 CRT 8 ACCOUNTS PAYABLE Purchases journal Cash disbursements jrnl A P open items list f P aged trial balance ACCOUNTS RECEIVABLE Cash receipts journal Sales journal A R open items list A R aged trial balance GENERAL LEDGER Today s date MAY 26 94 Year end date FEB 28 93 PAYROLL Payroll MTD register NOT INSTALLD Payroll MTD update NOT INSTALLD Payroll journal NOT INSTALLD TIME ACCOUNTING Apply time sheets Apply cash receipts NOT INSTALLD Apply client billings Apply client expenses Apply WIP adjustments Detailed cl
8. REPORTS Page EXTAR144 1 YTD Unbilled Comment Page EXTAR144 1 YTD Unbilled Comment MEETING SUPPLIER CHECK PAYROLL DEDUCTIONS Tl EMPLOYEE T1 EMPLOYEE 4 CALLS FROM CLIENT CONSUMER AFFAIRS FORM CHECK T4 S Tl EMPLOYEE Tl EMPLOYEE 14 JUN 94 EXAMPLE COMPANY LIMITED Billing Worksheet From MAY 30 93 to JUN 30 93 Client 000 0023457 COMPANY NAME Date Emp Work Billing ddmmyy Name Code Description Hours Rate 14 JUN 94 EXAMPLE COMPANY LIMITED Billing Worksheet From DEC 30 94 to JUN 30 94 Client 041 0010275 COMPANY NAME Date Emp Work Billing ddmmyy Name Code Description Hours Rate 31 03 92 003 EMPLOYEE NAME 820 MEETING 1 00 100 00 31 03 92 003 EMPLOYEE NAME 830 PHONE CALL FROM 1 00 100 00 31 03 92 003 EMPLOYEE NAME 600 BOOKKEEPING 1 00 100 00 30 04 92 003 EMPLOYEE NAME 410 TAX RETURNS PERSONAL 3 00 100 00 30 04 92 003 EMPLOYEE NAME 410 TAX RETURNS PERSONAL 2 50 100 00 31 05 92 003 EMPLOYEE NAME 830 PHONE CALL FROM 1 00 100 00 31 01 93 003 EMPLOYEE NAME 420 TAX RETURNS CORPORATE 50 100 00 28 02 93 003 EMPLOYEE NAME 440 T4 AND T5 PREPARATION 50 100 00 31 03 93 003 EMPLOYEE NAME 410 TAX RETURNS PERSONAL 2 00 100 00 31 03 93 003 EMPLOYEE NAME 410 TAX RETURNS PERSONAL 2 00 100 00 Totals for client 0010275 BILLING WORKSHEET m 7 53 REPORTS TIME SUMMARY BY EMPLOYEE CLIENT Time Accounting TLTAPOO1 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts
9. The screen will appear as follows Time Accounting TLTAP120 1 24 Detailed Client History Report 31 03 93 1 Select by client number 2 Select by partner number 3 Write complete client history 4 Data File Sort C Enter selection DETAILED CLIENT HISTORY m 7 21 REPORTS The report options available are as follows SELECT BY CLIENT NUMBER Select this option if you want to generate a Detailed Client History for specific clients You can enter up to 27 different clients with different start and end dates Enter the client number then the start and end date in the format mmyy of the period that you want the details listed for can be used to list all clients The and 2 keys can be used to move through the clients that you have listed so that you can make changes where required Once you have finished entering all the clients that you want Detailed Client History reports for press Esc Type to accept the information and the reports will be generated SELECT BY PARTNER NUMBER The system will prompt you as follows Enter partner number Type the partner number followed by Enter can be used to list all partners The system will prompt you as follows Enter period ending mmyy Type the period date followed by Enter The system will prompt you as follows Enter opening date mmyy Type the period date followed by Enter The system will prompt you as follows Hit lt enter gt to begin writing re
10. Total cheques in batch xE Total it of cheques applied Cheque number Cheque amount Customer number G L code Method of application Document number Original document amount Current document amount Ant applied to curr bal Nev document balance Cheque amount left over x0 Leave as unapplied cash Enter MA BEjll Lookup pE SI Exit 5 24 m APPLY CASH RECEIPTS DAILY PROCESSING Enter the batch number which you wish applied and the system will automatically begin applying the designated cash receipts batch can be used to list the batch numbers If the batch that you selected does not contain any cheques then you will be prompted with the following Select C ontinue DJelete batch E xit If you select C ontinue the batch will be flagged as Incomplete and you will be permitted to continue processing Selecting DJelete will delete the batch and E xit will end processing and leave the status of the batch intact When the system has finished applying the batch the cursor will return to the batch number field Press to return to the Time Accounting main menu APPLY CASH RECEIPTS 5 25 DAILY PROCESSING ENTER CLIENT EXPENSES Time Accounting Daily processing Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0
11. i Asrq gt __ Potential billings th Budgeted hours by yearend Y Asrq gt Jobprofit th WE C LS Speoltimesummarybyemploye Asreq Client list in charge seg e Agree total A R to 1201 th Reconcile errorlog th 2 4 m MONTHLY PROCESSING CHECKLIST CHAPTER 3 GENERAL DATA ENTRY INSTRUCTIONS A number of data entry procedures are the same for all the applications described in this manual These data entry procedures are as follows THE ENTER KEY The enter key is always pressed after every entry to start processing The only time you don t press is when you are using a function key such as F5 MENUS AND SUBMENUS The programs that make up this accounting package are accessed by means of a menu Each menu choice is displayed on the screen with a number to its left To make a selection type the number of the desired item and press Enter For example the following menu is typical Time Accounting TLTAPO01 2 18 Main Menu 31 03 93 Daily Processing Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Bj Enter Selection To select Daily processing type 1 and press Enter When an application has been selected a submenu is frequently displayed providing a number of further choices on how the application is to be run or what part of the application is to be run INSTRUCTIONS m 3 1 GENERAL DATA ENT
12. 1 E Exit DE Enter Selection Type Z and press to select Enter client expenses The screen will appear as follows Time Accounting Enter Client Expenses Batch no Batch date Batch 1 Client no totals 2 Vear end 3 Expenses First entry of batch Last entry of batch Nunber of entries Batch status TLTAPOO1 2 18 31 03 93 TLTAPO90 1 05 31 03 93 Expense no Client number Employee no Expense code Invoice no 9 Expense amount Invoice date 10 Comment Function _ Press to display the available functions on the screen 5 26 m ENTER CLIENT EXPENSES DAILY PROCESSING The functions available are as follows OOcCOBbOLBGLELD Add a new expense entry Display an existing expense entry Modify an existing expense entry Modify batch totals Start a new expense batch Get an old expense batch Balance this batch Cancel this batch End this program Type N and press to display a new client expenses batch The screen will appear as follows Time Accounting TLTAPO90 1 05 Enter Client Expenses 31 03 93 Batch no Batch date Batch 1 Client no totals 2 Year end 3 Expenses First entry of batch Last entry of batch Number of entries Batch status Hr 8 Expense no Client number Employee no Expense code Invoice no 9 Expense amount Invoice date 10 Comment F
13. 15 Shov Suppliers POLYMATHIC COMPUTER CORPORATION 738 4089 POLYMATHIC COMPUTER PRODUCTS 738 4089 POLYMATHIC COMPUTER PRODUCTS LTD 738 4089 POLYMATHIC COMPUTER PRODUCTS LTD 738 4089 POLYMATHIC COMPUTER SYSTEMS LTD 738 4089 POLYMATHIC DEVELOPMENT CORPORATION 738 4089 POLYMATHIC INC 738 4089 POLYMATHIC TECHNOLOGIES INC 738 4089 PRECISION PACKAGING COMPANY INC 477 9117 PRI COMP TISE 519 759 4511 PgUp PgDn Top Bottom ESC End F1 Opt ions P O Req d for Invoice Ytd Purchases Last UPDATE Date Typist Last USED Date Typist The following options are available Cursor upwards through the data Cursor downwards through the data Page up one screen of data Page down one screen of data Move to the top of the data Move to the bottom of the data cs eck ec Esc Exit the lookup feature Options The options of the lookup feature vary according to what program you are using This feature will allow you to search for a particular record according to the search criteria that you enter For example if you are in the supplier master of Accounts Payable and you want to search for a supplier by the supplier name you can press for Options then to search by the supplier s name and enter three or more letters for the supplier you are looking for The system will then search through the supplier master for the closest match to the three letters that you entered 3 4 m F5 LOOKUP FEATURE GENERAL DATA ENTRY Pr
14. 7 3 CASH RECEIPTS BATCHES 5 sieisccesssvszessetssecoss consonsesewedeutdvessoutoetesced vn ee hene eeu i odussaoetuet acesvessebsaets 7 5 Batch Number RE GT EG OYENTE E T TENTED ERE Ee Pi EAS 7 6 Batch Status uttter ADU use uiuere aS UN 7 6 Purge B tchessz O 7 6 CLIENT ADDRESS LIST roi sr sss 7 8 SPP eee 7 9 RE port FORMAL icc e es cocks shad ca Seda dr Hla lace ege E ee e e esent REOR E de 7 9 Include All Year Ends ene eet eet ete e dede s 7 9 Include All Partfiets oae an cere ono ie even ferite etie daa 7 9 CLIENT BILLING BATCHES ette eesescacse ss eo st ert eose oce orao se ev poses coros on lee ee ETE eo Peers eos ee SUR ve cinco 7 11 Print By Batch Number eise ani n 7 12 Print AllBatches tetas coda eco Me bun Ne DO oie 7 12 CLIENT HISTORY REPONRT e ceocrseten eee esee estoa soseste soesto spisso eS Y cvesesdesseseevascests vo consestossenssve cued 7 14 Print by Partner Number aii au RI ERO A det 7 15 Print Partner Summary Only done ERR e ti ete A e AE its 7 15 Print Complete Client History ici reiten etie ede deben 7 15 CETENT AAA E E E EE ONE OEE E EIE AOA 7 18 SOrt D IRS e EEE aeta E T E el ed ot vise e vts 7 19 Report Formateo reacio cane nee purto cette eite eet SE 7 19 include All Year Ends eet ER e I am eene tie EET 7 19 Include All Partners nieder tere ee UR ert de eie ie Hus 7 19 DETAILED CLIENT HISTORY scscscessvasescesccessssvvsccessecsetescvessesssessesvevtedseacs
15. 7 55 Transactions Entering 2 2 WIP Adjustment Batches Print all 7 45 Print single batch 7 45 WIP Adjustments Apply all batches 5 38 Apply single batch 5 38 Work Codes oret Gd eee 8 12 Code 8 13 Yearly Processing Balance forward sss 6 2
16. ALL YEAR ENDS You can generate this report for all year ends or you can exclude clients that have a specific year end Include all year ends Exclude specific year ends The system will prompt you to enter the day and month of the year ends you want excluded in the report Exit Move up one option Move down to next option INCLUDE ALL PARTNERS You can generate this report for all partners specific partners and specific clients Select from the options below Include all partners Y Exclude specific partners The system will prompt you to enter the partners you want to exclude can be used to list all partners S Single partner only The system will prompt you to enter the partner number that you want to generate the report for can be used to list all partners C Exclude clients The system will prompt you to enter the client numbers for the clients you want to exclude can be used to list all clients Esc Exit t Move up one option Once all your report options have been modified type S and press to generate the report CLIENT ADDRESS LIST m 7 9 REPORTS A sample Client Address List by Client name follows 30 06 94 Client no 041 0090100 Telephone Fax 041 0075585 Telephone Fax 041 0095470 Telephone Fax Phone Code 8370 number number 4221 number number 4865 number number EXAMPLE COMPANY LIMITED Client List by Client name Name COMPANY NAME STREET ADDRESS C
17. TD Hours Batch Total eere tdo o ERE oC Pets 5 34 Y TD Costs Batch T otal nch sti aee Reh Ade ree a HE E dte te Cue ied 5 34 TID WIP Batch Tot l 2 heri ii e e ERE ILE anaes 5 34 YTD Expenses Batch Total ree cnt he eh e a rte Deseo ere te 5 34 VID Billed Batch Total een eR Sie SES nS 5 34 YTD Payments Batch Total a do ed sete aeta 5 35 AdjustmentNumbet e iste 5 35 Client Number 1 rape ee te ER E ede pog de R cepi lt reete pu a 5 35 NUD HOS 222025 diceret te ete tdt rl A e te eas e EU E ri E CH e oc qt 5 35 Y TD Costs nin io ee RR HO E RE RC ER ERR E HO ee RU 5 35 XTDWIPL utei m eu ntn utei ia dug stant ET 5 35 Y TD EXPOOSOS E 5 35 XTD Billed rui di Xon ON Fo eae hie Sa Sd dee eas 5 35 VED PayMent te RR 5 36 Comment ete esee deae Deed ettet ted epo feet 5 36 Totaling Batch Totals eene eene nennen nennen nnne nennen 5 36 Balancing WIP Adjustments abet iet cte Pa e e tt diee ds 5 36 APPLY WIP ADJUSTMENTS ccscsscsosscsesscsecserscscsessesecsessesecsersesecsassesecsessesecsessesecsassesecessesecs 5 37 Apply One Bate hasiren onana Tee ee oro ge e eeu P ERE Te enu oap ea ee ehem ee 5 38 Apply All Batches cuina Re EH RD B ETHER e pore eR aan se eee 5 38 BUDGETED HOURS BY YEAR END cssccssscssssscesccesseccssccesseccesccecsecessccessccescccescccessecescsesseees 7 2 SOTE SCQUCHC Evie E eie rr e esee eee edente O 7 3 A ERU T m m 7 3 Client Master cree metra eundem meant Lata Res a Mewes
18. YTD expenses 13 YTD billed 14 YTD payments Comment Function Press to display the available functions on the screen 5 32 m ENTER WIP ADJUSTMENTS DAILY PROCESSING The functions available are as follows ct9ettucttczc Start a new work in progress batch Get an existing work in progress batch Modify batch totals Balance this batch Cancel this batch Add a work in progress adjustment Display an existing WIP adjustment End this program Type N and press to display a new WIP adjustments batch The screen will appear as follows Time Accounting TLTAPOBO 1 06 Enter VIP Adjustments 31 03 93 x Batch no 1 Neu batch B Batch date ddmmyy Batch 1 Client no totals VTD VTD YTD YTD expenses YTD billed YTD payments First adjustment of batch Number of adjustments Last adjustment of batch Batch status fid justnent no 8 Client number YTD 10 YTD 11 YTD 12 YTD expenses 13 YTD billed 14 YTD payments 15 Comment Enter date COURT riXijlI signon date Li5X W1 end ENTER WIP ADJUSTMENTS m 5 33 DAILY PROCESSING Enter the information as follows BATCH DATE Press to accept the default date or type a new date in the ddmmyy format and press Enter CLIENT NUMBER BATCH TOTAL Press or type the batch total of the client numbers followed by for the WIP adjustments you wish to enter The batch totals can be modified after the WIP adjustments have been made YTD HOURS BATCH TOTAL Press or t
19. a timesheet 2 Print all timesheets E Exit E Enter selection TIMESHEET BATCHES m 7 41 REPORTS The options available are as follows PRINT A TIME SHEET Type 1 followed by Enter to print a single time sheet The system will prompt you as follows dd mm yy enter time sheet date Type the date that the time sheet was entered for followed by Enter The system will prompt you as follows enter employee number Type the employee number who the time sheet batch belongs to and press 4 Enter The system will prepare the time sheet you selected PRINT ALL TIME SHEETS Type 2 followed by to print all time sheets the system will prompt you to enter the following information START DATE The system will allow you to print all time sheets within a specific time frame Type the start date of the desired time frame in the format ddmmyy and press Enter END DATE Type the cut off date in the format ddmmyy and press Enter TIME SHEET TYPE Type A to print applied batches or U to print unapplied batches ALL EMPLOYEES You can print time sheets for A all employees or N a single employee will list all employees Once all your report options have been set type S and press to generate the time sheets 7 42 m TIMESHEET BATCHES REPORTS A sample time sheet batch follows Date 30 06 94 Date of work 010491 Employee 011 EMPLOYEE NAME Control Client no 3 totals Work codes Total hours Number o
20. amounts set up in the Employee Master Once you have entered the above data review the information on the screen and if everything is correct type A to accept and save the data If changes need to be made type M to modify the information or if you wish to cancel this item type C WORK CODES m 8 13 MAINTENANCE AND INQUIRY PURGE This program is used to delete old records out of the different Time Accounting function files such as time sheets cash receipts client billings Each one of these programs has two files associated with it One file contains all the entered batches and the other file contains all the applied batches The purge program will only delete old records out of the entry file The yearly processing program is the only program that can purge old records from the applied files Time Accounting TLTAPO01 2 18 Maintenance and inquiry 31 03 93 1 Client master 2 Employee master 3 Work codes 4 Purge 5 Client memos E Exit bj Enter Selection Type 4 and press to select Purge The screen will appear as follows Time Accounting TLTAPOO1 2 18 Maintenance and inquiry 31 07 93 Purge Menu 1 Time sheets master 2 Cash receipts master 3 Client billings master 4 Client expenses master 5 WIP adjustments master E Exit Bj Enter Selection 8 14 m PURGE MAINTENANCE AND INQUIRY PURGE TIMESHEET MASTER To purge the timesheet master file type 1 and press Enter The system will prompt you
21. and Information Thu MAY 26 1994 Company number Long Company name Short Company name Company initials Holding Company initials Affiliated companies E Division Division Division Division Division Last month closed date GST registration number Home directory Export directory _1 Select i add JJ Display IJNl List PENI Exit To select function A type A and press Enter Enter the information as follows 1 Company number The system will automatically assign a sequential number to all new companies 2 Long Company Name Enter your company name as you wish it to appear on all report headings and press Enter For example type ANY COMPANY LIMITED and press Enter 3 Short Company Name Enter a short name for your company as you wish it to appear on all screen headings and press Enter For example type ANY and press f Enter 4 Company Initials Enter two initials for your company The system uses these initials to identify the data files for your company For example type and press Enter 5 Holding company initials If you wish to consolidate this company with another enter the two initials of the holding company to be used for consolidation purposes The system uses these initials to identify holding company For example type EE and press erie 6 Affiliated companies List any affiliated companies here Type a two initials for the company and the division number 11 2
22. batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary Cemployee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Time summary by employee client The screen will appear as follows Tine Accounting TLTAP143 1 04 Time Summary by Employee Client 31 03 93 Start date ddmmyy 31 03 93 End date ddmmyy 28 02 94 Include all employees A Include all clients A _1 Select 9 Start Y Modify OQQI Exit 7 54 m TIME SUMMARY BY EMPLOYEE CLIENT REPORTS The following report options are available START DATE This report can be generated for the time frame you specified Enter the date that you want to start including time from in the format ddmmyy END DATE Enter the date that you want to stop including time in the format ddmmyy INCLUDE ALL EMPLOYEES This report can be generated for a S single employee or A all employees The system will prompt you for the employee number if you select single employee can be used to list all employees INCLUDE ALL CLIENTS This report can be generated for a S single client or A all clients The system will p
23. display Batch status Open items w balances display Last cheque ap Open items lookup Cheque details Function N Cheque number ESC Exit Cheque count Customer number G L code Cheque amount xL Balance Branch nunber xM Disp no Apply to document xN Details fipply anount xD Orig bal Discount xP Tot disct Select one of the lookup types and the information will be displayed in the right hand corner of the screen Enter a document number displayed in the top right hand corner or apply the receipt to a range of documents by typing and pressing t Enter APPLY AMOUNT Enter the amount up to 999999 99 which you wish posted to this customer number or general ledger account number DISCOUNT Enter the amount up to 999999 99 which the customer has taken as a discount on this remittance The cursor will now return to the Apply to Document Field If the balance showing in field L is zero you may exit from the program by typing E and pressing Enter If the balance showing in field L is not zero continue entering cheques until you reach zero Once the balance is zero type E and the cursor will return to the cheque function field You may continue entering cheques by typing N for new cheque or return to the batch function field by typing E Before a batch can be applied it must balance A batch balances when the deposit slip total and the amount of cheques entered are equal To ba
24. does not have to be entered if there is no pennies in the amount BRANCH NUMBER The system will automatically display the servicing branch as set up on the customer master file APPLY TO DOCUMENT The choices here are as follows The actual document number Editor This functions will allow you to rekey a detail line change the total delete the cheque or delete the batch Lookup This function will allow you to display the open items on file for the customer display the open items along with the details of the receipts posted to date display all non zero open items or any cheque details you would like for that customer JJ The system will allow you to apply the cash receipt to a range of documents numbered 1 through 9 showing in the top right hand of the screen For instance if you wish to apply the receipt to documents 1 through 6 simply type and press Enter In order to use this feature you must have selected either the or option described above R Receipt adjustment The system will post the receipt to unapplied cash Exit cash receipts 5 20 m BATCH CASH RECEIPTS DAILY PROCESSING EXAMPLE Type and the screen will appear as follows Accounts Receivable TLARP15 3 14 Function N Enter Cash Receipts Batches 30 06 93 Date Ref Orig Bal Batch number Deposit date Deposit slip total 00 First cheque of batch CK 3068 Last cheque of batch CK 3068 Number of cheq Total amount o Balance to dep Open items
25. followed by Enter to print a complete client history Type S to generate a complete client history or to exit this option CLIENT HISTORY REPORT nm 7 15 REPORTS A sample Client History and a Client History by partner summary follow Date 30 06 9 Partner 000 4 Budgeted Budgeted Budgeted hours Client 000 00 Client 000 00 Client 000 00 Client 000 00 Client 000 00 Client 000 00 Client 000 00 Client 000 00 Client 000 00 Totals for partner number Budgeted Bu hours costs 0000830 00 0001325 00 0001805 00 0012345 00 0019850 00 0023456 00 0023457 00 0025698 00 0038118 00 dgeted costs fees COMPANY 00 COMPANY 00 COMPANY 00 COMPANY 00 COMPANY 00 COMPANY 00 COMPANY 00 COMPANY 00 COMPANY 300 Budgeted fees 000 ytd hours NAME NAME NAME NAME NAME NAME NAME 188 NAME NAME x 00 00 00 00 00 00 75 00 25 EXAMPLE COMPANY LIMITED ytd costs 00 00 00 00 00 00 3367 50 50 00 37 50 Client History ytd ytd ytd Current billed unbilled expenses A R Year end 3101 16 05 00 00 00 Year end 3101 00 00 00 00 Year end 1212 190 73 00 00 00 Year end 3112 00 00 00 00 Year end 1212 00 00 00 00 Year end 2802 00 00 00 00 Year end 2802 128 12 6735 00
26. m TIME ACCOUNTING SYSTEM COMPANY SETUP 7 Last month closed date Enter the last month that was closed in the form of mmyy 8 Name Enter the company name as you wish it to appear on collection letters accounts receivable statements etc 9 Address Enter up to four lines for the company address as you wish it to appear on collection letters accounts receivable statements etc Review the information which you have just entered and if you are satisfied with it press cese The system will then ask On what drive do you want to set this company up Press and the files will be set up on the current drive The system will then display the message Initializing Company Files Please Wait Type E and press to exit from the Company Setup and Information Menu The following screen will appear POLVMATHIC COMPUTER CORPORATION 1 Sign on to Existing Conpanies 2 Initialize a Neu Company 3 Exit to Operating Systen Use scroll keys 1 4 JEJE EjlHelp roE gI exit Type 1 or press to sign on to the company which you just set up TIME ACCOUNTING SYSTEM 11 3 COMPANY SETUP The following screen will appear POLYMATHIC COMPUTER CORPORATION 3 04 MAY 26 1994 SIGNON PROCESSING Crt 8 13 25 25 Typist Last signon date Last month closed Company Last year end Booted drive P NDEMONRM Prior year status 1 User Nunber 2 Passvord 3 Company Enter MGA LXJ Help SA I Exit to op
27. order you want and press Enter START MONTH If you want to only print filing check details for a specified period type the start month in this field and press Cn END MONTH If you have entered a starting month above enter the last month that you want to report the filing checklist details for and press Enter INCLUDE ALL PARTNERS This report can be generated for Y all partners or for N specific partners If you select N to exclude partners the system will prompt you to enter the number of the partner to be excluded can be used to list all partners Once you have modified your report options type S to start processing the Filing Checklist report Once the report processing is complete the system will prompt you as follows E Select Continue Exit Type C to produce another checklist or E to exit 7 30 m FILING CHECKLIST REPORTS A sample Filing Checklist follows 14 JUN 94 EXAMPLE COMPANY LIMITED EXTAR150 1 05 Filing Checklist by Year End Page 1 Client Y E Y E T2 CT23 Last number Incharge Client name Month Day Date Date Billed 000 0000830 INITIALS ANY COMPANY LIMITED JAN 31 25 JUL 90 25 JUL 90 21 SEP 92 000 0001325 INT ANY COMPANY LIMITED JAN 31 20 JUL 92 20 JUL 92 000 0038118 INT ANY COMPANY LIMITED JAN 31 Tes Sas 31 JUL 90 041 0015000 INT ANY COMPANY LIMITED JAN 31 31 MAR 92 31 MAR 92 30 APR 92 041 0015525 INT ANY COMPANY LIMITED JAN 31 22 JUL 92 22 JUL 92 19 MAR 93 041 0015850 INT ANY COMPA
28. print Form Feed T 4 Fi functions F2 change device Dey exit T L send to printer DRY exit FUTURE DATED CHEQUES FUTURE DATED PAID INVOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL print delete start printing zoom functions EE scroll exit To send the command to the printer use one of the cursor keys to highlight the command and press Enter F2 CHANGE DEVICE To change the printer port press and the following screen will appear P C P L POLYMATHIC COMPUTER CORPORATION PCPRINT 2 33 Typist 06 Port 08 Print Reports Mon MAR 14 1994 Start Report name copy D K page Copy Page Messages P LJ2 SMALL PRINT PRINTER SELECTION PRINTER DEVICES Print Device LPT1 Printer LASER Status NOT AVAILABLE 1 DOT MATRIX LASER T 4 Fi functions F2 change device DEN exit FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL print delete start printing Z zoom Ebfunctions ME scroll Wy exit Highlight the correct printer device and press Enter 12 6 m FUNCTION KEYS AND PRINT COMMANDS CHAPTER 13 DAILY STARTUP To start using your time accounting system for daily use follow the steps outlined below ONE LOGICAL DRIVE At the operating system prompt type POLYSYS and press Enter The following screen will appear POLYMATHIC COMPUTER CORPORATION 1 Sign on to Existing Companies 2 Initialize a New Company 3 Exit to Operating System Use scroll key
29. the client master using the numeric search function You cannot assign the same code to more than one client and you cannot change this code once you enter it CLIENT NAME Enter the client s name in this field The maximum length of the field is thirty five characters The name entered will appear on invoices statements and various reports exactly as you enter it The system will not allow you to set up more than one client with an identical name and partner division ADDRESS LINE 1 TO 4 Enter the client s address on these four lines The maximum length of each line is thirty five characters This address will print on invoices and statements just as you enter it The system requires that you use the first three address lines CONTACT NAME Type the name of the contact person for this client It is important that you enter a name here as this information is used in different reports CLIENT YEAR END Type the day and month of the client s year end in the format ddmm and press Enter CLIENT PHONE NUMBER Enter the area code and telephone number for this client This number will appear on the detailed aged trial balance to assist in collections FAX NUMBER Enter up to twelve numeric characters for the client s fax number This field can be left blank if the client does not have a fax number PHONE CODE This field is a special feature available with a phone system that will allow you to enter extra data such as the length of a ph
30. the correct printer type and press Enter Once you have selected a printer you can send commands to the printer by pressing F1 If you have a Dot Matrix printer selected the following screen will appear P C P L POLYMATHIC COMPUTER CORPORATION PCPRINT 2 33 Typist 06 Port 08 Print Reports Mon MAR 14 1994 LPT1 11 42 18 P LJ2 SMALL PRINT PRINTER SELECTION DOT MATRIX PRINTER FUNCTIONS Print Device LPT1 Printer DOT MATRIX Status NOT AVAILABLE 1 Report name copy D K zd Copy Page Messages Reset Printer Condensed Print Cancel Condensed Print Setup 8 1 2 Cheques EPSON DOT MATRIX Forn Feed LASER T 1 send to printer T Fi functions F2 change device DRIN exit DRIB exit FUTURE DATED CHEQUES FUTURE DATED PAID INUOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL print delete start printing Z zoom Ebfunctions ME scroll Wy exit FUNCTION KEYS AND PRINT COMMANDS nm 12 5 PRINT REPORTS If you a Laser printer selected the following screen will appear EHCHREL POLYMATHIC COMPUTER CORPORATION PCPRINT 2 33 Typist 06 Port 08 Print Reports Mon MAR 14 1994 Report name copy D K page Copy Page Messages P LJ2 SMALL PRINT LASER PRINTER FUNCTIONS PRINTER SELECTION Reset Printer Print Device LPT1 Landscape 16 66 LETTER Printer LASER Landscape 16 66 LEGAL Status NOT AVAILABLE 1 Landscape TMS RMN 6 point Portrait small print DOT MATRIX Landscape small print LASER Portrait large
31. the line number of the item you want to change 6 Type the number corresponding to the item you want to change For instance if you want to change the comment section type and press f Enter 7 Make your modifications and press Enter 8 Select a new function from the Function menu For example to continue adding time sheet entries type and press Enter 5 6 m ENTER TIME SHEETS DAILY PROCESSING APPLY TIME SHEETS This program will apply the time you booked under Enter time sheets to the appropriate clients Before you apply the time you should spool the Time Sheet Batch report to ensure that the time you booked for each client is correct Once the time is applied you cannot modify the time sheet batch Time Accounting TLTAPOO1 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 Er Exit bl Enter Selection Type 2 and press to select Apply time sheets The screen will appear as follows Time Accounting TLTAPO42 1 06 Apply Timesheets 31 03 93 1 Apply one timesheet 2 Apply all timesheets Enter selection APPLY TIME SHEETS m 5 7 DAILY PROCESSING The options available are as follows Apply one time sheet Apply all time sheets Exit APPLY ONE TIME SHEET
32. to enter the cut off date for the purge Type the date in the form of ddmmyy and press to start the purging process All records equal to or less than the cutoff date will be purged CASH RECEIPTS MASTER To purge the cash receipts master file type 2 and press Enter The screen will appear as follows Accounts Receivable TLARP18 2 3 List Purge of Cash Receipts Batches 31 07 93 BATCH NUMBER A ALL BATCH STATUS U UNAPPLIED PURGE BATCHES N Run status Select Start Modify Exit PURGE m 8 15 MAINTENANCE AND INQUIRY The following options are available BATCH NUMBER Single batch The system will prompt you to enter the batch number can be used to list the batches R Range of batches The system will prompt you to enter a starting and ending batch number All batches BATCH STATUS Process all batches Process only unapplied batches Process only applied batches PURGE BATCH Type Y to purge the batches If you don t want to purge the batches type N Once you have made your modifications type S to start the purging process CLIENT BILLINGS MASTER To purge the client billings master file type 3 and press Enter The system will prompt you to enter the cut off date for the purge Type the date in the form of ddmmyy and press to start the purging process All records equal to or less than the cutoff date will be purged CLIENT EXPENSES MASTER To purge the client expense master file type 4
33. 0 00 00 06 94 ytd payments 17976 00 17976 00 06 94 ytd payments 00 00 current A R comments 00 00 current A R comments 00 00 page page 1 1 DETAILED CLIENT HISTORY m 7 25 REPORTS EXPENSE BATCHES This program generates a report of the expense batches you entered under Enter Client Expenses Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type 8 and press to select Expense batches The screen will appear as follows Time Accounting TLTAPO95 1 05 Print Client Expenses 31 03 93 1 Print by batch number 2 Print all batches Enter selection 7 26 m EXPENSE BATCHES REPORTS The report options available are as follows PRINT BY BATCH NUMBER Type 1 followed by to generate this report for a single expense batch The system will prompt you as follows Enter batch number to print Type the batch number you want to print followed by Enter ca
34. 0 0 000 0001805 ANY COMPANY LIMITED 6 42 00 00 6 42 00 6 42 100 000 0012345 ANY COMPANY INC 00 00 00 00 00 00 0 000 0019850 ANY COMPANY LIMITED 00 00 00 00 00 00 0 000 0023456 ANY COMPANY LIMITED 00 00 00 00 00 00 0 000 0023457 ANY COMPANY INC 00 00 00 00 5670 00 5670 00 0 000 0025698 ANY COMPANY INC 00 00 00 00 100 00 100 00 0 000 0038118 ANY COMPANY LIMITED 00 00 00 00 75 00 75 00 0 Totals for partner 000 648 42 00 00 648 42 5845 00 6493 42 1001 7 34 m JOB PROFIT REPORT REPORTS POTENTIAL BILLING LIST This program generates a report that lists any client who has unbilled time greater than the amount that you specify in the report options It will also display that last time the client was billed Time Accounting TLTAPOO1 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Potential billing list The screen will appear as follows Tine ficcount ing TLTAP201 1 03 Potential Bill
35. 00 22 47 Year end 0112 33 12 100 00 00 00 Year end 3101 00 75 00 00 00 ytd ytd ytd Current billed unbilled expenses A R Past due amount 00 00 00 00 00 00 00 00 00 Past due amount ytd payment 16 05 00 190 73 00 00 00 105 65 33 12 00 ytd payment Last pmt amount 150 EE UL Tr 500 00 00 42 00 85 00 00 PF 00 page Last pmt 161092 110593 230889 160588 180989 210192 250392 250691 Last bill 210992 310593 150889 22 388 30 889 300693 290292 31 790 7 16 m CLIENT HISTORY REPORT REPORTS EXAMPLE COMPANY LIMITED Page 1 Client History partner summary Date 10 03 94 Time 12 34 22 Partner Budgeted Budgeted Budgeted ytd ytd ytd ytd ytd Current Past due ytd number hours costs fees hours costs billed unbilled expenses A R amount payment 010 00 00 00 3691 25 129335 00 4500 00 243876 75 11175 11 2650 00 00 1850 00 041 00 00 00 8 00 320 00 00 600 00 00 00 00 00 Client history totals for EXAMPLE COMPANY LIMITED Budgeted Budgeted Budgeted ytd ytd ytd ytd ytd Current Past due ytd hours costs fees hours costs billed unbilled expenses A R amount payment CLIENT HISTORY REPORT nm 7 17 REPORTS CLIENT LIST This program generates a list of clients sorted in various orders Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budget
36. 1 94 013 930 11 50 TESTING SNAPSHOTS FOR MNL S 31 01 94 013 850 25 BANK PO CASH RECEIPTS 31 01 94 013 850 25 BANK 31 01 94 013 850 2 50 BINDER TAB QUOTES KWIK KOPY 31 01 94 013 850 25 HELP SHAWNA WITH REPORTS 28 02 94 013 850 50 BILLS 28 02 94 013 850 25 TIMESHEETS 28 02 94 013 945 50 STATEMENTS 28 02 94 013 945 25 RETAINERS 28 02 94 013 850 25 PREP DETAILS FOR MANUAL TABS 28 02 94 013 904 25 ADD JLK TO PC RETAINERS FAX OUT 28 02 94 013 917 25 PURGE TEST SUPPLIERS 108 ERROR 28 02 94 013 930 75 GL MANUAL 28 02 94 013 930 1 75 PRINT TA FA PREP RPTS FOR CONVERT 28 02 94 013 930 1 50 CONVERT TA FA REPORTS TO WORD 28 02 94 013 930 75 PRINT CONSTRUCTION MANUAL 28 02 94 013 930 2 25 CONSTRUCTION RPTS CONVERT 28 02 94 013 904 25 MODIFY CARBON RETAINER 28 02 94 013 904 25 CREATE CHARACTERS STYLE MENUOPS FOR 31 03 94 013 945 25 QUEUE AND FAX STATEMENTS 31 03 94 013 945 lt 25 RETAINERS 31 03 94 013 850 25 BILLS 31 03 94 013 850 1 00 TIMESHEETS 31 03 94 013 850 75 REVIEW HOW TO TAKE SNAPSHOTS 31 03 94 013 930 3 00 TAKE AND CONVERT GL PICTURES SHOW 31 03 94 013 930 2 75 HEADING NUMBERING GL 31 03 94 013 850 25 CASH RECEIPTS BANK 31 03 94 013 850 25 MODIFY RETAINER 31 03 94 013 930 4 50 GL MANUAL 31 03 94 013 930 4 50 GL MANUAL TEXT CHANGES SNAPSHOTS 31 03 94 013 930 25 SNAPSHOT TEST PAGE PROTECT 31 03 94 013 930 25 SHAWNA MANUAL PROBLEMS 31 03 94 013 930 3 00 REVIEW OLD GL MANUAL TEXT CHANGES 31 03 94 013 930 4 00 G
37. 3 FEB 93 MAR 93 APR 93 MAY 93 JUN 93 Total 041 0010481 3 00 13 00 9 00 00 5 00 2 00 5 00 2 00 1 00 2 00 00 00 42 00 ANY COMPANY LIMITED 041 0010565 1 00 1 00 00 00 00 00 00 1 00 00 00 00 00 3 00 ANY COMPANY LIMITED 041 0020095 00 00 16 00 25 00 2 00 00 00 00 00 00 00 00 43 00 ANY COMPANY LTD 041 0020100 00 00 00 15 00 1 00 00 00 00 00 00 00 00 16 00 ANY COMPANY INC Totals 4 00 14 00 25 00 40 00 8 00 2 00 5 00 3 00 1 00 2 00 00 00 104 00 15 JUN 94 EXAMPLE COMPANY LIMITED Page 19 Monthly Time Summary by Employee Client EXTAR145 1 00 From JUL 92 to JUN 93 Start date s mms ntra JUL 92 Erdocdate 42er rate JUN 93 Include all employees YES MONTHLY TIME SUMMARY EMPLOYEE m 7 59 REPORTS MONTHLY TIME SUMMARY CLIENT Time Accounting Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Monthly time summary client The screen will appear as follows Tine Accounting TLT
38. 7 51 Budgeted Hours By Year End 7 2 Cash Receipts Batches sss 7 5 Client Address List ceceeseeeneereees 7 8 Client Billing Batches 7 11 Client Expense Batches 7 26 Client History sesseeeeeee 7 14 Client Lita alada 7 18 Detailed Client History 7 21 Employee Master List 7 49 Fax Telephone Numbers 7 63 Filing Checklist sess 7 29 Job Profit eere 7 32 Monthly Time Summary By Client 7 60 Monthly Time Summary By Employee7 57 Potential Billing List e 7 35 Time Sheet Batches 7 41 Time Summary by client 7 38 Time summary by employee 7 38 Time Summary By Employee Client 7 54 WIP Adjustment Batches 7 44 Work Codes sess 7 47 Time Accounting Daily procedures ssssss 2 1 Time Accounting Cycle Initial set up procedures 2 1 Time Sheet Batch Print all batches 7 42 Print single batch ssss 7 42 Time Sheets Apply 5 8 Time Summary End date 7 39 7 55 Include clients sssess 7 55 Include employees 7 55 Include partners sssss 7 39 Start d te a ita 7 39
39. 75 ANY COMPANY LTD 8 00 200 00 400 00 00 00 00 2153 041 0030004 ANY COMPANY LIMITED 23 50 945 00 1890 00 00 00 00 2154 041 0030030 ANY COMPANY LIMITED 117 13 58 34 25 00 00 00 2155 041 0030035 ANY COMPANY LIMITED 275 8 90 22 50 00 00 00 2156 041 0043515 ANY COMPANY INC 7 00 355 00 370 00 00 00 00 2157 041 0056925 ANY COMPANY INC 7 00 525 00 1050 00 00 00 00 2158 041 0090099 ANY COMPANY LIMITED 82 95 3379 75 6747 50 00 00 00 2159 041 0090100 999999 ONTARIO LIMITED T2 tS 393 75 787 50 00 00 00 2160 041 0090355 ANY COMPANY LTD 00 00 284900 00 00 00 00 2161 041 0090500 ANY COMPANY LIMITED 13 50 587 50 1175 00 00 00 00 2162 041 0090620 999999 ONTARIO LIMITED 8 50 450 00 900 00 00 00 00 2163 041 0092075 ANY COMPANY LIMITED 31595 98 75 197 50 00 00 00 2164 041 0095070 999999 ONTARIO LIMITED PETS 391 25 782 50 00 00 00 2165 041 0096341 ANY COMPANY INC 32 00 1345 00 2690 00 00 00 00 2166 099 0099999 ANY COMPANY LIMITED 2840 69 55890 45 116954 54 00 00 00 end of batch number 158 7 46 m WIP ADJUSTMENTS BATCHES REPORTS WORK CODES This program will generate a report that lists all work codes Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches VIP adjustment batches Client history Vork codes Client list Employee master list Detailed cli
40. AMPLE COMPANY LIMITED Client List by Client no Name COMPANY NAME STREET ADDRESS CITY PROVINCE POSTAL CODE 905 738 4089 905 738 6209 COMPANY NAME STREET ADDRESS CITY PROVINCE POSTAL CODE 905 738 4089 905 738 6209 COMPANY NAME STREET ADDRESS CITY PROVINCE POSTAL CODE 905 738 4089 905 738 6209 Year DEC UNIT NUMBER JAN JAN SUITE NUMBER End 12 31 31 EXTAR210 1 07 Page al CT23 T2 25 JUL 90 25 JUL 90 20 JUL 92 20 JUL 92 DETAILED CLIENT HISTORY REPORTS This program generates a report that details the year to date hours costs expenses billings unbilled hours and payments for the clients specified Before running this report you must perform the Data File Sort program page to ensure that all applied entries are included in the report Budgeted hours by year end Cash receipts batches Client address list Client billings batches Time Accounting Reports TLTAPOO1 2 18 31 03 93 Potential billings list Time summary by employee Timesheet batches WIP adjustment batches York codes Employee master list Billing vorksheet Time summary by employee client Monthly time summary employee Monthly time summary client Fax telephone numbers Client history Client list Detailed client history Expense batches Filing checklist Job prof it 1 2 3 4 5 6 7 8 9 0 1 E Exit DE Enter Selection Type Z and press to select Detailed client history
41. ANY COMPANY COMPANY NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME NAME Totals for partner 041 Year end totals for 3101 31 01 31 01 Budgeted Hours 000 0038118 COMPANY NAME 000 0000830 COMPANY NAME 000 0001325 COMPANY NAME Totals for partner 000 10 35 25 100 194 194 EXAMPLE COMPANY LIMITED BUDGETED HOURS BY YEAR END Budgeted Costs 100 250 500 1250 100 5000 7200 7200 Budgeted Fees 200 500 1000 2200 150 5600 9650 9650 32 231 233 Oo P2 0 05 37 132 225 116 Lot 100 225 263 175 2566 202 MOTs 175 5677 5715 Bil 16 16 428 3542 2407 535 1605 5082 27 1765 6012 6313 1979 29698 29714 YTD led 00 33 00 50 60 65 Unbil 755 265 450 2232 302 200 450 527 350 5132 405 3155 350 11355 11430 YTD led YTD Expenses EXTAR300 1 03 YTD Payment 16 05 16 05 428 00 3542 50 2407 50 535 00 535 00 5082 50 27 71 1765 50 8518 33 6313 00 29155 10 29171 15 Page 1 Current A R 1070 1979 3049 3049 7 4 m BUDGETED HOURS BY YEAR END REPORTS CASH RECEIPTS BATCHES This program allows you to print a complete list of the transactions entered in the Batch Cash Receipts program page This report should be reviewed before you apply the cash rece
42. AP146 1 00 Monthly Time Summary by Client Employee 31 03 93 Start date mmyy 04 92 End date mmyy 03 93 Include all clients A Select Start Modify Exit 7 60 MONTHLY TIME SUMMARY CLIENT REPORTS The following report options are available END DATE Enter the date in the form of mmyy that you want to list the client s time up to Once you have entered this date the start date will automatically be calculated for a 12 month period INCLUDE ALL CLIENTS You can specify A to include all clients or S for a single or range of clients If you select S the following screen will appear Time Accounting TLTAP146 1 00 Monthly Time Summary by Client Employee 31 03 93 Start date mmyy 04 92 End date mmyy 03 93 Include all clients S Client Number Client Number Client Number Client Number Enter client number e gt 1 F5 lookup Fi0l cancel ESC1 exit From this screen you can enter from 1 to 24 different clients Type in the clients that you want to list the time for Once you have listed all the clients press Esc can be used to lookup the clients numbers can be used to cancel processing and the and 2 keys can be used to move through the clients you have selected Modify the report options for the information that you require and press to start processing the report MONTHLY TIME SUMMARY CLIENT m 7 61 REPORTS A sample Monthly Time Summary By Client for a Si
43. Address list Esc Exit Move up one option Move down to next option INCLUDE ALL YEAR ENDS You can generate this report for all year ends or you can exclude clients that have a specific year end Include all year ends Exclude specific year ends The system will prompt you to enter the day and month of the year ends you want excluded in the report Exit Move up one option Move down to next option INCLUDE ALL PARTNERS You can generate this report for all partners specific partners and specific clients Select from the options below Include all partners Y Exclude specific partners The system will prompt you to enter the partners you want to exclude can be used to list all partners S Single partner only The system will prompt you to enter the partner number that you want to generate the report for can be used to list all partners C Exclude clients The system will prompt you to enter the client numbers for the clients you want to exclude can be used to list all clients Esc Exit t Move up one option Once all your report options have been modified type S and press to generate the report CLIENT LIST m 7 19 REPORTS A sample Client List sorted by client number follows 30 06 94 Client no 000 0000770 Telephone Fax 000 0000830 Telephone Fax 000 0001325 Telephone Fax 7 20 m CLIENT LIST Phone Code 6704 number number 6376 number number 7271 number number EX
44. D Address line CONCORD ONTARIO Address line L4K 3805 Address line Contact name MR CAL PARSONS Client year end 3101 JAN 311 Phone number 738 2168 Fax number 738 6209 Phone code Select option Group code In charge n Find client Send statemen 1 Open items 439 Financial data Sg Exit Allows you to select another client for processing Displays the client s account s receivable open items This option is only valid if Polymathic s A R system is installed Displays the client s financial data fields A sample client financial data display follows Time Accounting TLTAPOS 1 20 Client Master 31 07 93 Modify mode Client number 000 0001325 Client nane PARSONS AND CUMMINGS LIMITED BUDGET YEAR TO DATE Hours s Hours Costs H Costs Fees i n Fees Paynents Expenses Unbilled Salary accrual Last billing date Dividends Last billing amount 00 Past due amount Last payment date JUN 30 93 Current A R balance Last payment amount 00 Press any key to continue 8 4 m CLIENT MASTER MAINTENANCE AND INQUIRY To add a new client type and enter the information as follows CLIENT NUMBER This area is coded using up to seven alphanumeric characters The first two digits of this number represent the partner number and the last five digits represent the client number The number assigned is used for identification of the client and for accessing
45. E EXIT Function The options available are as follows Add an invoice to this batch Display an existing invoice in this batch Exit client billings N Starta new client billing batch Get an old client billing batch T Modify the batch totals B Balance the client billing batch C Cancel this batch A D E Type N and press to start a new billing batch Enter the information as follows BATCH NUMBER The system will automatically enter the next consecutive batch number in this field BATCH DATE Type the date of this billing batch in the format ddmmyy In most cases this will be the month end date or system date Press to accept the system date CLIENT NUMBER BATCH TOTAL Press or type the batch total of the client numbers followed by for the client billings you wish to enter All batch totals can be modified after all entries have been made 5 10 m ENTER CLIENT BILLINGS DAILY PROCESSING BILLING AMOUNTS BATCH TOTAL Press or type the batch total of the invoice amounts followed by for the client billings you wish to enter All batch totals can be modified after all entries have been made YTD HOURS BILLED BATCH TOTAL Press or type the batch total of the YTD hours billed followed by for the YTD client billings you wish to enter All batch totals can be modified after all entries have been made YTD Cosrs BILLED BATCH TOTAL Press or type the batch total of the year to date costs billed followed
46. ENT EXPENSES eere sessir seva rte no ve eee en vo ehe xa cid eV vu re oue a eve Va inicia 5 26 Batch Number zen ono E E dip ht ke ML e M Md ee ees ida A EE 5 28 Bathe Dates scien E 5 28 Client Number Batch Total iii A ener e 5 28 Year End Batch Total miii ede Eo ee a E iit dete edd 5 28 Expenses Batch Lotal 2 os e ee RE tb 5 28 vient Numbers a quieta bete eai ut A E E 5 28 Employee Numbers 5 reir ep d eei o pee See HERE rec po io ease estas reote 5 28 loda M K 5 29 Invoice N mbet 2 3 mener teet te e o ee de re le i Ere erre Tete eee rae sl ER 5 29 Invoice Date uie ec hae seating atest tia atest eaten tases haute tangs titius eile dr operis 5 29 Expense AMOUNt sisson tete e e ER UE Te E UR Oe E gro ertt teo e orte diei tects 5 29 COMME Odo 5 29 Totaling Batch Totals 33 eee A ae ais 5 29 Balancing Client Expenses ertet ine A EE eer erede ren 5 29 APPLY CLIENT EXPENSES err ertese rto nene inen rt oret rues tear i ene Nen true A ene iue ictericia 5 30 Apply One Batch so osos soe eius baden 5 31 Apply All Batchi s iita e t tete Dress 5 31 ENTER WIP ADJUSTMENTS eee ite rte raocu oso s sassocsssbassostesteosss rores ben ken e ee oven s er ense r epar su ivan 5 32 Batch Date iier PORRO ERR E ERE CE OR Ete do e 5 34 Client Number Batch Total essere nennen rennen enetnre nennen ennt nennt 5 34 X
47. IGI e Tee er CELTS Rekey Froma Field Re ete tete ended iei ed epe iit Rekey Display Line ii A ee tet ee dei ed tenet qe RA ie Cancel Processing ncc daa acia FS LOOKUP FEATURE eese ete ieeeteees aae ases Gase Nee eene ek e eee UP et aspe eausa let uen eR vo rese eee pea en eee eara con ENTER TIME SHELETSS eee ccescttecessesstcesscedesncsessescuserse sosscbivcoescodecesbosvescescotecosenucedeescoissestes IBERIA Employee Nutnber unies ai Client Number Control Total rtt tte er CREER ER LR Work Codes Control Total cccccccccssccsssceessecessceesseceseceessecsseeeessecsseeeesseceseesesseceeeseeseseeeeecsseseenees Total Hours Control Total snot ene e eie HIS Client Number xxt bee rip eee rebote ti vetet ev e EE ES Y ear Worked Neen ne a ntt been rc rr ee teu n Hours This Client niet nn UH RE REGIE VIUERE ia deu S PM RR EE COMME Nyi P ei Modify Time sheet Totals cias dires RR HU ROUES D ON Sg eed a Pa teet Balancing Time sheet Batch eee tee a EE eco tesa rina to re eres i 5 6 Correcting Errors Made While Using Time Accounting sse 5 6 APPLY TIME SHEETSS inire erenrntu eine e ven re eL ee dv aoa kosee en n ocousedessicestvsceube sassedcotsecesnedesetenseece 5 7 Apply One Time Sheet i esee eie etse e ette asc rdc ed ie 5 8 Apply All Time Sheets 554 ao feit iid e etie ivt e eet et desd 5 8 ENTER CLIENT BILLINGS estes ss csesscssstecss sc ee
48. ING BALANCE 000 0001805 CUSTOMER NAME OPENING BALANCE 000 0012345 CUSTOMER NAME OPENING BALANCE 000 0019850 CUSTOMER NAME OPENING BALANCE 000 0023456 CUSTOMER NAME OPENING BALANCE 000 0023457 CUSTOMER NAME OPENING BALANCE 000 0038118 CUSTOMER NAME OPENING BALANCE 024 0003541 CUSTOMER NAME OPENING BALANCE 024 0005119 CUSTOMER NAME OPENING BALANCE 024 0008541 CUSTOMER NAME OPENING BALANCE Date 30 05 90 Processing summary Time sheets purged Cash receipts purged Billings purged WIP adjustments Expenses purged purged Total purged Total retained Total processed Total errors 10 02 31 10 22 44 Start time End time EXAMPLE COMPANY LIMITED Balance Forward Report ho 05 88 05 88 05 88 05 88 05 88 Ts 05 88 05 88 iet 05 88 6 05 88 05 88 3Ty 35 05 88 05 88 05 88 05 88 6 05 88 05 88 05 88 ytd urs 00 00 00 00 00 00 00 00 16 16 00 00 00 00 50 50 00 00 00 00 84 43 00 00 00 00 16 16 00 00 00 00 50 50 00 ytd costs 00 00 00 00 00 00 00 00 75 25 00 00 00 00 00 00 wie 312 50 50 00 00 00 00 353 395 16 34 00 00 00 00 5 94 5 94 00 00 00 00 37 37 50 50 00 EXAMPLE COMPANY LIMITED Balance Forward Report to 05 88 ytd ytd expen
49. ITY PROVINCE POSTAL CODE 905 738 4089 905 738 6209 COMPANY NAME STREET ADDRESS CITY PROVINCE POSTAL CODE 905 738 4089 905 738 6209 COMPANY NAME STREET ADDRESS CITY PROVINCE POSTAL CODE 905 738 4089 905 738 6209 7 10 m CLIENT ADDRESS LIST Year MAY MAR OCT End 31 31 31 26 02 28 EXTAR211 1 07 Page CT23 T2 NOV 92 26 NOV SEP 92 02 SEP FEB 93 28 FEB 1 92 92 93 CLIENT BILLING BATCHES 1 1 2 3 4 5 6 7 8 9 0 Budgeted hours by year end REPORTS Time Accounting TLTAPOO1 2 18 Cash receipts batches Client address list Client billings batches Client history Client list Detailed client history Expense batches Filing checklist Job prof it E Exit 31 03 93 Potential billings list Time summary by employee Timesheet batches WIP adjustment batches Work codes Employee master list Billing vorksheet Time summary by employee client Monthly time summary employee Monthly time summary client Fax telephone numbers Dl Enter Selection Type 4 and press to select Client billing batches The screen will appear as follows Time Accounting TLTAPO75 1 04 Print Client Billings 31 03 93 1 Print by batch number 2 Print all batches Enter selection CLIENT BILLING BATCHES m 7 11 REPORTS The report options available are as follows PRINT BY BATCH NUMBER To print a single client billing batch by batch number type 1 follo
50. JV Joint Venture INVENTORY ATTENDANCE DATE Type the date of the last inventory attendace in the ddmmyy format and press Enter You can press to bypass this field SALARY ACCRUAL This field 1s coded by typing the salary accrual set up for the client after tax planning has been done Type the salary and press Enter DIVIDENDS This field is coded by typing the dividents set up for the client after tax palnning has been done Type the dividends and press t Enter REINSTATING DELETED CLIENTS If you enter a client number that was previously used for another client who has been deleted the system will give you the option to reinstate the deleted client or reuse the number for a new client There is a review option available that will allow you to review the record before taking the appropriate action CORRECTING CLIENT MASTER MAINTENANCE ERRORS Errors made during the set up of new clients may be corrected by using the 4 or 4 keys during data input or by selecting Modify from the menu that appears once you have entered a screen full of data When you select Modify from the menu the system will prompt you to enter the line number of the field you want to modify Once you have made your modifications the system will display the Accept menu where you can highlight Accept to save the information you modified 8 8 m CLIENT MASTER MAINTENANCE AND INQUIRY EMPLOYEE MASTER This program is used to set up new employees or modi
51. L MANUAL TEXT CHANGES 31 03 94 013 850 25 BILLS 31 03 94 013 930 1 00 HELP SHAWNA TAKE A P SNAPSHOTS 31 03 94 013 930 4 00 GL MANUAL TEXT CHANGES 31 03 94 013 945 50 QUEUE STATMENTS 31 03 94 013 850 25 IMPORT PHONEBOOK TO WINFAX 30 04 94 013 945 25 REQUEUE STMT S 30 04 94 013 945 25 RETAINERS 30 04 94 013 850 25 BILLS 30 04 94 013 930 8 50 GL MANUAL 30 04 94 013 850 50 TIMESHEETS 30 04 94 013 930 50 SHAWNA AR PICTURES SHE COULDN T 7 40 m TIME SUMMARY BY CLIENT EMPLOYEE REPORTS TIMESHEET BATCHES This program generates a report of the time sheet entry batches that you specify This report should be generated after you have entered a time sheet batch so that you can review your entries before you apply the batch Time Accounting TLTAPOO1 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers OVONOTCTJIAUWUNEe pa E Exit Dl Enter Selection Type and press to select Time sheet batches The screen will appear as follows Time Accounting TLTAPO45 1 08 Print Time Sheets 31 03 93 1 Print
52. NAME MANAGEMENT ADVISORY COMPANY NAME MANAGEMENT ADVISORY COMPANY NAME MANAGEMENT ADVISORY COMPANY NAME MANAGEMENT ADVISORY COMPANY NAME MANAGEMENT ADVISORY COMPANY NAME MANAGEMENT ADVISORY COMPANY NAME COURIER COMPANY COURIER COMPANY COURIER COMPANY COURIER COMPANY NAME TELEPHONE ITT TERRYPHONE COMPANY NAME COURIER SERVICES SERVICES SERVICES SERVICES SERVICES SERVICES NAME NAME NAME C t 1 1 21 21 21 21 22 25 25 25 25 25 25 off 786 786 586 786 586 786 786 586 786 786 786 586 786 786 786 Page Billing 600 600 100 100 1100 750 350 131 131 1600 1600 1270 1270 1058 1058 1018 1018 250 250 16 16 55 50 50 50 50 50 50 50 50 50 dana aa ur an 00 00 00 00 00 00 00 50 50 00 00 00 00 00 00 00 00 00 00 50 50 50 REPORTS 1 YTD hrs YTD csts YTD WIP YTD exp Comment 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 CLIENT BILLING BATCHES m 7 13 REPORTS CLIENT HISTORY REPORT This program generates a report that details all budgeted year to date and current details on all clients or clients by partner numbers Time Accounting TLTAP
53. NNING 81 INC TAX 300482 16 50 22 041 0038731 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 13 00 23 041 0038812 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 15275 24 024 0039000 CUSTOMER NAME 005 500 TAX PLANNING 81 INC TAX 300482 13 50 7 28 m EXPENSE BATCHES FILING CHECKLIST This program generates a report that lists all filing dates for the client s year end CT23 T2 1 1 2 3 4 5 6 7 8 9 0 Time Accounting Reports REPORTS TLTAPOO1 2 18 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches VIP adjustment batches Client history Vork codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers E Exit Dl Enter Selection Type 9 and press to select Filing checklist The screen will appear as follows Time Accounting Filing Checklist Sort order Start month End month Include all partners J Select tart jodify Bit TLTAP150 1 05 31 03 93 FILING CHECKLIST m 7 29 REPORTS The following report options are available SORT ORDER This report can be sorted by Y year end or by the person in charge of the account Select the number representing the sort
54. NY ANY ANY ANY ANY ANY ANY ANY EXAMPLE COMPANY LIMITED Min COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY Potential Billings imum Billing 500 LIMITED LTD LIMITED INC INC LIMITED LTD LTD INC LIMITED YTD Unbilled 6735 500 17560 527 500 525 525 950 800 660 00 00 00 50 00 00 00 00 00 00 EXTAR201 1 0 Page Last Billed 300693 ddmmyy 300693 300492 310792 310593 300493 300493 300693 3 d REPORTS POTENTIAL BILLING LIST m 7 37 REPORTS TIME SUMMARY BY CLIENT EMPLOYEE This program will generate a report that lists a time summary by employee for the specified clients Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection To select Time summary by client employee type an press Enter The screen will appear as follows Time Accounting TLTAP142 1 04 Time Summary by Client Employee 31 03 93
55. NY LIMITED JAN 31 26 SEP 91 26 SEP 91 30 APR 92 041 0015975 INT ANY COMPANY LIMITED JAN 31 31 OCT 82 041 0018370 INT ANY COMPANY LIMITED JAN 31 22 JUL 92 22 JUL 92 06 DEC 91 041 0064565 INT ANY COMPANY LIMITED JAN 31 20 MAY 92 20 MAY 92 30 APR 93 041 0074495 INT ANY COMPANY LIMITED JAN 31 04 MAY 92 04 MAY 92 zm 041 0076600 INT ANY COMPANY LIMITED JAN 31 07 JUL 88 07 JUL 88 31 MAY 85 041 0076695 INT ANY COMPANY LIMITED JAN 31 03 JUN 92 03 JUN 92 31 MAY 93 041 0076721 INT ANY COMPANY LIMITED JAN 31 21 MAY 92 21 MAY 92 041 0077015 INT ANY COMPANY LIMITED JAN 31 21 MAY 92 21 MAY 92 31 JAN 93 041 0087595 INT 999999 ONTARIO LIMITED JAN 31 22 JUL 92 22 JUL 92 31 JUL 92 041 0093865 INT 999999 ONTARIO LIMITED JAN 31 RI UE ASS 041 0095055 INT 999999 ONTARIO LIMITED JAN 31 20 MAY 92 20 MAY 92 30 APR 93 041 0095115 INT 999999 ONTARIO INC JAN 31 25 MAY 92 25 MAY 92 29 FEB 92 041 0093720 INT 999999 ONTARIO INC JAN 31 20 APR 92 20 APR 92 30 APR 92 FILING CHECKLIST m 7 31 REPORTS JOB PROFIT REPORT This program generates a reports that lists the profit percentage taking in to consideration the billings costs and expenses Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list De
56. O iii 5 18 Cheque Amount sssssese 5 20 Correcting cash receipt error 5 22 Customer number esses 5 19 Customer number known 5 19 Customer number unknown 5 19 Delete a batch 5 18 Delete D tolo moins 5 22 Delete cheque details 5 19 Deposit slip total ooooonnnnn nnn n 5 18 DIS COUT iie te ete mel 5 21 Display cheque details 5 19 Distributing unapplied credits 5 23 Editor 5 20 General ledger code direct distribution5 20 Inquire about a batch 5 18 Eookup teature p 5 20 Modify cheque details 5 19 Modify deposit date 5 18 Payment on account sesss 5 20 Retrieve an old batch 5 18 Start a new batch ssssssuss 5 18 Cleint Master Converting from another system 8 7 Client Address List Partners 7 9 Report format ssssssseseee 7 9 SOtt Ordet ca sce antea Ds 7 9 Year ends uices state ees 7 9 Client Billing Batches Print all outstanding batches 7 12 Print single batch sssss 7 12 Client Expense Batches Print a single batch 7 27 Print all batches ow 7 27 Client Expenses Apply a single batch 5 31 Apply a
57. O01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type 5 and press to select Client history report The screen will appear as follows Time Accounting TLTAP100 1 03 Client History Report 31 03 93 1 Print by partner number 2 Print partner summary only 3 Print complete client history _ Enter selection 7 14 m CLIENT HISTORY REPORT REPORTS The report options available are as follows PRINT BY PARTNER NUMBER Type 1 followed by Enter to print the client history by partner number The system will prompt you as follows Enter partner number Type the partner number followed by Enter can be used to list all partners The system will then display the partner number you selected and prompt you to type S to start the report or to exit this option PRINT PARTNER SUMMARY ONLY Type 2 followed by Enter to print a partner summary Type S to start the report or to exit this option PRINT COMPLETE CLIENT HISTORY Type 3
58. ORMATION GENERAL CONTROL To modify this information type M or press Enter Type the number corresponding to the field that you want to change and press Enter OPENING DATE This date 1s entered when you first startup your time accounting system The date is automatically updated by the system when you perform the Balance Forward function which is part of Yearly Processing The date should not be modified otherwise without consulting with Polymathic directly JOB CosT G L CODE This code is used for booking the time accounting transactions and is only applicable if the General Ledger system Is present Once you have made your modifications review the information and if everything is correct type to accept and save your changes You can continue modifying the information by typing M or cancel your changes by typing C 10 2 m GENERAL CONTROL CHAPTER 11 COMPANY SETUP TIME ACCOUNTING SYSTEM To set up a new company log on to the directory containing the POLYMATHIC TIME ACCOUNTING program files Type POLYSYS and press to log on to the system The screen will appear as follows POLYMATHIC COMPUTER CORPORATION 1 Sign on to Existing Companies 2 Initialize a New Company 3 Exit to Operating System Use scroll keys 1 4 HRSG EjlilHelp roE gI exit Type 2 TIME ACCOUNTING SYSTEM n 11 1 COMPANY SETUP The screen will appear as follows POLYMATHIC COMPUTER CORPORATION INIT100 1 27 Company Setup
59. POLYMATHIC COMPUTER CORPORATION TIME ACCOUNTING SYSTEM USER S MANUAL CHAPTER 1 TIME ACCOUNTING OVERVIEW cccscssssssssssssrsscssscesecssesesrsoes 1 1 PROCESSING CHECK EIST S oii eret ee Ett idvncecnsah ot inve se eroe eot ede reae oiea e o eera oaoa in oono Sooria asies Initial Set Up Procedures sco ne eee i Daily Procedures isses tede eee d e ed TR ade e ERE UE INITIAL SET UP PROCEDURES wrsscssvccssscceccsavssesivsessoasstsscstscsosntvvavntectssesesvsrtecevasstecseseresssenstsessees System Mamtenance dst ob gis UNIUS Client Master Maintenance acoso eat e a RO el caet Feet Ede SAR iaa Employee M ster Maintenance eda TERI ete RU As tete O eden Work Code Maintenance i isiccccied i eiie ttp idee tie te FR C obe it e leere eo rapere nd DAILY PROCEDURE Sis cuccccssscsccesvssaseseccsdsvtvecsesesscesdontvsavescsescsdcetvocoasebusveccetverteneJavsscvasversssetusoxensoses Entering Transact ons eed eee etie ase cba dc eripe eee ter pietre Print Reports els Sat pesa e eiecerunt vt i e as t ee d etd MONTHLY PROCESSING CHECKLIST eeeee eese esses eee te eene en ette en otto enne tasse ense teens ete en sete snae CHAPTER 3 GENERAL DATA ENTRY eeeeeee eerte ettet en netos ense tna a ao INSTRUCTION Coe TBe ENTER Key moe E tees anm Ue CIN GR Sein Menus and Submenus sese oet EET re EIER ones Optional Eields envie as Dat Fields aine ee E HO EEG E E RR TER Te ER
60. RY For example the following is a typical submenu Time Accounting TLTAPOO1 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing worksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection To select Client list type 6 and press Enter OPTIONAL FIELDS Optional fields fields not required may be skipped by pressing Enter A number of screen entry fields allow entry of data but also default to a particular value if is pressed A default value is simply a value automatically selected by the program if you do not enter a value For example A date field will often default to the current date system date or the last date entered can often be pressed to answer a Yes or No question by default DATE FIELDS Enter all dates in the format ddmmyy six numeric digits with no slashes representing day month year The computer will check that the month entered is valid 1 12 as well as the day 1 31 and the year 0 99 THE DECIMAL POINT The decimal point does not have to be entered unless the character
61. Start date ddmmyy 31 03 93 End date ddmmyy 31 03 93 Include all partners Select Start Modify Exit 7 38 m TIME SUMMARY BY CLIENT EMPLOYEE REPORTS The following report options are available START DATE Enter the date that you want to list the time details from in the format ddmmyy The default is the sign on date END DATE Enter the date that you want to end listing the time details at in the format ddmmyy INCLUDE ALL PARTNERS This report can be generated for A all partners P a single partner or C specific clients The system will prompt you to enter the specific partner or client if you select that option The lookup feature is available for both options Once all your report modifications have been made type S to start processing the report TIME SUMMARY BY CLIENT EMPLOYEE m 7 39 REPORTS A sample page from a Time Summary By Client Employee report follows 28 OCT 94 PARSONS AND CUMMINGS LIMITED Page 1 Time Summary by Client Employee CHTAR142 1 04 From JAN 01 94 to OCT 28 94 Client number Date Emp Wcode Hours Comment 041 0090099 31 01 94 013 945 50 RETAINERS 31 01 94 013 850 25 BILLS 31 01 94 013 930 1 50 AP MNL RPT S TO WORD 31 01 94 013 930 2 00 AR MNL RPT S TO WORD 31 01 94 013 930 1 75 PY MNL RPT S TO WORD 31 01 94 013 930 50 AR MNL RPT S TO WORD 31 01 94 013 930 4 00 OE MNL RPT S TO WORD 31 01 94 013 930 1 50 GL MNL TESTING 31 0
62. TAPO01 2 18 Main Menu 31 03 93 Daily Processing Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Bj Enter Selection Type 3 and press to select Reports The screen will appear as follows Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers E Exit DE Enter Selection m 7 1 REPORTS BUDGETED HOURS BY YEAR END Time Accounting TLTAPOO1 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection To select Budgeted hours by year end type 1 an pre
63. The screen will appear as follows Time Accounting TLTAPOS5M 1 04 Fax Telephone Numbers 31 03 93 14 12 35 This program generates specially formatted ASCII files _1 Select Hi Start IBEI Exit Type S to generate the files or to exit this option FAX TELEPHONE NUMBERS m 7 63 REPORTS The screen will appear as follows when the files have been generated Time Accounting Fax Telephone Numbers TLTAPOSM 1 04 31 03 93 14 12 52 This program generates specially formatted ASCII files Client Records Records Records Records Records number read written uritten uritten uritten Processing conpleted Samples of each type of format follows ASCII FORMAT CLIENT NAME 95738 6209 CLIENT NAME 95738 6209 COMMA DELIMITED FORMAT CLIENT NAME FAX NUMBER CLIENT NAME FAX NUMBER SDL FORMAT PFCLIENT NAME V PFCLIENT NAME 88 738 6209 88 738 6209 7 64 m FAX TELEPHONE NUMBERS ASCII file DELIMITED file DELIMITED file SDL file Press TBI to lt RMTAFOSM ASC gt 1 lt RMTAFOSI CSU gt 1 lt RMTAFOSM CSU gt 1 lt RMTAFOSM SDL gt 1 CHAPTER 8 MAINTENANCE AND INQUIRY Time Accounting TLTAPO01 2 18 Main Menu 31 03 93 Daily Processing Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Bj Enter Selection To select Maintenance and inquiry type 4 and press Enter The screen will appear as follows Time Acc
64. To apply a singe time sheet type 1 followed by Enter The screen will prompt you as follows ddmmyy enter time sheet date Type the date of the time sheet you want to apply followed by Enter The screen will then prompt you as follows enter employee number Type the number of the employee the time sheet is for and press Enter If the time sheet is complete and balanced the system will apply all entries in the time sheet to the appropriate client accounts The entries will be displayed on the screen as they are being applied and a message will be displayed when the program is complete APPLY ALL TIME SHEETS To apply all time sheets up to and including a specified cut off date type 2 and press Enter The system will prompt you as follows ddmmyy enter cut off date All unapplied time sheets with a date up to and including the date you specify will be applied Type the cut off date if the format ddmmyy and press Enter The system will then apply all entries in all complete time sheets that were created up to and including the date that you specified 5 8 m APPLY TIME SHEETS DAILY PROCESSING ENTER CLIENT BILLINGS This program allows you to enter client invoices Once the invoices have been entered they can be applied to the client s accounts using the Apply client billings program Time Accounting TLTAPO01 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billing
65. XPENSES PAYMENTS 00 300693 JUN 30 931 A R UNBILLED PAST DUE Enter CGO 1 BEMI End Continue entering the information as follows BUDGETED HOURS Type the budgeted number of hours for this client and press Enter The maximum length of this field is five digits with two decimals You can leave this field at zero by pressing to bypass it BUDGETED COSTS Type the budgeted costs for this client and press Enter To bypass entering this field press Enter The maximum length of this field is five digits with two decimals BUDGETED FEES Type the budgeted fees for this client and press Enter The maximum length of this field is five digits with two decimals Y ou can leave this field at zero by pressing to bypass it 8 6 m CLIENT MASTER MAINTENANCE AND INQUIRY ACTUAL FIELDS The column of actual fields are updated automatically by the system to reflect the actual numbers of hours costs fees etc that are booked to this client When you are in Add mode the system permits you to enter numbers into the actual fields In most cases these numbers will be zero because they are a new client However if you are converting from a different time billing system and have accrued numbers already you can enter them while in Add mode This is only permitted in Add mode The actual fields include hours costs fees expenses payments total accounts receivable amount unbilled past due amount last amount billed and last amount pa
66. aily Closing Monthly Closing Print Reports Time Account ing Fixed Assets Inventory Order Entry Vertical Markets Query PRINT Reports Status FAX Reports Exit Enter selection T 4 EEL exit To print a report press Enter 1 2 3 4 5 6 7 8 9 Please call Polymathic if you want to be able to Fax out reports The print screen will appear as follows P POLYMATHIC COMPUTER CORPORATION PCPRINT 2 34 Typist 04 Port 08 Print Reports Thu MAY 26 1994 Start Report name copy D K page Copy Page Messages CHEQUE PRINT SETUP CHP LASER CHEQUE PRINT SETUP CODES EPSON HP LJ2 66 LINES PAGE SUPPLIER MASTER NUMERIC PURCHASE JOURNAL GST Llet CASH REQUIREMENTS CASH DISBURSEMENTS AvP CHEQUE LINEUP CHEQUES ACCOUNTS PAYABLE PURGE CHEQUE RECONCILIATION AvP OPEN ITEMS NARROW AvP AGED TRIAL BALANCE AvP DETAILED AGED T B FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS print delete start printing Zzoon EHfunctions ME scroll exit 12 2 m PRINTING SPOOLED REPORTS PRINT REPORTS PRINT SCREEN FIELDS The print screen is made up of seven columns The function of each column is as follows Report name This is an identification label assigned to the various reports which may be spooled Each individual report is assigned a unique name by the system cpy This column is used to indicate the number of copies of the individual report which are to be printed D K This column is used to
67. and a control number NUMBER OF CHEQUES The system will automatically calculate the number of cheques in this batch by subtracting the last cheque number from the first cheque number The statistic is used for control purposes TOTAL AMOUNT OF CHEQUES The system will automatically keep a running total of the amounts of the cheques entered into the system as you progress through the batch This total plus the total displayed under Balance To Deposit Slip will equal the grand total of the deposit batch when you have finished entering all receipts in the batch 5 18 m BATCH CASH RECEIPTS DAILY PROCESSING BALANCE TO DEPOSIT SLIP The system automatically keeps a running total of the amount of cheques that have been posted either to customer accounts or to general ledger codes In this way the operator can see at a glance what the balance of the deposit remaining to be applied is BATCH STATUS The system monitors the status of the batch as you progress along The batch may not be applied until such time as it has been balanced and is complete FUNCTION The functions available are Enter a new cheque Delete a cheque Modify a cheque details Display a cheques details End and return to function Ga Cy ES TES CHEQUE NUMBER The system shows the number of the cheque which you are currently working on CUSTOMER NUMBER Enter the customer number for the customer to whom the receipt is to be posted If you do not know the custome
68. and press Enter The system will prompt you to enter the cut off date for the purge Type the date in the form of ddmmyy and press to start the purging process All records equal to or less than the cutoff date will be purged WIP ADJUSTMENTS MASTER To purge the WIP adjustments master file type 5 and press Enter The system will prompt you to enter the cut off date for the purge Type the date in the form of ddmmyy and press to start the purge 8 16 m PURGE CHAPTER 9 DATA FILE STATUS TIME ACCOUNTING SYSTEM Time Accounting Main Menu 31 03 93 Daily Processing Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Bj Enter Selection This Option Is Not Yet Available TIME ACCOUNTING SYSTEM nm 9 1 CHAPTER 10 COMPANY INFORMATION Time Accounting TLTAPO01 2 18 Main Menu 31 03 93 Daily Processing Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Bj Enter Selection To select Company information type 6 and press Enter The screen will appear as follows 1 Time ficcount ing Systen TLTAPINT 1 05 CRT 08 System Information 31 03 93 Booted drive P GENERAL COMPANY INFORMATION Company Initials Short Company Name EPS Long Company Name POLYMATHIC COMPUTER PRODUCTS LIMITED GENERAL CONTROL 1 Opening Date mmyy 2 JOB COST G L code J Select JiHModify BEI Exit m 10 1 COMPANY INF
69. ba oro telo Pee eoe ppe ae sa Pe egeo ol eel eer sese ep oa pe ep isses Fees ee ken 5 9 Batch Number donee ade ERR a EE S 5 10 Batch Date d RU D BB iuo etre 5 10 Client Number Batch Total sess nnne nnne nenne 5 10 Billing Amounts Batch Total cnica e e a e Eee e t edenda 5 11 YTD Hours Billed Batch Tot l ote T RE e ERN e ae 5 11 YTD Costs Billed Batch Total 2 scene eiiis 5 11 YTD WIP Billed Batch Total eee iet dais 5 11 YTD Expenses Billed Batch Total essen enne 5 11 Invoice Number a t itte eee eut bet duum du te 5 11 Client Nutnbet irte t UN hs ae EE ut Eee ecg 5 11 Billing A rore TU ir esee veg avv RETE 5 12 Cut off D te niei eene er eret e e e GE eerte derer de P e Sere S 5 12 X TD Hours Billed E eder tete m Ui Dii mpi 5 12 YTD Costs Billed a3 se Reste etie ette RUE CO eed aR 5 12 Y TD WIP Billed 6 aether dolce Rein fete 5 12 Y TD Expenses Billed ss n eee eR ete ti TR EUER Aa ete PO ee d tes 5 12 Comment ice eden tee Re a OT hie D ee teen 5 12 Apply to G L AGcount n eet eee dede te dn de este RO GN rS 5 13 Amount to Apply td etit ee t ue beste tie edt 5 13 Totalimg Batcli Totals a eee a a educ lect wats ished 5 14 Balancing Client Billing Batch RERO e dee pte vele eer eus 5 14 APPLY CLIENT BILLINGS sisesicssscsescssssosecsecssessteiessecosssosssteasesecdesssossseseestcossscsastoseebsodesacsessaseost esse 5 15 Apply One Batch siste ao oie E Ici BU BI
70. by for the client billings you wish to enter All batch totals can be modified after all entries have been made YTD WIP BILLED BATCH TOTAL Press or type the batch total of the year to date work in progress billed followed by for the client billings you wish to enter All batch totals can be modified after all entries have been made YTD EXPENSES BILLED BATCH TOTAL Press or type the batch total of the year to date expenses billed followed by for the client billings you wish to enter All batch totals can be modified after all entries have been made The system will then prompt you with A Select A Accept M Modify ESC Exit Review the information on the screen and if the information is correct type A and press to accept and save the data Type A and press to add an invoice to the current batch Enter the remaining information as follows INVOICE NUMBER Type the invoice number and press Enter The system will automatically increase the invoice number by one based on the last invoice number entered If there are already invoices entered for this batch you can use the lookup feature to list them CLIENT NUMBER Type the client number for the client you are invoicing and press Enter can be used to list all client numbers ENTER CLIENT BILLINGS m 5 11 DAILY PROCESSING BILLING AMOUNT Type the total billing amount including taxes showing on the invoice and press Enter CUT OFF DATE Enter the last day of the b
71. cate whether you wish the report to be the deleted or kept after printing To delete the report after printing press to accept system default To keep the report after printing type K and press Enter c The cursor will proceed to the page field Type the number of the page that you wish to start printing on and press or press to accept the system default of 1 3 Press S to start printing the desired reports PRINT SCREEN FIELDS m 12 3 PRINT REPORTS A sample print screen follows P POLYMATHIC COMPUTER CORPORATION PCPRINT 2 34 Typist 04 Port 08 Print Reports Thu MAY 26 1994 14 26 42 Start Report name p HP LJ2 SMALL PRINT p CHEQUE PRINT SETUP HP LASER p CHEQUE PRINT SETUP CODES EPSON p HP LJ2 66 LINES PAGE p SUPPLIER MASTER NUMERIC PURCHASE JOURNAL GST Llet CASH REQUIREMENTS CASH DISBURSEMENTS A P CHEQUE LINEUP CHEQUES ACCOUNTS PAYABLE PURGE CHEQUE RECONCILIATION AvP OPEN ITEMS NARROW AvP AGED TRIAL BALANCE AvP DETAILED AGED T B FUTURE DATED CHEQUES FUTURE DATED PAID INUDICES CUSTOMER FAX NUMBER EXCEPTIONS print delete start printing zoom functions EE scroll exit FUNCTION KEYS AND PRINT COMMANDS P marks a report for printing D marks a report for deleting start printing or deleting the selected reports view the details of the report on the screen Press to view the actual report change the printer defaults moves highlight up one line allowing you to scroll through the reports moves highlig
72. ceipts with the following exceptions Deposit Slip Total The deposit slip total will be zero since you are not entering cash receipts but merely applying previously unapplied amounts Amount Enter the amounts to be applied to documents exactly as they appear in the customer s open item record For instance if the amount appears with a minus sign in the accounts receivable open items enter the amount in the with a minus sign in front of it BATCH CASH RECEIPTS 5 23 DAILY PROCESSING APPLY CASH RECEIPTS This program allows you to apply the cash receipts posted under Enter cash receipts to the customers accounts You may wish to spool the cash receipts batches report page and verify that all cash receipt information has been entered correctly before applying the cash receipts to the customer or general ledger accounts using this program Time Accounting TLTAPOO1 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 Er Exit bl Enter Selection Type 6 and press to select Apply cash receipts The screen will appear as follows P C P L Accounts Receivable TLARP16 2 09 Apply Cash Receipts 31 03 93 Batch number Batch recording date Total amount in batch xD Total amount applied
73. ches and their status PRINT ALL BATCHES Type 2 followed by Enter The following options are available START DATE The system will allow you to print all WIP batches within a specific time frame Type the start date of the desired time frame in the format ddmmyy and press Enter END DATE Type the last date within the time frame in the format ddmmyy and press Enter WIP STATUS TYPE Type A to print applied batches U to print unapplied batches or to print all batches WIP ADJUSTMENTS BATCHES m 7 45 REPORTS A sample WIP Adjustments Batch follows Date 30 06 94 EXAMPLE COMPANY LIMITED Page dl CLIENT ADJUSTMENT BATCHES Batch number 158 Batch date FEB 01 94 Batch Client no 2 8781119607 8781119607 totals YTD hours 3290 51 3290 51 YTD costs 76512 93 76512 93 YTD WIP s 442771 29 442771 29 YTD expenses i 00 00 YTD billed E 00 00 YTD payments E 00 00 First adjustment of batch 2147 Last adjustment of batch 2166 Number of adjustments 20 Batch status applied Adjustment Client no Name YTD hrs YTD costs YTD WIP YTD exp YTD bill YTD pymnt Comment 2147 041 0010481 ANY COMPANY LTD LISIS 9037 50 18075 00 00 00 00 2148 041 0010483 ANY COMPANY INC 36 00 1790 00 3580 00 00 00 00 2149 041 0015000 ANY COMPANY LIMITED 18 00 550 00 1100 00 00 00 00 2150 041 0015525 ANY COMPANY LIMITED 5 25 257 50 515 00 00 00 00 2151 041 0020075 ANY COMPANY LTD 6 00 300 00 600 00 00 00 00 2152 041 00223
74. ci Ires 5 16 Apply All Baltches 7 agis oU D O 5 16 BATCH CASH RECEIDPTS 5 eee eet cup ear toetas vh ern ov Gea rae Dena va ede eoe eoe pen s eV aen o dedvovertvassesedsvabs 5 17 Batch Number 5 042 ee e de RR bo ca a O 5 18 Deposit Da te 5 niece batea 5 18 D positsSlip Total eee e oe e E 5 18 First Cheque ot Batch os eoa o meet eie etaient ee e 5 18 Last Cheque of Batch seit tee aetas 5 18 Nut ber of Cheques tree E EIER RR DE Ie UNES TONS ERN THU 5 18 Total Amount of Cheques degere eet e e ete OUR e de REC 5 18 Balance To Deposit Slip aee eee tee redde e e PERLE 5 19 Batch tatus 3 xau e ROO iei Ati s i RS 5 19 A sans menre Solos eee ute tees NN 5 19 Cheque Number aS ak e RR EA EU Ad te tiet eee eL es 5 19 Customer Numbet a 3 Ru awe oe A a ee ede tei dece 5 19 General Ledget Code ec oe Hee eie ede diede iens 5 20 Cheque Aritounity is 4 e eee etia eta der e etu 5 20 Branch alol AE E it ime eit elie itae iuste eta 5 20 Apply To Document ette pna dida 5 20 ApplysAmo nt 25s A eis ge e ERR ai 5 21 DiSCOltit a ideo net eee ere e Re Doe d t ae ie e o bte dE eta e 5 21 Correcting Cash Receipt Errors eese eene enne enne nnne nnne 5 22 Editor Amount Field dnte tete eerie bigis ede e Olde eive eene sees 5 23 Distributing Unapplied Credits eee eee ee a RO D teda 5 23 APPLY CASH RECEIDPTS edere eec oetede ege eae sbeveccoseetseossecuosseveetcosssecoeseavestsccasesecsetvesesccodsssve 5 24 ENTER CLI
75. count number that you want to apply this invoice to followed by Enter For example you may have a specific sales account set up for audits Use this account so that the revenue is applied to the sales audit account can be used to list all G L codes Once you press the account description will be displayed next to the account number Example Type 4021 10 and press for audits AMOUNT TO APPLY Type the amount you want to apply to the selected GL account and press Enter Press Enter again to Accept this amount Continue applying amounts to the different accounts until the balance to apply is zero Once the balance is zero press to end The following message will be displayed by the system G L entries are balanced Good work Select ENTER accept A dd M odify C ancel Press to accept the information as entered The cursor will then return to the invoice number field Enter the remaining invoices as outlined above When you have entered all invoices press to exit the Add invoice function ENTER CLIENT BILLINGS m 5 13 DAILY PROCESSING TOTALING BATCH TOTALS The batch totals and the entered totals must balance If you didn t enter the batch totals at the beginning you can enter them now Type I to modify the batch totals The system will request that you enter the item number to modify Type 1 to modify the client number Type in the same amount that appears to the right of the batch total amount and then press to c
76. ct Data file sort The screen will appear as follows Time Accounting TLTAP120 1 24 Detailed Client History Report 31 03 93 Data File Sort This option should be run whenever any transactions have been applied The Detailed Client History Report will include only transactions applied before the most recent Data File Sort _1 Select I Sl Start IpEI Exit Type S and press to update the history files DETAILED CLIENT HISTORY m 7 23 REPORTS When the process is complete the screen will appear as follows Time Accounting TLTAP120 1 24 Detailed Client History Report 31 03 93 Data file sort successfully completed Press WERT to continue Press to return to the reports main menu 7 24 m DETAILED CLIENT HISTORY REPORTS A sample Detailed Client History follows Date 30 06 94 transaction employee year date type no name worked Client 000 0000770 COMPANY NAME 0694 closing balance 0694 closing balance Date 30 06 94 transaction employee year date type no name worked Client 000 0001325 COMPANY NAME 0694 closing balance 0694 closing balance wk cd wk cd ytd hours 00 ytd hours 00 00 EXAMPLE COMPANY LIMITED Detailed Client History Report to ytd ytd ytd ytd costs expenses unbilled billed 00 00 00 17976 00 00 00 00 17976 00 EXAMPLE COMPANY LIMITED Detailed Client History Report to ytd ytd ytd ytd costs expenses unbilled billed 00 00 00 00 00 0
77. current batch Enter the remaining information as follows ADJUSTMENT NUMBER The adjustment number will automatically be entered by the system CLIENT NUMBER Enter the client number for the client that you are making the adjustment for can be used to list all existing clients Once the client number has been entered the client name will appear on the screen YTD HOURS Type the number of hours and press Enter The field is coded by typing a maximum of an eight digit number with two decimals YTD Cosrs Type the costs and press Enter The field is coded by typing a maximum of an eight digit number with two decimals YTD WIP Type the WIP followed by Enter The field is coded by typing a maximum of an eight digit number with two decimals YTD EXPENSES Type the expenses followed by Enter The field is coded by typing a maximum of an eight digit number with two decimals YTD BILLED Type the amount billed and press Enter The field is coded by typing a maximum of an eight digit number with two decimals ENTER WIP ADJUSTMENTS m 5 35 DAILY PROCESSING YTD PAYMENTS Type the amount billed followed by Enter The field is coded by typing a maximum of an eight digit number with two decimals COMMENT Type a comment for the adjustment and press Enter The system will then prompt you with A Select A Accept M Modify ESC Exit Review the information entered and if everything is correct type a
78. d codes are used to describe the type of work you are booking time for This program allows you to set up different work codes and define whether or not time booked to this code is chargeable Time Accounting TLTAPOO1 2 18 Maintenance and inquiry 31 03 93 1 Client master 2 Employee master 3 Work codes 4 Purge 5 Client memos E Exit Bj Enter Selection Type 3 and press to select Work codes The screen will appear as follows Time Accounting TLTAPO30 1 04 Vork Codes 31 03 93 1 Uork Code 2 Description 3 Chargeable E Select Add Display List Exit 8 12 WORK CODES MAINTENANCE AND INQUIRY The options available are as follows Add a new work code D Display and or modify an existing work code List all work codes Exit To set up a new work code type A and press t Enter Enter the information as follows WORK CODE This field is coded by entering a maximum of three alpha or numeric characters of your choice The code you enter will represent the work code lookups can be performed on this code DESCRIPTION Type a meaningful description for the work code and press Enter The desciption you type will appear on various reports to describe the work code The maximum length of this field is 35 alpha or numeric characters CHARGEABLE This field is coded by typing if the time is chargeable or if the work is not chargeable If the time is chargeable the system will charge the time based on the chargeable
79. ddress list Timesheet batches Client billings batches VIP adjustment batches Client history Vork codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection To select Client address list type 3 and press Enter The screen will appear as follows Time Accounting TLTAP210 1 07 Client List 31 03 93 Sort order Client no Report format Address List Include all year ends All year ends Include all partners All partners S Select Start pModify Exit 7 8 m CLIENT ADDRESS LIST REPORTS The following report options are available SORT ORDER Select a sorting sequence from the list below Type the letter corresponding to the sequence you want and then press center m 3 O E Client number Name Year end Group code Esc Exit Move down to next option REPORT FORMAT If you select the Client list format the program will generate a report that lists the Client number name phone charge code year end date CT23 date and the T2 date If you select the address list the same information will get printed along with the client s address telephone number and fax number Client list Address list Esc Exit Move up one option Move down to next option INCLUDE
80. e major stages in the Time Accounting Cycle INITIAL SET UP PROCEDURES PAGE l Enter client master 8 2 25 Enter employee master 8 9 3 Enter work codes 8 12 DAILY PROCEDURES PAGE 1 Enter timesheets 5 2 2 Print timesheets batches 7 41 3 Apply timesheets 5 7 4 Enter client billings 5 9 5 Print client billing batches 7 11 6 Apply client billings 5 15 7 Enter cash receipts 5 17 8 Print cash receipts batches 7 5 9 Apply cash receipts 5 24 10 Enter client expenses 5 26 11 Print expense batches 7 26 12 Apply client expenses 5 30 13 Enter WIP adjustments 5 32 14 Print WIP adjustments batches 7 44 15 Apply WIP adjustments 5 37 PROCESSING CHECKLISTS m 2 1 TIME ACCOUNTING CYCLE INITIAL SET UP PROCEDURES SYSTEM MAINTENANCE You must first record your client master your employee master and your work codes You may print a list of your clients a list of your employees and work codes for reference purposes CLIENT MASTER MAINTENANCE This program is used to set up client codes and maintain information relating to clients The client database is set up initially and modified to reflect the addition or deletion of clients and changes to information maintained on the master file EMPLOYEE MASTER MAINTENANCE This program is used to set up employee codes and maintain information relating to employees The employee database is set up initially and modified to reflect the addition or deletion of employees and changes to information ma
81. e system will request that you enter the item number to modify Type 1 to modify the client number Type in the same amount that appears to the right of the batch total amount and then press to continue Perform this step until all batch totals and entered totals are equal and then press to return to the function prompt BALANCING CLIENT EXPENSES Type B and press to balance the Batch and the system will display the message Batch is in balance Good work If the batch does not balance refer to Totaling Batch Totals above Type E and press to return to the Time Accounting System Menu ENTER CLIENT EXPENSES m 5 29 DAILY PROCESSING APPLY CLIENT EXPENSES Time Accounting TLTAPOO1 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 E Exit bl Enter Selection Type 8 and press to select Apply client expenses The screen will appear as follows Time Accounting TLTAPO92 1 04 Apply Client Expenses 31 03 93 1 Apply one batch 2 Apply all batches Enter selection 5 30 m APPLY CLIENT EXPENSES DAILY PROCESSING The options available are as follows Apply one batch Apply all batches Exit APPLY ONE BATCH To apply a single batch type 1 followed by Enter The screen wil
82. ed hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches VIP adjustment batches Client history Vork codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type 6 and press to select Client list The screen will appear as follows Time Accounting TLTAP210 1 07 Client List 31 03 93 Sort order Client no Report format Client List Include all year ends All year ends Include all partners All partners S Select Start pModify Exit 7 18 CLIENT LIST REPORTS The following report options are available SORT ORDER Select a sorting sequence from the list below Type the letter corresponding to the sequence you want and then press center m 3 O E Client number Name Year end Group code Esc Exit Move down to next option REPORT FORMAT If you select the Client list format the program will generate a report that lists the Client number name phone charge code year end date CT23 date and the T2 date If you select the address list the same information will get printed along with the client s address telephone number and fax number Client list
83. eecocvevoussdssousvevercensscvecess 7 21 Select By Client Numbers eue ae ete e ie E dede Rees 7 22 Select By Partner Number ete e ai 7 22 Write Complete Client Historia A ER EE Aie Pee de Ee vta 7 23 Data File Sort ccce a ee EH ES 7 23 EXPENSE BATCHES reeeee reete inea De revocare bees een tego eroe bes PRO ue nido rial bu tege eee ca Due suo eae on cion 7 26 Print By Batch Numbers semen ata anemia dat 7 27 Print All Batches eee dd ttt ed asi o EE 7 27 FILING CHECKLIST e so ssis sa 7 29 O donee nO ERG RII e dee DERE 7 30 Start Month 2 30 tons hi a setae tin cian COs Carin one Sadie da on ACs a dd E Gadd wt ota 7 30 End Montroi 7 30 Include All P rtn ts e cete ost A a ts 7 30 JOB PROFIT REPORT eie eteeeteeeeets c se ee suos ea tel ep ee reno e eese o er pere eee nee Poe er deren eo Pe VUE erre nega Eee 7 32 Opening Date eee tiec te ei ee de c ER HR e e HR ee TRO ES 7 33 Closings Date usos SAM d ME A E EE Me AN 7 33 POTENTIAL BILLING LIST 2 peers veces toe rare ee pho eoe ee ses ese ve popa eh esse een ee pae SE eara ee Nro eee eee n 7 35 Minimum Billings coca eS etai 7 36 A eve era d osse icc em egt evi tok ER 7 36 Cutoff Date nee eee HE eie e e e OR ER D Oe de TRE EUG 7 36 Billie Worksheet ica 7 36 TIME SUMMARY BY CLIENT EMPLOYEE scsssssssscscssccsscsessscsecssccsessccssesesscsssssesesseses 7 38 Start Dates UM D e di ii 7 39 End Date e ite Re Ie E 7 39 Include All Partne
84. em will prompt you to enter the batch number or range of batch numbers can be used to list all batches BATCH STATUS The following options are available for the Batch Status field All batches Unapplied batches only Applied batches only Move up one report option Move down one report option Esc Exit options PURGE BATCHES Purge batches Suppress purge Move up one report option Esc Exit options Modify the report options for the information that you require and press S to start processing the report 7 6 m CASH RECEIPTS BATCHES REPORTS A sample Cash Receipts report follows DATE JUN 30 94 BATCH BATCHING DEPOSIT BATCH NUMBER DATE SLIP TOTAL DATE JUN 30 943 Report options 1 Process all batches 2 Process UNAPPLIED batch es only 3 Do not purge batch es EXAMPLE COMPANY LIMITED EXARR18 2 3 LISTING OF CASH RECEIPT BATCHES PAGE il STARTER TT ee RE BATCH DETAILS gt BATCH TOTAL LAST CHEQUE DISP DOCUMENT CHEQUE CUSTOMER GL BATCH BALANCE APPLD APPLD NO NO NO AMOUNT NUMBER CODE STATUS END OF REPORT EXAMPLE COMPANY LIMITED EXARR18 2 3 LISTING OF CASH RECEIPT BATCHES PAGE CASH RECEIPTS BATCHES m 7 7 2 REPORTS CLIENT ADDRESS LIST This program generates an address list of clients sorted in various orders Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client a
85. en will prompt you as follows Enter batch number Type the batch number for the batch that you want to apply followed by Enter can be used to list all batches Once you have selected a batch the system will then apply the billings to the various customer accounts APPLY ALL BATCHES To apply all billing batches type 2 and press Enter The system will apply all the completed and balanced batches to the customer s account To return to the Daily processing menu press Enter 5 16 m APPLY CLIENT BILLINGS BATCH CASH RECEIPTS DAILY PROCESSING This program allows you to enter payments or distribute unapplied receipts to a customer s account Time Accounting Daily processing Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 rz Exit DE Enter Selection TLTAPOO1 2 18 31 03 93 Type 5 and press to Batch cash receipts The screen will now appear as follows P C P L Function _ Batch number Deposit date Deposit slip total First cheque of batch Last cheque of batch Number of cheques Total amount of cheques Balance to deposit slip Batch status Last cheque applied Accounts Receivable Cheque number Cheque count Customer number G L code Cheque amount Branch number Apply to document App
86. ent history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Work codes The screen will appear as follows Time Accounting TLTAP131 1 01 Vork Codes Report 31 03 93 E Select Start Exit The options available are as follows Start processing report Exit Type S and press to start generating the report WORK CODES m 7 47 REPORTS A sample Work Codes report follows JUN 30 94 Work Code Chargeable 100 YES 145 YES 200 YES 210 YES 220 YES 300 YES 350 YES 410 YES 420 YES 430 YES 440 YES 500 YES 600 YES 610 YES 700 YES 715 YES 800 YES 810 YES 815 YES EXAMPLE COMPANY LIMITED Work Code List Page 1 EXTAR131 1 01 Description AUDITING TRAINING ACCOUNTANT S COMMENTS NOTICE TO READER PERSONAL FINANCIAL STATEMENTS CASHFLOWS FINANCIAL PLANNING TAX RETURNS PERSONAL TAX RETURNS CORPORATE TAX RETURNS TRUSTS T4 AND T5 PREPARATION TAX PLANNING BOOKKEEPING COMPUTER INPUT TRUSTEE SERVICES LETTER TO OTHER DATA PROCESSING FEES ON LINE SUPPORT End of report 7 48 m WORK CODES REPORTS EMPLOYEE MASTER LIST This program will generate a list of all employees that are set up to enter time The report will detail their cost and billing rates alo
87. er FEB 28 93 11 43 11 Shou POLYMATHIC COMPUTER CORPORATION 738 4083 POLYMATHIC COMPUTER PRODUCTS 738 4089 POLYMATHIC COMPUTER PRODUCTS LTD 738 4089 POLYMATHIC COMPUTER PRODUCTS LTD 738 4089 POLYMATHIC COMPUTER SYSTEMS LTD 738 4089 POLYMATHIC DEVELOPMENT CORPORATION 738 4089 POLYMATHIC INC 738 4089 POLYMATHIC TECHNOLOGIES INC 738 4089 PRECISION PACKAGING COMPANY INC 477 9117 PRI COMP TISE 519 759 4511 PgUp PgDn Top Bottom ESC End Fi ptions P O req d for invoice Last update date Last used date Change sequence it Ytd purchases To select the supplier simply press and the system will enter the supplier into the field you initially activated the Lookup feature from You can exit out of the Lookup feature at any time by pressing Esc will exit one level of the program therefore if you are in the options section of Lookup you will have to press twice to exit completely out of Lookup 3 6 m FS LOOKUP FEATURE CHAPTER 4 MENUS MAIN MENU ALL SYSTEMS MAIN MENU Payroll ficcounts Receivable ficcounts Payable Sales finalysis General Ledger Security System Utilities Daily Closing Monthly Closing Print Reports Tine ficcounting Fixed fissets Inventory Order Entry Vertical Markets 1 2 3 4 5 6 7 8 9 Query Status Exit Enter selection To select Time Accounting type and press Enter MAIN MENU TIME ACCOUNTING SYSTEM Time Accounting Main Menu Daily Processi
88. er time sheets The screen will appear as follows Time Accounting TLTAPO40 1 14 Enter Time Sheets 31 03 93 1 Date of vork 2 Employee number Control 3 Client no totals 4 vork codes 5 total hrs No of timesheet entries Timesheet status Client number Year vorked on Hours this client Vork code Comment line 1 Comment line 2 Comment line 3 Function Press to display the available functions on the screen 5 2 m ENTER TIME SHEETS DAILY PROCESSING The screen will appear as follows Time Accounting TLTAPO40 1 14 Enter Time Sheets 31 03 93 Date of vork Employee number Control 3 Client no totals 4 work codes 5 total hrs No of timesheet entries Timesheet status Client number FUNCTIONS Year vorked on Hours this client ADD a time entry DISPLAY a time entry MODIFY a time entry modify timesheet TOTALS start a NEV timesheet get an OLD timesheet BALANCE this timesheet CANCEL this timesheet EXIT Work code Comment line 1 Comment line 2 Comment line 3 Ei O Uu O Zaun Function The functions available are as follows Add a time entry Display an existing time entry Modify an existing time entry Modify time sheet totals Start a new time sheet Get an old time sheet Balance this time sheet Cancel this time sheet Exit the time sheet program Ct9euaeotu octc Type N and press to start a new time sheet batch Enter the information as follows DATE OF WORK Press to acce
89. erating system PEI Exit to menu Log on to the system as follows Enter your typist number The default value is 1 Enter your password The default is Enter Enter the Company number or initials The number should be 1 The main menu will now appear ANYLTD MAIN MENU MASTER 3 16 Sun JUN 30 91 11 30 52 Payroll ficcounts Receivable ficcounts Payable Construction General Ledger Security System Utilities Backup Monthly Closing Print Reports reserved Fixed Assets Inventory Order Entry 1 2 3 4 5 6 7 8 9 Query Status Exit Enter selection Select the Time Accounting System by typing and pressing Enter The system will prompt you to setup the Time Accounting System Type Y to set up Time Accounting The screen will appear as follows 11 4 m TIME ACCOUNTING SYSTEM COMPANY SETUP Time Accounting System TLTAPINT 1 05 CRT 08 Systen Information 31 03 93 Booted drive P GENERAL COMPANY INFORMATION Company Initials Short Company Name C P Long Conpany Name POLYMATHIC COMPUTER PRODUCTS LIMITED GENERAL CONTROL Opening Date mmyy JOB COST G L code J Select JlModify BEI Exit For more information on Company Setup refer to Chapter 10 TIME ACCOUNTING SYSTEM n 11 5 CHAPTER 12 PRINT REPORTS PRINTING SPOOLED REPORTS Polymathic application software generates reports by spooling to disk files This means that when you wish to produce a report such as t
90. ess and the Options screen will appear as follows P C P L Accounts Payable TLAPPO1 3 09 RM Typist 04 Supplier Master Wed MAR 23 1994 15 17 15 1 Show Suppliers POLYMATHIC COMPUTER CORPORATION 738 4089 lig Functions 4 F2 Find supplier code F3 Find supplier name ESC Exit POLYMATHIC INC 738 4083 POLYMATHIC TECHNOLOGIES INC 738 4083 PRECISION PACKAGING COMPANY INC 477 9117 PRI COMP TISE 519 759 4511 PgUp PgDn Top Bottom ESC End Fi ptions P O Req d for Invoice Ytd Purchases Last UPDATE Date Typist Last USED Date Typist To search by supplier name press F3 The screen will appear as follows ficcounts Payable TLAPPO1 3 08 Supplier Master FEB 28 93 16 05 23 Shou Suppliers 282 NORTH RIVERMEDE ROAD LIMITED 738 4083 SUPPLIER TUO SUPPLIER NUMBER THREE ANGELA PARSONS Enter supplier name POL MONARCH MARKING SYSTEMS LTD 839 8051 PgUp PgDn Top Bottom ESC End Fi ptions P O req d for invoice Last update date Last used date Change sequence it Ytd purchases Type at least three letters for the supplier you are searching for and press Enter The system will then search through the supplier master for the closest match to your search criteria and will highlight that supplier in the lookup window FS LOOKUP FEATURE nm 3 5 GENERAL DATA ENTRY The screen will appear as follows Accounts Payable TLAPPO1 3 08 Supplier Mast
91. f entries E T Batch status incomplete Client no name 099 0099999 ADMINISRATION End of timesheet EXAMPLE COMPANY LIMITED Page 1 TIMESHEET EDIT LIST 990099999 600 2 00 year hours work code hours comments 1991 2 00 600 BOOKKEEPING 2 00 P O AND CLOSE COMPANIES POLY TIMESHEET BATCHES m 7 43 REPORTS WIP ADJUSTMENTS BATCHES Time Accounting TLTAPOO1 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select WIP adjustments batches The screen will appear as follows Tine Accounting TLTAPOBS 1 06 Print WIP Adjustments 31 03 93 1 Print by batch number 2 Print all batches Enter selection 7 44 m WIP ADJUSTMENTS BATCHES REPORTS The report options available are as follows PRINT BY BATCH NUMBER Type 1 followed by to print a single batch The system will prompt you as follows Enter batch number to print Type the batch number required followed by Enter can be used to list all bat
92. field 4 within the cheque number currently being worked on To use this option type 2 and press Enter The system will display New cheque total is Type the new cheque total and press and the system will return to field 4 and allows you to re enter fields six seven or eight if they choose This option allows you to delete the current cheque being worked on It does not allow you to delete previously recorded cheques To select this option type 3 and press Enter The system will display Are you sure you want to cancel this cheque Type Y and press for yes and the system will automatically delete the cheque Press to return to Function This option allows you to delete the current batch number being worked on To select this option type 4 and press Enter The system will display Are you sure you want to delete this batch Type Y for yes and press Enter The system will display Batch cancelled Press and the cursor will return to Function 5 22 m BATCH CASH RECEIPTS DAILY PROCESSING EDITOR AMOUNT FIELD If the you press in the amount field the system will display the message Do you want the EDITOR Type and press and the system will then display the EDITOR options DISTRIBUTING UNAPPLIED CREDITS This program allows you to apply open credits or debits to open invoices within a customer s account To select this program follow the procedures outlined under 5 2 1 through 5 2 19 under Batch Cash Re
93. fy an existing employee s information The employee s cost and billing rates are also set up here Time Accounting TLTAPO01 2 18 Maintenance and inquiry 31 03 93 1 Client master 2 Employee master 3 Work codes 4 Purge 5 Client memos E Exit bj Enter Selection Type 2 and press to select Employee master The screen will appear as follows Time Accounting TLTAPO30 1 04 Vork Codes 31 03 93 1 Vork Code 2 Description 3 Chargeable E Select Add Display List Exit EMPLOYEE MASTER nm 8 9 MAINTENANCE AND INQUIRY The options available are as follows Add a new employee V Modify an existing employee s information D Delete an existing employee Display an existing employee s data selecting the employee by employee number R Display an existing employee s date selecting the employee by name Exit To set up a new employee number type A and press Enter Enter the information as follows EMPLOYEE NUMBER Type a number for the new employee The maximum number of alpha or numeric characters that can be entered is three can be used to display a list of existing employees and their employee numbers EMPLOYEE NAME Type the employee s name in this field The maximum field length is 35 characters ADDRESS LINE 1 TO 4 Enter the employee s address in these lines The maximum character length per line is 35 The system requires that you use at least the first three address lines EXAMPLE ADDRESS LINE 1 Type
94. he Chart of Accounts the report is not printed directly to the printer but is saved or spooled on your hard disk for printing at some later time Spooling reports rather than printing them directly has several advantages some of which are as follows Reports are produced faster since writing to disk is faster than printing directly to a printer 2 All reports which have been spooled to the disk may be printed at one time instead of waiting for the printer to finish printing one report before printing the second report 3 You can print multiple copies of the same report without having to recreate and reprint the report 4 Youcan start printing at any page number After you have spooled one or more reports using the programs outlined in Chapter 7 you can print them by selecting Print Reports from the Main Menu ANYLTD MAIN MENU MASTER 3 16 Sun JUN 30 91 11 30 52 Payroll ficcounts Receivable ficcounts Payable Construct ion General Ledger Security System Utilities Backup Monthly Closing Print Reports reserved Fixed Assets Inventory Order Entry 1 2 3 4 5 6 7 8 9 Query Status Exit Enter selection To select Print Reports type 19 and press Enter PRINTING SPOOLED REPORTS m 12 1 PRINT REPORTS The screen will appear as follows MAIN MENU MASTER 3 16 Wed MAR 31 93 11 42 01 Payroll Accounts Receivable Accounts Payable Sales Analysis General Ledger Security System Utilities D
95. ht down one line allowing you to scroll through the reports Esc exitthe print reports screen without printing anything ZOOMING A REPORT The zoom utility allows you to display a report to the screen To zoom a report highlight the report and type Z You can use the arrow keys to move through the report will take you to the beginning of the report and will take you to the end of the report When you have finished viewing the report type to exit 12 4 m FUNCTION KEYS AND PRINT COMMANDS PRINT REPORTS FUNCTIONS The functions command allows you to change the printer you are going to print to or change the settings for the printer you are printing to Press and the screen will appear as follows P C P L POLVMATHIC COMPUTER CORPORATION PCPRINT 2 33 Typist 06 Port 08 Print Reports Mon MAR 14 1994 Start Report name copy D K page Copy Page Messages P LJ2 SMALL PRINT PRINTER SELECTION Print Device LPT1 Printer DOT MATRIX Status NOT AVAILABLE 1 DOT MATRIX LASER T JL Fi functions F2 change device DEN exit FUTURE DATED CHEQUES FUTURE DATED PAID INVOICES CUSTOMER FAX NUMBER EXCEPTIONS SALES JOURNAL fprint delete S start printing Z zoom Ebfunctions scroll Re exit The printer selection area lets you switch between dot matrix and laser printers send commands to your printer and change the output device F1 FUNCTIONS To switch between dot matrix and laser printers use one of the cursor keys to highlight
96. id Once you have entered this information the system will display a menu allowing you to accept and save the information modify the information or view the previous screen Once all the information is correct highlight Accept and press Enter The third client master screen will appear as follows Time Accounting TLTAPOS 1 20 Client Master 31 07 93 Modify mode Client number 000 0001325 Client name PARSONS AND CUMMINGS LIMITED Address line 1 282 NORTH RIVERMEDE ROAD Date T4S filed i Date provincial return filed 200792 JUL 20 921 Date federal return filed 200792 JUL 20 321 Inventory attendance date ddmmyy Engagement Salary accrual Dividends Enter OA 1 rLJI CLERR Field BENI End Continue entering the information as follows DATE T4 s FILED Type the date the last T4 was filed for this client in the format ddmmyy and press Enter DATE PROVINCIAL RETURN FILED Type the date the last provincial tax return was filed in the format ddmmyy and press Enter CLIENT MASTER m 8 7 MAINTENANCE AND INQUIRY DATE FEDERAL RETURN FILED Type the date the last federal tax return was filed in the format ddmmyy and press Enter ENGAGEMENT TYPE Enter the type of financial statements that must be prepared for this client The field has a maximum of six characters and can contain alpha and numeric data The following codes are common NTR Notice to Reader ACC Review Engagement AUD Audit CAP Statement of Capital
97. iei e e e ETE eere e EE en 8 6 Actual Fields ree eee ee Re e REEL e ere sede e Re EOS 8 7 Date FA s Filed iens Ue RU ta DIRMI DN 8 7 Date Provincial Return Filed scene eee eet P aede vt tee d ede teta 8 7 Date Federal Return Filed ii ere itte RR aie t 8 8 lore chat 8 8 Inventory Attendance Date eee denied eee ed eene 8 8 Salaty ACcrual ENE EE e Ree RU t er t IS 8 8 Dividends nante e AOL De iiid hao Saiten 8 8 Reinstating Deleted Clients eese 8 8 Correcting Client Master Maintenance Errors ccccescceseceecsceeseeeseeeeecaeeeneeeneeeeeeeeneeneeenseeaees 8 8 EMPLOYEE MASTER ss esevccssecdencstcnsesecsccssovstsonescsacisvesvsnveseceasssvevesdsunssdsvnstevendsevseseseSessvecsousddsecseases 8 9 Employee Number s ad e etel IIR ON C its 8 10 Employee Name eese eo EROGO TREE NEU E GE IN entre eas 8 10 Address Linel t0 A ue sees t e o eR Te e e t te aa Mate ne ES 8 10 Employee Phone Number Rente e tuve s ice p 8 10 Cost Rate mene 8 10 Billing Rate to CN EON s 8 10 Classification einen hor IOS x rr o d dr ml s n Mad Mia e EK MCI 8 11 WORK CODES ce 8 12 Work Code ce O a 8 13 Description i oen et AE ee te LT LE 8 13 BILD H 8 13 DECE EAE sucsedeoteacnesetune
98. ient history General journal Trial balance Financial statements G L report Indicate month closed _ Select I gl Start Lgl Modify JI All Igl Cancel The functions available are as follows Start closing V Modify option selections Select option Unselect option Used to move through options Esc Exit Modify function Select all options Cancel closing Once you have selected the options that you want closed type S and press to start the closing The closing of the journals will update the general ledger and the reports for the options you selected will be available for printing 14 2 MONTHLY CLOSING AUTOMATIC MONTHLY CLOSING MONTHLY CLOSING MANUAL The manual closing function allows you to close one option at a time Type M and press to select Manual The screen will appear as follows Monthly Closing TLAUTO 3 08 Signon date MAR 31 93 Last month closed 02 93 FEB 93 Today s date MAY 26 94 CRT 8 Vear end date FEB 28 93 ACCOUNTS PAYABLE PAYROLL Purchases journal Payroll MTD register NOT INSTALLD Cash disbursements jrnl Payroll MTD update NOT INSTALLD A P open items list Payroll journal NOT INSTALLD f P aged trial balance ACCOUNTS RECEIVABLE TIME ACCOUNTING Cash receipts journal Apply time sheets Sales journal Apply cash receipts NOT INSTALLD A R open items list Apply client billings A R aged trial balance Apply client expenses Apply WIP adjustments
99. iles The purged transactions are removed from the current transaction files An opening balance file as of the cut off date is then generated thereby replacing any existing opening balance file To select Balance forward type 1 and press Enter The screen will appear as follows Time Accounting System TLTAPBF 1 04 Balance Forvard 31 03 93 Last balance foruard 02 93 This program takes a given cut off date and copies all applied transactions PRIOR TO or EQUAL TO the cut off date to HISTORY files The purged transactions are removed from the CURRENT transaction files fin OPENING BALANCE file as of the cut off date is then generated thereby replacing any existing OPENING BALANCE file E Select Continue Exit Type C to continue The system will prompt you to enter the cut off date of the files that you want copied to the history files Enter the date in the form of ddmmyy and press Enter Type S to start processing 6 2 m BALANCE FORWARD YEARLY PROCESSING A sample page and the summary page from the Balance Forward report follows Date 30 05 90 OPENING BALANCE 000 0000305 CUSTOMER NAME OPENING BALANCE 000 0000600 CUSTOMER NAME OPENING BALANCE 000 0000770 CUSTOMER NAME OPENING BALANCE 000 0000830 CUSTOMER NAME OPENING BALANCE 000 0001315 CUSTOMER NAME OPENING BALANCE 000 0001320 CUSTOMER NAME OPENING BALANCE 000 0001325 CUSTOMER NAME OPENING BALANCE 000 0001650 CUSTOMER NAME OPEN
100. illing period and press Enter This will usually be the same cut off date that you used when you prepared your billing worksheets and detailed client histories YTD HOURS BILLED Press to bypass this field YTD CosTs BILLED Press to bypass this field YTD WIP BILLED Press to bypass this field YTD EXPENSES BILLED Press to bypass this field COMMENT Type a description of the work performed and press Enter A good example might be Audit work for 09 94 to 12 94 This description explains what the client was billed for and for what period The screen will prompt you as follows A Select A Accept M Modify ESC Exit Review the information which you have just entered and if necessary modify the information If the information is correct press to accept and save the data 5 12 m ENTER CLIENT BILLINGS DAILY PROCESSING The following screen will then appear Time Accounting TLTAPO70 1 15 Enter Client Billings 30 06 93 x Batch no 789 xB Batch date 300693 JUN 30 93 Batch 1 Client no totals Billing amounts YTD hrs billed YTD costs billed YTD WIP billed YTD expenses billed First invoice of batch 3363 Number of invoices 0 Last invoice of batch 3363 Batch status incomplete Invoice no 3363 Billing amount 00 G L entry no 15 Apply to G L account 16 Amount to apply Balance to apply Enter G L code F51 lookup ESC1 end APPLY TO G L ACCOUNT Type the general ledger ac
101. indicate whether the spooled report should be deleted from or kept on the disk after it has been printed Start page This column is used to indicate the page number on which you wish to start printing each report This would normally be page one Status The next three columns labeled Copy Page and Messages are used by the system during printing to display the current copy and page being printed and other status messages The system will automatically scan the disk for spooled print reports when you select print reports from the main menu This may take several minutes The system will then display the names of the reports which it has found To print an individual report proceed as follows 1 If you do not wish to print the first report highlighted in reverse video move the cursor down to the desired report using the key If you wish to print the first report do not move the cursor at all 2 Type P on the highlighted report which you wish to print If you wish to accept the system to defaults of for number of copies D for delete report after printing and 1 for start printing on page one simply move the highlight to the next report which you wish to print If you wish change any of the defaults for these three fields press Enter a The cursor will now move to the cpy field Type the number of copies that you wish to print and press or simply press to accept the system default of 1 b The cursor now moves to the D K field Indi
102. ings 31 03 93 1 Minimum billing 500 2 Print bill rate V 3 Cutoff date 31 03 93 MAR 31 93 4 Billing vorksheet YES S Select Start report Modify Exit POTENTIAL BILLING LIST m 7 35 REPORTS The following report options are available MINIMUM BILLING Enter the minimum amount owing by a client that you would like displayed on the report The default is 500 00 Any client that has unbilled time greater than 500 00 will be listed on the report PRINT BILL RATE Type Y to include the client s billing rate on the report or N if you do not want to include the billing rate CuTOFF DATE Enter the date that you would like the time to be included to For example no time after the cutoff date will be calculated in the billing amount owing by the client BILLING WORKSHEET To generate a billing worksheet for each client leave this field set at Y If you do not want to generate the billing worksheets set this field to N Billing Worksheets take a long time to process It might be quicker to set this field to N and run the Billing Worksheets only for the clients you are going to bill Once you have modified your report options type S to start generating the report 7 36 m POTENTIAL BILLING LIST A sample Potential Billings list follows 114 6 94 0 Client no 000 0023457 041 0010275 041 0010481 041 0015000 041 0019865 041 0020150 041 0030025 041 0044555 041 0056925 041 0064875 Name ANY ANY A
103. intained on the employee master file WORK CODE MAINTENANCE This program is used to set up work codes and maintain information relating to work type and or description The work codes database is set up initially and modified to reflect the addition or deletion of employees and changes to information maintained on the work codes master file DAILY PROCEDURES ENTERING TRANSACTIONS Debit and credit transactions for all time accounting activity are entered through the timesheets entry program the client billings entry program the cash receipts entry program the client expenses entry program and the WIP adjustments entry program PRINT REPORTS The time accounting program accumulates the data needed to produce the following reports for each accounting period Timesheet batches Client billings batches Cash receipts batches Expense batches WIP adjustments batches 2 2 m INITIAL SET UP PROCEDURES MONTHLY PROCESSING CHECKLIST TIME ACCOUNTING CYCLE DESCRIPTION OF TASK ACTION NAME DONE DATE Timesheets o o e Apply timesheets Billings o Input client billings Apply client billings Cash receipts SY Print timesheets Ooo 32 MONTHLY PROCESSING CHECKLIST m 2 3 TIME ACCOUNTING CYCLE DESCRIPTION OF TASK ACTION NAME DONE DATE Detailed client history sort th Cliemthistory th Clientlist alphabetical Asrq Clientlist yearend OOO sra Clientlist partner number
104. ipt batch page Applying the cash receipt batch will distribute the deposits to the customer s accounts and update the Cash Receipts Journal Time Accounting TLTAPOO1 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit DE Enter Selection Type 2 and press to select Cash receipts batches The screen will appear as follows Accounts Receivable TLARP18 2 3 List amp Purge of Cash Receipts Batches 31 03 93 BATCH NUMBER A ALL BATCH STATUS U UNAPPLIED PURGE BATCHES N Run status Select Start Modify Exit CASH RECEIPTS BATCHES m 7 5 REPORTS The options available are as follows Start processing V Modify report options Exit to Time Accounting Main Menu The following report options are available BATCH NUMBER The following options are available under the Batch Number field Single batch R Range of batches All batches Move to next report option Esc Exit options If you select Single batch or Range of batches the syst
105. justments The screen will appear as follows Time Accounting TLTAPOB2 1 04 Apply VIP adjustments 31 03 93 1 Apply one batch 2 Apply all batches Enter selection APPLY WIP ADJUSTMENTS m 5 37 DAILY PROCESSING The options available are as follows Apply one batch Apply all batches Exit APPLY ONE BATCH To apply a single batch type 1 followed by Enter The screen will prompt you as follows Enter batch number Type the batch number for the batch you want to apply followed by Enter The system will apply the batch to the customer s account can be used to list the WIP batches APPLY ALL BATCHES Type 2 and press to apply all batches The system will apply all the completed and balanced batches to the customer s account To return to the Daily processing menu press Enter 5 38 m APPLY WIP ADJUSTMENTS CHAPTER 6 YEARLY PROCESSING Time Accounting TLTAPO01 2 18 Main Menu 31 03 93 Daily Processing Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Enter Selection To select Yearly processing type 2 and press Enter The screen will appear as follows Time Accounting TLTAPO01 2 18 Yearly Processing 31 03 93 1 Balance forward E Exit Bj Enter Selection m 6 1 YEARLY PROCESSING BALANCE FORWARD This program takes a given cut off date and copies all applied transactions prior to or equal to the cut off date to history f
106. l prompt you as follows Enter batch number Type the batch number for the batch you want to apply followed by Enter If you want a list of existing batch numbers press F5 Once the batch number is entered the system will apply the batch to the customer s account APPLY ALL BATCHES If you type 2 and press Enter the system will apply all the completed and balanced batches to the customer s account To return to the Daily processing menu press Esc APPLY CLIENT EXPENSES m 5 31 DAILY PROCESSING ENTER WIP ADJUSTMENTS This program allows you to make work in progress adjustments to a clients account Time Accounting TLTAPO01 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 Eri Exit Dl Enter Selection Type 2 and press to select Enter WIP adjustments The screen will appear as follows Time Accounting TLTAPOBO 1 06 Enter WIP Adjustments 31 03 93 xf Batch no xB Batch date Batch 1 totals YTD YTD YTD YTD expenses YTD billed YTD payments First adjustment of batch Number of adjustments Last adjustment of batch Batch status aem EXEC C Adjustment no B Client number 9 YTD 10 YTD 11 YTD 12
107. lance the batch type B and press Enter Once the batch is balanced type E at the batch function field BATCH CASH RECEIPTS m 5 21 DAILY PROCESSING CORRECTING CASH RECEIPT ERRORS Errors made while entering cash receipts may be corrected using the EDITOR utility included in the system The Editor utility is not available for every field however it will be displayed on the bottom line for the fields that it is available for To access the Editor utility press The system will display the following message Select Rekey Detail Change Total Delete Cheque Delete Batch 1 Rekey detail 2 Change total 3 Delete cheque 4 Delete batch This option may only be used to rekey a previously recorded detail line within the existing cheque number The system will prompt you with Enter line number ESC to return Type the dispersion number there must be at least one dispersion number showing in field M to invoke this editor option of the current cheque which is to be rekeyed and press Enter Type system will then prompt you with Modify this detail line Y N If it is the correct line type Y and the system will display the message Re entering dispersion 1 Detail editor in the top right hand corner of the screen The system will then return to the Apply to Document field 6 and allow you to re enter any of the information in fields 6 7 or 8 This option allows you to change the total in
108. ll batches sssse 5 31 Client History By partner number 7 15 Partner summary esee 7 15 Print complete history 7 15 Client List Partners 7 19 Report format ssssssseee 7 19 Sortord ii 7 19 Ci 7 19 Client Master 8 2 Actual 8 7 Add a client sss 8 3 Add new clients esses 8 5 Budgeted costs ssssssss 8 6 Budgeted fees 8 6 Budgeted hours sss 8 6 Client address sssssssss 8 5 Client fax number sss 8 5 Client h me eenn a i 8 5 Client number sss 8 5 Client phone number 8 5 Client year end ieecan daemon 8 5 Contact nane aene e e eR 8 5 Correcting errors during entry 8 8 Date federal return filed 8 8 Date provincial return filed 8 7 Date T4 s filed sssssssss 8 7 Delete a client sess 8 3 Dividends ee eS 8 8 Engagement type ccoocccoccccnonaconcnononacannn nn 8 8 Group code sessi 8 5 In ch rge store erts 8 6 Inventory attendance date 8 8 Modify client information 8 3 Salary accrual icai inoino 8 8 Send statements esse 8 6 Company Information sess 10 1 Affiliated companies ssss 11 2 Compan
109. ll now appear as follows MAIN MENU MASTER 3 16 Sun JUN 30 91 11 30 52 Payroll ficcounts Receivable ficcounts Payable Construct ion General Ledger Security System Utilities Backup Monthly Closing Print Reports reserved Fixed Assets Inventory Order Entry WONOUARWNPE Query Status Exit Enter selection The main menu will now appear Type and press to select Time accounting LOG ON INSTRUCTIONS m 13 3 DAILY STARTUP TWO OR MORE LOGICAL DRIVES 1 At the operating system prompt log on to the drive and directory subdirectory on which the data files are contained for the company that you wish to work on The drive letter that you wish to log on to will be the one that you indicated to the system following the procedures outlined under INITIALIZING THE POLYMATHIC GENERAL LEDGER SYSTEM For instance type D and press Enter Next type cd WEXAMPLE and press Enter These instructions would allow you to log on to the subdirectory called EXAMPLE on drive d This subdirectory could be used to store the data files for EXAMPLE COMPANY LIMITED 2 Instruct the operating system to use the master programs which you installed following the INSTALLATION PROCEDURES under COPYING THE PROGRAMS TO HARD DISK To do this type c polysys c answer and press Enter Make sure that you are still in the data file directory logged on to in step 1 before typing in these instructions This example assumes that the master prog
110. ly amount Discount flew Jlld elete Blalance jInquire Enter Cash Receipts Batches B Date Ref TLARP15 3 11 31 03 93 Orig Bal xL Balance xM Disp no xN Details x0 Orig bal xP Tot disct Jlodify date Slhange G L Ind BATCH CASH RECEIPTS m 5 17 DAILY PROCESSING The functions available are Start a new batch Retrieve an existing batch Delete a batch Balance a batch Display a batch and its cheque details Modify deposit date Change general ledger discount posting account Exit cash receipts program OOSBCCCCE To start a new batch type N and press Enter Enter the information as follows BATCH NUMBER The system will automatically assign the next batch number to a new batch DEPOSIT DATE Press to select the system date which is displayed in top right hand corner of the screen or type your own date in the following format ddmmyy DEPOSIT SLIP TOTAL Enter the total of all cheques that are going to be part of this deposit The maximum numeric of that can be entered is 999999 99 excluding the decimal point FIRST CHEQUE OF BATCH The system will automatically assign a sequential number to the first deposit cheque of the batch The number is used as an audit trail to refer to this particular cash receipts batch LAST CHEQUE OF BATCH The system will automatically assign a sequential number to each cheque in this particular batch This number is used both as a reference
111. me frame you specified above and press Enter The description associated with the work code will then be displayed to the right of the work code can be used to list all work codes COMMENT Type a description of the work you are booking and press Enter There are up to 3 comment lines available for a description The description entered will appear on the Billing Worksheet and Detailed Client History reports The system will then prompt you with A Select A Accept M Modify ESC Exit If the information entered is correct type and press to accept and save the time sheet entry The cursor will then return to the client number field Enter the remaining time sheet entries as outlined above When you have entered all the time sheet entries press and the cursor will return to the Function field ENTER TIME SHEETS m 5 5 DAILY PROCESSING MODIFY TIME SHEET TOTALS The control totals must be equal to the totals of the time that was just entered displayed to the right of the control totals If they are not equal you must select modify time sheet TOTALS by typing T and pressing Enter The system will prompt you to enter the number of the field that you would like to modify All three control fields must be equal Type 3 for Client no and press Enter If you left the control totals set to zero when you started this time sheet the system will automatically enter the time that you just booked the number displayed to the right
112. mployee number of the employee who submitted the expense and press Enter If you don t know the employee s number press to list all employees The employee s name will be displayed once the employee number has been entered 5 28 m ENTER CLIENT EXPENSES DAILY PROCESSING EXPENSE CODE The expense code is the same as the work code If you press a list of work codes will appear Enter the code for the type of work you were doing when you incurred the expense and press Enter The expense code will be displayed next to the expense code number INVOICE NUMBER Type the supplier s invoice number followed by Enter INVOICE DATE Type the supplier s invoice date in the format ddmmyy and press Enter EXPENSE AMOUNT Type the amount of the expense followed by Enter The field is coded by typing a maximum of a seven digits number with two decimals COMMENT Type a description of the expense and press Enter Review the information which you have just entered and if everything is correct type A and press to accept and save the data The cursor will then return to the client number field Enter the remaining client expense entries as outlined above When you have entered all the expenses press and the cursor will return to the Function prompt TOTALING BATCH TOTALS The batch totals and the entered totals must balance If you didn t enter the batch totals at the beginning you can enter them now Type I to modify the batch totals Th
113. n be used to list all batches PRINT ALL BATCHES Type 2 followed by Enter the system will prepare all the outstanding expenses batches Press to return to the reports main menu EXPENSE BATCHES m 7 27 REPORTS A sample expense batch follows Date 30 06 94 EXAMPLE COMPANY LIMITED Page dl EXPENSE BATCHES Batch number 4 Batch date 310882 Batch Client no 32304779517 32304779517 totals Expense codes 41000 41000 Total expenses 1149 50 1149 50 First expense of batch 11 Last expense of batch 93 Number of expenses H 82 Batch status applied Emp Invoice Invoice Expense Client no Name no Expense code Invoice date amount Comment 11 041 0010481 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 13 00 12 041 0010481 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 13 00 13 024 0011700 CUSTOMER NAME 005 500 TAX PLANNING 81 INC TAX 300482 13 50 14 041 0013403 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 14 50 15 024 0013650 CUSTOMER NAME 005 500 TAX PLANNING 81 INC TAX 300482 19 25 16 024 0013650 CUSTOMER NAME 005 500 TAX PLANNING 81 INC TAX 300482 14 25 17 041 0016000 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 13 00 18 041 0020550 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 13 00 19 041 0030001 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 15 25 20 041 0038731 CUSTOMER NAME 002 500 TAX PLANNING 81 INC TAX 300482 16 25 21 041 0038731 CUSTOMER NAME 002 500 TAX PLA
114. nd press to accept and save the data Enter the remaining WIP adjustments as outlined under the steps above When you have entered all the WIP adjustments press and the cursor will return to the Function prompt TOTALING BATCH TOTALS The batch totals and the entered totals must balance If you didn t enter the batch totals at the beginning you can enter them now Type I to modify the batch totals The system will request that you enter the item number to modify Type 1 to modify the client number Type in the same amount that appears to the right of the batch total amount and then press to continue Perform this step until all batch totals and entered totals are equal and then press to return to the function prompt BALANCING WIP ADJUSTMENTS Type B and press to balance the Batch and the system will display the message Batch is in balance Good work If the batch does not balance refer to Totaling Batch Totals above Type E and press to return to the Time Accounting System Menu 5 36 m ENTER WIP ADJUSTMENTS DAILY PROCESSING APPLY WIP ADJUSTMENTS Time Accounting TLTAPOO1 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 E Exit bl Enter Selection Type and press to select Apply WIP ad
115. ng Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Bj Enter Selection MASTER 3 16 Wed MAR 31 93 13 25 52 TLTAPOO1 2 18 31 03 93 MAIN MENU ALL SYSTEMS nm 4 1 CHAPTER 5 DAILY PROCESSING Time Accounting TLTAPO01 2 18 Main Menu 31 03 93 Daily Processing Yearly Processing Reports Maintenance and inquiry Data file status Company Information Exit Bj Enter Selection To access Daily processing type 1 and press Enter The screen will appear as follows Time Accounting TLTAPO01 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments SUOANATURWNE el Exit DE Enter Selection m 5 1 DAILY PROCESSING ENTER TIME SHEETS This program allows you to book your time with a description to a client Reports can then be taken that detail all the time that was spent on a client Time Accounting TLTAPO01 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 rz Exit DE Enter Selection Type 1 and press to select Ent
116. ng with their year to date hours Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Employee master list The screen will appear as follows Time Accounting TLTAP112 1 01 Employee Master List 31 03 93 E Select Start Exit EMPLOYEE MASTER LIST m 7 49 REPORTS The options available are as follows S Start processing report E Exit Type A sample Employee Master list follows JUN 30 94 Employee 002 Employee 003 Employee 004 7 50 m EMPLOYEE MASTER LIST Name and Address FIRST LAST NAME STREET ADDRESS CITY PROVINCE POSTAL CODE Name and Address FIRST LAST NAME STREET ADDRESS CITY PROVINCE POSTAL CODE Name and Address FIRST LAST NAME STREET ADDRESS CITY PROVINCE POSTAL CODE and press Enter to start generating the report EXAMPLE COMPANY LIMITED Employee Master List Telephone Costing rates Billing rates YTD hours YTD cha
117. ngle Client follows 3 NOV 94 EXAMPLE COMPANY LIMITED Page 1 Monthly Time Summary by Client Employee EXTAR146 1 00 From AUG 92 to JUL 93 Client 000 0001325 CLIENT NAME Employee AUG 92 SEP 92 OCT 92 NOV 92 DEC 92 JAN 93 FEB 93 MAR 93 APR 93 MAY 93 JUN 93 JUL 93 Total 003 00 00 00 00 00 00 00 00 00 00 00 9 00 9 00 EMPLOYEE NAME Totals 00 00 00 00 00 00 00 00 00 00 00 9 00 9 00 3 NOV 94 EXAMPLE COMPANY LIMITED Page 2 Monthly Time Summary by Client Employee EXTAR146 1 00 From AUG 92 to JUL 93 Start date i s AUG 92 End date JUL 93 Include all clients No 7 62 m MONTHLY TIME SUMMARY CLIENT REPORTS FAX TELEPHONE NUMBERS This program creates three different ASCII file formats of the client s name and fax number that can be used with various fax software packages Time Accounting TLTAPO01 2 18 Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Fax telephone numbers
118. of the control totals If you entered a control total and you are trying to balance to that total the numbers should be the same If they are not there could be an error in your time sheet entries Once you have the correct total entered press and continue by typing 4 for the next control total Perform this task for total hours as well BALANCING TIME SHEET BATCH Once the control totals and the time sheet entry totals are equal you must balance the time sheet batch Type 8 and press Enter The following message will be displayed if the batch balances Time sheet is in balance Good work Type E and press to return to the Time Accounting System Menu CORRECTING ERRORS MADE WHILE USING TIME ACCOUNTING Errors made while entering data may be corrected by using the Hand Q keys Simply move to up or down to the field you want to modify and make your changes You can then move back to the field you were at and continue entering your time sheet data If you need to correct an error to a time sheet entry that you have already accepted you can select Modify a time sheet entry from the Function menu Follow these steps Press to get out of add time entry mode 2 Type M to select Modify a time sheet entry 3 Press to list all time sheet entries 4 Highlight the time sheet entry that you want to modify and press Enter 5 Press twice to bypass the Client number and Year worked on fields The system will prompt you to enter
119. one call to a client and retrieve that data into the Time Accounting system If you have a phone system like this please call Polymathic for further details GROUP CODE This field 1s used as a general reference for clients that have a common interest For example one client might have ten different companies By using the client s last name you would be able to tell that all the companies with the same group code are related to that particular client CLIENT MASTER m 8 5 MAINTENANCE AND INQUIRY IN CHARGE Enter the employee number or initials for the employee who is in charge of this account The maximum field length is six alphanumeric characters SEND STATEMENTS If you have the Polymathic Accounts Receivable module you have the choice of sending overdue account statements to this client at the end of each month Type Y to generate a statement for this customer or type N to bypass sending statements Once you have finished entering the first screen of information the system will prompt you to accept or modify the information Review what you have entered and if there are no corrections highlight Accept and press Enter The second client master screen will appear as follows Time Accounting TLTAPOS 1 20 Client Master 31 07 93 Modify mode Client number 000 0001325 Client name PARSONS AND CUMMINGS LIMITED Address line 1 282 NORTH RIVERMEDE ROAD BUDGETED ACTUAL LAST AMOUNT PROCESSED HOURS COSTS FEES 3 00 ddmmyy E
120. ontinue Perform this step until all batch totals and entered totals are equal and then press to return to the function prompt BALANCING CLIENT BILLING BATCH Type B and press to balance the Batch and the system will display the message Batch is in balance Good work If the batch does not balance refer to Totaling Batch Totals above Type E and press to return to the Time Accounting System Menu 5 14 m ENTER CLIENT BILLINGS DAILY PROCESSING APPLY CLIENT BILLINGS This program will apply the invoices to the various client accounts Once a billing has been applied the invoice amount will appear as an open item in the customer s account until it is Time Accounting TLTAPOO1 2 18 Daily processing 31 03 93 Enter time sheets Apply time sheets Enter client billings Apply client billings Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 gt Exit A Enter Selection Type 4 and press to select Apply client billings The screen will appear as follows Time Accounting TLTAPO7 2 1 09 Apply Client Billings 31 03 93 1 Apply one batch 2 Apply all batches Enter selection APPLY CLIENT BILLINGS m 5 15 DAILY PROCESSING The options available are as follows Apply one batch Apply all batches Exit APPLY ONE BATCH To apply a single batch type 1 followed by Enter The scre
121. ounting TLTAPO01 2 18 Maintenance and inquiry 31 03 93 1 Client master 2 Employee master 3 Vork codes 4 Purge 5 Client memos E Exit bj Enter Selection m 8 1 MAINTENANCE AND INQUIRY CLIENT MASTER This program is used to set up new clients and or to modify client information previously entered Time Accounting TLTAPO01 2 18 Maintenance and inquiry 31 03 93 1 Client master 2 Employee master 3 Work codes 4 Purge 5 Client memos E Exit fj Enter Selection Type 1 and press to select Client master The screen will appear as follows Time Accounting Client Master 31 03 93 Client number Client name Address line Address line Address line Address line Contact name Client year end ddmn r Phone number idd client Fax number dify client Phone code Welete client Group code purge jnquiry In charge Shange client file Send statements ide Upt ions next previous Bid first last T IDPREIL exit To select an option use the arrow keys to highlight the option and press Enter OR Type the capitalized letter within the desired option 8 2 m CLIENT MASTER The options available are as follows MAINTENANCE AND INQUIRY Access the alternate client master which is created by the detailed client history program and reflects Find a client using the lookup feature Adda new client M Modify an existing client s information D Delete a client 3 Allows you to display purged clien
122. per item The Rekey Line option allows you to modify information within a specific line Type the number corresponding to Rekey line and press Enter The system will prompt you to enter the line number that you want to change It will then display that line allowing you to modify your entries Once you have made the changes you can continue where you left off The Display Line option will prompt you to enter the line number that you want to display Once you type in the line number and press Enter the line will be displayed The system will request that you press to continue where you left off CANCEL PROCESSING The Cancel option will cancel whatever you are doing If you are in the middle of an invoice or sales order etc and you want to cancel press and type the letter corresponding to cancel The system will ask you if you are sure you want to cancel before it performs this step EDITOR nm 3 3 GENERAL DATA ENTRY F5 LOOKUP FEATURE The lookup feature allows you to search for information from various input fields This feature eliminates the need for users to memorize codes used for general ledger accounts customer accounts supplier account and numerous other items For instance the lookup feature can be used to display a supplier account code in the following manner Press at the Supplier Number field and the following screen will appear P C P L ficcounts Payable TLAPPO1 3 09 RM Typist 04 Supplier Master Wed MAR 23 1994 15 17
123. ployee number 002 CAL PARSONS Class STR Control 3 Client no 0 totals 4 work codes 0 5 total hrs 00 No of timesheet entries 0 Tinesheet status inconplete Client nunber Vear uorked on Hours this client Uork code 10 Comment line 1 Connent line 2 Connent line 3 Enter Iud UiZil Add client L Ell Lookup rm CEEJJ1 End A l List clients igjJ List entries 5 4 m ENTER TIME SHEETS DAILY PROCESSING Enter the remaining information as follows CLIENT NUMBER Type the client number for the client that you want to book time to and press Enter The following options are available for this field Look up an existing client Add a new client List the client file This file also includes the client name number address and other information List all entries made so far in this time sheet batch YEAR WORKED ON Type the last two digits of the year that you are booking time for and press Enter For example if you are working on a companies 1993 financial statements the year would be 93 not the current year if the current year is 1994 HOURS THIS CLIENT Type the amount of time you want to book for the particular work code you are going to enter next and press Enter Type the hours followed by a period and then the hourly fractions For example an hour and a half is entered as 1 5 a quarter hour is entered as 25 WORK CODE Type the three digit work code that describes the work you did on this client for the ti
124. port or enter lt gt to cancel If you press Enter the system will process the detailed client history for the first partner and will then prompt you as follows Enter partner number If you want to prepare the detailed client history for another partner type the partner number followed by Enter if you want to end the report press and the system will prompt you as follows Detailed Client History complete Hit ENTER to continue 7 22 m DETAILED CLIENT HISTORY REPORTS WRITE COMPLETE CLIENT HISTORY This selection will create a Detailed Client History file for all clients and partners The system will prompt you as follows Create master file reflecting this run Y N N The system will then prompt you as follows Enter period ending mmyy Type the period date followed by Enter The system will prompt you as follows Enter opening date mmyy Type the period date followed by Enter The system will prompt you as follows Hit lt enter gt to begin writing report or enter lt gt to cancel If you press E Enter the system will write the detailed client history and will then prompt you as follows Detailed Client History complete Hit ENTER to continue DATA FILE SORT A data file sort must be performed every time new entries have been made and applied to the client accounts If the sort is not performed the new information will not appear in the Detailed Client History report Type 4 and press to sele
125. pt the default date or type a new date in the ddmmyy format and press Enter EMPLOYEE NUMBER Type the employee number of the employee you are recording the time for and press Enter can be used to list all employees CLIENT NUMBER CONTROL TOTAL Press or type the batch total of the client numbers for the time sheets you wish to enter We suggest that you press to bypass the batch total as this field can be calculated once you have finished making your time sheet entries ENTER TIME SHEETS m 5 3 DAILY PROCESSING WORK CODES CONTROL TOTAL Press or type the batch total of the work codes for the time sheets you wish to enter We suggest that you press to bypass the work code control total as this field can be calculated once you have finished making your time sheet entries TOTAL HOURS CONTROL TOTAL Press or type the batch total of the total hours for the time sheets you wish to enter This field can be calculated once you have finished making your time sheet entries but if you want to ensure that you enter the correct amount of time you can put your control total in now The system will then prompt you with A Select Accept Modify Exit Review the information entered and if everything is correct type A and press to accept and save the data Type 4 and press to Add an entry to the current batch The screen will appear as follows Time Accounting TLTAPO40 1 14 Enter Time Sheets 30 06 93 Date of work 300693 JUN 30 93 Em
126. rams were installed on drive C If the master programs were installed on another drive replace the letter C with the letter of the drive on which the master programs were installed If you have two or more logical drives set up on your hard disk you must always log on to the drive containing the data files for the company on which you are working and instruct the operating system to use the master programs from the drive on which you installed them before spooling any reports 3 Follow the DAILY STARTUP instructions outlined for ONE LOGICAL DRIVE on the preceding pages 13 4 m TWO OR MORE LOGICAL DRIVES CHAPTER 14 MONTHLY CLOSING MAIN MENU MASTER 3 16 Sun JUN 30 91 11 30 52 Payroll ficcounts Receivable ficcounts Payable Construction General Ledger Security System Utilities Backup Monthly Closing Print Reports reserved Fixed Assets Inventory Order Entry 1 2 3 4 5 6 7 8 9 Query Status Exit Enter selection Type 2 and press to select Monthly Closing The screen will appear as follows Monthly Closing TLAUTO 3 08 Signon date MAR 31 93 Today s date MAY 26 94 Year end date FEB 28 93 Last month closed 02 93 CRT 8 ACCOUNTS PAYABLE FEB 931 PAYROLL Purchases journal Cash disbursements jrnl AvP open items list f P aged trial balance ACCOUNTS RECEIVABLE Cash receipts journal Sales journal A R open items list A R aged trial balance GENERAL LEDGER
127. rge YTD nocharge Telephone Costing rates Billing rates YTD hours YTD charge YTD nocharge Telephone Costing rates Billing rates YTD hours YTD charge YTD nocharge 905 738 4089 75 150 10162 9796 365 00 0186 00 0186 47 97 50 905 738 4089 50 100 14802 14548 253 00 0186 00 0186 10 60 50 905 738 4089 30 80 161 161 00 00 0381 00 0381 55 55 Class 65 130 Class 40 80 Class 30 80 PTR 00 0182 00 0182 00 0182 00 0182 00 0380 00 0380 50 100 30 60 30 80 00 00 00 00 0881 0881 0881 0881 0379 0379 Page 1 EXTAR112 1 01 REPORTS BILLING WORKSHEET This program generates a report that details the time booked and the chargeable rate per booking to a client This report can be sent along with an invoice to show the client what time they are being billed for Time Accounting Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches VIP adjustment batches Client history Vork codes Client list Employee master list Detailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job profit Monthly time summary client Fax telephone numbers OVONOTCTJIAUWUNEe pa E Exit Dl Enter Selection
128. rompt you for the client number if you select single client can be used to list all clients Once you have modified your report options type S to start generating the report TIME SUMMARY BY EMPLOYEE CLIENT m 7 55 REPORTS A sample Time Summary by Employee Client follows 15 JUN 94 EXAMPLE COMPANY LIMITED Page 1 Time Summary by Employee Client EXTAR143 1 04 From JUN 30 90 to JUN 30 94 Employee 003 EMPLOYEE NAME Date Work Code Hours Comment Client 000 0023457 ANY COMPANY INC 31 MAR 93 420 TAX RETURNS CORPORATE 1 00 CONSUMER AFFAIRS FORM Total for MAR 93 1 00 Total for client 000 0023457 1 00 Client 000 0025698 ANY COMPANY LIMITED 31 MAR 92 410 TAX RETURNS PERSONAL 1 00 T1 CLIENT NAME Total for MAR 92 1 00 Total for client 000 0025698 1 00 15 JUN 94 EXAMPLE COMPANY LIMITED Page 106 Time Summary by Employee Client EXTAR143 1 04 From JUN 30 90 to JUN 30 94 Start date JUN 30 90 End date JUN 30 94 Include all employees NO Select employee 003 only Include all clients YES 7 56 m TIME SUMMARY BY EMPLOYEE CLIENT REPORTS MONTHLY TIME SUMMARY EMPLOYEE Time Accounting Reports 31 03 93 Budgeted hours by year end Potential billings list Cash receipts batches Time summary by employee Client address list Timesheet batches Client billings batches WIP adjustment batches Client history Work codes Client list Employee master list Detailed client history Billing
129. rs eiie ee Ieri die e eei Re RUE 7 39 TIMESHEET BATCH ES eere ie ehe eee T cisachoosecesocevesossoes csgndedesosstseneesSesedsouss cacecscopeasess 7 41 Print A Timesheet io even et uiae n e bte A tied RS 7 42 Prnt ATL Time slieets ii WR oh es ee seite edens 7 42 WIP ADJUSTMENTS BATCHES ssccsssssesssssssssosssssosssssecssessossossonsnasensesssassorsessosseasessossoassnsoaess 7 44 Print By Batch Number iii eee tes e eR dee re d ese de ede ceed 7 45 Print AI B atch ss oin nS e ds o Oed o 7 45 WORK CODES rhoeas ereer 7 47 EMPLOYEE MASTER LIST eene eter etre poen tabe ete aene ono sa ia o a tee ero sen e EFI dno ee oven ee Peas e eoe ene donada 7 49 BILLING WORKSBIEET reed ineo cere iran tnu pe eo eee enean aee ee vno ctsatesedenesevetsconderestscedecvecsncos 7 51 MIEL UE 7 52 End D te 1 53 eot dme oet antico wat eb m retta s 7 52 Print Billin Rate sre 25 sonent iie E er e aeta e m waa setius 7 52 Include all Partners oerte E ee I RETE ERA IEEE UI AG shaw setts Eee uude 7 52 TIME SUMMARY BY EMPLOYEE CLIENT csccsscssssssssssssssssssssssesssessssssssessnseseeseessoees 7 54 Nr d saves 7 55 End Dates trot e eet eR e ER Ue eu totae Ais s 7 55 Include all Employees eee tete reete dein e ee t Bae hee 7 55 Incl deallClientsc e e tede ES 7 55 MONTHLY TIME SUMMARY EMPLOY EE eene eee eene eene ene to seno eene tene esaet en ette
130. rs account number press or 2 Enter If you press the system will prompt you for the customer s name Type the first three characters or more of the customer s name and the system will search the customer master file for the closest match to the partial name that you typed in The system will then display the name followed by the prompt Enter to get next Y if OK If the name which the system has selected is correct type Y and press and the system will automatically display the customer number If the name which the system has selected is incorrect press and the system will display the next closest customer name in alphabetical order EXAMPLE Customer Number Known TYPE 12345 and press twice if you wish customer number 12345 division 00 EXAMPLE Customer Number Unknown Press twice and type Poly if you wish to look up Polymathic Computer Corporation s customer account number BATCH CASH RECEIPTS m 5 19 DAILY PROCESSING GENERAL LEDGER CODE If you wish to distribute the cash directly to a general ledger code other than accounts receivable press three times to bypass the customer number division number and alpha search features of the customer number field Then enter up to four alphanumeric characters for the general ledger code followed by two numeric characters for the branch number CHEQUE AMOUNT Enter the amount of the cheque The maximum is eight numeric characters excluding the decimal point The decimal point
131. s Enter cash receipts Apply cash receipts Enter client expenses Apply client expenses Enter WIP adjustments Apply WIP adjustments 1 2 3 4 5 6 7 8 9 0 1 rz Exit DE Enter Selection Type 8 and press to select Enter client billings The screen will appear as follows Time Accounting TLTAPO7O 1 15 Enter Client Billings 31 03 93 xfi Batch no xB Batch date Batch 1 Client no totals Billing amounts YTD hrs billed YTD costs billed VTD UIP billed YTD expenses billed First invoice of batch Number of invoices Last invoice of batch Batch status DAE Invoice no 7 Client number YTD hours billed YTD costs billed YTD WIP billed 8 Billing amount YTD expenses billed 9 Cut off date Comment Function Press to display the available functions on the screen ENTER CLIENT BILLINGS m 5 9 DAILY PROCESSING The screen will appear as follows Time Accounting TLTAPO70 1 15 Enter Client Billings 31 03 93 xf Batch no xB Batch date Batch 1 Client no totals Billing amounts YTD hrs billed YTD costs billed YTD WIP billed YTD expenses billed First invoice of batch Number of invoices Last invoice of batch Batch status ee AA AA A Sees Invoice no 7 Client number FUNCTIONS start a NEU batch A ADD an invoice 8 Billing amount get an OLD batch D DISPLAY an invoice 9 Cut off date modify batch TOTALS BALANCE this batch CANCEL this batch
132. s 1 1 HEIME DE Help DiEp exit Type 1 or press to Sign on to an existing company ONE LOGICAL DRIVE m 13 1 DAILY STARTUP The following screen will appear POLYMATHIC COMPUTER CORPORATION 3 04 MAY 26 1994 SIGNON PROCESSING Crt 8 13 25 25 Typist Last signon date Last month closed Company Last year end Booted drive P NDEMONRM Prior year status 1 User Nunber 2 Passvord 3 Company Enter MJG LJ Help A I Exit to operating system IDX WI Exit to menu LOG ON INSTRUCTIONS Log on to the system as follows 1 Enter your typist number The default value is 1 2 Enter your password The default is Enter 3 Enter the companies initials The following selections are available for selecting the company initials Number Company number Initials Company initials Lookup Help 13 2 m LOG ON INSTRUCTIONS MAY 26 13 25 48 Typist DAILY STARTUP The screen will appear as follows POLYMATHIC COMPUTER CORPORATION 3 04 SIGNON PROCESSING Crt 8 4 SHAWNA REDMOND Last signon date MAR 31 93 Last month closed FEB 93 P C P L RM 4 26 Last year end FEB 28 93 P NDEMONRM Prior year status CLOSED Company Booted drive PROCESSING DATE 31 03 93 MAR 31 931 S Select Start jodify gancel kit YS Change the processing date so it is not more than one month later than the date of last month ANYLTD HH CRT 12 Type S and press Enter The screen wi
133. s to the right of the decimal point are non zero However decimal points must be entered if the digits to the right of the decimal point are not equal to zero 3 2 m INSTRUCTIONS GENERAL DATA ENTRY EDITOR The system includes an Editor utility that allows you to correct errors made during data entry The EDITOR can be accessed by pressing F1 Note Some older versions of the software use 8 or Shift to access the editor If is not working try one of these keys The Editor utility will not always bring up the same options because the options change according to where you are calling the editor from The options that are available through the editor and how they are to be used follows REKEY FROM A FIELD This option may be used to rekey any of the data entered in a field If you are on field number 6 and you want to change something in field number 1 you will have to rekey the information from that field on In most cases you can press back to line 6 because will remember what you entered in that field last To use this option type 1 and press Enter The system will then display Enter field number or ENTER to return Type the number of the field that is to be rekeyed and press Enter The system will then automatically return to this field number Simply make your corrections and continue entering your data REKEY DISPLAY LINE In some of the programs such as invoices you can have more than one line entry
134. ses unbilled 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 150 00 00 150 00 00 00 00 00 00 00 00 00 00 75 00 00 625 00 00 00 00 00 00 00 00 00 00 892 50 00 998 95 00 00 00 00 00 00 00 00 00 15 00 00 15 00 00 00 00 00 00 00 00 00 00 75 00 00 75 00 55422 00 to 05 88 1001 These numbers vary as not all pages of the 165 84 188 43 report a showing ytd billed 00 00 00 00 7800 2415 00 45 00 00 00 00 00 00 00 00 15600 4800 00 00 00 00 00 00 00 17 85 00 00 00 00 00 42 41 00 250 00 00 00 20000 00 00 00 ytd payments 00 00 00 00 7200 2415 00 45 00 00 00 00 00 00 00 00 16800 2400 00 00 00 00 00 00 00 TT 85 00 00 00 00 00 42 41 00 00 00 00 40000 00 00 00 Page current A R 00 00 00 00 00 00 00 00 00 00 00 00 00 00 2400 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 250 00 00 00 00 00 00 88 88 89 89 89 88 88 89 88 88 88 89 89 89 89 89 88 Page 19 BALANCE FORWARD u 6 3 CHAPTER 7 REPORTS SUWUOANOAUAWNE Time Accounting TL
135. snos 7 57 End date etse did cece Ga TB em e ote eed m diras 7 58 Include All empieces 7 58 MONTHLY TIME SUMMARY CLIENT eee erento enne en estne etos eene tees tn oso etse sete senes 7 60 End date ss sae rte i E Rn o ee ER en ES 7 61 Inch de All Clients n eee e ed e er At OR Ne i beass 7 61 FAX TELEPHONE NUMBERS 5 ero tornano ern ex coin eau oni v eek eet Edo aeos o sk ue bu enar aenea vada gag 7 63 ANS CIE Botfn t 1 45 cte et veta O tM a 7 64 Comma Delimited Format cccccccsscssscccssccessceessecesscecsseceseeeessecsseeeesseceseeeesseceseesesaecseesessecues 7 64 S DE BOTA t 2s eres eeu eI Eminem 7 64 CLIENT MASTER sscsciccssecccctasecesatecessvesunstsarsteccevetisateccssssesvecsvest eshesctucebesetedevseesesescent scbesebaesnscdevetv or 8 2 Options oeste Mee RR AM nh Mt t ree vU NN 8 3 Client Numbet 255 escena mtn etian eiie aeta e tiet d 8 5 Client Narie x reiecit v 8 5 Address Eames tse RN 8 5 Contact Name uiis deed edere edad E OE IURE GRE Oe URINE E YI eaten ido 8 5 GhentVcariEnd ette Pm DET 8 5 Client Phone Nubia d RR CRT DPA EU CO CEN DR RR UU OR ned iva ta 8 5 Fax Nu mb et iu cu eoe EROR A De a a ace teen d bt tee 8 5 Phone Code ee e eoe eb i ERE Id I eei ite ET acne 8 5 Group Code sese ds 8 5 HIS E ELI 8 6 SA O tos e o PM Mid d RM pis 8 6 Budgeted HOoUts o beth teu Se ate tete eto ipe ram el a 8 6 Budgeted Cost RT e Pu e Iv I Itu 8 6 Budgeted Fees eausa eee e
136. ss Enter The screen will appear as follows Tine Accounting TLTAP300 1 03 Budgeted Hours by Year End 31 03 93 Sort sequence P Partner Partners A ALL Client master Complete S Select Start Modify Exit File 7 2 m BUDGETED HOURS BY YEAR END REPORTS The options available are as follows Start processing Modify report options Exit to Time Accounting Main Menu Select between complete and partial file 0066 SORT SEQUENCE This report can be sorted by P partner number or 1 who is in charge of the account Select the letter corresponding to the sort order you want PARTNERS You can process this report for A all partners or S a single partner If you select a single partner the system will prompt you to enter the partner s number can be used to list all partners CLIENT MASTER This option can only be modified with the File option above Modify the report options for the information that you require and press S to start processing the report BUDGETED HOURS BY YEAR END nm 7 3 REPORTS A sample Budgeted Hours By Year End report follows 30 JUN 94 Client Number 041 0095115 041 0095055 041 0087595 041 0093720 041 0093865 041 0015975 041 0018370 041 0015525 041 0074495 041 0015000 041 0064565 041 0076600 041 0076695 041 0076721 041 0077015 041 0015850 COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMPANY COMP
137. tailed client history Billing vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary employee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Job profit report The screen will appear as follows Time Accounting TLTAP130 1 03 Job Profit Report 30 06 93 Opening date ddmmyy dd mm yy Closing date ddmmyy Enter ddmmyy or ESC to exit 7 32 m JOB PROFIT REPORT REPORTS The report options are as follows OPENING DATE Enter the opening date for the period that you want to review the profit for in the format ddmmyy and press CLOSING DATE Enter the cut off date for this report in the format ddmmyy and press The following options are then available Start processing report V Modify report options Exit to Time Accounting main menu File extract from a partial client master Type S to start processing the Job Profit report JOB PROFIT REPORT m 7 33 REPORTS A sample Job Profit report follows 30 06 94 EXAMPLE COMPANY LIMITED page T Job Profit Report from MAY 1 93 to MAY 31 93 Profit before Adjusted Client no Name Billings Costs Expenses Unbilled Unbilled Profit Yield 000 0000770 ANY COMPANY LIMITED 642 00 00 00 642 00 00 642 00 100 000 0000830 ANY COMPANY INC 00 00 00 00 00 00 0 000 0001325 ANY COMPANY LIMITED 00 00 00 00 00 0
138. tdesteseoesesessudcetvoson seduseissetvsceate assed cotvecestedseatseass 8 14 Purge Timesheet Master esses ener enne trennen nennen nnne 8 15 Cash Receipts Master ses sed ntis RR en ier edel Gans ee te E 8 15 Client Billings Mastet re rete ee br AA a RRA EMA 8 16 Client Expenses Master ciet ete ede ee d e e e EE de ls ERE ERG 8 16 WIP Adjustments Master cinc dsd sie eie e ge 8 16 GENERAL CONTROL AA osue tess okeeriv iaioo sosoo os vesso o rosvo nests dono risto ae 10 2 Opening Date E ose ot ide ee a E e eet dedere 10 2 Job CostG E Code td e iua eR e beue e b eet 10 2 PRINTING SPOOLED REPORTS ccscccsssscssccessccessccessecessccessccescceccccesscecssccssseeenssceseceessecescee 12 1 PRINT SCREEN FIELDS 5 eo oras eo ene Ek eren oe Sema aoo roe eth on Oe Re os Toe Ue ea oo eioen a ESE aeS EESE RESO 12 3 FUNCTION KEYS AND PRINT COMMANDS eese eren seen oen soto netta setas sette s toas ette esto aseo aa 12 4 ZOOMING A REPORT cccccssesscesscesscssecssecssecssccsscesseesseseesssesscessceascnsecsaceascaecssecssecasecseeeseeees 12 4 A etn hee ete tata E E t SO ei ete e ues 12 5 MONTHLY CLOSING AUTOMATIC MONTHLY CLOSING MANUAL eese esten enne tn natns tns ta setas tn sistens sensns ense suse tassa setas 14 3 CHAPTER 1 TIME ACCOUNTING OVERVIEW The P C C Interactive Time Accounting System is a powerful time saving system developed by chartered accountants that elimina
139. tes tedious paper work The number of transactions is limited only by the amount of available disk space The system is designed so that the user is required to have a minimum knowledge of accounting or computers TIME ACCOUNTING FEATURES e Keep complete and up to date information on an unlimited number of clients e Maintain staff information hourly rate billable and non billable time and position e Record timesheets daily weekly or monthly e Track three different cost rates per employee with different effective dates e Track three different fee rates per employee with different effective dates e Keep informed with extensive reports about unbilled work in progress e See how your office time and your staff s office time is used e Forecast potential billings and revenues e Organize staff work more efficiently e Prepare detailed client history by client or clients by partner or partners e Transfer of data into word processing databases and query packages e Generate balances for work in progress revenue cash receipts and adjustments e Generate timesheets client billings cash receipts client expenses and WIP adjustments e Client history is automatically accumulated and stored e Run on local area networks e Integrate information to general ledger accounts receivable and accounts payable TIME ACCOUNTING FEATURES m 1 1 CHAPTER 2 TIME ACCOUNTING CYCLE PROCESSING CHECKLISTS The following is a summary of th
140. ts from the client history file C data up to your specified cutoff date H Hide the menu box so that you can view the entire screen 9 Display other information Esc Exit menu Various movement keys can also be used Allow you to retrieve the next and previous client records Take you to the first and last client records respectively Move you through the different menu options OPTIONS The Options selection from the menu has two different functions depending on what mode you are in If you have not yet selected a client the Options function allows you to display various time Client nunber Client nane fiddress line fiddress line fiddress line fiddress line Contact nane Client year end ddmm Phone nunber Fax number Phone code Group code In charge Send statements accounting data files Time Accounting Client Master TLTAPOS 1 20 31 07 93 Display Pmployees Display fork codes Display jine sheet batches Display ejpense batches Display Willing batches Display cash Jeceipt batches Display wili batches Display nos T 4 flexit Type the capitalized letter for the type of file you would like to display CLIENT MASTER m 8 3 MAINTENANCE AND INQUIRY If you select Options after you have selected a client the following screen will appear Time Accounting TLTAPOS 1 20 Client Master 31 07 93 Modify mode Client number 000 0001325 Client nane PARSONS AND CUMMINGS LIMITED Address line 282 NORTH RIVERMEDE ROA
141. unction N ENTER CLIENT EXPENSES m 5 27 DAILY PROCESSING Enter the information as follows BATCH NUMBER The system will automatically display the next batch number for client expenses BATCH DATE Press to accept the default date or type a new batch date in the format ddmmyy and press t Enter CLIENT NUMBER BATCH TOTAL Press or type the batch total of the client numbers followed by for the client expenses you wish to enter This total can be modified after the expenses have been entered YEAR END BATCH TOTAL Press or type the batch total of the year end followed by for the client expenses you wish to enter This total can be modified after the expenses have been entered EXPENSES BATCH TOTAL Press or type the batch total of the client expenses followed by for the client expenses you wish to enter This total can be modified after the expenses have been entered The system will then prompt you with A Select A Accept M Modify ESC Exit Review the information that you have entered and if everything is correct type A and press to accept and save the data Type A and press to add an expense entry to the current batch Enter the remaining information as follows CLIENT NUMBER Type the client number for the client that the expense entry is for and press Enter can be used to list all existing clients Once you enter the client number the client s name will be displayed EMPLOYEE NUMBER Type the e
142. vorksheet Expense batches Time summary by employee client Filing checklist Monthly time summary Cemployee Job prof it Monthly time summary client Fax telephone numbers 1 2 3 4 5 6 7 8 9 0 1 E Exit Dl Enter Selection Type and press to select Monthly time summary employee The screen will appear as follows Tine Accounting TLTAP145 1 00 Monthly Time Summary by Employee Client 31 03 93 Start date mmyy End date mmyy Include all employees Select Start Modify Exit MONTHLY TIME SUMMARY EMPLOYEE m 7 57 REPORTS The following report options are available END DATE Enter the date in the form of mmyy that you want to list the employee s time up to Once you have entered this date the start date will automatically be calculated for a 12 month period INCLUDE ALL EMPLOYEES You can specify A to include all employees or S for single employee processing If you select S the system will prompt you to enter the employee s numbers can be used to list all employees Modify the report options for the information that you require and press S to start processing the report 7 58 MONTHLY TIME SUMMARY EMPLOYEE REPORTS A sample Monthly Time Summary for a Single Employee follows 15 JUN 94 EXAMPLE COMPANY LIMITED Page 1 Monthly Time Summary by Employee Client EXTAR145 1 00 From JUL 92 to JUN 93 Employee 002 EMPLOYEE NAME Client JUL 92 AUG 92 SEP 92 OCT 92 NOV 92 DEC 92 JAN 9
143. wed by Enter The system will prompt you as follows Enter batch number to print Type the batch number you want to print followed by Enter can be used to list all batches and their status PRINT ALL BATCHES Type 2 followed by and the system will generate a report of all the unapplied outstanding batches Press to return to the reports main menu 7 12 m CLIENT BILLING BATCHES A sample Client Billing Batch report follows Date 30 06 94 CLI Batch number 291 Batch date 250786 Client no Cut off date Total billings Total YTD hour Total YTD cost Total YTD WIP First invoice of batch Last invoice of batch Number of invoices Batch status Invoice 1335 Batch Client no 000 0000770 9210 10 0001650 9010 10 0001650 9350 10 9015 10 0000600 4030 10 0065767 4030 10 0094815 4030 10 0010450 4030 10 0064436 4030 10 0077257 4030 10 0000600 8406 10 0093500 8406 10 0077257 8406 10 0016050 8406 10 0065700 8604 10 0094815 8406 10 end of batch number 291 1336 000 1337 000 1651 000 1652 041 1653 041 1654 024 1655 041 1656 041 1657 000 1658 041 1659 041 1660 041 1661 041 1662 041 EXAMPLE COMPANY LIMITED ENT BILLINGS BATCHES 3930665317 3930665317 0 0 3573 50 7171 50 t 00 00 s 00 00 00 00 1649 1652 15 applied Name COMPANY NAME OFFICE RENTAL FEES COMPANY NAME TELEPHONE COMPANY NAME SECRETARIAL SALARIES RECOVERED OFFICE SUPPLIES COMPANY
144. y initials ssssss 11 2 Company number sssssss 11 2 General control sss 10 2 Holding company initials 11 2 Long company name eee 11 2 Short company name 11 2 Daily Procedures Printing journals and reports 2 2 Transactions sss 2 2 Daily Startup One logical drive sssss 13 1 Two or more logical drives 13 4 Detailed Client History By client number ssss 7 22 By partner number sssss 7 22 Complete cei oe nte 7 23 Data file sott nice cete oe 7 23 Discounts General ledger code 5 18 Editor 3 3 Cancel processing ssssssssssss 3 3 Rekey from a field sssse 3 3 Rekey display line sssse 3 3 Employee Master 8 9 Billing rate eec 8 10 Classifications sess 8 11 Cost rate8 10 Employee address 8 10 Employee number sss 8 10 Employee phone number 8 10 Enter Client Billings Amount to apply 5 13 Apply to G L account 5 13 Balancing usine 5 14 Batch date sss 5 10 Batch number sss 5 10 Billing amount sssssses 5 12 Billing amounts batch total
145. ype the batch total of the YTD hours followed by for the WIP adjustments you wish to enter The batch totals can be modified after the WIP adjustments have been made YTD CostTs BATCH TOTAL Press or type the batch total of the YTD costs followed by for the WIP adjustments you wish to enter The batch totals can be modified after the WIP adjustments have been made YTD WIP BATCH TOTAL Press or type the batch total of the YTD WIP followed by for the WIP adjustments you wish to enter The batch totals can be modified after the WIP adjustments have been made YTD EXPENSES BATCH TOTAL Press or type the batch total of the YTD expenses followed by for the WIP adjustments you wish to enter The batch totals can be modified after the WIP adjustments have been made YTD BILLED BATCH TOTAL Press or type the batch total of the YTD billed followed by for the WIP adjustments you wish to enter The batch totals can be modified after the WIP adjustments have been made 5 34 m ENTER WIP ADJUSTMENTS DAILY PROCESSING YTD PAYMENTS BATCH TOTAL Press or type the batch total of the YTD payments followed by for the WIP adjustments you wish to enter The batch totals can be modified after the WIP adjustments have been made The system will then prompt you with A Select A Accept M Modify ESC Exit Review the information entered and if everything is correct type and press to accept and save the data Type A and press to Add an entry to the

Time Accounting - Polymathic Group

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